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ScanFile 2003 User Manual

1. 174 e LuraDocument User Guide LuraDocument 21 4 Predefined Settings User Guide There are three pre defined settings that can be used that for differing types of documents to be scanned Additionally these formats can be optimised for Internet retrieval using ScanFile WebServer Setting Description This will set the compression to the optimum settings for graphic only images The compression will be optimised for images that are mixed text and graphics The compression will be set for text only images The are also 5 quality levels that will affect the compression levels of the foreground and background images but will not affect the text compression The Internet optimised storage will change the storage mode to Embedded The image can then be displayed progressively The quality becomes continuously better during loading over telephone lines An interrupt of the transmission results in a smoothed but full size image LuraDocument e 175 LuraDocument 21 5 Expert Settings The Expert mode allows you to alter the compression and quality levels of the image segments These are divided into Bi tonal Foreground Background Thumbnail Miscellaneous Bi tonal The Bi tonal settings are for the text part of the image and can determine how the text is segmented and stored and the compression level Setting Mode Segmentation Mask Quality 176 e LuraDocument Description This sets the co
2. Film adjust vertical SHIFT W or Xthen or then eturn Film adjust SHIFT 4 then Yes or No then Return horizontal User Guide Scanner Setup e 167 Scanner Setup 19 13 Canon Canofile 510 The Canofile 510 is a standalone electronic filing system with a built in 50 page per minute double sided scanner This has been discontinued by Canon However the CF510 has a SCSI connection which enables it to be attached to a PC and used as a scanner Only certain CF510s can be used as scanners so please check with Canon to ensure compatibility The screen below shows the scanner setup for the Canofile CF510 Identify SCSI Adaptor and S canner ID Test Scan Display Window Scan Resolution The CF510 has two scan resolutions 200x 100dpi 200x200dpi The selected scan resolution will affect the quality of the image To select a resolution just click using the left mouse button on the option you require View Options These options will affect how the images are stored and displayed Standard documents will normally be scanned using the Standard Mode Photo mode scanning will enhance the document during scanning and result in better quality scans of pictures Please note that the Photo Mode option will result in larger scanned file sizes 168 e Scanner Setup User Guide Scanner Setup Each document scanned by the CF510 will have a Black border up to the maximum paper size of the CF510 scanner Choosing the Crop
3. LI Once the search has been performed a Hitlist will be displayed This will show the pages or files that have been matched with the word searched for The list will be sorted by the number of hits per page Detailed Hitlist This option when selected will show a Hitlist record for each page that contains the word or words searched for When not selected the Hitlist record will correspond to the file the word or words were found in Please note that a Detailed Hitlist can take a longer period of time to be generated due to each page having to be identified Show number of matches With this selected the number of times the word or words occur on the page or in the file will be displayed in the Hitlist User Guide Searching e 57 Searching 8 7 Hitlist The Hit List which shows the list of documents that matched the search criteria can be altered to show the information in a number of ways The column width and the order of the columns within the Hit List can be amended BEE Case Study UK Bede Fin Management Grayscale 09 03 2001 2 M Case Study UK Royal Bolton Hospital Grayscale 09 03 2001 2 Case Study UK Millar Kitching Grayscale 09 03 2001 2 Case Study UK Wigan Social Services Grayscale 20 03 2001 2 ScanFile Brochure German Colour 26 09 2001 32 ScanFile Brochure UK Colour 09 03 2001 12 ScanFie CESTO Colur 126708
4. Never y Increment if New file or separator The Start value of the counter can be set as well as the value to increment the value for each page The following values can be set for the Reset if and Increment if options Reset If will reset the counter to its start value Increment If will add the specified increment value to the counter Never Separator New File or Separator New File Each Document Options Screen User Guide The Options screen is for information and will show the attached scanner s installed or available options The Barcode Imprinter and Endorser checkboxes will be ticked if the options are installed CC is a special filter option YG LED will be ticked if the attached scanner is a DR 5020 or DR 5060F The Red Green Blue LED checkboxes will be ticked if the DR 5080c is attached The View options are values returned by the scanner The DR 5080c will tick all three checkboxes The DR 5020 and DR 5060F will return only Black amp White and Bi tonal Scanner Setup e 135 Scanner Setup 19 7 Canon DR 3060 3080c The DR 3060 and 3080c are high performance A4 scanners with a maximum scanning throughput of 40 pages per minute They are all double sided scanners with automatic paper size and thickness detection Both scanners incorporate a 100 sheet paper tray The DR 3060 supports black amp white and 256 level greyscale scanning whilst the DR 3080c supports several modes up to a ma
5. 150 e Scanner Setup User Guide Scanner Setup Pages Settings Any scanners attached that are capable of scanning single or double sided documents can have different settings applied for each side of a double sided document The first option to select is whether to scan single or double sided by selecting Front or Front back scanning from the Pages drop down The Adjust option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document For each side or both sides of a document the following options can be set The table on the following pages shows the available settings User Guide Scanner Setup e 151 Scanner Setu Soning Description You can select any Page Size that is supported by the scanner attached please check the relevant sections of this manual to verify which Page Sizes are available for each scanner ou can select any Resolution that is supported by the scanner attached please check the relevant sections of this manual to verify which resolutions are available for each scanner Use this setting when scanning in black and white mode This applies error diffusion to simulate grey s and half ones on the scanned document This is seful when scanning photo s he Inverted option allow you to change from black on a white background to hite on a black background his option is used to set the number of olours to be
6. The image viewing page can display one page of a document at a time The page can be zoomed up or down rotated or made to fit the display window User Guide RemoteStation e 191 RemoteStation 23 5 Scan Send The Scan Send option allows you to scan documents and then send them to one of four destinations Printer Folder User Email Printer This option enables you to scan documents and have them sent to a local printer or a printer that the RemoteStation server has access to The available server printers will be dictated by the configuration of the RemoteStation server Printer List When selecting the Printer option you must first select the location of the printer This can be on the local workstation or on a RemoteStation server Once selected the available printers will be shown If there is only one printer configured on the selected location the Printer List will be skipped Document Header After selecting the printer you will be able to create a print header sheet onto which you can enter the following information Recipient Originator Message Once this information has been added press the Scan button to open the Scan screen 192 e RemoteStation User Guide RemoteStation Folder The Folder option allows you to scan documents to ScanFile folders that the currently logged in user has permissions to If there is more than one RemoteStation Server registered then you will need to select the server
7. However if the text sensitivity levels is too low some letters may not be detected High compression ratios may also be obtained by lowering the minimum image qualities Another way to increase compression is to lower the resolutions for text colour image and the background image This can be done if the document has a simple structure User Guide e 179 22 WebServer 22 1 Overview Companies are rapidly embracing Internet technologies supporting remote and mobile users and implementing corporate intranets using the web browser as the universal desktop client application As this trend continues internal and external users such as customers and partners are demanding Internet access to corporate document repositories ScanFile WebServer is uniquely positioned to deliver the vast benefits of Internet technology to users With ScanFile WebServer you can give anyone anywhere in the world access to your document libraries ScanFile WebServer is an internet server based application that allows the retrieval of documents using just a web browser Whether you wish to make documents available over the internet or an intranet ScanFile WebServer is the fast secure reliable and easy way to do it Used together with ScanFile 2003 you have everything to store and reference your documents and then retrieve them no matter your location Features User Guide Full search display and download options on ScanFile document libraries
8. ScanFile Document Management Solutions User Guide Release 7 ScanFile 2003 ScanFile WebServer ScanFile RemoteStation AXi DieterSpielberg Document Management Systems GmbH Disclaimer Dieter Spielberg DMS GmbH makes no representation or warranties with respect to the contents or use of this manual and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Dieter Spielberg DMS GmbH reserves the right to revise this publication and to make changes to its content at any time without obligation to notify any person or entity of such revisions or changes Further Dieter Spielberg DMS GmbH makes no representations or warranties with respect to any ScanFile software and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose Further Dieter Spielberg DMS GmbH reserves the right to make changes to any or all parts of ScanFile software at any time without obligation to notify any person or entity of such changes Copyright 1999 2004 Dieter Spielberg DMS GmbH All Rights Reserved No part of this document may be reproduced transmitted or stored in any form or by any means electronic or mechanical for any purpose without the express written permission of Dieter Spielberg DMS GmbH SDMU RF 2k3 6 02 04 ENG AXi DieterSpielberg Document Management Systems GmbH ScanFile is a registered trademark of
9. There are many options that can be selected for the scanners and these are split over several option screens which are selected from Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The following screen shows the first screen displayed when choosing Scanner Setup for the Canon DR 6080 or 9080c x DR 6080 DR 9080C r Choose scanner SCSI ID r Page settings HA 1 ID 7 aic Bxx zl Page size Resolution Mode ID 3CANON DA 9080C 1 18 y Maximum zl 200 x200 zl Black White S Dither Compression Rotation Text mode cl Compressed TIFF G4 sl 0 SG Sensitivity Front IV Fit image Pages Front AR JV Same settings for back side Settings for Front 7j Test scan Use default settings Cancel E Extended settings OK 112 e Scanner Setup User Guide Scanner Setup Page Settings Both scanners are capable of scanning single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided Selecting Front Back or Front back scanning from the option on the screen above can do this The Fit Image option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document When this is set the Page Size option is disabled If scanning
10. o Date I Show folder names f Folders lt lt lt T ShowMedalD ZS AND combined a OR combined o All ten fields allowed in ScanFile folders will be shown on the search screen and the field names from the first folder added to the library will be shown Any of the fields can be used for searching irrespective of the number of fields the first folder has as other folders may have more fields Libraries e 85 Libraries The keyword lists applied to the folders is also available within Libraries and can be used to search for documents in the same way as for folders Selecting Hide Keyword List within General Settings will turn off displaying of keywords By pressing the Folders button you can display the names of the folders in the library You can also highlight a folder name and choose to just search within that folder To search specify the criteria and then press the Search button A Hitlist will then be displayed showing the results of the search Unlike a folder when the Hitlist is displayed and the Image Display window opened the first page from the first file will not be shown This is because the folder that the file is from may not be on line To show the contents of the file you must double click on the record on the Hitlist The column headings within the Hitlist will show the field names for the currently selected record As it is possible for folders with different fields to be in the
11. 1 1 Introduction Thank you for purchasing ScanFile the fast secure and user friendly solution to your document management requirements ScanFile offers a stable and flexible platform for the storage referencing and retrieval of your organisations documents ScanFile supports a vast range of black and white and colour document scanners and includes several options to make the storage of electronic format documents such as word processing and spreadsheet format files a straightforward task including integration with Microsoft Office The ScanFile solution incorporates three applications ScanFile 2003 ScanFile WebServer and ScanFile RemoteStation ScanFile 2003 is the core application and is a full 32bit application that is optimised to run on Microsoft Windows NT4 2000 and XP Professional based workstations ScanFile can also be installed on Novell Netware and Microsoft Windows NT4 amp 2000 servers ScanFile is a multi user document management system that uses a concurrent licensing system allowing you to maximize your investment in the product With ScanFile WebServer you can give anyone anywhere in the world access to your document libraries ScanFile WebServer is an Internet server based application that allows the retrieval of documents using just a web browser Whether you wish to make documents available over the Internet or an Intranet ScanFile WebServer is the fast secure reliable and easy way to do it User Guide Welcom
12. measured and the measurement then stored Subsequent documents measurements will be compared against the stored value and if the scanned document is thicker or longer than the stored value an error will be displayed Filter Settings The Filter settings can be used to improve the quality of the scanned image and to set colour dropout areas where the document will not be scanned Dropout Colour This function is only available for the DR 9080c and will disable the scanning of areas of the document of a particular colour The settings are option Description None Disables Colour dropout Red ill not scan red parts of the document Green 11l not scan green parts of the document Blue ill not scan blue parts of the document 118 e Scanner Setup User Guide Scanner Setup Automatic Exposure This sets the Automatic Exposure level and affects the brightness and contrast settings for the image This has a valid range of 1 to 9 and can be set by moving the slider bar or using the arrow keys to increase or decrease the value Edge Emphasis This can be used to emphasis contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 3 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value Other Settings Several other settings options are available and these are detailed below Verify Count This can be used to ensure that a kno
13. or the Documentation is expressly forbidden 5 EXPORT CONTROL You agree that the Software and Documentation will not be shipped transferred or exported into any country or used in any manner prohibited by the United States Export Administration Act or any other applicable export control laws restrictions or regulations of the countries involved 6 SUPPORT AND UPDATE a Spielberg Spielberg s subsidiaries or affiliates their distributors and dealers are not responsible for maintaining or helping you to use the Software and the Documentation excepting where agreements have been entered into between specific parties i e Spielberg Distributor Distributor Dealer Dealer End User b No updates fixes or support will be made available for the Software and Documentation other than by publishing such revisions on the Spielberg web site http www spielberg de or http www scanfile co uk c Any updates fixes or support will be made available on the said web site solely at the discretion of Spielberg who are under no obligation whatsoever so to do 7 LIMITED WARRANTY AND DISCLAIMER OF INDEMNITY Limited Warranty The Software and documentation is provided as is without warranty of any kind either express or implied including but not limited to implied warranties of merchantability and fitness for a particular purpose The entire risk as to quality and performance of the Software and documentations is with you Should the Software
14. recognition Graphical Element Cancel On this screen you can select which field within the folder you wish to associate the zone with and you can also specify the content type of the zone In this example the zone is associated with the field Order ID with a content type of Barcode The Recognize draft printing option will assist in reading faded or dot matrix printed documents Zones can be deleted by right clicking on the field name under Index fields and selecting the Delete option The Edit option allows you to resize a zone and also to change the field association and the content type setting After all the zones have been created press OK to close the Setup zones window Reading Barcodes To perform the zone recognition select Zone recognition from the OCR menu and the Zone Recognition screen will be displayed The folder you wish to perform the recognition on must be open Selecting the Read all pages option will perform the recognition on all the files in the folder The Read new pages option will perform the recognition on the files have been added since the last recognition was performed User Guide Barcode Scanning e 47 Barcode Scanning Records amp Pages The process described above will read all the records within a folder or the records added to the folder since zone recognition was last run Alternatively you can read single or selected records within a f
15. 8 Searching 8 1 8 2 8 7 8 8 9 Viewing Documents Eeer Viewing Multiple Documents Image Display Menu Electronic Documents Document Display Menu PAS LPICS andrea 9 7 10 Editing Documents 10 1 User Guide OVEIVIEW eebe EE OPUS der Hidden Records Extended Search Multiple Index Search Searching Libraries Full Text Search Detailed Hitlist Show number of matches OC EC Hitlist menu oooccccnnnnnnoninininoninonenes Personal Huert FastPics Menu OVERVIEW EN Manual Mode Feeder Mode Single Page Scanning Fiche CAMEO ion FS Controller II ER ee E Te Contents e ix 10 2 Append PAE 10 3 Inserting PAGES a costed casa losa 10 4 Delete Pares arab 10 5 REVISE Pares 10 6 Sput A A deiere 10 7 Change Page Ordet Sii Image Display Mel ia FastPles Drag amp Dri 10 8 Save RON aa 11 Indexing AA O Vera ni 11 2 Area E EE 12 Electronic Document Import LEA ONCE EAS AA 122 TIBEW atada Collect Mode serias 12 3 Explorer Send TO di 12 4 MS Office Integerapon Send To Zeene reegen Print amp Send to ScanFile coccccccccncncnininininnnnns 20 S a INP ad 13 Printing Export amp Email ST COVE toca A A SO TsO Print EE eege Ee EXPO AR ES E EE 14 Libraries e Tl e E 14 2 Searching Libraries s ssseeseseeeeseesesseeessseseeseseees 15 Document Routing TSt Overview nen E E aaie 15 2 Sending Documents to a Route 16 General Settings 167 OVER 16 2 Dis
16. Dieter Spielberg Document Management Systems GmbH Recognita is a registered trademark of Recognita Corporation Microsoft Windows and Windows NT are either registered trademarks or trademarks of Microsoft Corporation Netware amp Novell are registered trademarks of Novell Inc Other product and company names mentioned herein may be trademarks of their respective owners ScanFile International Limited Revag House 41 Balcombe Road Horley Surrey UK RH6 7HF Fax 44 1293 786699 Email support scanfile co uk Sfuser_English r7 February 2004 ScanFile Software License Agreement IMPORTANT Read this agreement before installing ScanFile By pressing the Yes I accept the agreement button when installing you are deemed to agree to be bound by this agreement This license agreement is a legal document between you and Dieter Spielberg Document Management Systems GmbH If you do not agree to the terms of this agreement return the software CD and accompanying documentation the Documentation and other items to the place from where you obtained them for a refund before they are marked or damaged in any way In consideration of the right to use the Software you agree to abide by the terms and conditions of this agreement 1 GRANT OF LICENSE The Software consists of the software modules by a Dieter Spielberg Document Management Systems GmbH a German public listed company having its place of business at Wanheimer St
17. EE 168 ee 168 VEW Re 168 Brightness EE 169 ale Hea cal ee 170 1915 TWAIN EE 170 20 General Information 171 20 1 e E 171 20 2 ScanFile VES as 171 20 3 Image regeert 171 20 4 Generate Report EE 171 20 5 EE 172 21 LuraDocument 173 VA CONES Waters AAAA AEE ANE eer 173 User Guide Contents e xiii 21 2 Selecting LuraDocument EE 174 21 3 E EE 174 21 4 Predefined Gate EE 175 21 5 Expert EE 176 LEE 176 HEEN Ee 177 LE e DEE 178 Miscellaneous ts 179 22 WebServer 181 ZEA OIE rs 181 O 181 22 2 Dpenine WED SERVER EE 182 MO AAG Cs ee 182 Open Library E Oe iO 182 Settinss EE Ee eege tee 182 22 9 Library ae 183 OCR SARC eege 184 Scarch Results Pare EERE 184 O OS 184 MEMO tarda 185 DOWN SE T 185 22 4 Viewing ET EE 185 Document Viewing DO SE 186 23 RemoteStation 187 23 We EE 187 23 2 Starting Remotes tation vic rai dE ebe EEN 189 ICY BOAT tacos 189 Hee eene ee 189 A e e a EE E E E AEAEE 190 Local Sending State ae E A A apne eee 190 e EE 190 LI E 191 SEAT CH A EE 191 MVC depts chao E 191 Pasto Eeer 191 Viewnga PAG as at trae tach eee tater sear aan ee aes 191 23 50 CA SOMA DEE 192 PTGS EE 192 EEN 193 MSG EE 193 ern E 194 E Scan SCPC E 195 Doc ment EE 195 xiv e Contents User Guide erte 195 Een E 196 MI a 196 Simplex DU dr 196 EEN 196 BIC VICW son detainee eae Ain Reena Renae 196 Send Document E 196 23 7 Scheduled EE 197 User Guide Contents e xv 1 Welcome to ScanFile
18. Fiche Carrier This mode always creates data records with one record per image It can be switched between automatic and manual feed Insert fiche to be scanned Position to the relevant fiche frame Set zoom and focus properly Key in index for the frame to be scanned if not created automatically by barcode counting or duplicating index fields Start scanning process by clicking on the Single page scanning button FS Controller Ill This mode always creates data records with one record per image It can be switched between automatic and manual feed Manual Mode In this mode the pages are manually selected via the keyboard or knob of the FS III and scanned as single page records Insert the film to be scanned Position the FS III to the frame to be scanned with keyboard or turning knob of FS III Set zoom and focus properly Key in index for the frame to be scanned if not created automatically by barcode counting or duplicating index fields Start scan by clicking on the Single page scanning button User Guide Microfilm Scanning e 51 Microfilm Scanning Feeder Mode In this mode a user definable number of frames is scanned automatically and saved as separate records With this option automatic indexing barcode counting or duplicating fields should be set as it is not possible to key in index information with is for individual pages The index can also be keyed in or edited later Group pages by pages P
19. SCSI ID For any SCSI device attached to the selected adaptor card a description of what the device is will be displayed next to the SCSI ID User Guide Scanner Setup e 109 Scanner Setup 19 2 Scanning Resolution Any scanning device has the ability to scan documents at different resolutions These are measured in Dots per Inch Dpi In the majority of scanners vertical and horizontal resolutions will be the same although the Canon DR scanner range can scan at split resolutions The resolution that a document is scanned at will have two effects The higher the scan resolution the better quality image that will be produced Higher scan resolutions will produce larger file sizes for a scanned image As an example scanning at 200dpi will result in 40 000 bits of information per square inch scanned At 300dpi this rises to 90 000 bits of information With file compression which ScanFile utilises a typical 200dpi scan will produce a file of approximately 25 30k A 300dpi scan will result in a file size of around 40 45k The resolution chosen to scan particular documents will very much depend upon the type of document being scanned its quality whether it is to be live or archive filing and user preference 19 3 Test Scan The Test scan function is available within the inbuilt Canon scanner drivers and allows you to scan a document with your selected settings to see whether these settings are correct Place a document in the
20. The Check Number of Barcodes option controls this If the Clear Selected Keywords option is enabled when the Clear fields button is pressed in a folder or library the currently highlighted keywords will be de selected If this option is disabled the keywords will remain selected When scanning single page bar coded documents if ScanFile fails to read a barcode from a page an X can be placed in the folder barcode field to identify the document for later indexing The Auto Index failed barcode read with X option selects this If this option is not selected and ScanFile was unable to read a barcode scanning will pause and you will be prompted to type in the index information into the barcode field 94 e General Settings User Guide General Settings 16 10 Choose Background The default display for the main ScanFile window is a grey background Each user can change this by selecting the Choose Background button in the General Settings You can then select whether you wish to choose a colour for the background or to apply an image to the main screen background Colour To choose a colour press the Choose Colour button and the following dialogue will be displayed You can then choose the colour you wish and press OK The available colours will be dependent upon the settings of the display adaptor You will then be returned to the Choose background screen shown on the previous page Image Selecting the Choose Image option will
21. The scanners will recognise the following barcode types EAN UPC Code 39 UPC A Codabar UPC E Code 25 Code 128 Up to four barcodes of differing types can be searched for and read from a document The number to read can be set in the Barcodes per page option User Guide Scanner Setup e 131 Scanner Setup To select the side of the page that the barcodes are on choose the appropriate option from the Side drop down list To activate the barcode recognition tick the Use barcode recognition checkbox The Activate buzzer option will set the scanner to buzz each time a barcode is found and read Barcode Search Area A specific area on a page to search for barcodes can be set To select this option tick the Activate checkbox under Search Area The area to be read must be specified in millimetres and the top left of the search area is set by putting the appropriate values in the Horizontal and Vertical offset value fields You can then specify the width and height of the search area in the Width and Height value fields To set the scanner to read a particular barcode format or formats tick the Activate checkbox in each of the barcode formats EAN To read the Extended EAN format tick the Extended checkbox Code 39 If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox If this is selected the checksum value can be returned by selecting the Return checksum option You can also select to inc
