Personal Paperless Document Manager Customer

Transcription

Personal Paperless Document Manager
Customer Orientation Guide
Personalize your network scanning
and your PDF workflow
PPDM Customer Orientation Guide
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Information about this Orientation Guide
The purpose of the PPDM Orientation Guide is to provide our Customers with information
about how they can use the PPDM software to make themselves more productive with the
documents that they have scanned from their device and with all of their digital documents
on their PC. This training is focused on providing information about key features of this
software that business users most often use to make them more productive. It does not go
over every item in every drop-down menu, but focuses on business workflows and practices
that you need to be productive with the documents in your office.
This training is not organized by product, but instead it is divided into topics. To clarify
which product you are working with in each topic, we have included product logos showing
the specific products that are used in that particular topic.
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Topic List
Chapter 1 – Getting Started
Introducing Personal Paperless Document Manager . .......................................................................6
Business Document File Types… …………………………………………………………………………..9
Scanning Documents from the MFP ……………………………………………………………....11
Chapter 2 - Working with the PaperPort Desktop
The PaperPort Desktop …………………………………………………………………………………….12
Adding Additional Folders to Folder View ………………………………………………………………...13
Moving a Document into a Different Folder…………………………………….…………………………13
PaperPort SendTo Bar – Information and Email Links…………………………….…………………….14
Creating PDF Files ………………………………………………………………………………………….14
Chapter 3 – Working with PDF Files
Combine Different File Types into One PDF File……………………………………...…………………14
Combine Different File Types into a PDF Package ..……………………………………………………15
PDF Creation from Any Application……………………………………………………………...………..16
Rearrange and Add Pages to a PDF File ……………………………………………………………....17
Stacking and Unstacking PDF Files……………………………………………………………………….17
PDF Image Cleanup with PaperPort SET Tools……………………………..…………………………..18
Annotate PDF Files …………………………………………………………………..……………………..19
Redacting PDF Files
……………………………………………………………………………….……..20
Edit PDF Normal Files in PDF converter Professional…………………………………………………..21
Edit Any PDF File Using OCR …………………………………………………………………………..…21
Securing PDF Files…………….……………………………………………………………………………22
Digital Arching with Text Searchable PDF Files………………….………………………………………23
Working with Forms…………………………………………………………………………………………24
Additional Training and Support Resources…..………………..…………………..……………….……25
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Chapter 4 - Advanced Training Topics
- Advanced OCR Topics …..……………………..………………..……….………….………..……27
- Automatic OCR – OmniPage Batch Manager …… …………………………………….…27
- Manual Zoning for More Accurate OCR for Complex Documents…………………………29
- Creating Audio Documents from Paper and Digital Documents…….……………..………30
- Advanced PDF Topics ……………………………………………………..……………………….31
- Batch Conversion to PDF using the PDF Create! Assistant ……………………………….31
- Adding Page Numbers to PDF Files ………………………………………………………….31
- Adding Bookmarks to PDF Files
- Bates Stamping
..………………………………………………….………32
…………………………………..…………………………….….……..32
- Adding a Submit Button to a Form
..…………...……………………………….….……..33
- Collecting Data from a Fillable Form
………..…………………………………………34
- Exporting Data from a Fillable PDF Form
….…………………………….…………….34
* - Comparing Documents to Find Differences
………………………………………………35
- Advanced PaperPort Topics ……………………………………………………………………….36
- Creating a Signature Stamp …………………………………………………………………..36
- Folder Notes .…..………………………………………………………..…………………….38
- Changing Folder Colors in Folder View ……………..…….…………...……..……………38
- All-in-One Search ………………………..…..…………………………………..………….…39
Chapter 5 – Personalizing the MFP Scan Settings
- DesktopDeliveryPSP Settings ……………………………………………………………………41
- Personalizing an ESA-(Java platform) enabled MFP ….…………..…………….…………..42
- Creating OmniPage Workflows
…………………………………………………………………44
- Creating PaperPort Scanning Profiles ……………………………………………………………46
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Introducing Personal Paperless
Document Manager
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Introducing PPDM – Desktop Components
•
A complete network to desktop office scanning solution
•
Automatic device to desktop scanned image file delivery
•
Secure PDF workflow from start to finish of all scanning applications
•
Professional OCR for digital archiving, document and forms conversion
The PaperPort, OmniPage, PDF Converter Professional, and DesktopDeliveryPSP software
is installed onto each user’s desktop PC. The PSP Server software is installed on a server.
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 Quickly turn paper into organized digital documents
 Provide a better way to organize documents on your desktop
 Easily create secure PDFs from Windows applications
 Simply assemble scanned and digital documents
 Ensure you never misplace a document or PDF file again
 Instantly convert paper into useable Microsoft Office documents
 Turn PDF files into editable documents while retaining their layout
 Create unlimited searchable PDF files for digital archives
 Paper to digital forms conversion with Logical Forms Recognition

Automatically process scanned images from an MFP
 Create industry-standard PDFs instantly from any application
 Protect PDF documents with password and permission controls
 Paper to digital forms conversion to fill out and edit PDF forms
 Directly edit within PDF files including text, comments and markups
 Precise Conversion of PDF into Word, Excel and WordPerfect
 Automated delivery of scanned images direct to the end user
desktop with DesktopDeliveryPSP
 Monitoring & Automated Delivery from Network Folders or E Mail
Inbox
 Using our Java technology, create your own personalized
scanning user interface that appears at the MFP
 Automatically route scanned images to a specific folder on your
desktop PC
 Access OCR workflows from the MFP allowing you to scan
directly to Word, Excel, other text file formats, and WAV audio
files
 Access scanning profiles allowing instant image clean-up and
image setting adjustments at the time of scan
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Software Features
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Business Document File Types
Today, most offices have 75% - 90% of their information stored in one of these three document
formats: Paper, PDF, and Microsoft Office. This training session will help you learn how to move
information between these three document formats.
Business users have three needs for PDF: Create, Edit, and Secure PDF files. This training
session will show you how to meet all of these needs, without having to purchase the full Adobe
Acrobat software.
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Additional information about PDF files: Flavors of PDF Files
There are three main types or “flavors” of PDF files that can be created using PPDM with a MFP:
•
Image Only PDF
The PDF file looks exactly like the original paper document. The
PDF file is only viewable and is not searchable. These PDF files
can be cleaned up and annotated in PaperPort or PDF Converter
Professional (additional information is available on Pages 18 19).
Image
Only
It can be created by scanning as a PDF from a MFP.
•
Text Searchable PDF (PDF with image on text)
This is a multi-layered document. The “top” layer is an image layer
and the “bottom” layer is a layer of text. The layer of text is what
makes this PDF searchable. When this file is viewed in the free
Adobe Reader, you are looking at the image layer, so the PDF looks
exactly like the original paper document.
Image Layer
Text Layer
PDFs that are scanned from a MFP are Image Only PDFs and are not
yet searchable. A Text Searchable PDF can be created on the
PaperPort Desktop by right clicking on an Image Only PDF and
selecting Save As > PDF Searchable Image. Another option is to
OCR (Optical Character Recognition) a document using OmniPage
and select “PDF with image on text” as the file type.