22. This will remove horizontal lines This removes vertical lines This will brighten the page This darkens the page Attempts to complete horizontal amp vertical lines Will soften edges of words and graphics blending them with their surroundings More clearly defines the edges of graphics boxes and text Additional Settings e 101 Additional Settings 17 6 Fast Search The Fast Search option enables you to set what are called Binary Indexes against specific fields within a folder or library A binary index can substantially reduce search times on folders and libraries with large numbers of index records when the search is performed on the field set for binary indexing It is important to note however that a field set with a binary index can adversely affect the import of new records This is especially so when importing folders into libraries It is therefore wise to switch the binary index OFF before importing folders into libraries and then to switch the binary index back on To set a binary index for a field within a folder or library first of all make sure that the folder or library is open Then select Fast Search from the Search menu and the following screen will be displayed Select the field to set a binary index on and then press ok A binary index will then be created for that field 102 e Additional Settings User Guide 1 8 CD Preparation 18 1 Overview Once a folder has been completed and is no long
23. WARRANTY is void if failure of the Compact Disc has resulted from accident abuse or misapplication of the software No liability for consequential damages In no event shall Spielberg or Spielberg s affiliates their distributors or dealers be liable for any damages whatsoever including without limitation direct or indirect damages for personal injury loss of business profits business interruption loss of business information or other consequential or incidental damages arising out of the software the use thereof or inability to use the software even if Spielberg Spielberg s affiliates their distributors or dealers has been advised of the possibility of such damages Some states or jurisdictions do not allow the exclusion or limitation of liability for consequential or incidental damages so the above limitation may not apply to you Disclaimer of indemnity Spielberg Spielberg s affiliates their distributors and dealers shall have no obligation to indemnify you against any claim or suit brought to you by a third party alleging that the Software or the use thereof infringes any intellectual property of such third party 8 TERM This agreement is effective upon pressing the Yes I accept the agreement button and remains in effect until terminated You may terminate this agreement by destroying the Software and any copy thereof This agreement will also terminate if you fail to comply with any of the terms of this agreement In addi
24. When the Auto checkbox is ticked the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox You can then do one of the following Type in a value between 1 and 255 Drag the slider bar to the required value Press the left or right arrow buttons at either end of the slider bar to increase or decrease the brightness value Greyscale Colour In this mode the Photo Brightness and Contrast settings can be adjusted The DR 2080C has automatic brightness and contrast functions built in but these can be overridden and set manually if necessary When the Auto checkbox is ticked the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox You can then do one of the following Type in a value between 1 and 255 Drag the slider bar to the required value Press the left or right arrow buttons at either end of the slider bar to increase or decrease the value User Gu
25. allow you to apply a Bitmap BMP file to be displayed in the main image window The top left corner of the selected bitmap will be in the top left corner of the main ScanFile screen Find the Bitmap you wish to use highlight it and then press the OK button from the Find File screen You will then be returned to the Choose Background screen which will show the name of the selected bitmap Pressing the OK button will save your settings User Guide General Settings e 95 1 7 Additional Settings 17 1 Overview Further settings are available within ScanFile that allow you to select the language ScanFile uses which barcode to read and other scanning related functions These are described below User Guide Additional Settings 97 Additional Settings 17 2 Choose Language When installing ScanFile you will be asked to select the desired language but this can be changed at any time by selecting Choose Language from the Options menu Before the new language will take effect ScanFile must be closed down and restarted Available languages are English US amp British German French Dutch In addition to these Chinese Japanese and Korean versions of ScanFile are available 17 3 Choose Barcode ScanFile has the ability to auto index documents that have barcodes on them Up to ten barcodes can be read and applied to the index fields The barcodes can be in any position on the first page of a file and will be applied
26. as resolution and compressed and uncompressed size 20 4 Generate Report User Guide An activity report for the actions that have taken place within a folder can be generated by selecting Generate Report from the Options menu This will create a summary for each user showing the number of files and pages created or modified for the selected date This feature can be opened by selecting Generate report on the Options menu Selecting the Create a Detailed Report option will show the file details for each file a user has created or modified This will be printed to the current default printer General Information e 171 General Information 20 5 Exception Report The Exception Report plug in allows you to search through a field in a folder for any gaps in a numbering sequence Select Exception Report from the Plug ins menu to start the program To select the folder to check press the Open folder button and then highlight the folder name and press the OK button The screen displayed allows you to select the start and end values of the numeric range to search You can also select the folder field to search in Once you have entered the information press the Start button to perform the range check If any numbers within the range are found to be missing a file called ERROR LOG will be created in the temporary directory You will be given the option to view this file immediately the check has finished 172 e General Informati
27. attached and supported by it Scanner Configuration There are many options that can be selected for any scanners attached to the Axis 7000 and these are defined in the Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The following screen dialogue shows the first screen displayed when choosing Scanner Setup for the Axis 7000 DR 3060 3080C r Page size Maximum v Adjust Vv Skew correction Vv p View Resolution Compression Mode 200 200 7 Compressed EE BAS Black White E Rotation Pages Dither or gt Front T Text mode z Use default settings Extended settings Please note that any settings that are defined for the Axis 7000 are dependant on the scanner that is attached to it It is not possible to define which scanner is attached to it so the Axis 7000 must only be setup with the settings that are specific to that scanner For example selecting to scan in colour when a DR 5020 is attached would not be possible as it is a black and white scanner only Scanner SCSI ID To be able to recognise the Axis 7000 Scan Server you must enter it s IP Address and the User Name and Password that have previously been configured on the Axis 7000 The correct configuration of the Axis 7000 can be verified using your web browser please refer to the Axis user manual for details on how to do this
28. day How many different applications does a customer have What indexing is to be used Taking these in to account you can approximate the amount of storage space required for a given period such as 2 or 3 years and put in place your on line near line and off line storage Minimum Recommended Requirements The minimum recommended specification for a workstation is as follows Personal computer using a 2GHz Pentium 4 Processor 256MB RAM 17 Display CD ROM Drive 20Gb Hard Disk Drive MS Windows 2000 Professional 30 e System Requirements User Guide 3 First Steps 3 1 Overview This section describes the steps required to start and license ScanFile the first time ScanFile is run 3 2 Starting ScanFile When ScanFile is installed a Windows program group is created with the program icons contained within it Click on the Start button select Programs highlight ScanFile2003 and then click on ScanFile2003 You will then be presented with a login screen The default user name amp password is admin Type these in and then press the Enter key or click on Start User Guide First Steps e 31 First Steps Licensing The first time you start ScanFile it will report that the software is not licensed and then display the License Manager Please see the Administration Guide on how to activate your ScanFile dongle 3 3 ScanFile Main Screen After starting ScanFile once licensed the main window will be displa
29. document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling 154 e Scanner Setup User Guide Scanner Setup 19 11 User Guide Canon MS300 MS350 amp MS800 The Canon MS300 350 and 800 microfilm scanners offers high speed and high resolution scanning and provide easy conversion and integration into existing digital environments Full automatic search and retrieval scanning functions are available via the optional FS Controller III where the scanner suports it Scanner Configuration The following screen shows the main settings screen displayed when choosing Scanner Setup for the Canon MS800 Microfilm Scanner 800 Choose scanner SCSI ID al Text mode Choose Feeder Automatic fiche carrier via COM Port View Page size Dither Compression Resolution Mode Maximum x 200 200 Y Black White 5 Rotation 2 Compressed TIFF G4 zl fo y r Sensitivity Fage Centered y Film type Auto C Negative film Positive film Test scan FS Controller III via SCSI Scanner Setup e 155 Scanner Setup Page Settings A number of options can be set which will affect the size quality and orientation of the documents being scanned These are in the View section on the Scanner Setup screen The tables below and on the following pages
30. double sided documents different settings can be applied for each side of the documents To use the same settings for both sides of the documents click on the Same settings for back side option To use different settings for each side uncheck the Same settings for back side option and then choose from the drop down list which side you wish to choose to set the scanning preferences For each side or both sides of a document the following options can be set The table on the following pages shows the available settings User Guide Scanner Setup e 113 Scanner Setup Setting Description Resolution 114 e Scanner Setup Select one of the following document sizes Letter 8 5 x 11 Inch Legal 8 5 x 14 Inch A3 297 x 420 mm A4 210 x 297 mm AS 148 x 210 mm A6 105 x 148 mm B4 250 x 353 mm B5 176 x 250 mm B6 125 x 176 mm If Fit Image is enabled this setting is disabled indow Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarde
31. images scanned into them When this information is converted to ScanFile using the ScanFile Conversion option the graphic pictures applied to a cell can be displayed by disabling the Display Keywords as Text option If a text reference was applied to a Canofile cell or if the keyword list was created in ScanFile the text will be shown in the cell box With the Display Keywords as Text option enabled the keyword list will be shown in list format When using keywords to search for documents multiple keywords can be selected By choosing either the AND or the OR option the search will find documents that have had ALL the selected keywords applied to them or will find documents that have had ANY of the keywords applied to them 16 6 Send to Email This option allows you to select how black and white scanned images are sent to an e mail message If a document has multiple pages the images can be put into the new message as either single page TIFF files a multi page TIFF file or as a PDF File If a document is of mixed format it also contains colour documents or Word Excel files these will be separate to the file s This setting also affects the Save to File option 92 e General Settings User Guide General Settings 16 7 Personal Hitlist The Personal Hitlist described earlier in this manual is a way for each user to keep a list of documents together so that they do not need to search for them each time they wish to view
32. is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox You can then do one of the following Type in a value between 1 and 255 Drag the slider bar to the required value Press the left or right arrow buttons at either end of the slider bar to increase or decrease the brightness value Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted The scanners have an automatic brightness and contrast function built in but these can be overridden and manually set if necessary When the Auto checkbox is ticked the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast Feeder Selection The MS250 and 800 can use the Canon FS Controller II for automatic film advancement while scanning Additionally an automatic fiche carrier is available in some countries User Guide Scanner Setup e 159 Scanner Setup Scan Area Setting The MS300 and 350 have an A4 Portrait screen and the MS800 an A3 Landscape screen On the MS800 the screen can also be separated into two A4 portrait zones or a centre
33. main screen ScanFile folders and libraries will be displayed as well as affecting the actions of keyword searches and the display of hit lists Many other options can be set from General Settings and it is very important that these options are understood to ensure that you get the best from your ScanFile solution User Guide First Steps e 33 4 Folder Toolbox 4 1 Overview Whenever a folder is open the folder toolbox will be available allowing you to access the majority of functions that need to be carried out within a folder such as scanning indexing and editing and searching User Guide Folder Toolbox e 35 Folder Toolbox 4 2 Open Folder To open a folder go to the File menu and select Open Folder Only One folder can be open at any one time From the displayed screen you can select the drive the folder is on and then select the folder you wish to open Once you have highlighted the folder and clicked on OK the folder will be opened All functions to do with a folder are controlled via the Folder toolbox which has four menus Scan Search Edit amp Post index The tools available to the user within the toolbox will be dependent upon the option selected 4 3 Keyword Display If a keyword list has been assigned to a folder various options as to how and whether the keywords are displayed are available In the Keywords Search Mode of the General Settings screen the keyword list preferences can be set You can choose
34. not to display the keyword list at all by selecting Hide Keyword list This is shown in the example folder toolbox on the previous page The Display keywords as Text option will display the keywords in a column format but if this is not selected the keywords will be displayed in a cell format You can also choose whether when doing a multiple keyword search the records displayed will show records that have keyword 1 AND keyword 2 or that have keyword 1 OR keyword 2 To select multiple keywords when either indexing or searching hold down the CTRL key when clicking on the words you wish to select 36 e Folder Toolbox User Guide Folder Toolbox 4 4 Toolbox Scan The following tools will be available if the Scan option is selected in the folder toolbox These allow you to scan single or multi page files select manual or auto feed and to browse through the current file Si aka 92 8 Single Page Clear Next Scan Fields Page 4 5 Toolbox Search This selection allows you to specify the required search criteria for documents and perform a search This will result in a list of the files found being displayed EG Fe es Clear Next Next Fields Entry Page 4 6 Toolbox Edit From this the indexing information for a document can be changed You can also amend the document itself by inserting appending revising and deleting pages Save Delete Revise Insert Changes Image Page Pages EE Clear Feeder Appen
35. of memory used will increase by the requirements of the document For scanned or imported image documents the compressed file is read from disk and then uncompressed into the workstations memory For a black amp white A4 document scanned at 300dpi the uncompressed size will be about 1 Megabyte For a 24bit colour A3 document scanned at 400dpi the uncompressed size will be just under 100 Megabytes 28 e System Requirements User Guide System Requirements Electronic format documents such as MS Word or Excel do not substantially increase the amount of memory ScanFile uses but the native application will be opened and the memory that requires must be taken into account When calculating the amount of memory a workstation should have the requirements of the operating system needs to be taken into account Additionally the amount of memory used by other applications that you might wish to have open at the same time as ScanFile need to be considered If there is insufficient RAM in the workstation the operating system will use the hard disk as virtual memory This however will dramatically affect the performance of the workstation Scanner Requirements The specification for a scanning workstation will be broadly similar to that required for viewing the documents scanned The way a scanner works must be taken into account as they do vary in the way images are presented to the workstation As an example The Canon DR 3020 scans A
36. oral or written and any other communication between you and Spielberg relating to the subject matter hereof No amendment to this agreement shall be effective unless signed by a duly authorised representative of Spielberg Should you have any questions concerning this agreement or if you desire to contact Spielberg for any reason please write to your authorised supplier requesting that they pass your correspondence to ScanFile International Limited the marketing affiliate of Dieter Spielberg Contents 1 Welcome to ScanFile 17 1 1 ro e E 17 1 2 Important Please Redd reei ee ee 18 Uperades dao oa 18 13 ere Features ir 19 1 4 ScanFile Options diss anchataiveneniconteinserseustas 20 A Ee 20 Ee EE 20 LEE 20 PB PROT space ccna dean at tae es O O 20 i EE 20 Forms RECO BTIUION RE E 20 TE EE 21 COLD coi eege 21 PUTIN EE 21 Document ROO dios 21 A A A AA 21 A Nail dette eA eat eit ee a 21 Virt al E 21 15 Newin Release EE 22 Stellent Document Viewer 22 DIVAS DI EE 22 User Date Vali GatiOn asi a 22 Personal Ett tard a a 22 Image Rotation aa 22 Document ee 22 Alphanumeric Media HES eege Ret AOA 22 RE VV Cit Sica haste ies ota is aa aia 22 REMOTE Te EE 23 Bohanced EE 23 ECOPY te ra MOR isa ee eo 23 TSE OA ES 23 Canon DR 6080 9080c Support 23 1 6 Folders and Libraries coooocccnnnoncccnonononnnononananononnnananocononannnncconanananoss 24 GE e Folder iia AAA AA 24 CAME IS DIS iia 24 EL SoftWare EE 25 User Gui
37. printable border the page being printed will not fit onto one A4 page When this option is not enabled ScanFile will ensure that an A4 page will fit on a single printed page by slightly reducing the size When scanning double sided documents ScanFile records whether a stored page was the front or back of a page When printing these to a double sided printer if the Ignore Duplex mode is disabled ScanFile will print each page as it was scanned front pages will be printed on the front of a sheet back pages will be printed on the back of a sheet When this mode is enabled the pages will be printed in straight sequence The User Date and Time option will print the name of the computer the user and the date amp time the document was printed at the top of each sheet Text Annotations can be printed on a separate sheet to the image when this option is selected User Guide General Settings e 91 General Settings 16 5 Keyword Search Mode If a keyword list has been applied to a folder or library you can choose how this is displayed and how the keyword search will operate When a folder or library is open the Hide Keyword List option when selected will not show the keyword list next to the folder or library fields Keywords can be displayed in two ways the normal mode is to display them as text references One of the features of the Canofile is index cells which work in the same way as keywords These cells can have graphic
38. prove defective you and not Spielberg Spielberg s affiliates their distributors or dealers assume the entire cost of all necessary servicing repair or correction Some states or jurisdictions no not allow the exclusion of implied warranties so the above exclusion may not apply to you This warranty gives you specific legal rights and you may also have other rights which vary according to state or jurisdiction Spielberg Spielberg s affiliates their distributors and dealers do not warrant that the functions contained in the Software will meet your requirements or that the operation of the Software will meet your requirements or that the operation of the Software will be uninterrupted or error free However Spielberg or Spielberg s affiliates warrants a compact disc or diskette on which the Software is stored to be free from defects in materials and workmanship under normal use for a period of ninety 90 days from the date you purchased the same as evidenced by a receipt or otherwise Some states or jurisdictions do not allow limitations on duration of an implied warranty so the above limitation may not apply to you CUSTOMER REMEDIES Spielberg s entire liability and your exclusive remedy shall be the replacement of the Compact Disc and or Diskette not meeting the LIMITED WARRANTY and which is returned to Spielberg or Spielberg s marketing affiliate ScanFile International Limited with a copy of your receipt or otherwise The LIMITED
39. root of the folder drive With the first two options a directory called CD_TRANS CD will be created on the selected pool drive and the folders and or the retrieval version of ScanFile will be copied to it During the copying process the contents of the folders are verified Also a unique archive file is created in the folder directory Without this archive file the retrieval version of ScanFile will NOT open the folder and therefore any folders to be copied to a CD with the retrieval software must be specified with the CD preparation dialogue The archive file will also be created in the folder directory during Fast Preparation where a CD_TRANS CD directory is not created and a retrieval version of ScanFile is copied to the folder drive root directory 18 2 CD Tickers If you wish to create a ScanFile Executable CD with a retrieval only version of ScanFile this will require a CD Ticker These can be purchased in groups from your supplier Each executable CD preparation will use one CD ticker These are a licences allowing you to put the retrieval only version of ScanFile on a CD You can create as many copies of that CD as you wish To register tickers within ScanFile from the Options menu select Display Ticker Status Each time you purchase a group of tickers you must give the reported Site Code to your supplier together with your ScanFile serial number who will then send you a Site Key Enter the Site key and then press Activ
40. scans and stores images as single page records between Page blip numbers entered Group pages by File F scans and stores images as single page records between File blip numbers entered Group pages by File F and B scans and stores images as single page records between File and batch blip numbers entered Group pages by Batch B scans and stores images as single page records between Batch blip numbers entered Be sure that the mode of the FS Controller II for blip reading is set properly 52 e Microfilm Scanning User Guide 8 Searching 8 1 Overview Searching for documents within ScanFile is a straightforward and easy task The standard document search tools in ScanFile are comprehensive allowing you to perform range searches with AND OR properties on more information than just the user defined index fields created within a folder User Guide Searching e 53 Searching 8 2 Search The primary search screen is available from the Folder toolbox Search option where the fields within the folder are presented as well as the keywords if used Just enter your search criteria and pressing the Search button will produce a list of all the documents that matched the search criteria At the same time the first document in the matching list will be displayed Options Omon Besson Eo denotes a string of any length even 0 P kenotes any single character x y z denotes one character x or y or z list of charac
41. select the Scan Pages icon Once the documents are in the pool they can be viewed by using the Next amp Previous icons To create a new file select the page that is the first page of the file type in the indexing information for the file and then click on the new record icon Once you have pressed the new record icon the next page in the Postindex pool will be displayed Instead of clicking the new record icon you can also press ENTER once index information has been added to the final field in a folder A new record will be created with this index information and the next image to be indexed is displayed 40 e General Scanning User Guide General Scanning To keep adding pages to the new file just keep on pressing the Append page icon for each page of the file that is displayed When a new file needs to be created just press the new Record icon again Instead of pressing the Append icon you can also press the key on the keyboard to append pages This will only work if the first field is in overwrite mode Pressing the key will bring the appended page back into the Postindex pool Pressing CTRL and will append all remaining images from the Post Index pool The Append feature of Post index can also be used to append pages to existing files Via the search option find the file you wish to append to go to the Post index pool display the page you want to append and then press the Append Page icon 5 4 Job Separation Sh
42. show the available settings Description Page Size Resolution 156 e Scanner Setup Select one of the following document sizes Letter 8 5 x 11 Inch Legal 8 5 x 14 Inch A3 297 x 420 mm A4 210 x 297 mm AS 148 x 210 mm A6 105 x 148 mm B4 250 x 353 mm ISO B4 257 x 364 mm JIS B5 176 x 250 mm ISO B5 182 x 257 mm JIS indow Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded You can select one of the following resolutions 200 300 400 and 600 dpi Dots per Inch ith the above settings the horizontal scan resolution is the same as the vertical resolution User Guide Scanner Setu sening Desorption Use this setting when scanning in black and white mode This applies error diffusion to simulate grey s and half tones on the scanned document This is useful when scanning photos The Inverted option allow you to change from black on a white background to white on a black background The
43. that holds the folder you wish to scan to first If the logged in user only has access to one folder on the server a folder list will not be displayed Folder Fields Once the folder has been selected press the forward button to show the Folder fields If the user only has access to one folder the fields will be displayed automatically without having to select the folder From this screen you can enter the index information related to the document you wish to scan You can also select the date and time that the document will be scheduled for sending to the RemoteStation server This can be set at the bottom of the Folder fields display Once this has been done press the appropriate Scan button to open the Scan screen You can select to scan single or multi page documents Selecting the Single page option will create a folder record for each page scanned Selecting the Multi page option will create a single folder record for all scanned pages User This option allows you to send a scanned document to a registered ScanFile user The documents will be sent to a users personal hitlist so that they can be accessed from within ScanFile If there is more than one RemoteStation Server registered then you will need to select the server that the user is registered on first The list of users on the server will be displayed and you can select one or more users to send the document to Once you have selected the users press the Forward button to sh
44. the left side of the screen and display tools are available to allow you to rotate and zoom the displayed image If more than one page has been scanned you can move between the pages by using the Up and Down arrows under the Documents option The X under documents will delete the displayed page Send Document Once you are happy with the scanned document press the Send button which will queue the document locally before sending it to the RemoteStation Server Whilst sending if the connection between the client and the server is broken once it is re established the document will once again be sent The documents are queued locally until a successful transmission message is received from the server 196 e RemoteStation User Guide RemoteStation 23 7 Scheduled Sending User Guide When scanning or importing documents to a ScanFile folder you can select the date and time that the documents are to be sent to the RemoteStation server for adding to the folder At the bottom of the Folder indexing screen the current date and time will be displayed You can amend this to the date and or time that you wish the documents to be sent Once you have completed the scanning and or importing of documents they are held in a queue locally until the scheduled date and time is reached when the RemoteStation Client will attempt to send them to the server You do not have to be logged into the RemoteStation Client for the documents to be sent but
45. the RemoteStation Client must be open Additionally if you are using a Dial Up connection to the RemoteStation server this must be connected prior to the Client sending RemoteStation e 197
46. the image in the standard display window and choose Create Working Copy This will open a secondary display window showing the image currently displayed in the standard display window The secondary display windows are totally independent of the standard display window and of the folder and do not relate to a particular file It is not possible to page through a document from a secondary window The secondary windows will remain open until they are manually closed or ScanFile is closed User Guide Viewing Documents e 63 Viewing Documents 9 3 Image Display Menu Pressing the right mouse button while in the document display window will open the document display menu This allows you to perform actions on the page currently displayed Several options available are the same as offered on the Hitlist menu but will only apply to the displayed page Please note that these options only apply to scanned documents Option Image information LuraDocument Print copy area Convert to Create working copy Fit image Fit width 1 1 display Change image position OCR Move Copy Send to Close 64 e Viewing Documents Description Show file information about displayed image If the image is in Lura Document Format this will allow you to switch between the images layers Select an Area of the Page and print or copy to clipboard OCR s image and converts text to chosen file format Opens a secondary d
47. the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded Resolution ou can select up to one of the following resolutions 200 210 220 230 240 250 260 270 280 290 300 and 400 dpi Dots per Inch ith the above settings the horizontal scan resolution is the same as the vertical resolution There are also 2 high speed scanning settings which have split resolutions The first figure is the horizontal setting the second refers to the vertical setting These are marked in the Resolution list with asterisks 200 x100 300x150 124 e Scanner Setup User Guide Scanner Setu sening Desorption se this setting when scanning in black and white mode This applies error diffusion to simulate grey s and half tones on the scanned document his is useful when scanning photo s he Inverted option allow you to change from black on a white background to white on a black background his option is used to set the number of colours to be scanned lease note that the DR 5020 and DR 5060F only Support Black amp White mode scanning All other settings are applicable to the DR 5080c lack amp White mode scans only in black amp white reyscale he DR 5080c supports 4 16 amp 256 levels of he DR 5080c supports 3 6 12 and 24 bit colour scann
48. them Additionally users can send documents to other users Personal Hitlist These options allow you to select whether users will be informed when another user sends a document to a user s list No message No action will be taken if a new document appears in a Hitlist if the No message option is selected A user will have to manually check for new documents in their personal hitlist At Login Each time a user starts ScanFile their Personal Hitlist will be checked for new messages if the At login option is selected Time Interval A user s Hitlist can be checked at specific time intervals if the Time interval option is selected and a time period entered How a user is informed about new documents can be chosen The Beep option will play a sound or a message will be displayed if the Message option is selected Auto open With this option selected the Personal Hitlist will automatically open whenever a new document is added to it 16 8 Library Date Format The format in which date fields are displayed in ScanFile Libraries can be set from this option You can select the order in which the days months and years are displayed as well as the separator to be used The formats are DD MM YY DD MM YYYY MM DD YY MM DD YYYY YY MM DD YYYY MM DD eJ 6 Valid separators are and User Guide General Settings e 93 General Settings 16 9 Other Settings With the Display Inactive Buttons option
49. to search across Wildcard characters such and can be used in the search criteria Pressing the Search button will then display a Hitlist showing all the documents that matched the criteria used User Guide Searching e 55 Searching 8 5 Searching Libraries Firstly you must open a library you wish to search in To do this select Open Library from the Libraries menu and then choose the library you wish to open The Library search screen will then be displayed 7 TRAINING it x Maiked 0 25 Manual None Section Subject Source Date ler IV Show folder names IV Show Media D AND combined e Windows OR combined SS ales canFile Scanner Search Software Specification Folders lt lt lt Trainin All ten fields allowed in ScanFile folders will be shown on the search screen and the field names from the first folder added to the library will be shown Any of the fields can be used for searching irrespective of the number of fields the first folder has as other folders may have more fields The keyword lists applied to the folders is also available within Libraries and can be used to search for documents in the same way as for folders Selecting Hide Keyword List within General Settings will turn off displaying of keywords By pressing the Folders button you can display the names of the folders in the library You can also hig
50. to the index fields in the order in which they appear on the first page The barcodes will be read and the index fields filled whilst scanning Five barcode formats are supported by ScanFile and these are Barcode 3 of 9 Extended Code 39 2 of 5 interleaved Coda bar and Code 128 and the barcode type required can be selected from Choose Barcode from the Options menu The barcode reading module can also recognise a barcode checksum which checks for the validity of the barcode The checksum number is NOT added to the index field The Rotate Barcode 90 will read barcodes that are printed down a page rather than across 98 e Additional Settings User Guide Additional Settings The Enhance barcode option can improve the reliability of reading barcodes from poorly printed documents such as those produced by dot matrix printers Please note that this process may slow scanning The Barcode reading function of ScanFile is an option and is not supplied as standard with ScanFile 17 4 Choose Brightness This option can be used to assign predefined brightness levels used during scanning to the function keys Where for example documents have different background colours and the scan quality using the automatic mode of the scanner is insufficient manually set values can be applied By pressing the appropriate function key that brightness level will be used during scanning Obviously the setting of these values is a matter of tr
51. value 0 Increment Po i Reset if pe T Increment if The Start value of the counter can be set as well as the value to increment the value for each page The following values can be set for the Reset if and Increment if options Reset If will reset the counter to its start value Increment If will add the specified increment value to the counter Never Separator New File or Separator New File Each Document User Guide Scanner Setup e 121 Scanner Setup 19 6 Canon DR 5020 5080c amp 5060F The DR 5020 5080c and 5060F are high performance A3 scanners with a maximum scanning throughput of 80 A4 pages per minute They are all double sided scanners with automatic paper size and thickness detection Additionally document skew is automatically corrected during the document feed process from the 500 sheet paper feed tray The DR 5060F incorporates an inbuilt microfilm camera The DR 5020 supports black amp white scanning whilst the DR 5080c supports several modes up to a maximum 24 bit colour The maximum scanning resolution for both of these scanners is 400dpi The DR 5060F supports black amp white scanning only with a maximum scanning resolution of 300dpi Pre and post document endorsers are options which can be added to the scanners A Barcode decoder can also be included as an option Document specifications are Width 55mm to 297mm Length 70mm to 432mm Thickness0 06mm to 0 15mm 0 05 to 0 2mm Man
52. 2001 6 SF2002 Administration Cover TIFFwriter 20 02 2001 1 SF2002 Administration Copyright TiFFwriter 20 02 2001 1 SF2002 Administration Contents TIFF writer 20 02 2001 4 SF2002 Administration WelcometoScanFile TIFFWriter 20 02 2001 7 SF2002 Administration System Requirements TIFFWriter 20 02 2001 4 SF2002 Administration Installing ScanFile 2002 TIFFwWriter 20 02 2001 8 SF2002 Administration First Steps TIFFWriter 20 02 2001 4 SF2002 Administration Setting Up Folders TiFFwriter 20 02 2001 3 SF2002 Administration Security TiFFwriter 20 02 2001 6 SF2002 Administration Auditing TIFFwriter 20 02 2001 3 5F2002 Administration Document Routing TIFF writer 20 02 2001 5 hd K d Record 7 of 24 Selected 0 gt I EE To alter the column width move the mouse pointer to the right edge of the column within the column heading and then hold the left mouse button down and drag the column edge to the required width To move a column hold down the left mouse button anywhere within the column heading and then drag the column to the required position You can also select whether the Row Number and or the Notes columns are displayed This is done from the General Settings Options screen If from this screen you select to save Column Settings the changes you make will be saved and each time you open a Hitlist those settings will be used They can be changed at any time with the new settings th
53. 4 black amp white documents at a maximum resolution of 300dpi The DR 3020 has in built image compression and will therefore typically send over 35 50k of information to the workstation for each page scanned The DR 5080c however can scan 24bit colour documents up to a maximum of A3 at 400dpi As the DR 5080c has no onboard compression this can mean that up to 98MB of information can be sent from the scanner to the workstation for each A3 colour page scanned This must then be compressed and saved to disk The size of the saved image can range from 2k to 100Mb depending upon the type of image and the compression levels that are used User Guide System Requirements e 29 System Requirements Storage Requirements Ensuring that you have the correct amount and type of storage for your documents is extremely important The storage used may be a mix of hard disk space and CD s DVD s and optical disk either using single drives drive towers or jukeboxes You also need to ensure that whatever method of storage is used adequate backups are taken Calculating what storage you might need is the result of a combination of factors such as Is the application archive or live How many existing documents What is the average document size on disk How many new documents within a period week month year At what document age does the retrieval rate decrease Is there a retrieval time requirement How many retrievals are required per hour
54. 5060F scanners Many settings are available from this option and these are explained on the following pages Please note that several of these settings can affect the quality of the scanned image and they should therefore be used with caution Double Feed Detection There are two methods to set the scanner to detect the simultaneous feeding of two or more sheets of paper The scanner can be calibrated for paper thickness and or length To set double feed detection tick either the Thickness or Length checkboxes or both When you next scan a batch of documents the first page fed through the scanner will have its thickness and or length measured and the measurement then stored Subsequent documents measurements will be compared against the stored value and if the scanned document is thicker or longer than the stored value an error will be displayed Manual Thickness Adjust The thickness setting can be manually adjusted when the automatic thickness detection is not used or when there are frequent double feeds of paper The setting ranges from 1 to 13 with 1 being the thinnest and 13 the thickest setting To adjust this setting tick the Activate checkbox and then use the arrow keys at either end of the slider bar to increase or decrease the value Border Removal You can set a margin around the scanning area The value ranged from 10mm to 10mm To use this function tick the Activate checkbox To adjust the values u
55. Back Page option will display the reverse side of all files in the correct orientation The Hide Annotations option allows you to choose whether annotations added to a scanned page are displayed or not 90 e General Settings User Guide General Settings 16 3 Hitlist Settings The Hitlist is used to display the results of a document search Four options are available as follows The Display Hitlist Numbers option will give each record in the Hitlist a number This will be in the first column of the Hitlist The Show Notes Column adds a column to the end of the Hitlist The Notes column will show whether records have memos applied to them or that the records are hidden Records with a memo attached will show an M in the Notes column Hidden records will have an X Save Column settings if selected allows each user for each folder they have access to to customise how the Hitlist is displayed The order of the columns in the Hitlist can be changed as well as the column widths These settings will be saved with the folder or library being accessed The Alternating Row Colours setting changes the view of the hitlist from plain grey lines to alternating blue and grey lines this can help when viewing similar index information 16 4 Print Settings When printing documents if the Exact Scale Print option is enabled pages will be printed at the exact scale at which they were scanned This may mean that because a printer has a non
56. Border option removes this border The CF510 has a double sided scanner this can be set to scan the front of a document only or both sides of a document For double sided scanning there are two options Front Back scanning will place each side of the document into a separate page Choosing Front Back One Page will result in both sides of the document being stored as one image Brightness Controls The scan brightness settings can be adjusted manually to suit the documents being scanned Alternatively the Auto option can be used to allow the scanner itself to determine the optimum setting User Guide Scanner Setup e 169 Scanner Setup 19 14 Kofax Kofax manufacture specialist image processing boards for PCs to allow them to support high speed scanners from companies such as Bell amp Howell and Kodak ScanFile has optional support for Kofax and has been tested with the Kofax KF9250 and Adrenaline image processing boards and uses ImageControls V2 x The scanner settings are applied directly within the Kofax ImageControls software and will vary from device to device Please note that the Kofax option is not available in the UK 19 15 TWAIN ScanFile has support for TWAIN compliant devices TWAIN is an open standard device driver for scanners and any scanner supplied with a TWAIN device driver should work with software applications supporting the TWAIN standard The scanner settings for TWAIN devices are set directly within th
57. E Ei eT 128 Double Feed Detection ads 128 Manual Thickness Adjust ceesscceeseeceeesececeeececeeacecseaeecesnaeeeeeaes 128 Border Removal ica 128 A E A 129 Eras E EE 129 Erase White DoS aora 129 Erase A O 129 Complete Thin saco 129 WOT OPOUEC Ol OUR E 129 Automatic Exposure EEN 130 Edse ge 130 Other OPIO Ee 130 PUNCH OMG 131 A 131 Barcode Re iia 131 enee eg EEN 133 Options Sere cards 135 19 7 Canon DR 3060 3080c lt a Aa 136 Scanner Configuration EE 136 Skew Ee Oe EE 141 EE 141 SRT e E 141 Photo Moderado Os 141 A ee 142 19 8 ER TEE 144 PASE SIZ Caen atte tae cade ae Bae eee 145 Skew COME Mtra ri 145 Resol mts 145 E 145 e EE 146 Scan Mode EE 146 Pae Eege 146 xii e Contents User Guide SENS 147 19 9 Canon DR 3020 vis Eeer 148 Scan eelere ees eebe 148 PAPES it 149 NINO DUNAS eta cost dida 149 Brightness Controls srt 149 TITO Axis 1 OOO o E E EEE E A R 150 Scanner CON UA 150 Scanner SESTID A A A N 150 P ges E 151 Skew Correction EE 154 Sensit EE 154 19 11 Canon MS300 MS350 E MS 155 Scanner Configuration TEE 155 PASC Settini S sh A E aE E e 156 E 159 TENEMOS EE 159 de 159 Feeder A e 159 Scan Area SCLINGS AR 160 Extended Setting S gereest ANEN 161 FS MI Batch TE 162 19 12 Canon MS400 amp 500 usais ta 163 Scan RESINA o ra 163 VERO DOS Ee as eae deta 163 Eer Ki KE 164 Eechen ieren bereede eege 164 Brightness Controls cosisonoio i ats bed a 165 PS OME EE D EE 165 19 13 Canon Canofile S10
58. R or zone OCR a single document or selected documents If you wish to perform batch OCR on all or new documents added to a folder please use the options available from the main OCR menu Option Description Full text Perform Full Text OCR on selected recognition documents Zone Perform Zone OCR on Page 1 of recognition selected documents Copy text Copies the OCR d text from all pages of the document in to the Windows clipboard Select Option When you click on a record on the Hitlist or use the arrow keys to scroll through the records the current record will be shown with a dark grey background If you wish to select multiple records to perform a specific task this can be done in a number of ways The column at the extreme left of the Hitlist is used to select records To select a range of records press the left mouse button in the left column of the Hitlist next to the first record to be selected and then while holding down the Shift key click on the last record in the range All records in the range will be highlighted in yellow To select specific records while holding down the CTRL key click in the left column next to each record you wish to select The Hitlist menu Select option can also be used for record selections Option Description All Select All documents in the Hitlist Toggle Invert Selection Remove Deselect all documents When you select a record on the Hitlist by single clicking on it with the mouse
59. The Fit Image option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document When this is set the Page Size option is disabled If scanning double sided documents different settings can be applied for each side of the documents To use the same settings for both sides of the documents click on the Same settings for back side option To use different settings for each side uncheck the Same settings for back side option and then choose from the drop down list which side you wish to choose to set the scanning preferences For each side or both sides of a document the following options can be set The table on the following pages shows the available settings User Guide Scanner Setup e 123 Scanner Setup Setting Description Page Size Select one of the following document sizes Letter 8 5 x 11 Inch Legal 8 5 x 14 Inch A3 297 x 420 mm A4 210 x 297 mm AS 148 x 210 mm A6 105 x 148 mm 4 250 x 353 mm ISO 4 257 x 364 mm JIS 5 176 x 250 mm ISO 5 182 x 257 mm JIS If Fit Image is enabled this setting is disabled indow Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of
60. Users only have access to authorised libraries Fully automatic update of libraries No additional client software required just use a web browser Any type of document stored in ScanFile can be displayed or downloaded Complete audit trail report on accessed documents WebServer e 181 WebServer 22 2 Opening WebServer All a user requires to be able to retrieve documents via WebServer is browser software and a valid ScanFile user name and password Login Page To access WebServer the address of the WebServer site needs to be entered in the browser software which will then display the WebServer login page Enter a valid ScanFile user name and password and then press the Login button If the details are correct the Open Library page will then be displayed Open Library Page From the Open Library Page you can select the ScanFile Library you wish to open by highlighting the Library name in the list which only shows the Libraries that the ScanFile user is allowed access to You can also choose to set your user preferences by clicking on the Settings button which will then display the Settings page Settings Page The JPEG Quality setting will affect the time taken to view colour images and can be set from 1 to 100 with 100 being the best quality You can also select the language to use and if you are downloading documents a password that will be applied to the ZIP file created to hold the downloaded documents Pressing
61. a whole document using the Delete document button All the documents in the collection will be saved to one ScanFile folder record or they can be placed in the folder Postindex pool User Guide Electronic Document Import e 77 Electronic Document Import 12 3 Explorer Send To Within Microsoft Windows a new option will have been added to the Windows Explorer Send To menu after the installation of ScanFile This allows you to highlight files from within Explorer and then choose the ScanFile folder you wish to put them into T Archive document under Folder name FaR130 Lyco 7 Product Information 1 Project 2000 d Section Append M System Specifications TEE test 2 Format Append M Date ae Append P fi 1 05 2000 e Folder drives C Post index a Show collection Collect mode Scanning Sa l e Index now Software After highlighting the document s you wish to put into ScanFile press the right mouse button and choose the Send To option Choosing the ScanFile Electronic Document Support option will display the same dialogue as for TIFFWriter but it handles the documents in a different way When the Save button is pressed the document will be put into the selected folder but it will be saved in its original format If multiple documents are selected and the Index Now option is selected all documents will be placed under one record in the folder Each documen
62. ady be in the root of the folder drive and they can therefore be selected and copied directly As mentioned previously DirectCD can be used to just copy the folders and or software directly from the hard disk to the recordable CD from Windows Explorer Please refer to the manual supplied with the CD writing application for exact instructions on using the application 108 e CD Preparation User Guide 1 9 Scanner Setup 19 1 Overview ScanFile has inbuilt scanner device drivers for the following Canon scanners DR 2080c DR 3020 DR 3060 DR 3080c DR 5020 DR 5080c DR 6080 DR 9080c DR 5060F MS300 MS350 MS400 MS500 MS800 and the Canon Canofile 510 These are SCSI Small Computer Systems Interface devices and therefore must be attached to a SCSI adaptor in the PC A PC can have multiple SCSI adaptors installed First of all the SCSI adaptor the scanner is attached to must be specified This can be done by selecting from the top drop down list in Select Scanner SCSI ID If there is only one SCSI adaptor card installed in the PC this will be selected by default The scanner itself then has to be selected A SCSI Adaptor can have up to 7 SCSI devices attached to it They are each identified by a SCSI ID in the range 0 7 Normally the SCSI adaptor itself will be set to SCSI ID 7 this then leaves 0 6 for other devices The correct SCSI ID for the scanner can be selected by using the second drop down list in Select Scanner
63. ained within the page of a document Full Text OCR creates a searchable word list from scanned documents allowing you to search the contents of documents Forms Recognition This option enhances the Zone OCR and allows different forms to be scanned into the same folder and by configuring Forms templates different index zones can be applied for each form In addition from ScanFile 2003 Release 7 3 the Forms Recognition option adds support for Job Separation Sheets while scanning which enables several files to be placed in the scanner feeder at the same time with the job separation sheets placed between them The files will be automatically divided and records created in the ScanFile folder Please note The OCR option is also required if Forms Recognition capability is required For Job Separation Sheet support only the OCR option is not required 20 e Welcome to ScanFile User Guide Welcome to ScanFile TIFFWriter TIFFWriter is a printer driver that allows you to print from any Windows application into a ScanFile folder The print will be converted to TIFF format COLD This module adds support for importing computer generated spool data which might otherwise be output to Microfiche or held in printed form Auditing With the optional Audit feature every event performed by all users can be logged to a central database and then reviewed and printed The events to be viewed can be selected by folder or library user
64. alue Press the left or right arrow buttons at either end of the slider bar to increase or decrease the brightness value Photo Mode In this mode the Photo Brightness and Contrast settings can be adjusted Both scanners have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto checkbox is ticked the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast User Guide Scanner Setup e 141 Scanner Setup To manually set a brightness or contrast value untick the Auto checkbox You can then do one of the following Type in a value between 1 and 255 Drag the slider bar to the required value Press the left or right arrow buttons at either end of the slider bar to increase or decrease the value Extended Settings The Extended Settings option allows you access to advanced functions of the DR 3060 and DR 3080c scanners Many settings are available from this option and these are explained on the following pages Please note that these settings can affect the quality of the scanned image and they should therefore be used with caution Automatic Page Suppression This function allows both scanners to ignore unwan
65. and within a given date range Document Routing Documents can be assigned to pre defined routes that will send documents to specific users and or folders for viewing commenting and approval Each route can have multiple steps and documents can be sent from route to route LuraDocument The LuraDocument file format compresses image files to a higher degree than TIFF or JPEG whilst preserving the quality of the document Kofax With the Kofax option support is added to ScanFile for any scanner which works with the Adrenaline Image processing board and ImageControls V3 0 Virtual Printing With ScanFile VNP you can create up to 8 virtual printers which allow to you print documents which are converted to TIFF format and saved to specified directories and can then be automatically imported into ScanFile folders User Guide Welcome to ScanFile e 21 Welcome to ScanFile 1 5 New in Release 7 Release 7 continues our tradition of adding enhancements and new options that our users have requested Listed below are the features introduced to the standard ScanFile application which significantly enhance the capabilities of ScanFile Stellent Document Viewer ScanFile can now display over 200 different document formats as standard without the need to have the source application loaded on the workstations This is achieved with the incorporation of Stellent viewer technology Save as PDF Black amp white and colour image doc