Text Searchable PDF is the best file format for digital archiving
because every word inside the document is searchable. They can be
searched upon using almost any document management software,
including SharePoint, iManage, and Documentum. Also, they can be
searched upon using the Search feature in Windows Explorer.
•
PDF Normal
Most often, it is created from a PDF that originated as a text
document. This file is viewable and searchable. It can be edited
in PDF Converter Professional and Adobe Acrobat.
It can be created by printing from a text document (Word, Excel,
Word Perfect, etc.) using the ScanSoft PDF Create printer
driver.
Image
Only
OCR
using
Omni
Page
ScanSoft
PDF
Create
Text
Searchable
Normal
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Scanning Documents to your Desktop PC
Scanning at the MFP
Your SE has already trained you on how to scan a document using the steps listed below.
The DesktopDeliveryPSP tool included with PPDM completely automates the scanning process
so that each new scanned image is there waiting for you on your PaperPort desktop by the time
you physically return to your office from scanning at the MFP.
To scan a document back to your PC:
1.
Load the paper into the document feeder on the MFP.
2.
Select “Other Function” from the control screen.
3.
Select your template (name) from the list and touch the LOGIN button to access your
personal scanning preferences.
4.
Select your “PaperPort Folder”, select your “OmniPage Workflows”, select your
“PaperPort Profiles”.
5.
Press the GREEN Start button. Walk back to your PC and DesktopDeliveryPSP will
deliver the scanned image back to your PC and save it onto the PaperPort Desktop. The
PaperPort Desktop will be open and your scanned image will be on the PaperPort
Desktop with a red box around it.
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Working with Scanned and Digital
Documents on the PaperPort Desktop
PaperPort Desktop
After scanning a document from the MFP, when you return to your PC, PaperPort will be open, and you
will see your scanned image on the PaperPort Desktop with a red box around it.
Scanned Image
PaperPort Desktop
PaperPort Folder View
PaperPort automatically displays your My Documents folder and all of that folders sub-folders in
PaperPort’s Folder View. This is the same My Documents folder structure that you see through Windows
Explorer.
When you click on a folder in PaperPort’s Folder View, the documents and images in this folder are
displayed on the PaperPort Desktop as Thumbnails. These Thumbnails show you a view of what the
document actually looks like, making it very easy for you to visually manage all of the documents on your
PC, including Microsoft Office, PDF, and images. Icons showing you the file type are visible in the lower
right corner of the Thumbnail.
Windows Explorer
Folder View
Thumbnails
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Adding Additional Folders to Folder View
By default, the My Documents folder is added to the PaperPort’s Folder View. To add additional
folders to Folder View:
1. Click on the “Folder Manager” button.
2. Click on “Add”.
3. Browse to the folder that you want to add (local or network) and click on “OK”.
4. Click on “Close” to close the Folder Manager window.
5. Your newly added folder will appear at the bottom of Folder View.
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Moving Documents into Work Processes
Moving a Document into a Different Folder
To move a document into a different
folder, simply drag and drop it from
the PaperPort Desktop into a different
folder.
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PaperPort SendTo Bar – Information and Email Links
The PaperPort SendTo Bar allows you to quickly and easily move documents from the PaperPort
Desktop into other applications on your PC.
When PaperPort is installed, it automatically detects which programs that you have on your PC and
automatically adds text and imaging programs to the SendTo Bar. For example if you have Corel
Word Perfect installed on your PC rather than Microsoft Word, the PaperPort will create a link to
Word Perfect, but will not create a link to Word.
The PaperPort SendTo Bar allows you to quickly and easily email documents from the PaperPort
Desktop using several popular email programs, such as Microsoft Outlook and Lotus Notes by
following these steps:
1. Drag a document from the PaperPort
Desktop down to the email link.
2. A new email message will appear with the
document already attached.
3. Simply type in the email address and click
on “Send”.
4. You have now sent the document as an
email attachment.
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Creating PDF Files
There are many ways to create PDF files using PPDM with a MFP. Instructions for some of these ways are
below:
• Create a PDF File by Scanning from a MFP
Please refer to the section of this guide titled “Scanning from the MFP” for instructions for how
to scan a PDF file to your desktop.
• Combine Different File Types into one PDF File
1. On the PaperPort Desktop, hold
down the Ctrl key and click on the
documents that you want to
combine together. These could be
documents of different file types.
For example, you could select a
MS Word and MS Excel file.
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2. Right click and select “Combine
Items into PDF”.
3. PaperPort will make a PDF file
copy of each file and will
automatically stack the PDF file
copies together into a PDF file on
the PaperPort Desktop.
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• Combine Different File types into a PDF Package
A PDF Package allows you to use PDF files like folders, allowing you to
group multiple documents and document types into a single PDF
Package file. Unlike combining files, each document in the PDF
Package retains its own document and security settings.
Packages help you group related files, making it easier to send
them by e-mail.
1.
Go to Start > All Programs > Nuance PDF Professional 5 > PDF
Converter Professional to open the PDF Converter Professional
application.
2.
Go to File > New Package.
3.
In the “Create PDF” window, click on the “Add” button.
4.
Browse to the location of a file that you want to add to the PDF
Package and click on “Open”. Repeat this step until all of the
desired documents have been added to the “Create PDF”
window.
5.
Click on the “Options” button to choose if you want a default
Nuance cover page for the PDF Package or if you want the first
document in the PDF Package to be the cover page.
6.
Click on the Start button at the bottom of the window.
7.
In the “Save As” window, browse to the location where you would
like to save your PDF Package and click on “Save” and wait for
the conversion status to complete to finish the process of creating
your PDF Package. Using this process, all non-PDF files will
have PDF file copies of the files added to the PDF Package. This
file can now be saved or emailed to someone else and they can
view it using the free Adobe Reader or PDF Converter
Professional.
8.
To have non-PDF files retain their original file type (such as Word
or Excel):
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a. Open PDF Converter Professional.
b. Go to File > Open and browse to the location of a saved PDF
Package and click on “Open”.
c.
Drag and drop the non-PDF files from Windows Explorer or the
PaperPort Desktop into PDF Converter Professional and they
will be added to the PDF Package in their original file type.
d. Go to File > Save. The non-PDF files have now become part of
the PDF Package but they have retained their original file
types. For example, Word documents will still be viewed as
Word documents when this PDF Package is emailed to
someone else.
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• PDF Creation from any Application
PDF Converter Professional 5 includes the ScanSoft PDF Create! print driver that enables you to print
a PDF file from any application.
1. From within the desired application, go to File > Print and then select “ScanSoft PDF Create!” as your
printer.
2. Select OK and you will be prompted to select where you want your PDF files saved.
3. You can also click on the “Properties” button and click on the “PDF Settings” tab to access more
advanced features, such as version, compression level, and security.
4. By clicking on the “Advanced” button next to the “Security” drop-down menu, you can select your
desired security options so that you can automatically print a secure PDF file. More information about
PDF Security is on Page 22.
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Editing PDF Files
• Rearrange and Add Pages to a PDF File
On the PaperPort Desktop, the Page Thumbnails pane displays the page thumbnails of a selected PDF
file in Desktop View. Within Thumbnail View you can rearrange pages within a PDF files and add pages
into the PDF.
1. On the PaperPort Desktop, click once
on the PDF file to select it.
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2. Go to View > Page Thumbnails. The
left pane will change to the Thumbnail
View and each page of the PDF file will
be displayed.
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3. Within Thumbnail View, use your mouse
to drag and drop the pages to rearrange
the pages in the PDF file.
4. Also, you can drag documents in any
format from the PaperPort Desktop into
Thumbnail View. A PDF file copy of that
document will be created and the newly
created PDF file will be automatically
inserted into the location in the PDF file
that you selected.
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• Stacking and Unstacking PDF files
You can combine, or stack, individual PDFs into multipage PDFs. PDF file thumbnails can be copied,
stacked, and unstacked just as you would with physical paper documents.
To stack, or combine, two PDF files one on top of the other to create a new document, you can either:
•
Select one PDF and then drag that image with the mouse on top of the other PDF file.
•
Select both images you want to combine by holding down the Ctrl key and using the mouse to click on
each of the PDF files that you want to combine together. Then click on the “Stack” button on the
Command Bar.
In both cases, the result will be a combined new PDF file with multiple pages.
To unstack pages in the PDF file, right click on the PDF file and select Unstack > All Pages or Current Page.
B
A
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• PDF Image Cleanup with PaperPort SET Tools
PaperPort includes SET (Scanner Enhancement Technology) Tools which allow you to do some basic
image cleanup of your scanned images and PDF files. PaperPort Professional 11 provides the ability for
you to use the SET Tools on any PDF file. If you have a PDF where SET tools are not available,
PaperPort will ask you if you want to automatically convert to a PDF that can be edited with the SET
Tools. Some SET Tools are only available for Color documents and other SET tools are only available for
Black and White documents.
To access the SET Tools to cleanup a PDF file:
1. From the PaperPort Desktop, go to Tools >
Options and click on the “Desktop” tab.
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2. In the “Double-Click on Item” section, select
“Open image items in Page View”.
3. Click on “OK”. You will only have to follow
steps 1 – 3 once.
4. On the PaperPort Desktop, right click on the
PDF file and select “View” to open the PDF
file in PaperPort’s Page View.
5. Use the SET Tools on the right toolbar to cleanup your image.
6. After using the SET Tools, you can return to Tools > Options > Desktop tab and change the “Double-Click on
Item” section back to “Open PDF items in PDF Converter Professional”.
Select Area – select an area of an item. You
can then cut, copy, or paste that area.
Rotate Right – you can repeatedly rotate
items 90 degrees.
Auto Straighten – automatically makes lines of
text horizontal.
Straighten – manually straighten pictures and
text pages.
Auto Enhance – performs automatic image
improvement.
Enhance – offers variation of your image to
choose from and lets you change brightness,
contrast, tint, etc.
Sharpen – improves blurred areas or entire
images.
Remove Red Eye – removes the “red eye”
effect from a selected part of a photo.
Crop – deletes everything outside a rectangle
that you draw on the image.
Erase – deletes unwanted parts of your
image much like a rubber eraser.
Remove Stray Dots – removes stray dots or
“speckles” from a page. This tool only works
with black and white images.
Improve Lines – darkens lines and
connects broken lines in a table or form.
This makes lines appear darker and
straighter. This tool only works with black
and white images.
Erase edges – clear shadows and spots from
page edges.
Set Black and White Points – lets you define
the darkest and the lightest points for
enhancement.
Apply current White and Black Points –
once you have achieved the best white-black
combination, click this tool to apply these
values to the current page.
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• Annotate PDF Files
PDF Converter Professional includes the ability to annotate or “mark-up” PDF files.
1.
On the PaperPort Desktop, right click on the PDF file and select “View” to open the PDF file in PDF
Converter Professional.
2.
The Annotation Tools will ONLY work with Text Searchable PDFs and PDF Normal Files. If you
have an Image Only PDF file, please follow these steps to convert it into a Text Searchable PDF
file so that you can use the annotation tools:
a. From inside of PDF Converter Professional, go to File > Save As.
b. From the “Save as type” drop-down menu, select “Searchable PDF Documents (*.pdf).
c. Click on “Save”. If you are prompted to replace the existing file, click on “Yes” to overwrite the
existing file or click on “No” and in the “File name” field type in a different file name.
3.
Go to the “Comments” menu to access the Annotation tools or you can access some of the
common annotation tools from the toolbar. After selecting your tool from the “Comments” menu:
Note – Click on the place in the PDF file
where you want to add your note. A Note
icon is placed and a Note text window
pops up for you to type in text for the note.
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Text Box – Click on the place in the PDF
file where you want to add text and type.
You will add text with a transparent
background.
Callout – Click on the place in the PDF file
where you want to add the Callout. Place
a Callout somewhere in a clear place,
point with the arrow to a certain object in
your PDF and make your comments.
When done, both the callout and the text
remain visible.
Stamp – You will see the Stamps window appear allowing you to drag stamps from this window and place
them on your PDF file.
Highlight – Use your mouse to select text to be highlighted.
Cross-out – Use your mouse to select text to be crossed-out.
Underline – Use your mouse to select the text to be underlined.
Draw Tools – Use the Line, Rectangle, Pencil, Oval, Polygon, Polygon Line, and Cloud tools to draw
attention to certain parts of your document.
4.
After you have finished using an Annotation tool, press the “Esc” key on your keyboard.
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Redacting PDF Files
Redaction is the removal of content prior to release or publication. Redaction is often referred to as the
“blacking out” of confidential text in a document to be produced, and has many applications in
government, the court system and many regulated industries. A key concept is that Deletion is not equal
to Redaction. The information you delete from a PDF with the Delete command is not actually cleared
from the document permanently and can almost always be recovered.
PDF Converter Professional integrates precise redaction into the highlight, strikethrough and underline
annotation tools found within the PDF Converter Professional application. Note that this feature is only
available for PDF Normal and Text Searchable PDF files.
1.
On the PaperPort Desktop, right click on the PDF file that you
want to redact and select “View” to open the PDF file in PDF
2.
The Redaction tools will only work with Text Searchable PDFs
and PDF Normal Files. If you have an Image Only PDF file,
please follow these steps to convert it into a Text Searchable
PDF file so that you can use the redaction tools:
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a.
From inside of PDF Converter Professional, go to File
> Save As.
b.
From the “Save as type” drop-down menu, select
“Searchable PDF Documents (*.pdf).
c.
Click on “Save”. If you are prompted to replace the
existing file, click on “Yes” to overwrite the existing file
or click on “No” and in the “File name” field type in a
different file name.
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3.
Go to Document > Redaction > Mark Redaction.
4.
Use your mouse to either highlight and select text or draw a box
around an entire section of text that you want to remove.
5.
Go to Document > Redaction > Apply Redaction.
6.
Select the options of your choice from the “Apply” window and
then click on “Apply”.
7.
Click on “OK” to inspect additional information in this document
and then click on “Remove”. The text that you selected will be
permanently removed from the document. It is no longer
viewable, searchable, or recoverable.
8.
Go to File > Save As and save the redacted version of your document as a different file name.
You will now have your un-redacted original document and a redacted copy.