66. ate The number of Tickers remaining is shown as Tickers left 104 e CD Preparation User Guide CD Preparation 18 3 Standard CD Preparation The standard method of CD preparation is as follows Select the ScanFile CD Preparation option Select the Pool Drive Select the Folder Drive s Add the folders to be copied to the Pool Drive list Press OK Choose whether to copy the retrieval version of ScanFile Select whether to password protect the folder s This will create the directory CD_TRANS CD and copy the folder s and if selected copy the retrieval version of ScanFile to it To select CD Preparation choose that option from the File menu or click on the icon and the CD Preparation screen will be displayed amp 3 Prepare for CD writing Avalable folders ix Sample SF2002 Folder 156 MB 1 ScanFie 2000 1 42 ME ScanFile 2000 2 GMB ScanFie 2000 3 E MB ScanFie 2000 4 43 MB H Sg 5F2000 Sample Folder 45 ME S5F2002 Folder 113 MB Add gt gt gt CD Pool dive See E CD Pool SC By dropping down the CD Pool Drive option the drive to which the folders will be copied can be selected Next select the drive s containing the folders to be copied and either the folders to the CD Pool individually by highlighting the folder name and then clicking Add or by clicking Add All which will add all the folders from that drive to the CD Pool User Guide CD Preparation e 105 CD Preparation The maximum capacit
67. been scanned by displaying the page and then pressing the F12 function key In General Settings the following options can be set You can select whether ScanFile will check if the correct number of barcodes has been read from the document in relation to the number of fields in the folder that have been set with the barcode property The Check Number of Barcodes option controls this When scanning single page bar coded documents if ScanFile fails to read a barcode from a page an X can be placed in the folder barcode field to identify the document for later indexing The Auto Index failed barcode read with X option selects this If this option is not selected and ScanFile was unable to read a barcode scanning will pause and you will be prompted to type in the index information into the barcode field User Guide Barcode Scanning e 45 Barcode Scanning 6 4 Zone Barcode Reading This method of reading barcodes allows you to specify the field to which the barcode value will be placed Up to ten zones can be defined and linked to fields in the folder Zone barcode reading can also be combined with zone OCR reading allowing you to read barcodes and text from scanned pages at the same time Please note the ScanFile OCR option is required for this feature Defining Zones To define the zones from the OCR menu select Setup zones and the OCR image window will be displayed which will show the first page of the first file in the fo
68. can be specified in the Text field If the counters are to be used these must be specified within square brackets If both counters are used the values must be separated by a decimal point full stop 120 e Scanner Setup User Guide Scanner Setup The Horizontal offset only applies if the text is to be embedded in the scanned image You can specify the offset in millimetres from the left edge of the page When printing text the horizontal offset is applied manually please refer to the scanner manual for instructions on how this is done The Vertical offset specifies the distance in millimetres from the top edge of the paper to start printing the text You can select to print the text on every page on the first page of a new file as indicated by the New file key by setting the Pages drop down list to Every or Next page You can set the direction in which the text will print from the Orientation drop down list The available values are None 90 180 and 270 degrees The Right to left option will set the Imprinter to add characters from right to left The default font size the Imprinter uses is 12x12 dots You can select to use a smaller 8x7 font size by ticking the Use small fonts checkbox Counters There are two counters that can be configured and these options apply to both First counter Start value hh i Increment Po Reset if Increment if New file or separator y Second counter Start
69. ce Discount Extended Price 20 264 80 40 00 22 00 24 50 Text Annotations will be printed on a separate sheet of paper if this option is selected If the Print Index Information option is selected the index information that was applied to the document will be printed on each page at the top of the page User Guide Printing Export amp Email e 83 Printing Export amp Email 13 4 Export It is possible to export the contents of a folder for use with other systems An ASCII file will be created with the index information and references to the exported image files Selecting Export Folder from the File menu will display the following dialogue Before starting the export the directory the information will be exported to must be selected The number of TIFF images to be written to each directory can also be set as well as the field delimiter for the data file The delimiter is the character within a record line used to separate the index records A comma is normally used for this purpose Multi page documents can be exported as either a multi page TIFF file or separate TIFF files for each page of a document c Export Sample Sc S ac _ Images per Folder 1500 Field separator I Multipage TIFF C ANSI ASCII New folder lose Pressing the OK button starts the Export Subdirectories called ASCII_xx will be created off the selected export directory and these will contain the TIFF ima
70. compressed data 10 40 smaller than that achieved by CCITT Fax Group 4 LuraDocument e 173 LuraDocument A third image containing colour for text regions is generated and compressed using the LuraWave wavelet coder The Bitonal text image is compressed with the original document resolution while the background and text colour images are coded with a reduced resolution 21 2 Selecting LuraDocument LuraDocument can be made the default image compression format for a folder when creating or editing a folder In the Import compression format field in Setup Folders you can set the default image compression format to LuraDocument or to TIFF G4 JTIF format This option can be changed at any time and also set within Scanner Setup for the DR 5020 5080c DR 3060 3080c DR 5060F and MS 800 21 3 Settings Screen The settings can be viewed and amended from two places in ScanFile In Scanner Setup for the Canon DR 5020 5080c DR 3060 3080c DR 5060F and MS 800 when you select LuraDocument as the compression format a tool icon will be displayed Clicking on that will display the settings screen In addition you can select it from the Compression option on the Options menu With either option the configuration screen will be displayed gt LuraDocument i x pa Foreground Segmentation Auto with inverse DI Mask Adaptive DI Misc D H gt 50 Background OK Cancel
71. d ou can select up to one of the following resolutions 100 150 200 240 300 400 amp 600dpi User Guide Scanner Setu sening Desorption se this setting when scanning in black and white mode This applies error diffusion to simulate grey s and half tones on the scanned document his is useful when scanning photo s he Inverted option allow you to change from black on a white background to white on a black background d Rotation A document can be scanned and then rotated and saved he available rotation options are ode his option is used to set the number of colours to be scanned lease note that the DR 6080 supports black amp hiteand grreyscale mode scanning All other settings are applicable to the DR 9080c lack amp White mode scans only in black amp white reyscale oth scanners support Greyscale olour he DR 9080c supports 24 bit colour scanning he larger the bit value selected the more colour shades will be scanned lease be aware that greyscale and colour scanning especially at high resolutions can result in extremely large file sizes User Guide Scanner Setup e 115 Scanner Setup Sening Desorption ompression ScanFile will store images in one of four ways 116 e Scanner Setup Uncompressed TIFF Group 4 Compressed TIFF peg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be sca
72. d Fields Manual Pages User Guide Folder Toolbox e 37 Folder Toolbox 4 7 Toolbox Postindex Post indexing allows you to scan documents that are to be indexed at a later date The images scanned are stored in a separate area of the folder and are not divided into files When going through the post index pool the images can be separated into files by using the available tools They can also be appended to existing files ant Oz a New Clear Next Record Fields Page LN 38 e Folder Toolbox User Guide 5 General Scanning 5 1 Overview New documents can be scanned into ScanFile via either the Scan option of the folder toolbox or by the Post index option How the indexing information relating to the document to be scanned will be entered is very much dependent upon the scanning method type of document being scanned and how the folder was set up and what properties have been set for the folder fields The most basic method is to enter the indexing information into the fields in the folder toolbox select the keywords required if applicable and then press the appropriate Scan button However if the documents have barcodes if a field has been set for auto increment or if the documents are to be OCR d will affect when or if the indexing information is entered before or after scanning and manually or automatically 5 2 Single amp Batch Scan User Guide When choosing the Scan option from the folde
73. d and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data Inormally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded peg Greyscale and colour scanned images will be stored as TIFF files with Jpeg compression PEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format how
74. d A4 portrait zone This setting will affect how the documents being displayed are scanned There are four settings as follows Option Description Left This will scan the left A4 portrait zone Centred Scans the Centred A4 zone Separated Scans the left and right A4 portrait zones and stores the two pages separately This mode can scan two A4 portrait halves and combines them in to one A4 portrait Each half on the A4 Portrait is centred within the left and right A4 portrait zones The scan from the right zone will be the top half of the page and the bottom half will be from the left zone 160 e Scanner Setup User Guide Scanner Setup Extended Settings This option can be used to set whether to use the front panel of the scanner to control scanning rather than ScanFile itself FS Controller Ill This section describes the setup and initialisation of the scanner with the FS Carrier III A full description of this will be available in the FS Carrier III manual 1 Page User Guide Scanner Setup 161 Scanner Setup Film adjust vertical SHIFT or a Film adjust SHIFT 4 then Yes Return horizontal or No FS Ill Batch File Shift F Store 1 Search Mode Plus key EM REES BE BS GE re Ret oe is SR CH Wee IReturn Face down Scan in ascending Return order Face down Scan in descending Return order Adrs prt set X Plus Key MA 162 e Scanner Setup User Gu
75. de Contents e vii 2 System Requirements el OTI aaa da 2 2 Operating Systems viiicncinnicnnincadaroicnccdan arado Service PACKS santa triada E A IS 2 4 Workstations aos ScanFile Requirements Scanner Requirements oooococccccoccccnoncconononocnnananinns Storage Requirements c cccsacoscscedensseensiaseceateasies Minimum Recommended Requirements 3 First Steps elie e II a 3 2 Starting cal id We HC ONS E 3 3 ScanFile Main Screen doit 3 4 Search Drives das 3 9 CALMED UD eege OO Next STEPS eege ena 4 Folder Toolbox Alo CON AR 42 Open Folder A O sae es 4 3 Keyword Display usina ita 4 4 Toolbox Scan oooooocccnccnconoconanannnnnononnnnoncanancnnannnoss 4 5 Toolbox Search coonococonnnonnnnonionoannnnnoonnanacnnnonnnnos 4 6 Toolbox Edit ooonnnncnonnnonannnnnnononnnanononnanoconoonannss 4 7 Toolbox Postindex ocoonnnononncnncnccnnonocananannnnnncss Bul CO aaa 5 2 Single amp Batch CM ar daa 5 3 Postindexr Pool ita 5 4 Job Separation Sheets siicocnnin ici ice 5 5 Function Control Sheetg 6 Barcode Scanning ECH o A NE NNN RIE OY 6 2 Barcode Form ts iris tai 6 3 Read while SEMA das Folder Configuration ooconononononsonorosorononococn naccnonn Reading Barcodes add User Guide viii e Contents 6 4 Zone Barcode Reading Defining Zones Reading Barcodes Records amp Pages 7 Microfilm Scanning Ee Fiche Caleta FS Controller HI 7 5 Batch Scanning
76. der will have a special archive file added to it to enable it to be used with the retrieval version of ScanFile Also the retrieval software will be copied to the CD_TRANS CD directory of the pool drive The process for selecting the folder is the same as described above but to start the Fast Preparation click on the Fast Preparation button in the CD Preparation dialogue The folder will be checked the archive drive will be added and the retrieval software copied to the CD_TRANS CD directory of the pool drive 18 5 Writing to CD How this is achieved and what facilities are available will be dependent upon the software being used to write the data to a recordable CD It is very important the ScanFile folders and software are written to the CD in the format that ScanFile will understand ScanFile will ALWAYS look for folders in the root directory of the selected drive If the folders are in a subdirectory of that drive ScanFile will not be able to see them If the CD_TRANS CD directory and its contents are copied to CD ScanFile will not see the folders User Guide CD Preparation e 107 CD Preparation The CD writing application must therefore be able to copy information from subdirectories of a hard disk and write them to the root directory of the CD Alternatively the contents of the CD_TRANS CD directory must be moved to the root directory of the drive before writing to CD With Fast Preparation the folders and software will alre
77. dge of the image where x is the value required User Guide Scanner Setup e 129 Scanner Setup Automatic Exposure This sets the Automatic Exposure level and affects the brightness and contrast settings for the image This has a valid range of 1 to 13 and can be set by moving the slider bar or using the arrow keys to increase or decrease the value Edge Emphasis This can be used to emphasis contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 3 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value Other Options Several other settings options are available and these are detailed below Verify Count This can be used to ensure that a known number of pages are being fed correctly through the scanner Before scanning the number of pages to be scanned can be set and if that number of pages is not fed through the scanner an error will be displayed Auto New File This setting can be used when batch scanning to automatically create a new file when the feeder empties An option to continue scanning will be displayed and when this is pressed a new file will be created Use Front Panel When this is enabled the front panel of the scanner can be used to override certain settings set in the scanner driver In the case of the DR 5060F the front panel enables the user to also control the microfilm scanning functions DR 5060F Ad
78. ditions An additional feature of the Canon DR 5060F is the Save Film Position To option on the driver screen This calculates the position of the film from the blips recorded on the microfilm by the built in camera unit on the scanner When the position of the film has been calculated it can populate an index field in folders that have this option set 130 e Scanner Setup User Guide Scanner Setup Function Keys This settings screen can be used to set the functions available on the four keys on the front panel of the DR 5020 DR 5060F and DR 5080c The available functions are Manual Thickness Adjustment Scanner Calibration Auto Thickness Detection On Off Auto Double Feed Detection On Off Imprinter On Off Save Settings Gamma This option is used to download to the scanner Gamma data settings used to express colours and tones These can be set for each of the colours shown To select a file choose the colour from the dropdown list and then press open File This will allow you to select the Gamma settings file to associate with that colour Barcode Decoder If the Barcode decoder option has been installed in the DR 5020 DR 5080c or DR 5060F the Barcode Setup option will be available from the Extended Settings screen From this screen you can set which barcode types are to be searched for and you can also specify an area of the document to search for barcodes which can be on the front or back of a scanned page
79. dow will then be displayed and you can then select the drive or UNC path that you want to add To remove a storage location highlight it on the list and press the button on the top left of the Search drives window 32 e First Steps User Guide First Steps When ScanFile is first started the Search Drives selection screen will be automatically displayed and will list the available drives on the workstation 3 5 Scanner Setup Before any scanning can be done the scanner must be selected Select Choose Scanner from the File Menu and select the appropriate scanner If the Canon scanning devices are selected default settings for these can be applied These can be for scan resolution paper size single double sided scanning brightness contrast etc A full description of the options for all scanners is given in the Scanner Set up chapter of the User Guide 3 6 Next Steps Before you can store any documents to ScanFile you must first choose where the documents are to be saved by selecting Search Drives Then you need to create ScanFile folders to store the documents in your selected locations Creating folders is fully described in the Setting Up Folders chapter of the User Guide Once you have stored your documents the searching and viewing options are described in the chapter named Searching amp Viewing Please also read the General Settings chapter as this describes the options available that will affect how the ScanFile
80. e TWAIN device driver itself The TWAIN interface will be displayed when scanning is started from ScanFile whereupon the scanner settings can be applied When selecting Scanner Setup from the Options menu the TWAIN setup screen will be displayed From this screen you can select whether the TWAIN device driver interface will be displayed and therefore whether you can change the current settings If you choose not to display the screen the scanner will immediately start scanning If the scanner is a double sided device choosing the Use duplex mode will set the scanner to double sided scanning Some TWAIN scanners have built in image compression capabilities to reduce the amount of information sent between the scanner and the PC If the scanner has this capability it can be selected by choosing the Use Compressed Transmission option 170 e Scanner Setup User Guide 20 General Information 20 1 Overview This chapter describes several options which provide information about the ScanFile version image information and information concerning the activity that has taken place within folders 20 2 ScanFile Version This can be seen by selecting the Info option on the Help menu 20 3 Image Information When a page from a document is displayed information about that page can be obtained by choosing Image Information from the Help menu The location and file number within the folder will be displayed as well as such information
81. e 2003 Release 7 3 the Forms Recognition option adds support for Job Separation Sheets while scanning which enables several files to be placed in the scanner feeder at the same time with the job separation sheets placed between them The files will be automatically divided and records created in the ScanFile folder Canon DR 6080 9080c Support Support for the Canon Dr 6080 and Dr 9080c scanners has been added This addition is available from ScanFile 2003 Release 7 3 onwards User Guide Welcome to ScanFile e 23 Welcome to ScanFile 1 6 Folders and Libraries ScanFile uses folders to store the documents scanned or imported into it Each folder can be created with a field structure relevant to the types of document being stored to it Similar folders can be grouped in libraries to allow you to search across all folders whatever their location for the document required A brief description of folders and libraries is given below ScanFile Folders When you create a ScanFile folder you create it to store specific types of documents A ScanFile Folder will contain the documents scanned and or imported and the indexing information associated with those documents It may also contain the OCR search database for that folder When creating a folder you can give it a meaningful name such as Invoices and you can then set the index fields relevant to the documents to be stored in the folder The folder will be saved to the local or network d
82. e CC field A Subject and email message can be added by typing them into the appropriate fields Once you have completed the email message press the Scan button to open the Scan screen 194 e RemoteStation User Guide RemoteStation 23 6 Scan Screen There are several options that can be set prior to scanning or importing relevant to the type of document being scanned and the source of the documents Once these options have been selected press the Scan button to scan the documents Document Source If you have a Canon DR range scanner attached to the workstation this will be automatically detected and you can start scanning immediately If you wish to use a TWAIN device as the scanning source you must first configure this Pressing the Document Source button allows you to select whether the source is a Canon DR scanner a TWAIN device or an electronic document located on the workstation such as an MS Word document Canon DR range If the selected source is a Canon DR range scanner this scanner model is automatically detected and the scan options available will be set accordingly TWAIN Source When selecting the TWAIN source option you will then have to select the device from the displayed list You must ensure that the TWAIN driver for the device is installed correctly When this option is used pressing the Scan button in the RemoteStation Scan Screen will display the TWAIN source scan settings screen EDOC Th
83. e to ScanFile e 17 Welcome to ScanFile ScanFile RemoteStation is a client server application that allows you to send documents to a central ScanFile store from any location Using TCP IP connectivity combined with ScanFile security client workstations can send documents to the RemoteStation server which will then store them to the selected ScanFile document folders In addition the RemoteStation Client can be used for the retrieval from your ScanFile document store 1 2 Important Please Read ScanFile 2003 WebServer and RemoteStation cannot be run without a valid software license The license is contained on a hardware dongle Once ScanFile has been installed ScanFile can be started and will immediately inform you that it is not licensed and will then open the licensing window Upgrades ScanFile 2000 and ScanFile 2002 use a software license called Crypkey This license must not be deleted before installing ScanFile 2003 This also applies to WebServer and RemoteStation 18 e Welcome to ScanFile User Guide Welcome to ScanFile 1 3 ScanFile Features User Guide ScanFile is a very straightforward and easy document management system to use and manage but has all the features required for serious document management applications Intuitive user interface Black amp white and colour scanner support Import any electronic format document such as MS Word Excel files Integration with Microsoft Office 97 2000 and XP Com
84. ed Hit List records are printed FastPic Window The tagged pages from the current file are printed Selecting Print Hitlist from the File menu will print the Hitlist 82 e Printing Export amp Email User Guide Printing Export amp Email 13 3 Print Settings When printing scanned images various options are available These can be selected from the General Settings dialogue The Exact Scale Print Option will print an image exactly to scale If this is not selected the image will be resized to fit on the selected paper size Ignore Duplex mode is used for double sided documents If a double sided printer is being used and a double sided document is being printed it can be set to print double sided Selecting this option will ignore whether the document was scanned double sided The User Date amp Time option is used to select whether the images to be printed will be stamped with the name of the user printing the image and the date and time the image was printed This will appear at the top of the printed page An example of this is shown below ScanFile 2002 v6 0 Computer SFILP8100 User ADMIN Date Time 05 04 2002 09 45 37 Page 1 1 Order ID 11077 Name Rattlesnake Canyon Grocery Order Date 06 05 1998 Entry Date 05 04 2002 M Sample Invoice Customer Rattlesnake Canyon Grocery Order No 11077 Customer ID RATTC 06 05 1998 Ship To Rattlesnake Canyon Grocery 2817 Miton Dr Albuquerque NM 87110 ri
85. een above can do this Please note that greyscale and colour scanning is only available for single sided front page scanning on these scanners The Adjust option sets the scanner to automatically detect the size of each page scanned and will adjust the page size to the actual size of the document For each side or both sides of a document the following options can be set The table on the following pages shows the available settings User Guide Scanner Setup e 137 Scanner Setu Page Size Resolution 138 e Scanner Setup Select one of the following document sizes Letter 8 5 x 11 Inch egal 8 5 x 14 Inch A4 210 x 297 mm A5 148 x 210 mm A6 105 x 148 mm B4 250 x 353 mm ISO B5 176 x 250 mm ISO indow Page Size Setting If you select the Window page size option you can specify an area of the document to be saved To do this select Window as the page size then perform a Test Scan on a sample document A sizeable box will be overlaid on the image in the Test Scan window Size the box over the area of the sample document and the box size and location will then be saved Please note that when this option is used only the area of the document inside the box will be saved All other parts of the scanned document will be discarded You can select up to one of the following resolutions 200 240 and 300 dpi Dots per Inch ith the above settings the horizontal scan resolution is the same as
86. eets From ScanFile 2003 Release 7 3 the Forms Recognition option adds support for Job Separation Sheets while scanning which enables several files to be placed in the scanner feeder at the same time with the job separation sheets placed between them The files will be automatically divided and records created in the ScanFile folder Sheet templates can be assigned to a Folder within the Folder setup Job Separation Sheets can be used with any scanner 5 5 Function Control Sheets The Canon DR 3020 and the Canon DR 5020 80c scanners support the use of two types of function control sheets The control sheets can be used to change the paper size being scanned as well as changing from single sided to double sided scanning Batch detection sheets are used to enable several files to be placed in the scanner feeder at the same time with the batch detection sheets placed between them The files will be automatically divided and records created in the ScanFile folder With each type of function sheet you can elect to either keep or discard the function sheet the sheet is not saved in ScanFile and to either stop or continue scanning when the function sheet is detected The use of the function sheets is selected from the scanner setup User Guide General Scanning e 41 6 Barcode Scanning 6 1 Overview Documents containing barcodes can have the value of the barcodes inserted into index fields in the folder either during scanning