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You also have the option to search for a particular word and redact every instance of that word within a document.
1.
From inside of PDF Converter Professional, go to Document > Redaction > Search and Redact.
2.
In the “Search for” field, type the word that you want to redact and click on “Search and Redact”.
3.
In the “Search” window, check the boxes to indicate which instances of the word you want to redact
and click on “Mark Selected Results for Redaction”.
4.
Follow steps 5 through 8 in the instructions above to apply the redaction and save your document.
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• Edit PDF Normal Files in PDF Converter Professional
PDF Converter Professional 5 provides the ability to edit PDF Normal files. You can edit the text and
images within these files.
Note: To edit other flavors of PDF files, see the section “Edit any PDF File Using OCR” on the bottom
half of this page for information about using OCR to convert PDF files to text file types for editing.
To edit a PDF file using PDF Converter Professional:
1. Go to Start > All Programs > Nuance PDF
Professional 5 > PDF Converter Professional to
open the PDF Converter Professional application.
2. Go to File > Open.
3. Browse to the location of the PDF file that you
want to edit and then click on “Open”. The PDF
file will be opened in PDF Converter
Professional.
4. Click on the “Touchup Text Tool” or “Touchup
Object Tool” button to select it.
5. Use your mouse to edit the text or image within
the document.
• Edit Any PDF File Using OCR
From the PaperPort Desktop, you can utilize the power of the OmniPage OCR program to convert
any PDF file into an editable file format, such as Word, Excel, or Word Perfect.
OCR or Optical Character Recognition is the process of converting a scanned image or a PDF file
into editable text, such as MS Word, MS Excel, or Word Perfect.
To OCR a PDF file and convert it to MS Word:
1. Drag the PDF file from the PaperPort Desktop down to the Word link. The Word link is automatically
configured to use the OmniPage Professional OCR engine to do an automatic OCR.
2. The “OCR Proofreader” appears, allowing you to proofread the document before it is converted to
Word. Correct any suspect words.
3. The document is automatically opened as a fully editable MS Word document.
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Securing PDF Files
In PaperPort Professional, you can adjust the security level of your PDF files. There are two types of
passwords in the program. The open password restricts document accessibility: you can only open it by
supplying the password when prompted. The permissions password allows users to define how the
document may be used. If it is not specified, further use of the file is possible without any restrictions.
To add PDF Security from the PaperPort Desktop:
1.
Right click on the PDF and select “PDF
Security”.
2.
From the “PDF Security” window, check the
options to control opening, printing, or
editing the PDF file.
A. To require the user to enter a
password before they can view the PDF
in the free Adobe Reader or another
PDF viewing or editing application,
check the option for “Ask for a
password…” and enter a password into
the field below it.
B. To disable the ability to print the
PDF, check the option for “Use a
permissions password…” and select
“None” from the “Printing allowed” dropdown menu.
A
C. To disable the ability to edit or
change the PDF, check the option for
“Use a permissions password…” and
select “None” from the “Changes
allowed” drop-down menu.
B
D.Check or uncheck additional security
options, depending on your needs for
this document.
3.
Click on “OK” to activate your security
settings for the PDF file.
C
D
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Digital Archiving with Text Searchable PDF Files
Text Searchable PDF is the best file format for digital archiving. The reason is that every word inside a Text
Searchable PDF is searchable. These files are searchable, but you can still view the image layer of the
PDF, which looks exactly like the original scanned image.
They can be searched upon using almost any document management software, including SharePoint,
iManage, and Documentum. Also, they can be searched upon using the Search feature in Windows
Explorer.
PPDM provides several ways to create PDF files. For day-forward digital archiving, you can create Text
Searchable PDF files directly on the PaperPort Desktop.
To create Text Searchable PDF files from the PaperPort Desktop:
1. Right click on the PDF file and select “Save As”.
2. From the “Save as type” drop-down menu, select “PDF Searchable Image” as the file type.
3. Click on “Save”. PaperPort automatically engages OmniPage in the background and OmniPage does a
background OCR and makes every word inside of the PDF file searchable.
4. A Text Searchable PDF file copy of the document is saved onto the PaperPort Desktop.
5. You can then drag the Text Searchable PDF file down to a link to your Enterprise Content Management
System, such as Microsoft SharePoint.
6. You can also download a PaperPort ODMA or PaperPort WebDav link that will allow you to drag
documents from the PaperPort Desktop to one of these links and then upload that document into an
Enterprise Content Management system that supports one of those standards. This link is available for
download at http://www.nuance.com/paperport/links
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Working with Forms
Creating a Fillable PDF Form
PDF Converter Professional provides you with the ability to convert a blank scanned PDF form or a
blank PDF form that has been downloaded from the Internet into a form that can be filled-in by
anyone using the free Adobe Reader.
1.
From the PaperPort Desktop, right click on the PDF
form and select “View”. The form will be opened in
PDF Converter Professional.
2.
Go to Forms > Form Typer. Form Typer will
automatically detect which areas of the form are
underlines, checkboxes, and radio buttons and it will
make those sections fillable.
3.
To save the fillable PDF form, go to File > Save As
and specify the file name and location where you
want to save the fillable PDF form and click on
“Save”. A fillable version of the form will be saved to
the location that you specified.
4.
Now, anyone can open this fillable PDF form using
the free Adobe Reader and they can tab and type
and fill-in the form.
5.
6.
Please note that if the person filling-in the form does
not have a PDF printer driver, such as PDF Create!
or Adobe Acrobat, installed on their PC, they will not
be able to save the data that is typed into the form.
The completed form would have to be printed to
hard copy. As an alternative, you can add a
“Submit” button your form to allow anyone with the
free Adobe Reader to complete your form and then
email the filled in data back to you. Information
about how to add a “Submit” button is in the
“Advanced Topics” section of this Guide.
2
3
5
4
Because you have PDF Converter Professional
installed on your PC, you will be able to save the
data typed into the form by following these steps:
a.
From inside of Adobe Reader, go to File >
Print.
b.
From the “Name” drop-down menu, select
“ScanSoft PDF Create!” as the printer
driver.
c.
Click on “OK”.
d.
A PDF file copy of your completed form will
be created.
6
24
Advanced Training Topics
25
Help Files
Each PPDM software program contains extensive Help files that contain detailed explanations
of all of the features and functions of each product. The Help files are accessible by opening
the software program and then selecting the Help menu at the top of the window.
User Guides
Each PPDM software program has a user guide to provide assistance with some features of each
program. These guides are all available on your PC in My Documents\My PaperPort
Documents\Samples (PaperPort 11) and also on the PPDM CD. in the following locations:
PaperPort: PP11PRO/Docs/English/Getting Started Guide.pdf
OmniPage: OP16PRO/Guides/Guide ENG.pdf
PDF Converter: PDFCONV5PRO/Docs/PDFC5Pro_QRG-eng.pdf
DesktopDeliveryPSP Guide: this is a separate PDF (located at the DDPSP\DOC folder on the
client disk). It contains information on DesktopDeliveryPSP usage.
Tech Support Knowledge Base
Find answers to many technical questions for all our software programs.
http://knowledgebase.nuance.com
26
Advanced OCR Topics
Automatic OCR – OmniPage Batch Manager
OmniPage Pro 16 includes a full batch manager for automated processing
of files. One of the most common processes is detailed below.
Batch Conversion to Text Searchable PDF
Using the MFP and OmniPage Professional 16, you can scan multiple documents into a network
folder and then schedule OmniPage to convert all these scanned images to fully text searchable
PDF files automatically at a pre-determined point in time.
1.
Go to Start > All Programs >
ScanSoft OmniPage 16 >
OmniPage Batch Manager.
2.
The Batch Manager tool will
launch. Go to File > Create Job.
From the Job Wizard window,
click on "Normal Job", name the
job, and click on "Next".
3.
On the Start & Stop window, from
the “Start time” drop-down
window, select “Start at this time”.
and check the " Delete Input Files"
checkbox. Click Next.
4.
Select "Fresh Start". Click Next.
5.
There are a number of options
available for the input files. In
most cases, these files will have
been scanned to a local or a
network folder. In that case, select
"Load Files". Otherwise, choose
the appropriate input location for
your files.
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27
6.
Click on the Browse button,
then click Advanced. Browse
to the folder where the files
are located. Click on OK.
7.
In the “Create New
Document” section, check
“For Each Image File”. Click
Next.
8.
“Recognize Images” will now
be displayed as Step 2 on the
left side of the window. Set
the appropriate languages
and dictionaries for the
documents to be
processed. Click Next.
9.
On the left side of the window,
click on the bottom section of
the Step 3 section and select
“Save” from the drop-down
menu.
10.
From the File Type menu,
select “PDF Searchable
Image”. Form naming
options, select “Use input file
names”.
11.
Click the “Specify Location”
button. Browse to the
appropriate folder and click
OK.
12.
Click Finish.
6
7
10
9
12
28
Manual Zoning for More Accurate OCR for Complex Documents
OmniPage has additional options that allow improved recognition for complex documents.
1.
Drag the image or PDF file that you
want to convert down to the OmniPage
link on the PaperPort SendTo Bar.
OmniPage Pro will automatically launch
and load your image file into OmniPage.
2.
Click on the 2-Automatic button in the
OmniPage Toolbox. OmniPage will
automatically zone the document and
recognize it.
3.
If OmniPage did not properly recognize
some parts of the document, you can
adjust the zones.
4.
Use the tools in the Image Panel to
adjust the size or change the type of
Text, Graphics, Table, and Form zones.
5.
When you have finished modifying the
zones, click on the 2-Automatic button
to re-recognize the document.
6.
Select “Yes” to re-recognize the
document.
7.
Click on the 3-Save to File button in the
OmniPage Toolbox.
8.
From the “Save to File” window, select
the “Look In” location, File Name, and
Files of type (MS Word, or one of 30+
file formats). Ensure that the “View
Result” box is also checked.
9.
Click on “OK” to save the document and
open it in MS Word.
2
3
4
7
29
Creating Audio Documents from Paper and Digital Documents
OmniPage features RealSpeak Text-To-Speech for converting documents into audio files.
1.
Select the image file you want to convert
from the PaperPort Desktop with a single
mouse click and drag it down to the
OmniPage Pro 16 icon on the PaperPort
SendTo Bar. OmniPage Pro will
automatically launch and load your image
file into the application.
2.
Click on the 2-Automatic button in the
Omnipage Toolbox. OmniPage will
automatically zone the document and
recognize it.
3.
Click on the 3-Save to Files button.
4.
Select “Wave Audio Converter” as the
output format under Files of Type.
5.
Click the Options button to specify the
speed and voice to be used for creating
the audio file. Please note that selecting
a voice using a language other than that
of the original document will not cause
translation of the file to occur. The audio
creating by mixing the text and the voice
languages would sound like gibberish to a
native speaker of the voice language.
6.
Select the Look In location and File Name
from the Save As window. Ensure that
the View Result radio button is also
checked.
7.
Click on “OK” to save the document and
open it in your default WAV player.
2
5
30
Advanced PDF Topics
Batch Conversion to PDF using the PDF Create! Assistant
Using the PDF Create! Assistant, you can automatically combine different file types into either a single
PDF file or automatically create a PDF file for each individual file.
2
1. Open the PDF Create! Assistant by going to Start > All Programs >
Nuance PDF Professional 5 > PDF Create! Assistant.
2. Click on “Add” and browse out and select the documents that you
want to convert into PDF files and click on “Open”.
3. From the drop-down menu, select to “Create a PDF for each input
document” or to “Combine files into one PDF document”.
4. Click on the “Start PDF Creation” button (the button has a blue
triangle and a gear on it).
5. You will be prompted to select where you want your PDF files saved.
Browse to the location where you want your PDF files to be saved
and click on “Save”.
6. The “Print Info” window will provide information about the conversion
process. Click on “Close” when the process has completed.
7. Your PDF files will be saved into the location that you specified in
Step 5.
3
4
Adding Page Numbers to PDF Files
Automatically add page numbers to each page in an
existing PDF file.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
4
Go to Start > All Programs > Nuance PDF Converter Professional 5 >
PDF Converter Professional.
Go to File > Open and browse to the location of the PDF file to which
you want to add page numbers.
Go to View > Organizer Panels > Watermarks. The “Watermarks
pane will appear.
From the “Watermarks” pane, click on the “Create” button.
In the “Create Watermark” window, type a name of the Watermark into
the “Title” field, something like Page Number.
Delete the contents of the “Text” field.
From the “Macros” section, in the “Page Number” section, select the
format of your choice by clicking on it once. You will see formatting
information has now been added to the “Text” field.
Select your preferred options for the page number from the “Font” and
“Size” drop down menu.
From the “Anchor Point” drop-down menu, select your location on the
page where you want your page number added.
Click on “OK”. In the image on the left, you will see some sample
settings. You will only have to repeat steps 4 – 10 once.
From the “Watermarks” pane, double click on the Page Number
watermark that you created.
From the “Page Range” section, select “All Pages”, from the “Subset”
drop-down menu, select “All pages in range”, and click on “OK”.
A page number will be added to the bottom of every page in the PDF
file.
11
5 - 10
12
31
Adding Bookmarks to PDF Files
1. Go to Start > All Programs > Nuance PDF Converter
Professional 5 > PDF Converter Professional.
2
4
2. Go to File > Open and browse to the location of the PDF file
that you want to bookmark and click on “Open”.
3. Click on the “Select text” or the “Select Area” button and use
your mouse to highlight or draw a box around the area that you
want to bookmark. Note that you must use the “Select Area”
option if you are working with an Image Only PDF file.
4. Hold down Ctrl and the letter B. The area that you selected will
now be bookmarked.
5. In the field that appears, type the name of the bookmark and
then press “Enter” on the keyboard.
6. Now when you click on the icon next to the name of the
bookmark in the Bookmark pane, you will automatically be
brought to the section of the document that you selected as the
destination in Step 2.
Bates Stamping
Bates Stamping is a procedure used primarily in legal, medical, and business areas to uniquely identify each
page in a set of documents. The stamp appears as a header or footer on specified pages (typically and by
default on all pages) and can contain additional information.
1.