87. en being saved It is also possible to set Alternating Row Colours which will display the rows in alternate grey and blue lines instead of just grey 58 e Searching User Guide Hitlist menu Searching From the Hit List menu several options are available that allow you to alter the display of the Hitlist information and to also print export copy and send documents The Hitlist menu is available by pressing the right mouse button anywhere within the Hitlist window The available options are Option Sort Ascending Descending Print hitlist Export to file Copy to Clipboard Font Move Copy Paste Send to Summarise column Combine rows Delete Filter image s OCR Select Close User Guide Description Will sort the Hitlist by the data in the column over which the right mouse button was clicked Prints the Hitlist record information to the default printer Exports the Hitlist record information to a named file Copies the Hitlist record information to the Windows Clipboard Select the font and font size the Hitlist will use Moves all pages from a record Copies all pages from a record Pastes previously copied or moved pages into the selected record Send selected Hitlist documents to folders users e mail route wallet and export See below For Numeric Values Calculates the total of the selected column Combine records with same index information See Below Delete se
88. ent server application and it therefore normally uses only storage resources on a server If the Remote Services are to be run on a server these will require that ScanFile be fully installed on the server 2 4 Workstations The specification of ScanFile workstations is very important and if incorrectly configured can affect the performance of your ScanFile system The specification is dependent upon which operating system you run what other applications you may be running which scanners you may have attached to the workstation and what type of scanning you are performing Much of this will also apply to workstations that are only used for retrieval purposes If colour scanning and viewing is a requirement you must also ensure that the graphics adaptor and monitor are suitable for viewing the documents ScanFile Requirements A full install of ScanFile on a workstation will require around 40 Megabytes of hard disk space This will decrease to less than 5 Megabytes if a Client install is performed The majority of the Client install consists of common Windows components that may already be installed on the workstation and if they are the Client install may take up only an additional 1 Megabyte of disk space Typically the ScanFile program itself requires between 12 and 20 Megabytes of RAM to run This is dependant upon what operations are being performed within ScanFile In addition to this each time a document is viewed the amount
89. ents directly to Remote ScanFile Document Stores ScanFile registered users Email Networked Printers Local printers Support for the following Canon scanners DR 3020 DR 3060 DR 3080c DR 5020 DR 5080c DR 5060F MS400 MS500 MS800 TWAIN Devices Comprehensive Security Logon by username password Full Audit log of all activity Encrypted document transmission IP Range Restrictions 188 e RemoteStation User Guide 23 2 Starting RemoteStation RemoteStation To start RemoteStation select the RemoteStation Client from the ScanFile program group You will then be required to login using a valid ScanFile user name and password Once logged in the main RemoteStation menu will be displayed showing 3 options View Protocol Search Scan Send Keyboard If the RemoteStation does not have a keyboard attached and is using a touch screen a screen based keyboard can be used anywhere within RemoteStation by pressing the Keyboard picture at the bottom left of the RemoteStation screen Tools RemoteStation uses standard icons throughout to navigate through the application The main tools are described below Tool Description Logout Previous screen Single Page Scan g g g ZA jl Server or 7 Workstation Scan Document Queue User Guide Tool i Send Document to Description Search Next
90. er BW This driver will convert ALL pages to compressed TIF format images irrespective of their content To print a document into ScanFile using TIFFWriter from a Windows application choose the Print option and select the ScanFile TIFF Writer printer From the printer Properties dialogue the standard options such as paper size and orientation single or double sided and resolution can be set Pressing the OK button of the Print dialogue will display the TIFFWriter Index screen x Folders r None Approved Invoices 1MB Canon Check Mark Read original 110KB Order ID la Spielberg Conversion 5 MB in Invoices FR 2MB 11077 project OKB i RemoteStation 75MB Name Reports 8 MB Rattlesnake Canyon Grocery Sample SF2002 Folder 156 MB ScanFile 2000 1 42MB Order Date ScanFile 2000 2 6 MB SE SeanFile 2000 3 same 101 012002 ScanFile 2000 4 43MB ScanFile 2000 COLD 13KB SEMSE ScanFile 2002 Demonstration 54 MB 08 04 2002 SF2002 Samples 29 MB Sf2k2 COLD 14KB Test Invoices 433 KB e Ss Folder drives la Post index 3d Ip8100data v Index now Show collection Collect mode From this display you can select which folder you want to put the document into Once you have selected the folder the folder fields and keywords will be displayed You can then type index information relevant to the document or you can choose to place the document into the Post Index pool Once you have ind
91. er required to be updated it can be archived to other media such as CD There is also an option to put a retrieval only version of ScanFile on to a CD with the folder or folders so that the information can be retrieved on any PC running MS Windows even 1f that PC does not have ScanFile installed on it ScanFile does not itself have built in CD Writing software and therefore a third party application is required Normally this will be supplied with the CD writer The normal method of CD writing is to specify within the CD writing application the information to be written to CD and then choose the write to CD option within the application Adaptec Roxio have introduced software called DirectCD which is not a specific application but allows the user to copy files to a CD in much the same way as for any other device on a PC As an example 1f the CD writer has been allocated the drive reference of F within Windows Explorer the directory OMUK9FYC SCF could be dragged and dropped onto the drive F icon and the folder will be copied onto the recordable CD User Guide CD Preparation e 103 CD Preparation What ScanFile allows you to do is to prepare the ScanFile folders for writing to CD This essentially has three functions Group the folders to be written to CD into one location Group the folders to be copied to CD and a retrieval only version of ScanFile into one location Copy a retrieval only version of ScanFile into the
92. esentations of the pages of a record at the bottom of the page You can choose whether these are displayed or not by pressing the FastPics on off button at the top of the page If there are more pages in the document that can be displayed in the FastPics frame a scrollbar will appear on the right of the frame If the documents being displayed are the result of a full text search the page the word s or phrase was found on will be highlighted 184 e WebServer User Guide WebServer Memo s If a document has had a memo attached to it from within ScanFile this will be indicated in the memo column by a tick Clicking on the tick will then show the contents of the memo You can return to the Search Results page by pressing the Back button Download Clicking on the Disk icon at the end of each record will allow you to download the document to your PC As complete documents can consist of a mix of file types such as scanned images MS word and Excel documents etc these will be bundled together within a ZIP file 22 4 Viewing Documents When you select a document for viewing the first page of the document selected will be displayed or the page selected from the FastPics or Full text search How a document is viewed will be dependent upon the type of document being viewed and which browser software you are using All black amp white and scanned documents can be viewed directly within the Document View page Electronic format docu
93. ever ScanFile includes extensive options for determining levels of quality for Lura Document scanned images User Guide Scanner Setup Skew Correction This function is a software driver based skew correction facility that can be selected by a checkbox on the main scanner setup window Should pages be scanned at an angle through the scanner and not appear straight when viewing this option will straighten the page and justify it which will help when performing other actions such as OCR Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted Both scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto checkbox is ticked the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox You can then do one of the following Type in a value between 1 and 255 Drag the slider bar to the required v
94. exed the document or selected to put the document into the Post Index Pool pressing Save will put the document in the folder 76 e Electronic Document Import User Guide Electronic Document Import Collect Mode TIFFWriter also has a Collect Mode which allows you to print multiple documents using TIFFWriter before saving them to ScanFile folders To activate this feature once you have printed the first document and the TIFFWriter screen has been displayed press the Collect Mode button The TIFFWriter display will then change to just show an End Collection button While this is displayed you can print using TIFFWriter from Windows applications but the TIFFWriter display will not appear When you have finished printing your documents press the End Collection button and the screen will return to the standard TIFFWriter display You can review the documents held with the collection by pressing the Show Collection button which will then open the Collecting pages screen You can page through the current document using the navigation buttons at the bottom of the preview window and select the document to view from the Jump to document drop down list Collectingpages O O x Jump to document 1 y Delete image Delete document bom Reset changes gt a Exit You can also select to delete pages from a document by displaying the page and pressing the Delete image button or you can delete
95. ext field and you can then zoom and move the image accordingly for the next field Repeat this for all fields When you press the Enter key in the last field ScanFile will automatically move to the first field of the next record in the Hit List and display the area of the image relevant to that field Indexing 73 1 2 Electronic Document Import 12 1 Overview There are several methods for importing and sending documents to ScanFile folders Documents can also be saved in their original format or alternatively converted to TIFF format This chapter describes 4 methods of importing documents with the following chapter Import Functions describing the methods available for importing large volumes of information User Guide Electronic Document Import e 75 Electronic Document Import 12 2 TIFFWriter TIFFWriter is a Windows Printer driver that allows you to print any document from any Windows application into a ScanFile folder TIFFWriter is an option for ScanFile and if the option has not been purchased it will report that it is not licensed TIFFWriter will analyse each page and will either process it as a colour or black amp white page If a page has ANY colour content it will be converted to JPEG format Pages with black amp white only content will be converted to compressed TIF format If you are running Windows 2000 or XP professional an additional TIFFWriter driver will be installed called ScanFile TIFF Writ
96. ge to Baseline or Embedded Min Quality This sets the threshold for the minimum image quality which if not achieved will affect the thumbnail generation 178 e LuraDocument User Guide Miscellaneous You can set a compression factor that LuraDocument will attempt to achieve The factor can be set from 1 to 100 The compression that can be achieved using LuraDocument depends on many factors Generally documents with higher resolutions high dpi number are easier to compress The complexity of the document has a major influence If the amount of text is very high compression is very difficult as the text layer is always compressed lossless For the background image and the text colour image the quality or compression ratio can be chosen So the total compression ratio can be controlled via the size of the text layer dependent on the settings of quantization and segmentation and the quality of the fore and background images If a compression factor set during compression the library will try to achieve this compression exactly However it is possible that the text layer is to huge or that in order to guarantee the minimal requested image quality the actual rate may be higher To reach maximum compression two things should be observed As the text layer is compressed lossless the text layer has to be kept as small as possible Automatic text detection will always result in smaller text sizes that the setting everything is text
97. ges The number of TIFF images in each directory is dictated by the Images per Folder parameter Each subdirectory created will also have an INDEX DAT file which holds the index information related to the images 13 5 Email From the Hitlist right click Send To menu you can choose the E mail option This will open a new message window in the PC s default e mail software and place the currently highlighted document in the New Message Window Scanned multi page documents can be converted to multi page or single page Tiff s depending upon the option selected in General Settings Electronic documents will be copied in their native format 84 e Printing Export amp Email User Guide 1 4 Libraries 14 1 Overview The Libraries feature is an option of ScanFile which must be specified when purchasing ScanFile A library is a collection of the indexing information from ScanFile folders Libraries negate the need to know which folder a particular document is in as you will be able to search across all the folders that have been added to a library 14 2 Searching Libraries User Guide Firstly you must open a library you wish to search in To do this select Open Library from the Libraries menu and then choose the library you wish to open The Library search screen will then be displayed 7 TRAINING LOS Search from Searchto AA Training 2 Marked 0 25 Manual Section IR o Subject E ION Source
98. hen a control sheet has been detected scanning can either continue or stop You may wish to stop scanning so as to enter additional indexing information Alternatively you may wish to scan everything and then index it In this case choose the Continue Scanning option The Function Control sheets affect the operation of the scanner With these sheets during scanning the scanning mode can be changed from Text to Photo mode or vice versa by the use of the appropriate control sheet Using The Simplex and Duplex control sheets changes the scanning mode to either single or double sided scanning Job Separation control sheets are used to divide documents placed in the scanner feeder into separate files when scanned Place a Job Separation sheet between each file choose the required Batch Detection mode and then scan the documents User Guide Scanner Setup e 111 Scanner Setup 19 5 Canon DR 6080 amp DR 9080c The DR 6080 and DR 9080c are high performance A3 scanners with a maximum scanning throughput of 120 and 180 images per minute respectively They are both double sided scanners with automatic paper size and thickness detection Additionally document skew is automatically corrected during the document feed The DR 6080 supports black amp white and greyscale scanning whilst the DR 9080c supports several modes up to a maximum 24 bit colour The maximum scanning resolution for both of these scanners is 600dpi Scanner Configuration
99. hich then takes the printed output converts it to Group4 TIF format and saves it to pre defined locations These files can then be automatically imported into ScanFile using one of the Scheduler applications within Remote Services such as the TIFF Spooler which works in conjunction with the Forms Recognition A full description of the installation and configuration of ScanFile VNP is given in the Administration Guide User Guide Electronic Document Import e 79 1 3 Printing Export amp Email 13 1 Overview ScanFile has comprehensive facilities for the printing of scanned documents as well as for exporting both indexes and documents for use outside of ScanFile 13 2 Printing With ScanFile you can choose from several options for printing e Currently displayed page of a file All pages in the selected file Range of pages from the selected file Tagged pages from the selected file Tagged files Hitlist Audit Trail Events Selecting the Print Image option from the File menu allows you to print the currently selected file or a range of pages from the currently selected file It also gives you the opportunity to choose the printer you wish to print to User Guide Printing Export amp Email e 81 Printing Export amp Email The Print button in the toolbar has different functions depending on which window is active at the time it is pressed Image Window Displayed image is printed Hit List Window The selected tagg
100. hiding records within a folder Hidden records will not be shown on the hitlist to users within the VIEW security level group To hide a record highlight the record you wish to hide on the Hitlist and then press the Hide Record tool or select Hide Record from the Options menu If a record has been marked as hidden to View level user groups an X will be shown in the Notes column of the Hitlist against the record To unhide a record select the record on the Hitlist and select Hide Record 8 3 Extended Search The Extended Search option allows the user to find documents using the above information as well as giving a more user friendly display for range searches on any field in the folder All the user defined folder fields can have a range search performed upon them as well as the Scan date and Change date fields When the search is performed the resultant Hitlist can be displayed with or without the additional fields by selecting the View extended Hitlist option Additions to the extended show who the document was scanned by the date it was scanned on the name of any user that may have changed that document and the date that it was changed on 8 4 Multiple Index Search This feature allows you to search across selected index fields for the documents you require To perform this type of search select Multiple index search from the Search menu You can then enter the search criteria and select the folder library fields that you want
101. hlight a folder name and choose to just search within that folder To search specify the criteria and then press the Search button A Hitlist will then be displayed showing the results of the search Unlike a folder when the Hitlist is displayed and the Image Display window opened the first page from the first file will not be shown This is because the folder that the file is from may not be on line To show the contents of the file you must double click on the record on the Hitlist The column headings within the Hitlist will show the field names for the currently selected record As it is possible for folders with different fields to be in the same library the column headings will change to reflect the fields for the selected record 56 e Searching User Guide Searching 8 6 Full Text Search Selecting Full text search from the Search menu allows you to search the word list resulting from full text recognition The search screen will appear allowing you to type in the word or words to search for Searches can include multiple words and can be set to an AND or an OR search on the words entered Selecting the page to view is exactly the same as previously just highlight it in the Hitlist and the page will be displayed in the Image window x E ior ffun text search h Search mode Een Je Detailed hitlist J Show number of matches in hitlist Phonetic search AND combined Ze OR combined Cancel
102. ial and error but once the correct values are found they need not be changed This can be overridden by using either the automatic mode or by selecting the brightness level using the control on the toolbar A function key value of zero will when that key is pressed reactivate the scanner s automatic brightness function 17 5 Setup Filter This option enables you to enhance the quality of scanned page applying the predefined filter options or by creating your own filter settings The filter can be applied either after scanning or during scanning if the Use Filter option is selected Edit filter E Image filter settings gt TC Use filter Threshold Horizontal ine removal y ff bass aE User defined filter 1 y KEEN TR User defined filter 1 Filter parameters User Guide Additional Settings 99 Additional Settings Up to three user defined filter settings can be created and saved These can then be applied by selecting them from the drop down lists on the right side of the Filter Settings window Up to six filters can be applied at any time and they will be actioned in the order from top to bottom that they are selected in the drop down lists User Defined The filter algorithm calculates the brightness of each pixel of an image With black and white images the brightness value of each pixel is binary the value of a black pixel is 1 and of a white pixel 0 The brightne
103. ide Scanner Setup 19 12 Canon MS400 amp 500 Canon s digital microfilm reader printers have an optional SCSI kit to enable them to be used as PC scanning devices Two modes are supported manual or automatic feed scanning With automatic feed scanning an FS Carrier III will be required as well as blipped films The maximum resolution of the MS scanners is 400dpi Identify SCSI Adaptor and Scanner ID E Deeg Feet E FS Cartes H on SCH autos fiche comer ds CM Foe E Test Scan TF eng H d Meng Leg icon Display Cuore TF E Ted rods Window e Prao reads e Iw CONT Ge F Page 90 Scan Resolution The MS400 amp 500 have three scan resolutions 200x200dpi 300x300dpi 400x400dpi The selected scan resolution will affect the quality of the image To select a resolution just click using the left mouse button on the option you require View Options These options will affect how the images are stored and displayed Standard documents will normally be scanned using the Text Mode Photo Mode scanning will enhance the document during scanning and result in better quality scans of pictures Please note that the Photo Mode option will result in larger scanned file sizes Documents by default are displayed using black text on a white background The Inverted option allows this to be reversed so that the document is displayed with white text on a black background User Guide Scanne
104. ide Scanner Setup e 147 Scanner Setup 19 9 Canon DR 3020 The Canon DR 3020 is a 40 page per minute black amp white scanner with automatic paper thickness and size detection with a maximum paper size of B4 Its automatic document feeder can take up to 100 sheets at a time and these can be either single or double sided documents It has an industry standard SCSI 2 interface The DR 3020 has a maximum resolution of 300dpi To configure the DR 3020 scanning options ensure that the DR 3020 is set as the default scanner by selecting Choose Scanner Canon DR 3020 from the File menu and then click on the Scanner Setup button The following window will then be displayed Identifies SCSI Adaptor and Scanner ID Paper Size Selection Resolution Options TestS can Window Scan Resolution The Canon DR 3020 has three scan resolutions 200x200dpi 300x300dpi 300x150dpi The selected scan resolution will affect the quality of the image and also the scan speed At a resolution of 300 x 150dpi scanning single sided documents the DR 3020 will scan at 40 pages per minute At 300 x300dpi scanning double sided documents will slow the scanner to 11 sheets per minute To select a resolution just click using the left mouse button on the option you require 148 Scanner Setup User Guide Scanner Setup Paper Size The DR 3020 can scan up to B4 size pages The paper size can be selected from the dro
105. iginal scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images User Guide Scanner Setup Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted All three scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto checkbox is ticked the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 wi
106. ill be batched together User Guide Document Routing e 87 1 6 General Settings 16 1 Overview The General Settings screen can be found under Options General Settings This allows you to set various options that will affect the quality of the displayed image change how the Hit List is displayed the main window background and other options that change the Keywords display and image print stamping These can be changed at any time whilst using ScanFile but some options such as Show additional Toolbar will only take effect when ScanFile is restarted Hide tooltips IV Automatic date in memo fields I Automatically clear pool drive Area post indexing editing M Check number of barcodes IV Auto index failed barcode read with Gi single page only V Ignore duplex mode r Keyword search mode IV Clear selected keywords Hide keyword list IV Display keywords as text Ge AND C OR General Settings d xj Dis Hitlist y Personal Hitlist d 9 e Y Display Hitlist numbers Iv No message Bitonal J Show Note column T At login C Black White IV Save Column widths 7 Timeinterval O min AA JV Alternating row colours C Beep Message IT Rotate back page Print CS Auto open IT Hide annotations FF Exact scale print pu d AAR Date format for libraries Date format wary MM DD y JV User Date and Time 5 ZE j Separator IV Display inactive but
107. index information if not created automatically by barcode or by duplicating or counting fields Start scanning by clicking on the Batch Scan button Select next frame if necessary and click on Continue scanning Repeat step 6 until end of batch To end batch click on Save scanned pages Feeder Mode In this mode a user definable number of images is scanned sequentially and stored as one batch record The index is either entered manually or created automatically using counting or duplicating fields The index can also be keyed in or edited later The images to be scanned can be selected according to the blips B F P on film Group pages by pages P scans and stores images into one batch between Page blip numbers entered Group pages by File F scans and stores images between File blip numbers entered into batches Group pages by File F and B scans and stores images between File blip and batch blip numbers entered into batches Group pages by Batch B scans and stores images between Batch blip numbers entered into batches 50 e Microfilm Scanning User Guide Microfilm Scanning Be sure that the mode for blip recognition on the FS Controller III is set properly For more information on the FS Controller III see the MS350 MS400 500 MS800 Scanner Configuration section later in this manual or the FS Carrier III manual 7 5 Single Page Scanning Single Page scanning will create one record for each page scanned
108. ing The larger the bit value selected the lease be aware that greyscale and colour scanning especially at high resolutions can result in extremely large file sizes Rotation A document can be scanned and then rotated and saved he available rotation options are User Guide Scanner Setup e 125 Scanner Setup Sening Desorption ompression ScanFile will store images in one of four ways 126 e Scanner Setup Uncompressed TIFF Group 4 Compressed TIFF peg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded pes Greyscale and colour scanned images will be stored as TIFF files with Jpeg compression PEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural eal world scenes Jpeg is a lossy compression format which means that data is discarded from the or
109. is option allows you to select an electronic document from a storage device on the workstation These can then be added to the current queue to be sent to the selected destination Colour Three settings are available Black and White Greyscale Colour Resolution User Guide Three settings are available and these will be dependant upon the attached scanner The setting are Low Medium and High resolution which for the Canon DR5020 80c scanners would be 200 300 and 400dpi RemoteStation e 195 RemoteStation Brightness The scan brightness can be set from 1 to 255 for greyscale amp colour and 1 to 7 for black amp white Text Photo The Text option should be selected if the scan is black and white and it is not important as to the quality of any graphic elements contained on the document The Photo option should be used when the documents contain graphic elements such as photographs This will scan the graphics at a higher quality than the Text option Simplex Duplex This option allows you to set whether the documents to be scanned are single or double sided Priority The Priority option allows you to set a level between 1 and 3 for a document If many documents are waiting to be sent to the RemoteStation server the documents with the highest priority will be sent first Preview Any documents scanned can be previewed on the Scan screen before sending them to the RemoteStation server They will be shown on