From the PaperPort Desktop, right click on the
document that you want to Bates Stamp and select
“View”. The document will be opened in PDF
2.
Go to Document > Bates Stamping > Add.
3.
Click on “Add Files”, browse to the location of the
document that you want to Bates Stamp, and click on
“Open”.
7
5
4.
In the “Bates Stamping” window, click on “Edit”.
5.
From the “Position” drop down menu, select the
location on the page where you want the Bates Stamp
applied.
6.
From the “Macros” drop down menu, select “Bates
Number” and click on “Insert Macro”.
6
8
7.
If you would like to save these settings so they can be
applied to future documents, click on the “Create”
button, name the scheme, and click on “OK”.
8.
From the “Bates Stamp Settings” window, click on “OK”.
9.
From the “Bates Stamping” window, if you want to have the numbering start at “000001”, ensure that
the “Extend numbering from preceding job with currently selected scheme” is unchecked, and then
click on “OK”. The document that you selected will be Bates Stamped.
32
Adding a Submit button to a Form
1. Create a Fillable PDF Form in PDF Converter Professional and open this Fillable PDF Form in PDF
Converter Professional. For instructions to create a Fillable PDF Form, refer to Page 25 in this Guide.
2. Go to Forms > Button Tool.
3. Use your mouse to draw a button on the form.
4. The "Button Properties" window will appear.
5. From the "General" tab, you can select the "Outline Color", "Fill Color", and "Line Style" (Nuance suggests
selecting "Beveled" so that the button looks like it "sticks out" from the page).
6. From the "Options" tab in the "Label" field, type in what you want the text on the button to show, for example
Submit.
7. On the “Actions” tab, from the "Select Trigger" drop-down menu, select "Mouse Down".
8. From the "Select Action" drop-down menu, select "Submit a form".
9. Click on the "Add" button.
10.In the "Enter a URL form this link" field, type in the email address of the person that should receive the filled
in form data. For example, if you want to email the information back to John Smith, type in his email address
in the following format: mailto:john.smith@company.com
11.Click on "OK" and then click on "Close".
12.Go to File > Save As, name the file, and from the “Save as type” drop down menu select “PDF Files (*.pdf)”.
13.Now anyone who has the free Adobe Reader software can fill out the form, click on the “Submit” button, and
the filled in data will be emailed to an email address as an attached .FDF file. For instructions to import the
filled in data back into the original form, please refer to the “Collecting Data from a Fillable PDF Form” on
Page 35 of this Guide.
7-8
5
9
6
10
13
33
Collecting Data from a Fillable Form
1. For instructions to create a Fillable PDF Form with a Submit button,
please refer to Page 34 of this Guide.
2. The person that received the email with the attached .FDF file saves the
.FDF file from the email onto their local PC.
3. From the PaperPort Desktop, right click on the blank fillable PDF form
and select “View” to open it in PDF Converter Professional.
4. Go to Forms > Import Data to Form.
5. Browse to the location of where you saved the .FDF file onto your local
PC and click on “Open”.
6. The filled in data will appear inside of the form.
7. Go to File > Save As.
8. Rename the document and save it as a .PDF file.
9. You will now have a PDF file that contains the filled in data.
10. Repeat steps 4 – 9 for each .FDF file that is received.
11. For information about how to export this data to a .CSV file, please see
the instructions below.
4
9
Exporting Data from a Fillable PDF Form
1. Go to Start > All Programs > ScanSoft OmniPage 16 > OmniPage
Professional 16.
2. Go to Tools > Workflow Assistant.
4
3. Click on “Fresh Start” and in the “Workflow name” field, type in a name for
your workflow, such as Collect Form Data, and click on “Next”.
4. In the “Load Files” panel:
• If all of your PDF files containing the filled in data are in a folder with
no other documents, check the box for “Select files for loading each
time this workflow is started” and click on the “Browse” button. Browse
the location of where the PDF files are saved and click on “OK”.
6
• Otherwise, uncheck the option for “Select files for loading each time
this workflow is started” and click on the “Browse” button. Browse to
the location of your PDF files containing filled in data and click on
“OK”. Repeat this step for each of your PDF files containing filled in
data.
5. Click on “Next”.
6. Choose “Extract Form Data” as the second step instead of “Recognize
Images” To do this, click the strip at the bottom of the Recognize Images
workflow step and choose “Extract Form Data” from the list of the currently
available steps.
7
7. In the “Form template file” section, click on “Browse”.
8. Browse to the location of the original blank fillable PDF form and click on
“OK”.
34
10. In the “Save” panel, from the “File options” drop-down menu, select
“Create one file for all pages”.
11. Specify where you want the .CSV file saved:
•
If you want to be prompted to select the saving location, check
the box for “Prompt for file saving name and location.
•
Otherwise, click on “Specify Name and Location”, browse to the
location of where you want the .CSV file automatically saved,
type a name for the .CSV file into the “File name” field, and click
on “OK”.
11
12
13
15
12. Check the “View Result” option.
14
13. Click on “Finish”.
14. Inside of OmniPage, ensure that the name of your workflow is listed in
the Start button drop down menu.
15. Click on the Start button to run this workflow.
16. The extracted data will be saved into a .CSV file in the location that
you specified.
17. You can now open this .CSV file in MS Excel or import it into a
database.
17
Comparing Documents to Find Differences
You can compare two similar PDF documents (for example two versions or revisions of a document) to
determine differences between them or to verify if approved changes have actually been made. The
comparison result is displayed in a temporary file that you can save if required.
1. Go to Start > All Programs > Nuance PDF Converter Professional 5 > PDF Converter Professional.
2. Go to Document > Compare Documents.
3. From the “Compare Documents” window, click on the “Browse” button next to the Older Document
section and browse to the location of the older document and click on “Open”.
4. Click on the “Browse” button next to the “Newer Document” section.
5. Click on “OK”.
6. A summary page will be displayed that contains the names of the older and newer document, and
either a message saying that both documents are identical, or the summarized comparison results.
7. Click on the button to advance to the next page to see the pages of the two documents compared.
3-4
6
7
35
Advanced PaperPort Topics
Creating a Signature Stamp
Creating a Signature Stamp is any easy way to quickly stamp a copy of your signature onto a document.
This is a great tool for cover letters or for other documents that do not need to have a legally binding
signature.
Please note that creating a Signature Stamp is not the same thing as adding a Digital Signature to a PDF
file. For more information about Digital Signatures, use the Help menu in PDF Converter Professional.
To Create Your Signature:
NOTE: You only need to complete these
steps once.
1.
Write your signature onto a blank white
piece of paper.
2.
Scan in the page with your signature
through your MFP.
3.
When you return to your PC in your
office, you will see that PaperPort has
opened and your scanned page with
your signature is available on the
PaperPort Desktop as a PDF file.
4.
On the PaperPort Desktop, right click on
the PDF file and select “View” to open it
in PaperPort’s Page View.
5.
5
6
In “Page View”, click once on the “Select
Area” tool to select it.
6.
Using your mouse, draw a box around
the area of the page that contains your
signature.
7.
Click on the “Crop” button. Everything
from the page will be deleted except for
your signature.
8.
Go to File > Save As.
9.
From the “Save as type” drop-down
menu, select “Windows Bitmap
(*.bmp)”.
10.
In the “File name” field, type signature
and then click on “Save”. Go to File >
Exit.
11.
3
7
11
You will now see a copy of your signature
saved onto the PaperPort Desktop as a
Bitmap file.
36
To Stamp Your Signature onto a PDF or Image file:
1.
From the PaperPort Desktop, go to Tools > Options and click on the “Desktop” tab.
2.
In the “Double-Click on Item” section, select “Open image items in Page View”.
3.
Click on “OK”. You will only have to follow steps 1 – 3 once.
4.
On the PaperPort Desktop, right click on the PDF or Image file and select “View” to
open it in PaperPort’s Page View.
5.
In “Page View” click once on the “Stamp” tool to select it.
6.
Using your mouse, click on the document in the location where you would like to
stamp your Signature.
7.
From the “Open” window, browse to the location of where you saved your
signature.BMP file.
8.
Click once on the signature.BMP file to select it and click on “Open”.
9.
Your Signature will be stamped onto the document at the location that you
selected.
10. To adjust the size of your signature or move your signature to another location on
the page, click once on the “Select Annotation” tool to select it. Use your mouse to
drag and drop your signature to the location of your choice.
11. To return to the PaperPort Desktop, go to File > Exit. When asked if you want to
save changes, click on “Yes”.
12. You have now stamped your signature onto a PDF or image file.
13. After stamping your signature to the document, you can return to Tools >Options >
Desktop tab and change the “Double-Click on Item” section back to “Open PDF
items in PDF Converter Professional”.
5
7
2
37
Folder Notes
Folder Notes allow you to automatically specify metadata (keywords, author, etc.) to all new PDF files
that arrive via DesktopDeliveryPSP into a particular folder in PaperPort’s Folder View. If a PDF item is
put into a folder any other way, Folder Notes will not be applied to it. To add Folder Notes to a folder:
1. In PaperPort’s Folder View, right click on a Folder and select
“Folder Notes”.
2
2. Add text to the Subject, Author, and/or Keywords fields.
3. Click on “OK” to close the “Folder Notes” window.
4. Now when DesktopDeliveryPSP delivers PDF files to that folder,
the Subject, Author, and/or Keywords will be added to that PDF file
automatically.
Changing Folder Colors in Folder View
Changing the color of folders in PaperPort’s Folder View makes it easy for you to make frequently used
folders stand out so you can access them quickly.
1.
From the PaperPort Desktop, in the “Folders”, right click on the folder.
2.
Select “Folder Color”.
3.
From the “Set Folder Color” window, select the color of your choice, then click on “OK”.
4.
The folder will now be displayed as a different color in the “Folders” Pane.
38
All-in-One Search
With PaperPort Professional 11, you can organize and index all of your scanned image files and text based
documents. Using PaperPort's All-in-One Search tool, finding the file that you need is as simple as knowing a
word or phrase from the file for which you are searching. Documents and images must be added to the All-inOne Search Index before they can be searched upon.
To Add One Document at a Time to the All-in-One Search Index:
1. Right click on the image file you want to add to your PaperPort’s All-in-One Search index and select
“Add to All-in-One Search” from the drop-down menu list.
2. PaperPort will automatically add the text in the file to the PaperPort All-in-One Search database for
text files, image files, and PDF files.
To Add All of the Documents and Images in a Folder to the All-in-One Search Index:
Note: The first time that you update the All-in-One Search Index, it may take a long time to
complete. All future updates will only index documents and images that have been changed or
edited since the last index.
•
Right click on the folder you want to add to your PaperPort’s All-in-One Search index and select
“Add to All-in-One Search” from the drop-down menu list.
•
PaperPort will automatically add the text in the file to the PaperPort All-in-One Search database
for text files, image files, and PDF files. The length of time that it will take to complete the All-inOne Search Index depends on the number and size of the documents and images contained
within that folder.
To Add all of the Documents and Images in All of the Folders Displayed in PaperPort’s Folder
View to the All-in-One Search Index:
Note: The first time that you update the
All-in-One Search Index, it may take a
long time to complete. All future
updates will only index documents and
images that have been changed or
edited since the last index.
•
Go to Tools > All-in-One Search…
•
Click on “Update Index”. PaperPort will
automatically add the text in the file to
the PaperPort All-in-One Search
database for text files, image files, and
PDF files. The length of time that it will
take to complete the All-in-One Search
Index depends on the number and size
of the documents and images contained
within all of your folders.
•
2
3
As an alternative, you can click on
“Index Manager” and use its tools to
schedule an automatic update of your
All-in-One Search Index. For more
information about the Index Manager,
refer to the PaperPort Help menu.
39
Searching for Documents and Images:
1. To find files in any folder (local or network) mapped to your PaperPort Desktop, you need only
know a word or phrase contained within the file.
2. Click on the “All-in-One Search” button on the PaperPort Command Bar to initiate a text
sensitive or keyword search.
3. In the “Containing indexed text” field, type in the word or phrase from the file for which you
are searching. Ensure that the “Use All-in-One Index” and “Exact Match” options are
selected.
4. Then click on the “Search” button in the Search pane.
5. All-in-One Search will search all documents and images that have been added to the All-inOne Search Index and will return to you a list, ranked by relevance, of all files containing
your search criteria.
6. Double click on the file from the search results list and you will be taken to the thumbnail
view of that file on your PaperPort Desktop.
2
3
4
5
40
DesktopDeliveryPSP Settings
1. If DesktopDeliveryPSP is already running on your PC, you will see the DesktopDeliveryPSP
icon in your Systray in the lower right corner of your Windows Desktop near the clock.
2. If it is not running on your PC, go to Start > All Programs > ScanSoft PaperPort 11 > Desktop
Delivery. The DesktopDeliveryPSP icon will appear in System Tray in the lower right corner
of your Windows Desktop near the clock.
Adjusting DesktopDeliveryPSP Settings
1.
Double click on the
DesktopDeliveryPSP icon in the
Systray. From the
window, select the desired settings
for the DesktopDeliveryPSP tool.
2.
From the Watch Settings, select if
you would like DesktopDeliveryPSP
to monitor your email inbox, a
network folder, or both.
3.
Select the interval with which you
would like DesktopDeliveryPSP to
monitor your selected folder.
• As an alternative, you can select
“Never” from the “Interval for
Checking” drop-down menu.
• If you select “Never, you can
click on the “Get Now” button to
manually retrieve your images.
4.
Select how you want PaperPort to
behave after documents are
retrieved.
5.
Select OK to close the window.
41
Personalizing a Java-enabled MFP
PPDM adds the ability to completely personalize your scanning user interface through the
DesktopDeliveryPSP software utility at Java (ESA) -enabled MFPs and this scanning user interface is
setup from your desktop PC.
To configure your scanning user interface from your desktop PC:
1. In the Systray in the lower right corner of your
Windows Desktop, right click on the
DesktopDeliveryPSP icon and select “Settings”.
1
2. In the “DesktopDeliveryPSP Settings” window, click
on the “Personalized MFP Scanning Wizard” button.
3. You can select which of your PaperPort Folders
you want to appear on your scanning user
interface. On the left side of this window, check
the box next to the folders that you want
displayed.