110. isplay window with the current page Size the page to fit within the display window Size the page to fit the width of the display window Maximum zoom level Reorder the page within the document Perform full text or zone OCR on the page or copy the page text to the clipboard Moves the displayed image to the clipboard ready to paste to another record Copies the displayed image to the clipboard ready to paste to another record Send page to another folder user export email and wallet Closes the document display menu User Guide Viewing Documents 9 4 Electronic Documents ScanFile supports the display of over 200 different electronic document file formats such as Microsoft Office documents Adobe PDF documents HTML pages and graphic format files such as AutoCAD and CorelDraw When viewing multi page documents such as PDF files and PowerPoint presentations the tools to move from page to page or worksheet to worksheet will be displayed at the bottom of the viewing window For documents such as Word files and text files these can be scrolled through using the scroll bar on the right of the viewing window 9 5 Document Display Menu The options displayed when you right click on an electronic document will be different to those available when viewing a black amp white or colour image Option Description To the clipboard Copies the selection to the Windows clipboard Print Print the currently displayed doc
111. lder or the currently displayed page from the folder You can navigate through the files in the folder by using the available tools until the page you wish to define zones is displayed Please note that the zone recognition will always be carried out on the first page of a file To ensure that when drawing the zone the correct part of the page is within the zone you can zoom and rotate the image within the display window Once you have displayed the area of the page you wish to create a zone for right click on the Index fields option under All unknown forms and choose Add Field Setup zones E xj C ScanFile2002 default sff l j E e Properties en Threshold 60 gers RRE RRE B88R88882 mag 20392232290392239 m 46 e Barcode Scanning User Guide Barcode Scanning A crosshair cursor will then be displayed in the image window and by moving the cursor to where you want the zone to start and then holding down the left mouse button and moving the mouse you can define the zone Releasing the left mouse button will then fix the zone and the Connect zone to screen will be displayed xf Connect zone with field y Chars to be recognised Grder ID Ze All characters Ze Name Numbers and prices C Order Date C Numbers only C Entry Date C Chars only C Only uppercase letters Only lowercase letters Barcode c Check mark Ee
112. lect the server that holds the folder you wish to search first Search Screen Selecting the folder will display the Folder Search screen that will show the folder fields Searching within RemoteStation gives the option to perform range searches within the selected folder the first value being entered in the first field alongside a field name and the second value in to the second field alongside the field name You can also choose whether the search is to be an AND search or an OR search The AND search will result in producing a list of documents that match the search criteria entered into ALL fields The OR search will list those documents that match the criteria entered into ANY of the folder fields Once the search criteria has been entered pressing the Search button will show the list of matching documents Hitlist The Hitlist will show all documents that matched the search criteria entered Each documents complete index information will be shown within its own separate box To view a specific document click on the box If a document has more than one page FastPics of the pages will be displayed but if the document only has one page it will be immediately displayed You can return to the Search screen by clicking on the Back button FastPics The FastPics display allows you to view in thumbnail format all the pages of the selected document and then to select the page to view by clicking on the thumbnail Viewing a Page
113. lected records and documents Filters selected records Performs Full Text or Zone OCR on the selected records and also gives option to Copy OCR text to the clipboard Record Selection tool See Below Close the Hitlist menu Searching e 59 Searching Combine rows The Combine Rows option on the Hitlist menu will combine selected records within the folder The rows to be combined will adopt the index information in the row that was first selected by the mouse It is not possible to undo after performing this action Please use this option with caution Send to The Send To option from the Hitlist menu allows you to send a document or selected documents to a variety of destinations which are explained below When selecting the File or Email option black amp white and colour image can be saved as PDF format documents This is enabled within General Settings Send to email Option Description ScanFile Send Select document Folder to another ScanFile Folder Choose Target Export selected documents and index information User Send selected documents to a user s Personal Hitlist Route Send selected documents to a pre defined Route Export to file Export selected documents Email Attach selected documents to a new email message Wallet Create a Wallet with the selected documents User Guide 60 e Searching Searching OCR The OCR Option from the Hitlist menu allows you to either Full text OC
114. ll be displayed choose the name of the user and then click OK From the Send To User the document can be sent to another user or to your own Personal Hitlist When the Personal Hitlist is displayed additional fields to the standard Hitlist are shown which detail the name of the source folder the name of the user who put the document into the Personal Hitlist and the date the document was added The additional fields shown on a personal hitlist are From Folder From User and Sent On When the Personal Hitlist is displayed the Field Name row is shown with a yellow background to distinguish it from the Standard Hitlist The names of the folder fields are not shown as documents may have come from different folders with different fields Documents placed in a Personal Hitlist will remain until manually deleted unless they are placed there by the Document Routing option and the user elects not to keep a local copy 62 e Searching User Guide 9 Viewing Documents 9 1 Overview ScanFile has a comprehensive set of tools available to change the way displayed images are shown The images can be zoomed rotated and also fit to the height or width of the image window A file can be paged through by selecting the next previous icons on the toolbar 9 2 Viewing Multiple Documents Up to three secondary image display windows can be opened in addition to the standard image display window To open a secondary display window right click on
115. lude on the backup copy the copyright notice and other ownership or proprietary legends that are on the original copy of the Software b You may NOT make any copy whatsoever of the License once it has been installed in the Software application path ANY ATTEMPT TO COPY TRANSFER OR RESTORE THE LICENSE PLACED IN THE SOFTWARE PATH MAY CORRUPT THE ENABLING LICENSE The License once installed in the Software application path represents the full purchase value of the license to use the ScanFile Software The installed License can be manipulated ONLY by the commands within the ScanFile application 3 RESTRICTIONS a You may not market distribute or transfer the Software or the Documentation to others or electronically transfer the Software from one computer to another over a network except as expressly provided herein b You may not de compile reverse engineer disassemble or otherwise reduce the code of the Software to a human perceivable form c You may not modify adapt translate rent lease or loan the Software or the Documentation or create derivative works based on the Software or the Documentation 4 OWNERSHIP AND COPYRIGHT Spielberg Microsoft Kofax Wise Apex ScanSoft Lura Microplex Stellent Desaware and Crescent reserve all rights to their respective software modules of the Software and the Documentation The Software and the Documentation is copyrighted Unauthorised copying of the Software including portions thereof
116. lude the start and stop characters in the barcode read by ticking the Return start stop checkbox Codabar If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox If this is selected the checksum value can be returned by selecting the Return checksum option There are two checksum options for Codabar Mod 16 and DR7 which can be selected from the drop down list You can also select to include the start and stop characters in the barcode read by ticking the Return start stop checkbox Code 25 If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox If this is selected the checksum value can be returned by selecting the Return checksum option By selecting UPC you can then also select UPC A and or UPC E 132 e Scanner Setup User Guide Scanner Setup UPC A Extended UPC A can be read by ticking the Extended checkbox If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox The header can also be returned by selecting the Return Header checkbox UPC E If the barcode has a checksum this can be recognised by ticking the Recognise checksum checkbox The header can also be returned by selecting the Return Header checkbox Code 128 Code 128 has no options Imprinter option User Guide If the Imprinter option has been installed in the DR 5020 DR 5080c or DR 5060F this can be configured by selecting
117. luded in the Software may have utility with or be able to be called by other software and or hardware which Spielberg considers to be an unauthorised use of the Software Accordingly you agree that you will use such software modules only as part of the Software and not in conjunction with or as part of or as a component of other software and or hardware which makes calls to such software modules Spielberg grants you the personal non exclusive rights a For a single user version of the Software to install and use the Software for internal purposes only on a single computer the Software is considered in use when it is installed in the temporary memory i e RAM or the permanent memory i e Hard Disk Drive b For a multi user version of the Software to install and use the Software for internal purposes only for the number of computers or simultaneous users identified in the Installation Configuration sheet of the Software package for example if you have purchased a 5 User license you may install the Software for simultaneous use by up to 5 Users on a network 2 BACKUP COPY a You may make whatever copies you deem appropriate from the ScanFile delivery Compact Disc the Programs Example Files and any other promotional material that may be included thereon The Application Manual or any part thereof may be reproduced in sufficient quantity to support only the number of users licensed to you and no more You must reproduce and inc
118. ments such as MS Word amp Excel documents require that the source application be present Applications such as Microsoft Word and Excel can be opened within Internet Explorer and therefore these format documents will be viewed with the Document View page For Netscape these applications will be opened independently of the browser You can return to the Hitlist or the Search pages by pressing the appropriate button on the left of the Document View page or you can Logout by pressing Logout User Guide WebServer e 185 WebServer Document Viewing Tools On the left of the Document View page are a number of tools that allow you to alter how a document is viewed and to select the document or page of a document to be viewed Rotate Page 0 Rotate Page 90 Rotate Page 180 Rotate Page 270 Enlarge Page Size Reduce Page Size View Next Page View Previous Page Go to 1 Page Go to Last Page Go to Previous Go to Next Document on the Hitlist Document on the Hitlist In addition to the tools above you can select the page number to view and the zoom level using the options at the top of the Document View Page You can choose which page to view and its zoom level by typing the page number and clicking on the Show button The zoom level can be selected from the drop down list The Download button will download in ZIP format the currently displayed page 186 e WebServer User Guide 23 RemoteStation 23 1 Over
119. mp White Greyscale 200 600dpi 24bit Colour 100 400dpi single double sided 600dpi single sided Compression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF Jpeg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded User Guide Scanner Setup e 145 Scanner Setup JPeg Greyscale and colour scanned images will be stored as TIFF files with Jpeg compression JPEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg image
120. mpression format in which the text is saved This can be LuraDocument LDF TIFF G4 or no compression This defines whether the image is all text a mix a text and graphics or all graphics An Auto mode is also available The mask sets how LuraDocument processes the image text It can adapt it s processes dependant upon specific parts of the image or process the whole image using the Constant setting The quality can be set from 1 to 100 User Guide LuraDocument Foreground User Guide The foreground image saves the text colour information and can be set for differing levels of compression and quality thresholds Setting Description Mode This sets the foreground image to Baseline or Embedded Sample The is the down sample rate The higher the value the higher the compression and lower the image quality Min Quality This sets the threshold for the minimum image quality which if not achieved can override the compression level Baseline That mode does not consume as much working memory as the embedded mode It is the only available mode if you compress very large images The resulting image is partly embedded The compression is a little bit faster than in embedded mode If you display a baseline compressed image in your homepage and you have a bad transmission capacity the image will be displayed in top down mode Embedded This allows the image to be displayed progressively and is optimised for inter
121. net delivery The quality becomes continuously better during loading over telephone lines An interrupt of the transmission results in a smoothed but full size image LuraDocument e 177 LuraDocument Background The background image saves the graphics part of the image and can be set for differing levels of compression and quality thresholds Setting Description Mode This sets the background image to Baseline or Embedded Sample The is the down sample rate The higher the value the higher the compression and lower the image quality Min Quality This sets the threshold for the minimum image quality which if not achieved can override the compression level Baseline This mode does not consume as much working memory as the embedded mode It is the only available mode if you compress very large images The resulting image is partly embedded The compression is a little bit faster than in embedded mode If you display a baseline compressed image in your homepage and you have a bad transmission capacity the image will be displayed in top down mode Embedded This allows the image to be displayed progressively and is optimised for internet delivery The quality becomes continuously better during loading over telephone lines An interrupt of the transmission results in a smoothed but full size image Thumbnail These settings affect how the thumbnail is generated and stored Setting Description Mode This sets the thumbnail ima
122. nfirming that you wish to proceed a second file will be created If required you can then edit the index information of the files to reflect the changes 10 7 Change Page Order Once a document has been scanned you may find that you wish to change the position of a page within the file This can be achieved in one of two ways Image Display Menu While displaying the page of the file that you wish to move pressing the right mouse button in the image display window will show the right click menu By choosing Change Image Position you will then be prompted to enter the number of the page you wish to move the currently displayed page to 70 e Editing Documents User Guide Editing Documents FastPics Drag amp Drop Within the FastPics window by holding down the left mouse button on the page of the document you wish to move and then dragging that page to the position within the file you wish to move the page to the page will be moved and the file reordered 10 8 Save Rotation The orientation that a scanned image will be displayed can be set and saved so that it will always be displayed in the chosen orientation To do this set the currently displayed image to the rotation you wish to save and from the View menu select Save rotation for You can then choose to set the rotation for the displayed page all pages of the record or all selected records The image rotation setting is saved in the Folder database and does n
123. ng text the horizontal offset is applied manually please refer to the scanner manual for instructions on how this is done The Vertical offset specifies the distance in millimetres from the top edge of the paper to start printing the text You can select to print the text on every page on the first page of a new file as indicated by the New file key by setting the Pages drop down list to Every or Next page You can set the direction in which the text will print from the Orientation drop down list The available values are None 90 180 and 270 degrees The Right to left option will set the Imprinter to add characters from right to left The default font size the Imprinter uses is 12x12 dots You can select to use a smaller 8x7 font size by ticking the Use small fonts checkbox Style of Embedment The way in which the text is embedded in the image can be set from one of three options Black on White will print black text on to a white background White on Black will print white text on a black background Black on image will print black text on to the image 134 e Scanner Setup User Guide Scanner Setup Counters There are two counters that can be configured and these options apply to both m First counter Start value 0 Ed A Increment fo Reset if Never Increment if New file or separator P Second counter Start value Increment H Reset if
124. nned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data normally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded pes Greyscale and colour scanned images will be stored as TIFF files with Jpeg compression PEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natural eal world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format ho
125. older To do this use the OCR menu option which is shown when right clicking in the Hitlist or Image Display window Hit List Selected record or records indow Display Displayed page Must be first indow page 48 e Barcode Scanning User Guide 7 Microfilm Scanning 7 1 Overview The Canon microfilm scanners MS350 MS400 MS500 MS800 can be equipped either with a fiche carrier or a roll film retrieval FS Controller II to allow batch scanning of the documents held on the film or fiche 7 2 Fiche Carrier Using a fiche carrier the Feeder manual button is ignored After the user has entered the index information and positioned the fiche carrier to the relevant frame on the fiche the scanning process is started by clicking on Batch scan When a is finished the scanned pages and the relevant data record have not yet been saved the user must decide on the step required next 7 3 FS Controller Ill The FS Controller II is an automatic roll film carrier that can be directly controlled from ScanFile User Guide Microfilm Scanning e 49 Microfilm Scanning 7 4 Batch Scanning Batch scanning will create a record containing multiple scanned pages Manual Mode Using manual mode the user can scan several images into a batch record from roll film Insert the film to be scanned into the FS Controller II Set roll film retrieval to the first image by the keyboard or knob of the FS MI Set Zoom and focus Key in the
126. on User Guide 2 1 LuraDocument 21 1 Overview User Guide LuraDocument an option of ScanFile is a document compression procedure which preserves text legibility together with high visual and colour quality The basis of the LuraDocument procedure is the analysis and segmentation of documents Mixed documents are segmented to generate the following three images abinary image containing text a foreground image preserving the text colour and a background image with the text removed The three images are then individually compressed using the most appropriate efficient techniques LuraDocument is particularly suited to documents scanned at a resolution of 300 dpi or higher containing large image regions together with text The separation stage uses the segmentation to separate the document into three images of different resolutions The text is removed from the original document to generate a colour or greyscale image containing the image regions and text background This image is compressed using a specially adapted version of the LuraWave wavelet based image coder The removal of text regions extremely difficult structures for image coders to compress enables a significantly higher compression performance to be achieved The removal of image regions from the Bitonal text image makes high compression rates possible The Bitonal text image is compressed with a LuraTech developed context based coder generating
127. or by performing zoned barcode reading as a batch process after scanning The barcode function is an option of ScanFile and must be purchased to enable it ScanFile can read up to 10 barcodes at a time in either reading mode 6 2 Barcode Formats User Guide Four barcode formats are supported by ScanFile and the barcode type can be selected from Choose Barcode from the Options menu The supported format are 3 of 9 Extended 3 of 9 2 of 5 Interleaved Coda bar Code 128 The barcode reading module can also recognize a barcode checksum which checks for the validity of the barcode The checksum number is NOT added to the index field The Rotate Barcode 90 will read barcodes that are printed down a page rather than across The Enhance barcode option can improve the reliability of reading barcodes from poorly printed documents such as those produced by dot matrix printers Barcode Scanning e 43 Barcode Scanning 6 3 Read while Scanning There are two ways for reading bar coded documents while scanning as follows Single page Scanning will create a new index record for each page scanned The contents of the barcode on each page will be inserted into the barcode fields applied to the folder With Batch Scan the barcodes can be used as file separators If a barcode is found on a page being scanned a new index record is created If there are no barcodes on the next page being scanned this page will be appended to the pre
128. ot affect the original scanned image User Guide Editing Documents e 71 1 1 Indexing 11 1 Overview As mentioned earlier in this guide files can be indexed during scanning and via the use of barcodes as well as using the Post index Pool Three further methods are available one a standard feature with the other two using the optional OCR module which can greatly speed up the indexing process OCR indexing is described later in the guide The Edit option on the Folder toolbox is used to amend or add index information for the currently selected record The index fields will be displayed and data can be typed in and then saved with the record 11 2 Area Indexing User Guide With area indexing for each field in the folder ScanFile can be told to zoom the image and display a particular portion of the image This is particularly useful when indexing scores of similar documents that have the indexing information in the same position To do this first you must ensure that the Area PostIndexing feature is turned on within the General Settings Then select the first document you want to index from the Hit List and choose the Edit option on the Folder toolbox Place the cursor in the first field and then zoom and move the image within the image display window until the information relevant to the index field is being displayed Type this information into the index field and press Enter The cursor will automatically move to the n
129. ow the index screen Index Screen As the index data is not related to any ScanFile folder the field names will be called Field 01 to Field 10 Any information entered will be shown in the users Personal Hitlist Press the Forward button to open the Scan screen once you have entered the index information User Guide RemoteStation e 193 RemoteStation Email The Email option will send the scanned document to an internet email address ScanFile Users When a user is created in ScanFile an email address can be entered as part of the user information This gives the option to send a document to a registered ScanFile users email address rather than to that users ScanFile Personal Hitlist If there is more than one RemoteStation Server available then you will need to select the server that the user is registered on first The list of users on the server will be displayed and you can select one or more users to send the document to Once you have selected the users press the Forward button to show the Email message screen Internet Email This option will display the Email message screen which will allow you to send a document to any valid internet email address Email Message Screen On this screen you can enter email addresses to send the document to If you are sending to a ScanFile user the Email field will be automatically filled You can also select to copy the document to another user by entering the email address into th
130. p down list By selecting Maximum and clicking on the Adjust option the DR 3020 will auto detect the paper size View Options These options will affect how the images are stored and displayed Standard documents will normally be scanned using the Text Mode Photo mode scanning will enhance the document during scanning and result in better quality scans of pictures Please note that the Photo mode option will result in larger scanned file sizes Documents by default are displayed using black text on a white background The Inverted option allows this to be reversed so that the document is displayed with white text on a black background The DR 3020 scans documents in portrait format For landscape documents select the Rotate 90 option so that they will be displayed in the correct orientation When selected the Front Back scanning option will scan and store both sides of the scanned document When not selected only the front side of the document is scanned Brightness Controls The Canon DR 3020 has an automatic brightness function which should work with most documents Unchecking the AUTO option and then selecting the required brightness setting by using the slider bar or by typing in the brightness value between 1 255 can override this User Guide Scanner Setup e 149 Scanner Setup 19 10 Axis 7000 The Axis 7000 is a network scan server box that will allow across network scanning with any scanner that is
131. play Mode usais x e Contents User Guide 16 3 16 4 16 5 16 6 16 7 16 8 16 9 Hitlist SEMINGS ces O Print Settings A eevnae vcpiabteste Keyword Search Mode Send to EE Personal Huttert Kl Su EE ee ee KEE PRO O e Library Date Format o cocnonnononononconoccnononoss Other SEAS di 16 10 Choose Background 17 Additional Settings 17 1 17 2 17 3 17 4 17 5 17 6 EIERE ee Choose Language Choose Barcode Choose Brightness ii SEO ER User Defined BEE ad Pre Defined rd an Fast Search A A ats atl G fect 18 CD Preparation 18 1 18 2 18 3 18 4 18 5 art Ee RN KE Standard CD Preparation ccoooconinoccninoncnnnnnss Fast Preparations stat Kette ee dan 19 Scanner Setup 19 1 19 2 19 3 19 4 19 5 User Guide ODIDA A ar ice eben Scanning Resolution ocoococnnncccnonccinnnancnonnss POSES Can wien dci Scanner Control SheetS oooooonononononononnnnn Canon DR 6080 amp DR 9080c Scanner Configuration ccooocccnonoccnononccnnnnoss Page EEN GEELEN EEN eelere eege ee TOMS A A Extended Settings ooocococcccnoncccnonaconnnnonnnnss e TEE EE Contents e xi Double Reed Detecta deeg 118 Filter EE 118 Dropout COMU 118 Automatic EXposure E 119 Edse Erres 119 Other Settini S oeie da 119 Imprinter option Rene Ee ee Caan ee 120 19 6 Canon DR 5020 5080c amp A0 122 Scanner COMMUTATION EE 122 EIERE 123 SE EE 127 RE INOS EN 127 Photo Mode E 127 A evade nev de e sienna