4. On the right side of the window, you can see a
preview of how the folders will be displayed on
the scanning user interface at the MFP. From the
“Device panel drop-down menu”, you can select
the type of MFP device that you have in your
office environment to see how your settings will
look on different MFPs.
5. Use the “Up” and “Down” buttons to control the
order that the folders will display. Click on the
“Rename” button to change how the name of the
folder will be displayed on the scanning user
interface at the MFP.
3
5
4
42
7. On the left side of this window, check the
OmniPage Workflows that you want to appear
on the scanning user interface. (For more
information about creating OmniPage
Workflows, see the “Creating OmniPage
Workflows” section on Page 44 of this Guide.)
7
9
preview of how the Workflows will be displayed
on the scanning user interface at the MFP.
From the “Device panel drop-down menu”, you
can select the type of MFP device that you have
in your office environment to see how your
settings will look on different MFPs.
8
order that the Workflows will display. Click on
the “Rename” button to change how the name
of the workflow will be displayed on the
scanning user interface at the MFP.
11
11. On the left side of this window, check the
PaperPort Scanning Profiles that you want to
appear on the scanning user interface. (For
more information about creating PaperPort
Scanning Profiles, see the “Creating PaperPort
Scanning Profiles” section on Page 46 of this
Guide.)
13
preview of how the Profiles will be displayed on
the scanning user interface at the device. From
the “Device panel drop-down menu”, you can
select the type of MFP device that you have in
your office environment to see how your
settings will look on different MFPs.
order that the Workflows will display. Click on
the “Rename” button to change how the name
of the Profiles will be displayed on the scanning
user interface at the MFP.
12
14
14. Click on “Finish”. Your customized scanning
user interface will now be available the next
time that you log into your MFP. You can make
changes to your scanning user interface as
often as you like by adjusting your settings in
the Personalized MFP Scanning Wizard from
your desktop PC.
43
Creating OmniPage Workflows
An OmniPage Workflow consists of a series of OCR steps and their settings. OmniPage Workflows allow
you to handle recurring OCR and document conversion tasks more efficiently, because all the steps and their
settings are pre-defined. PPDM comes with some built-in OmniPage Workflows that automate many
common tasks such as converting images or PDF files to Word or Excel.
To create new workflows, use the Workflow Assistant by following these steps:
1. Open OmniPage by going to Start > All Programs > ScanSoft
OmniPage 16 > OmniPage Professional 16.
3
2. Go to Process > Workflows > New Workflow.
3. Click on “Fresh Start”.
4. In the “Workflow name” window, type the name of your
workflow and click on “Next”.
4
5. On the left side of the window, you will see “Step 1 - Load
Files”. Check the box for “Select files for loading each time
this workflow is started” and click on “Next”.
6. At this time, you can select any options of your choice to
complete your workflow. In this example, we will create a
workflow that takes a hard copy document that we scanned at
the MFP, OCRs it, saves it as a Word document, emails this
Word document to our colleague John Smith and saves a
copy of the Word document into the My Documents folder on
our desktop PC. On the left side of the window, you will see
“Step 2 – Recognize Images”. Select any appropriate options
for the language of the document. Otherwise, just click on
“Next”.
5
6
44
7.
On the left side of the window, you will see
“Step 3 – Correct Recognition Res…”.
Within that Step, click on “Click to change
step” and select “Send in Mail”.
8.
From the “File type” drop-down menu, select
“Microsoft Word 2000, XP (*.doc)”.
9.
Click on “Email Properties”.
10.
If prompted, select your Profile Name.
11.
Check the option for “Auto-send”.
12.
In the “To” field, type the email address of
John Smith: john.smith@company.com and
in the “Attachment name” field type
“Contract for review.doc” and click on “OK”
and then click on “Next”.
13.
On the left side of the window, you will see
“Step 4 – Save”. From the “File type” dropdown menu, select “Microsoft Word 2000,
XP (*.doc)”.
14.
Click on “Specify Name and Location”.
15.
Browse to the “My Documents” folder and in
the “File Name” field, type Contract and
click on “OK”.
16.
Click on “Finish”.
17.
Exit out of OmniPage.
18.
You will now be able to select this
OmniPage Workflow and have it appear on
your scanning user interface at the MFP
(see Step 7 on Page 43). In this example,
when we select this OmniPage Workflow
from our scanning user interface at the MFP,
the document will be scanned at the MFP,
OCRed and converted to a Word document,
the Word document will be attached to an
out-going email addressed to John Smith
and a copy of the Word document will be
saved to the My Documents folder on our
desktop PC.
7
11
12
14
15
45
Creating PaperPort Scanning Profiles
A PaperPort Scanning Profile consists of a series of image settings. PaperPort Scanning Profiles allow
you to perform some automated image clean-up and image enhancement at the time of scan. This
allows you to handle these recurring image corrections more efficiently because all the steps and their
settings are pre-defined. PPDM comes with some built-in PaperPort Scanning Profiles that automate
many common tasks such as scanning in black-and-white, grayscale, or color documents, or scanning in
color photos.
To create a new PaperPort Scanning Profile:
1
1. From the PaperPort Desktop, click on the
“Scan or Get Photo” button on the PaperPort
Command Bar.
2. In the “Scan or Get Photos” pane, click on
the “Select” button and the “Available
Scanners” window will appear.
3
3. Click on “PaperPort Virtual PSP Scanner” to
select it. This selection allows you to create
PaperPort Scanning Profiles that can be
used by a networked MFP device.
4. Click on “OK” to close the window.
5. In this example, we will be creating a new
PaperPort Scanning Profile for all of the
documents that we are scanning from one of
our customers ABC Company. All of the
documents from this company are skewed,
all of the text in the document is a bit too
light to read clearly, and there are several
blank pages mixed into the documents, and
we do not want to retain those blank pages.
6. From the “Scan or Get Photo” pane, click on
“New”.
7
6
7. In the “Profile name” field, type in the name
of the scanning profile and click on
“Continue”.
46
8
8.
Click on the “SET” tab.
9.
In this example, we want to select “Autostraighten” to correct the skewed documents,
we want to select “Auto-enhance” to have the
documents made darker, and we want to
select “Delete Blank Pages” to remove any
blank pages from being saved in our final
scanned image.
10.
Select the “Output” tab to name the document
and select the File Type for the scanned
document. Select the “Scan” tab to select the
resolution of the scanned image. Please note
that any settings selected on the “Output” or
“Scan” tabs will replace settings that were
selected at the MFP. For example, if you
have set the MFP to scan as a TIF image file,
but in the File Type menu on the “Output” tab
you have selected “PDF Image”, the file will
be saved to your PaperPort Desktop as a PDF
image file.
11.
Click on “OK” to close the window.
12.
You will now be able to select this PaperPort
Scanning Profile and have it appear on your
scanning user interface at the MFP (see Step
11 on Page 43). In this example, when you
select this PaperPort Scanning Profile from
your scanning user interface at the MFP, the
document will be scanned at the MFP, it will
be straightened, it will be made darker, and
the blank pages within the document will be
deleted before this scanned image is
delivered to the PaperPort Desktop.
9
10
47
48

Personal Paperless Document Manager Customer

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