132. prehensive document referencing and retrieval features with user defined index fields keywords and full text search Full document display features including zoom rotate and enhance View multiple documents Inbuilt document viewer that supports over 200 document types including MS Office and PDF documents Automatic barcode indexing COLD data import TIFF Writer Zone and Full text OCR Forms Recognition Document Routing Audit Trail Full network and jukebox support Features marked with an asterix are additional purchases to the ScanFile core application Welcome to ScanFile e 19 Welcome to ScanFile 1 4 ScanFile Options The basic ScanFile system comes complete with everything you need to create folders and scan and import documents into them The following options can be purchased to enhance the functionality of your ScanFile document management solution Global Index This adds support for Libraries into ScanFile Barcode This allows ScanFile to automatically read and index bar coded documents Keywords This allows keyword lists to be applied to ScanFile folders and libraries Export The Export option allows you to export complete folders libraries to a selected drive and directory All documents will be exported and a data file will be created with the index information associated with the documents OCR The OCR module has two functions Zone OCR can automatically index scanned documents from data cont
133. r 593 47249 Duisburg Germany Spielberg b Microsoft Corp a Washington Corporation having its place of business at 1 Microsoft Way Redmond WA 98052 6399 USA Microsoft c Kofax Imaging Products a California Corporation having its place of business at 3 Jenner St Irvine CA 92618 9931 USA Kofax d Wise Solutions Inc a Michigan Corporation having its place of business at 2200 N Canton Centre Road Suite 150 Canton MI 48187 USA Wise e Apex Software Corporation a Pennsylvania Corporation having its place of business at 4516 Henry Street Pittsburgh PA 15213 USA Apex f ScanSoft B V a Dutch Company having its place of business at Randstad 22 139 1316 BW Almere ScanSoft g Algo Vision LuraTech GmbH a German Company having its place of business at Helmholtzstr 2 9 10587 Berlin Lura h MICROPLEX Trading GmbH a German Company having its place of business at Leipziger Chaussee 191g 06112 Halle Microplex i Stellent Inc an Illinois Corporation having its place of business at 330 Wabash Ave 15th Floor Chicago IL 60611 Stellent j Desaware a California Corporation having its place of business at 1100 East Hamilton Ave Suite 4 Campbell CA 95008 Desaware k Progress Software Corporation Crescent Div a Massachusetts Corporation having its place of business at 14 Oak Park Bedford MA 11730 Crescent You understand and acknowledge that any software module inc
134. r Setup e 163 Scanner Setup The scanned documents can be rotated 90 degrees clockwise by selecting the Rotate 90 option so that they will be displayed in their correct orientation Film Type Use this option to set the type of film loaded into the microfilm scanner The Auto option will automatically detect the type of film loaded Feeder This option allows you to set the type of feeder used on the microfilm scanner It can be set for the Canon FS Carrier III or Auto Fiche Carrier For the Auto Fiche Carrier the Communication port and baud rate being used must also be set Please note that these feeder options may not be available in all countries Please check with the supplier of the microfilm scanner for availability 164 e Scanner Setup User Guide Scanner Setup Brightness Controls The scan brightness settings can be adjusted manually to suit the documents being scanned Alternatively the Auto option can be used to allow the scanner itself to determine the optimum setting FS Controller Ill This section describes the setup and initialisation of the MS400 500 with the FS Carrier II A full description of this will be available in the FS Carrier III manual Mode Description File Page Page File Page User Guide Scanner Setup e 165 Scanner Setu es a a Serge Prog H h3 bh Retwm Seta EE a Set 1 IDOC 166 e Scanner Setup User Guide Scanner Setu SW103 with FS Controller Ill
135. r toolbox select either the Batch Scan or the Single Page Scan options from the tools available Batch Scan will create will create a multi page file from the documents being fed through the scanner Once the feeder is empty you will be prompted to save the images or to continue scanning into the same file Single Page Scan will create a new file for each page scanned In both modes the Canon DR 3020 DR 5020 and DR5080c can recognise and act upon control sheets allowing you to change between single amp double sided scanning text amp photo mode and also for file separation whilst using batch scan General Scanning e 39 General Scanning For scanners directly controlled from ScanFile scanning can be stopped at any time by pressing the STOP button which will appear in place of the Scan icons while scanning is in progress If you wish to change any of the default parameters for the scanner prior to starting to scan this must be done from the Scanner Setup screen 5 3 Postindex Pool The Post index facility lets you scan batches of documents very quickly and then divide them into files and apply indexing information to them at a later date Documents scanned to this Pool are kept in a special work area until they are indexed whereupon they are added to the main index within the folder To add documents to the Postindex pool select Post index from the Folder Toolbox place documents into the scanner feeder and then
136. r with a maximum scanning throughput of 20 pages per minute or 39 images per minute when scanning double sided documents The DR 2080C supports black amp white and 256 level greyscale scanning and 24 bit colour The maximum scanning resolution is 600dpi The following picture shows the DR 2080C Scanner setup screen ScanFile will automatically detect the DR 2080C Scanner setup E xj DR 2080C Page size Adjust Iv Skew correction Iv View Resolution Compression 600 x 600 v Compressed JPEG y Rotation Mode Pages IN el 116 Mio Colours 24 Du sl Front back scanning zi Sensitivity Use default settings le Auto 144 e Scanner Setup User Guide Scanner Setup Page Size The ScanFile driver will automatically detect the size of the page being scanned if the Adjust option is selected If it is not selected the maximum scan size will be used and the image may have a black border Skew Correction This function is a software driver based skew correction facility that can be selected by a checkbox on the main scanner setup window Should pages be scanned at an angle through the scanner and not appear straight when viewing this option will straighten the page and justify it which will help when performing other actions such as OCR Resolution The DR 2080C supports resolutions from 100dpi to 600dpi The resolutions available will be dependent upon the scanning mode selected Black a
137. ral real world scenes Jpeg is a lossy compression format which means that data is discarded from he original scanned image data to achieve the evels of compression possible It is possible to ary the amount of data to be discarded and herefore the quality of the remaining image ScanFile has various quality levels for Jpeg images hich will determine how much data is dropped from the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image ompression ratio which is designed essentially for ompressing either full colour or greyscale images o dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images User Guide Scanner Setup Sensitivity These settings allow you to adjust the brightness and contrast settings for a document Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted The scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto checkbox is ticked the scanner will automatically sense the brightness setting required for each page as it
138. recognition has been performed on the folders within the library Clicking on the Full text search button at the top of the Search page will display the search page You can search on multiple words or a phrase and this can be an AND or an OR search The Clear Fields button will clear any search information previously entered You can return to the Open Library page by press the Library button or logout by pressing the Logout button Search Results Page The results of a search will be displayed on the Hitlist page with up to 13 hits displayed on a page For a standard search each hit will refer to a complete document whereas for a full text search each hit refers to a page within a document so there may be several hits that reference the same document The Hitlist can be sorted by any of the fields by clicking on the Field name at the top of the Hitlist If more than 13 hits are found you can page though the hits by using the navigation buttons at the bottom of the Hitlist To view a document or page of a document click on the Document Number on the left of the document index information If FastPics are being displayed the pages of the document will be displayed in the FastPics frame You can then select a page to view by clicking on it If FastPics are not being displayed clicking on the Document Number will display the first page of the document FastPics By default the Search results page will display thumbnail repr
139. rive you specified when creating it Folders can be created in any location locally or on a network If a folder is created on the root of a drive or drive mapping ScanFile will locate that folder by default when the folder search drives have been added If a folder is created in a sub directory of a local or mapped drive that directory must be shared and then added into the list of ScanFile search drives by browsing to it s location via My Network Places ScanFile Libraries If you have a folder open within ScanFile you can only search that particular folder for a document and it may be that your documents are spread across several folders Libraries allow you to search across any folders added to a library for the document you want A Library only holds the indexing information from the folders and will always refer back to the folder to retrieve the documents to be viewed A feature of ScanFile is that folders with different field structures can be imported into a single library When viewing the records contained in a library the hit list column headings which show the field names will change to reflect the field names for the folder that the record currently selected belongs to 24 e Welcome to ScanFile User Guide Welcome to ScanFile 1 7 Software Licensing ScanFile applications can be installed but will only run with valid licenses The license also controls which options within the applications can be used and how man
140. s which will determine how much data is dropped form the original scanned image and will radically affect the size of the file produced Lura Document Lura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 270 Scan Mode This option is used to set the number of colours to be scanned Black amp White 256 Greyscale 24bit Colour Please be aware that greyscale and colour scanning especially at high resolutions can result in very large file sizes Pages You can select whether to scan single or double sided documents 146 Scanner Setup j User Guide Scanner Setup Sensitivity These settings allow you to adjust the brightness and contrast settings for the documents to be scanned Different settings will apply dependent upon whether the document is to be scanned in black amp white or greyscale and colour Black amp White In this mode only the Text Brightness setting can be adjusted The DR 2080C an automatic brightness function built in but this can be overridden and set manually if necessary
141. same library the column headings will change to reflect the fields for the selected record 86 e Libraries User Guide 1 5 Document Routing 15 1 Overview Document Routing allows you to assign documents to pre defined routes that will direct the documents to users and or archives in an order that has been defined within the route The Document routes consist of separate steps which can vary depending on selected options At each step the document can be assigned to a specific folder and or users Until each user at each step within a route has performed the required action such as viewing or approving the document will not move onto the next step in the route 15 2 Sending Documents to a Route Once one or more Document Routes have been setup so that the documents reach their destinations they must be sent to the routes required This is done in one of four places and all in the same fashion On the Folder Hitlist the Library Hitlist an Image window or from FastPics thumbnails click with the right hand mouse button on the record s or image s you wish to send and select Send To Route This will display a window listing all Routes that have previously been setup Also on this window is an option called Split Records this is used if multiple record or images have been sent to the Route and if selected will keep them in their original format If this is not selected then multiple images or records that have been sent to the Route w
142. scanned ou can select any colour mode that is supported by the scanner attached please check the relevant sections of this manual to verify which colour modes are available for each scanner Please be aware that greyscale and colour scanning especially at high esolutions can result in large file sizes Rotation A document can be scanned and then rotated and saved he available rotation options are Landscape 152 e Scanner Setup User Guide Scanner Setu User Guide Sewing Description ompression ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF peg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanned and the type of output required of that document once stored Uncompressed TIFF This format will perform no compression on the image data produced from the scanned document and will result in large file sizes Group 4 Compressed TIFF This format will compress the scanned image data Inormally by a factor of 10 to 15 This is only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded peg Greyscale and colour scanned images will be stored as TIFF files with Jpeg compression PEG is a standardised image compression mechanism which is designed for compressing either f
143. scanner feeder and then press the Test Scan button The document will then be displayed in the Test Scan Display window The image quality can be checked from this window The Plus and Minus signs in the bottom left and right of the Test scan window allow you to enlarge and reduce the size of the image Pressing the O allows a box zoom draw a box around the area you wish to enlarge The will display the complete image in the Test scan window The image can be moved around within the window by pressing and holding the right mouse button while the cursor is over the Test Scan window then dragging the mouse around the window 110 e Scanner Setup User Guide Scanner Setup 19 4 Scanner Control Sheets The Canon DR 3020 DR5020 and DROS080c are delivered with two types of control sheets The first type can change the scanner settings whilst the second will affect how the documents are stored The Control sheets can be inserted between pages files and during scanning will affect either how the documents are scanned or how they are filed For each type of control sheet four options are available Detect amp Scan Continue Scanning Detect amp Skip Continue Scanning Detect amp Scan Stop Scanning Detect amp Skip Stop Scanning If the Detect amp Scan option is chosen the control sheet is stored in the ScanFile folder If the Detect amp Skip option is selected the control sheet is not stored in the ScanFile folder W
144. scanners support black amp white and greyscale scanning Black amp White mode scans only in black amp white Greyscale The scanners support 4 16 amp 256 levels of Greyscale Please be aware that greyscale scanning especially at high resolutions can result in extremely large file sizes Rotation A document can be scanned and then rotated and saved The available rotation options are User Guide Scanner Setup e 157 Scanner Setup sening Desorption ompression 158 e Scanner Setup ScanFile will store images in one of Four ways ncompressed TIFF roup 4 Compressed TIFF peg Lura Document he type of compression and file format you select is dependent upon several factors including the ype of document to be scanned and the type of output required of that document once stored ncompressed TIFF his format will perform no compression on the image data produced from the scanned document and will result in large file sizes roup 4 Compressed TIFF his format will compress the scanned image data normally by a factor of 10 to 15 This is normally only used for black amp white scanned images This is a lossless compression format which means that none of the original scanned information is discarded peg reyscale images can be stored as TIFF files with peg compression PEG is a standardised image compression mechanism which is designed for compressing either full colour or grey scale images of natu
145. screen Multi Page Scan Internet Email Select Document Source RemoteStation e 189 RemoteStation 23 3 View Protocol This option can be used to monitor the status of scanning jobs waiting to be sent to a server and also the history of specific types of jobs sent to the server The time taken for scanning jobs to be sent to the server can be affected by several factors the main one being the speed of the connection between the client and the server Local Sending State This will show any documents queued locally that are waiting to be sent to the RemoteStation server Serverside This option will show the job history for a user on a RemoteStation All the jobs sent by a user to the Server can be listed If there is more than one RemoteStation server available to a user you must first select the server you want to view the history on You can then select the user On the Settings screen you can select to view the history for each of the four Send option Folder User Email Printer Select one of these and optionally add a single date or date range and then press the Forward button and the send history will then be displayed 190 e RemoteStation User Guide RemoteStation 23 4 Search The Search option from the main RemoteStation menu will display the list of folders that the currently logged in user has rights to access If there is more than one RemoteStation Server registered then you will need to se
146. se the arrow keys or the slider bar to increase or decrease the value To enlarge the scanning area to ensure the document edges are not clipped set a plus value To reduce the scanning area so that the image is not framed by a black border set a minus value 128 e Scanner Setup User Guide Scanner Setup Filter Settings The Filter settings can be used to improve the quality of the scanned image and to set colour dropout areas where the document will not be scanned Erase Black Dots This will automatically erase isolated black dots on a white background from the scanned image Erase White Dots This will automatically erase isolated white dots on a black background from the scanned image Erase Notch This will automatically remove areas that are caused by contours Complete Thin Lines This will automatically fill in broken or thin faint lines Dropout Colour This function is only available for the DR 5080c and will disable the scanning of areas of the document of a particular colour The settings are Option Description None Disables Colour dropout Red ill not scan red parts of the document Green 11l not scan green parts of the document Blue ill not scan blue parts of the document Colour Dropout can be disabled for a part of the document by setting values in the Disable Dropout option This is measured in millimetres and is applied x mm from the top edge of the scanned image to x mm from the top e
147. set if necessary When the Auto checkbox is ticked the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox You can then do one of the following Type in a value between 1 and 255 Drag the slider bar to the required value Press the left or right arrow buttons at either end of the slider bar to increase or decrease the value Scanner Setup e 117 Scanner Setup Extended Settings The Extended Settings option allows you access to the advanced functions of the scanners Many settings are available from this option and these are explained on the following pages Please note that several of these settings can affect the quality of the scanned image and they should therefore be used with caution Double Feed Detection There are two methods to set the scanner to detect the simultaneous feeding of two or more sheets of paper The scanners can perform an ultrasonic test for paper thickness or can measure the length To set double feed detection tick either the Thickness or Length checkboxes or both When you next scan a batch of documents the first page fed through the scanner will have its thickness and or length
148. ss the append icon The pages to be appended will then be scanned After all the pages have been scanned you will be prompted to save the pages continue scanning or to abandon the append 10 3 Inserting Pages User Guide To insert pages into an existing file select the file on the Hit List then go to the page that you want to insert pages BEFORE Click on the Insert pages icon in the Edit option of the Folder Toolbox Once the feeder is empty you will be prompted to save or discard the pages just scanned Editing Documents e 69 Editing Documents 10 4 Delete Pages There are several choices when deleting pages from a document First of all display the page at which you wish to start deleting and then select the Delete icon from the Folders Toolbox You will then be prompted on what you want to delete Select the appropriate option and the file will be updated 10 5 Revise Pages An original document can be revised by clicking on the Revise Pages button in the Folder toolbox Edit menu This will scan in an amended copy of the document and allow you to browse through the revised and original pages 10 6 Split File This option enables you to break apart a single file in to two files with identical index information To do this select the file you wish to break apart from the Hitlist and then display the page of the file that you wish to become the first page of the second file Select Split File from the Edit menu After co
149. ss value to be allocated to a pixel is calculated by the weighted sum of the neighbouring pixels These weighting factors give a coefficient to a filter Since the calculated brightness values have to be assigned either to black 1 or white 0 a threshold for the decision must be defined The setting of these parameters depends on the quality of scanned images Le the image resolution the zoom factor and the brightness of the image Filtering generally enhances the screen display readability of low contrast microfilm images and reduces storage requirement dramatically Please note it is possible with the incorrect use of the filter to turn a scanned document completely black or completely white When working with filters NEVER turn the Use Filter function on until you are sure that the filter settings are correct for the documents to be scanned This can be done by scanning an example amending the filter settings and then selecting Filter Image from the Edit menu This option will ask for confirmation before saving the filtered image 100 e Additional Settings User Guide Additional Settings Pre Defined User Guide There are six pre defined filters that can be applied and these are described below Option Noise Removal Horizontal line removal Vertical Line removal Brighten page Darken page Complete Lines Softer edge Harder edge Description This will remove single black amp white pixels
150. t put into ScanFile using this option irrespective of the number of pages will be shown as one page in the ScanFile folder 78 e Electronic Document Import User Guide Electronic Document Import 12 4 MS Office Integration The Office integration tools which you can select during the installation of ScanFile allow you to file documents to ScanFile folders from within Microsoft Word Excel Access PowerPoint and Outlook 97 2000 or XP These options will save the documents with ScanFile in their original format unlike TIFFWriter which converts the documents to TIFF format Two toolbar icons will be added to the programs and these are shown below Print amp Save Save to ScanFile Send To ScanFile The Save to ScanFile icon will open the Archive Document screen as detailed in the Explorer Send To option and allows you to index the document to a specific ScanFile folder or place the document in a folders Postindex pool for later indexing It also allows you to turn the Collect Mode on to group several documents together before archiving Print amp Send to ScanFile This option performs two functions it will print the document to your selected printer and open the Archive Document screen to allow you to save the document to ScanFile 12 5 ScanFile VNP The optional ScanFile VNP server application allows you to create PCLS5 compatible printers on servers and workstations which will be directed to specific VNP ports w
151. ted blank pages being scanned This can be performed for the front and back of a scanned page To switch this option on click on the relevant activate checkboxes The levels at which a blank page can be identified can be adjusted by the blackness threshold slide bar this will help to identify pages with little surface coverage on the page and depending on the levels set will ignore those pages Dropout Colour This function is only available for the DR 3080c and will disable the scanning of areas of the document of a particular colour The settings are Option Description None Disables Colour dropout Red ill not scan red parts of the document Green ill not scan green parts of the document Blue ill not scan blue parts of the document Colour Dropout can be disabled for a part of the document by setting values in the Disable Dropout option This is measured in millimetres and is applied x mm from the top edge of the scanned image to x mm from the top edge of the image where x is the value required 142 e Scanner Setup g User Guide Scanner Setup Edge Emphasis This can be used to emphasise contour lettering as well as softening scanned images such as photos This has a valid range of 1 to 5 and can be adjusted by moving the slider bar or using the arrow keys to increase or decrease the value User Guide Scanner Setup e 143 Scanner Setup 19 8 Canon DR 2080C The DR 2080C is a compact A4 workgroup scanne
152. ters denotes a single character of 1 2 3 4 or 5 first character must be smaller than the second Note With wildcards there is no distinction between uppercase and lowercase puts all records into the hitlist shows all records beginning with 1 for example 1 11 19 100 199 M e shows records with Mable Mowle etc IM le shows records with Mable Mayle Mole Mowle Mule Module etc Note Searching for any numerical values must contain a wildcard to return the required results Use of wildcards combined with other keyword fields reduces the hitlist to aminimum and targets desired records as closely as possible Several search criteria can be combined to narrow down the results The search entries are logical AND combined apart from keywords whhich can be set to produce and AND or an OR search 54 e Searching User Guide Searching Once the search has been performed it will return a hitlist of the results of your search Both the Hitlist and The Image Display windows can be sized as required The size of the display on the PC will obviously affect how these windows can be shown The fields within the Folder toolbox will display the indexing information and the assigned keywords for the selected record from the Hitlist The information shown in the folder toolbox will change to reflect the record selected Hidden Records A user within a default security level group of TRUSTEE or above has the option of
153. th 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox You can then do one of the following Type in a value between 1 and 255 Drag the slider bar to the required value Press the left or right arrow buttons at either end of the slider bar to increase or decrease the brightness value Photo Mode User Guide In this mode the Photo Brightness and Contrast settings can be adjusted Both the DR 5020 DR 5060F and the DR 5080c have automatic brightness and contrast functions built in but these can be overridden and manually set if necessary When the Auto checkbox is ticked the scanner will automatically sense the brightness and or the contrast setting required for each page as it is scanned The brightness and contrast settings can be any value between 1 and 255 with 1 being the darkest setting 255 being the lightest A value of 0 will select auto brightness or contrast To manually set a brightness or contrast value untick the Auto checkbox You can then do one of the following Type in a value between 1 and 255 Drag the slider bar to the required value Press the left or right arrow buttons at either end of the slider bar to increase or decrease the value Scanner Setup e 127 Scanner Setup Extended Settings The Extended Settings option allows you access to the advanced functions of the DR 5020 DR 5080c and DR
154. the Back button will return to the Open Library page without saving any changes The Save button will save the changes and then return to the Open Library page LuraDocument The LuraDocument settings allow you to specify how documents saved in the LuraDocument format are displayed and downloaded To display Lura format documents in Lura format you will need the Browser plug in loaded This is available for download from www spielberg de on the Updates page Alternatively you can select to have them converted to GIF JPEG form before display or download in which case your standard browser will be able to display the documents 182 e WebServer User Guide WebServer 22 3 Library Search User Guide When you open a Library the Library Search page will open This allows you to enter the search criteria for the documents you wish to retrieve The fields associated with the library will be displayed as well as the keyword list if any The list of folders imported into the library will also be displayed Wildcard and range searches can be performed and you can also choose to search across all folders in the library or just a specific folder Multiple keyword selections are also supported When you have entered your search criteria click on the Search button which will then produce a hitlist of matching documents WebServer e 183 WebServer OCR Search You can also perform full text searches on the library if full text OCR
155. the Imprinter option from the Extended Settings screen p Activate First counter Defauk IV Print IV Embed to image Do jo A Text ScanFile 0001 0001 Test Increment o Horizontal offset mm ba Reset if Never Vertical offset mm 0 In M Increment if y Ss Evan New file or separator Orientation None Second counter E Start value fo T Right to left ZADE t fo TF Use small fonts Increment Style of embedment Reset it 6 Black on white Never y C White on black Increment if Cancel C Black on image New file or separator oK The Imprinter option allows you to print specified alphanumeric and symbol characters at any position on a page as it is being scanned You can also embed the characters to be printed in the scanned image To set the Imprinter to print text on a page as it is being scanned tick the Print checkbox To embed the text as part of a scanned image tick the Embed to image checkbox The text to be printed can be specified in the Text field If the counters are to be used these must be specified within square brackets If both counters are used the values must be separated by a decimal point full stop Scanner Setup e 133 Scanner Setup The Horizontal offset only applies if the text is to be embedded in the scanned image You can specify the offset in millimetres from the left edge of the page When printi
156. the document being displayed will automatically change to show the file selected User Guide Searching e 61 Searching 8 8 Personal Hitlist The Personal Hitlist allows a user to build a list of documents that they may wish to refer to on a frequent basis without the need to keep on searching folder and or libraries for them The Personal Hitlist is totally independent of folders and therefore any document from any folder may be placed in the personal hitlist The Personal Hitlist can be set to display a message or to open automatically if a new document is added to it This can be configured within General Settings It is also possible for one user to send a document to another user s Personal Hitlist The Personal Hitlist can be accessed in one of 2 ways by the Personal Hitlist option on the File menu or by clicking on the icon in the bottom right of the Hitlist it you have a folder or library open To revert to the folder library Hitlist click on the button next to the Personal Hitlist button in the bottom right of the hitlist When you display the personal hitlist the Folder toolbox will be shown allowing you to perform searches within the personal hitlist To place a document in the Personal Hitlist highlight the document in the standard Hitlist hold down the left mouse button and drag it to the Personal Hitlist icon Another method is to right click on the document and then choose Send To User A list of all the users wi
157. the vertical resolution There is also a high speed scanning setting which has a split resolution The first figure is the horizontal setting the second refers to the vertical setting 300x150 User Guide Scanner Setu Sos Seege Use this setting when scanning in black and white mode This applies error diffusion to simulate grey s and half tones on the scanned document This is useful when scanning photo s The Inverted option allow you to change from black on a white background to white on a black background his option is used to set the number of colours to be scanned Black amp White mode scans only in black amp white Greyscale The DR 3060 and DR 3080c support 256 levels of Only the DR 3080c supports 3 6 12 and 24 bit colour scanning The larger the bit value selected the more colour shades will be scanned Please be aware that greyscale and colour scanning especially at high resolutions can result in large file sizes Rotation A document can be scanned and then rotated and saved The available rotation options are 0 90 180 270 User Guide Scanner Setup e 139 Scanner Setup Sewing Description ompression 140 e Scanner Setup ScanFile will store images in one of four ways Uncompressed TIFF Group 4 Compressed TIFF peg Lura Document The type of compression and file format you select is dependent upon several factors including the type of document to be scanne
158. tion to Spielberg enforcing its legal rights you must then promptly destroy the Software and any copy thereof 9 U S GOVERNMENT RESTRICTED RIGHTS NOTICE The Software is provided with Restricted Rights Use duplication or disclosure by the United States Government is subject to restrictions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable The Software is a commercial item as that term is defined at 48 C F R 2 101 Oct 1995 consisting of commercial computer software and commercial computer software documentation as such terms are used in 48 C F R 12 212 Sept 1995 Consistent with 48 C F R 12 212 and 48 C F R 227 7202 1 through to 227 7202 4 June 1995 all U S Governmental End Users acquire the Software and the Documentation with only those rights set forth herein Manufacturer is Dieter Spielberg Wanheimer Str 593 47249 Duisburg Germany 10 ACKNOWLEDGEMENT By selecting the Yes I accept the agreement option you acknowledge that you have read this agreement understand it and agree to be bound by its terms and conditions You further agree that this agreement is the complete and exclusive statement of agreement between you and Spielberg concerning the subject matter hereof which supersedes any proposals or prior agreements
159. to another record within the folder Send to Selected pages can be sent to another folder a user exported or emailed Select Select all or no pages or invert the current selection Close Close the option menu 66 e Viewing Documents User Guide Viewing Documents 9 7 Annotations These can be used to mark or highlight part of a page that is of particular interest The annotations are specific to the page on which they are created Different annotations can be added to different pages within the same document The annotation types are Text annotation Line Highlight White out Area Black Out Area If a file has annotations attached to pages this will be signified by a pencil symbol in the top left corner of the image display window This will also be shown in the FastPics The example below shows this together with a line and highlight Please note Annotations cannot be applied to native format documents User Guide Viewing Documents e 67 1 O Editing Documents 10 1 Overview There are several options that allow you to change a document after it has been scanned These are Append Pages Insert Pages Delete Pages Revise Pages Split File Change the Page Order Save Rotation The first 4 options are available in the Folder Toolbox from the Edit option 10 2 Append Pages Once you have selected the file you want to append to on the Hitlist choose the Edit option in the Folder Toolbox and pre
160. tons Y Text Annotations y I Display additional Toolbar 4 Print index information Past index Ze Normal mode C Customized mode al rm Send to eMail Normal mode Ze Multipage TIFF Group to PDF User Guide General Settings e 89 General Settings 16 2 Display Mode The vast majority of PC monitors are unable to display a document at it s scanned resolution As an example an A4 page scanned at 200dpi results in an image 1664 pixels wide by 2532 pixels in length This means that if the monitor resolution is lower than this information from the image has to be removed to be able to display it This can then result in a loss of quality in the displayed image ScanFile has three image display modes which can be applied so that optimum display quality can be achieved Setting Description Greyscale Applies 4 levels of greyscale to enhance the displayed image Bitonal Applies one level of grey to enhance the image Black amp White Displays the image with no enhancement When the scanned image is displayed at 1 1 level one screen pixel for each scanned pixel the Greyscale and Bitonal enhancements are not applied The Skip back pages option when enabled will stop the reverse side of a double sided scanned document from being displayed when browsing through a file If a double sided page has been scanned and the reverse side of the document is upside down in relation to the front side the Rotate
161. ual Feed Scanner Configuration There are many options that can be selected for the scanners and these are split over several option screens which are selected from Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The following screen shows the first screen displayed when choosing Scanner Setup for the Canon DR 5060F This has an additional option to the setup screen for the DR5020 80c allowing the film position to be saved to a folder field but apart from that the screen have the same options 122 e Scanner Setup User Guide Scanner Setup xl DR 5060F r Choose scanner SCSI ID r Page settings Front HA 0 ID 7 ATAPI E Page size Resolution Mode 27 o Maximum y y Black White he Dither Compression Rotation Text mode el Compressed TIFF G4 sel 10 b m Sensitivity Front W Fit image Photo Brightness Pages Front H HES JV Same settings for back side J EEN Save Film Pos to T 2AM Auto o z Use default settings Te ar vtended setti Cancel o y y ADA Page Settings All three scanners are capable of scanning single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided Selecting Front Back or Front back scanning from the option on the screen above can do this
162. ull colour or grey scale images of natural real world scenes Jpeg is a lossy compression format which means that data is discarded from the original scanned image data to achieve the levels of compression possible It is possible to vary the amount of data to be discarded and therefore the quality of the remaining image ScanFile has various quality levels for Jpeg images which will determine how much data is dropped from the original scanned image and will radically affect the size of the file produced Lura Document ura Document is a standardised image compression ratio which is designed essentially for compressing either full colour or greyscale images to dramatically smaller files sizes Lura document is also a lossy compression format however ScanFile includes extensive options for determining levels of quality for Lura Document scanned images Scanner Setup e 153 Scanner Setup Skew Correction This function is a software driver based skew correction facility that can be selected by a checkbox on the main scanner setup window Should pages be scanned at an angle through the scanner and not appear straight when viewing this option will straighten the page and justify it which will help when performing other actions such as OCR Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the
163. ument Display Select to display the document in Draft Normal or Preview mode Options Settings that affect the copying display and printing of documents Launch application Launch the documents associated application if available User Guide Viewing Documents e 65 Viewing Documents 9 6 FastPics FastPics are thumbnail representations of the pages within a file that can be displayed The page you then want to view can be selected and shown in the Image window FastPics will also show whether a page was the front or back of a double sided document and you can also tag pages for printing or exporting by clicking when the mouse pointer turns to a tick over the FastPic image of the page Electronic documents such as word processing files will show a page with the reference EDOC COLD information pages will have the word COLD FastPics Menu Pressing the right mouse button within the Thumbnail window will open the Thumbnail option menu which allows you to perform actions on the selected pages within the document The options available are the same as offered on the Hitlist menu but will only apply to the pages within the document that have been selected Option Description OCR Full text or zone recognition can be performed on the selected pages The OCR d text can also be copied to the clipboard Move Mark the selected pages for moving to another record within the folder Copy Copies the selected pages for pasting
164. uments can now be saved or emailed from ScanFile in PDF format User Date Validation When configuring Folder fields the format is which a user entered date can now be specified and validated Personal Hitlist The Personal hitlist can be set to open automatically if a new document is received Image Rotation Pages or document can be rotated and the rotation setting then saved Document Routing Full information concerning documents on a route can now be viewed Alphanumeric Media ID s When adding Folders to Libraries the media the Folders are on can now have an alphanumeric reference rather than just a numeric reference TIFFWriter TIFFWriter now has the option to print documents in black amp white please note this option is only available in Windows 2000 and XP versions of TIFFWriter 22 e Welcome to ScanFile User Guide Welcome to ScanFile Remote Services A Full Text OCR scheduler has been added to Remote Services The TIFFSpooler service can now pole 8 import locations TIFFSpooler can now process FULL TEXT information when used in conjunction with the VNP Rapid printer driver Enhanced VNP VNP now includes a printer driver that will create full text lists for import into ScanFile using TIFFSpooler ECopy Integration Documents scanned using ShareScan from eCopy can now be saved to ScanFile using the new ScanFile Connector for ShareScan Please note this is an option Job Separation Sheets From ScanFil
165. view ScanFile RemoteStation is a client server application that allows you to store documents to a central ScanFile store from any location Using TCP IP connectivity combined with ScanFile security client workstations can send documents to the RemoteStation server which will then store them to the selected ScanFile document folders In addition the RemoteStation Client can be used for retrieval from your ScanFile document store RemoteStation is an ideal application for centralised scanning workstations and to allow remote offices access to your ScanFile document store An advanced function of RemoteStation Server is it s ability to act as a master server allowing users to store documents to slave RemoteStation Servers therefore allowing a central user access point for storing documents which can then be distributed to ScanFile document stores located elsewhere Release 6 1 adds new features to RemoteStation such as scheduled sending of documents to the RemoteStation server support for TWAIN scanning devices and the sending of electronic format documents and when scanning to select between single and multi page file scanning User Guide RemoteStation e 187 RemoteStation This chapter describes the use of the RemoteStation Client The installation and configuration of both RemoteStation Server and Client are described in the Administration Guide The Key Features are TCP IP based Client Server architecture Scan or Send Docum
166. viously created file The next page to be scanned that contains barcodes will create a new index record Folder Configuration ScanFile can read up to ten barcodes at one time and place the results in to the folder fields When setting up folders a property of Barcode can be set for each field In the example below the field Barcode has the Barcode property applied to it When documents are scanned in to the folder ScanFile will attempt to read a barcode from the scanned pages and insert the result into this field Name Lenath Properties Ext Name 25 None a Keyword list scidata key 44 Barcode Scanning User Guide CBr Scanning Reading Barcodes The location of barcodes on a form does not have to be specified for this mode of reading If there is more than one barcode on a page the data held in the first barcode found on the page will be placed in the first field in the folder with a barcode property The data held in the second barcode found will be placed in the second barcode field and so on In the example shown below the data held in the first barcode Project Number will be placed in the Project No field in the folder which is the first field with a barcode property Project Number _ Fee 8000000000 MN Project Number Document Name 12345578 Project Phase 1 Costing Document No 87654321 32680 Document Number awe OH OD HI You can also read a documents barcodes after it has
167. wever ScanFile includes extensive options for determining levels of quality for Lura Document scanned images User Guide Scanner Setup Sensitivity These settings allow you to adjust the brightness and contrast settings for each side of a document to be scanned Different settings will apply dependent upon whether the document is to be scanned in Text mode or Photo Mode Photo mode applies error diffusion to simulate rescaling Text Mode In this mode only the Text Brightness setting can be adjusted Both scanners have an automatic brightness function built in but this can be overridden and manually set if necessary When the Auto checkbox is ticked the scanner will automatically sense the brightness setting required for each page as it is scanned The Brightness setting can be any value between 1 and 255 with 1 being the darkest setting 255 being the brightest A value of O will select Auto brightness To manually set a brightness value untick the Auto checkbox You can then do one of the following Type in a value between 1 and 255 Drag the slider bar to the required value Press the left or right arrow buttons at either end of the slider bar to increase or decrease the brightness value Photo Mode User Guide In this mode the Photo Brightness and Contrast settings can be adjusted Both the DR 6080 and the DR 9080c have automatic brightness and contrast functions built in but these can be overridden and manually
168. wn number of pages are being fed correctly through the scanner Before scanning the number of pages to be scanned can be set and if that number of pages is not fed through the scanner an error will be displayed Staple Detection The scanners can detect unremoved staples that could damage them or cause a paper jam Deskew by roll This is a hardware document deskew capability that will ensure documents are fed through the scanner correctly User Guide Scanner Setup e 119 Scanner Setup Imprinter option If the Imprinter option has been installed in the DR 6080 or DR 9080c this can be configured by selecting the Imprinter option from the Extended Settings screen x Activate First counter E Default T Pant Start value fo Text Scan 01 0001 YMD STIME Increment fo S Horizontal offset mm 140 Reset if 5 Never Vertical offset mm 0 P E Increment if X EE Each document Orientation None p Second counter a ae Start value fo I Use small fonts Psic Increment f Reset if Never y Increment if Cancel The Imprinter option allows you to print specified alphanumeric and symbol characters at any position on a page as it is being scanned You can also embed the characters to be printed in the scanned image To set the Imprinter to print text on a page as it is being scanned tick the Print checkbox The text to be printed
169. ximum 24 bit colour The maximum scanning resolution for both scanners is 300dpi Post document endorsers are options which can be added to the scanners Document specifications are Width 55mm to 257mm Length 70mm to 364mm Thickness0 06mm to 0 15mm 0 05 to 0 2mm Manual Feed Scanner Configuration There are many options that can be selected for the scanners and these are split over two option screens which are selected from Scanner Setup The most used options are collected together on the first screen displayed when Scanner Setup is selected The following screen shows the first screen displayed when choosing Scanner Setup for the Canon DR 3060 3080c x DR 3060 3080C r Choose scanner SCSI ID Page size X Maximum Adjust IV Skew correction Iv View Resolution Compression Mode 200 x 200 v Compressed TIFF G4 Black White y Rotation Pages Dither 0 vj Front zl Text mode DS Sensitivity Use default settings Front C Back to E a Extended settings Text Brightness si Clm ok 136 e Scanner Setup User Guide Scanner Setup Pages Settings Both scanners are capable of scanning single or double sided documents and different settings can be applied for each side of a double sided document The first option to select is whether to scan single or double sided Selecting Front Back or Front back scanning from the option on the scr
170. y concurrent users are supported This license is held on a dongle which is supplied in Parallel or USB Form Please note that TCP IP is the only protocol supported by the dongle when used in a network environment ScanFile 2000 and ScanFile 2002 used a software license called Crypkey Please read the chapter on Licensing in the Administration Guide before installing your ScanFile applications User Guide Welcome to ScanFile e 25 2 System Requirements 2 1 Overview ScanFile is a 32bit application that has been designed to use a minimum amount of workstation and network resources Due to the nature of the application special attention needs to be paid to the amount and type of storage that will be required to hold your documents and ensuring that the specification of any ScanFile workstation is sufficient to meet the requirements of any attached scanner and the types of documents being scanned and or viewed Further details on these are given below 2 2 Operating Systems ScanFile has been designed to run on Microsoft Windows 2000 Professional and XP Professional based workstations Additionally ScanFile can be installed on to Novell NetWare 5 amp 6or Windows 2000 and 2003 servers to allow multiple users access to it Service Packs Please ensure that you keep your operating system up to date with the latest service packs User Guide System Requirements e 27 System Requirements 2 3 Servers ScanFile is not a cli
171. y of a standard CD is 650MB however when writing CDs this will not be available as the CD writing program will use space on the disk in creating and closing the writing session It is therefore wise not to let the size of the CD Pool go above 600MB The only other option to select at this stage is the Bundle TIFF Files option If this is selected all the separate TIFF files within a folder will be combined into one large Container file which has advantages when it is intended to place the CDs into a jukebox If this is not selected the TIFF files will be copied individually 106 e CD Preparation User Guide CD Preparation After the folders and options have been selected click the OK button to start the process A prompt will then appear asking whether a copy of the retrieval software is to be copied If Yes is selected the application will be copied to the CD_TRANS CD directory If Yes was selected the folders can be secured with a password to stop unauthorised access A prompt will be displayed asking whether a password should be applied When Ok is pressed the CD_TRANS CD will be created on the Pool Drive the folders will be copied and if selected the retrieval version of ScanFile will also be copied The contents of the CD_TRANS CD directory can now be copied to CD 18 4 Fast Preparation With Fast Preparation the folder is not copied into a CD_TRANS CD directory but is left in it s original location The fol
172. yed This will have a standard Windows Menu bar and Toolbars for quick access to the applications functions When running ScanFile for the first time default settings should be applied to enable the application to know what input device to use and where you want to store the documents A new feature of Release 6 1 is support for UNC paths to folder and library storage locations Before being able to create any folders or libraries the drive and or UNC paths to be used must be set This can be done by selecting the Choose search drives from the File menu 3 4 Search Drives Selecting Choose search drives from the File menu allows you to specify the locations that are to be used to store folders and libraries and the default locations for importing and exporting documents In previous releases of ScanFile could use only drives references available on the workstation In Release 6 1 a list of storage locations can be pre defined which will then be available to all workstations In addition UNC paths are now supported and can be added to the storage location list If a user does not have rights to access certain paths defined then those paths will appear empty Within the Search Drives window a list of drives and paths that have been added will be displayed By default all local and mapped network drives will be added to the list To add a storage location to the list press the button on the top right of the display The File Open win
173. you can choose whether buttons on the toolbars are displayed or not dependent on whether they are applicable to the function being carried out If this option is not selected toolbar buttons will be greyed out when not applicable The toolbar along the top of the main ScanFile window will be shown when the Display Additional Toolbar option is selected Tool tips are short descriptions of the functions of the toolbar buttons They will be displayed if the mouse cursor is left over a toolbar button for amoment You can select whether these are displayed or not by the Hide Tool tips option The Automatic Date in Memo field will add the date and time of a memo to a memo applied to a document The Automatically Clear Pooldrive option is used by the Prepare CD function When selected the existing contents of the pool drive will be deleted prior to the new information being written to it The Area Post indexing function when selected will allow you to set an area of the image to move and zoom to for each field in the folder This is used during index editing and when indexing documents from the Post Index pool When scanning bar coded documents the contents of the barcode can be read during scanning and inserted into fields in the folder You can select whether ScanFile will check if the correct number of barcodes has been read from the document in relation to the number of fields in the folder that have been set with the barcode property

ScanFile 2003 User Manual

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