DocuScan User Guide March 2010
Contents INTRODUCTION... 1 INSTALLING DOCUSCAN... 1 SETTING UP DOCUSCAN... 2 STARTING DOCUSCAN... 2 CONFIGURING DOCUSCAN... 2 SETTING UP USER SUBFOLDERS... 6 CAPTURING DOCUMENTS... 7 GETTING TO KNOW THE DOCUSCAN INTERFACE... 7 SCANNING DOCUMENTS... 9 REVIEWING CAPTURED DOCUMENTS... 12 USING THE MAIN NAVIGATION... 14 SCAN CONTROLS... 15 SCAN SETTINGS... 15 VIEW OPTIONS... 19 PAGE NUMERATION... 19 IMAGE CORRECTION... 19 FREQUENTLY ASKED QUESTIONS (FAQS)... 23 For broker-dealer use only. Not to be used with the public. ii
Introduction The first steps in taking your office paperless involve setting up your scanner and scanning software, so you can capture (scan) images of documents to upload to the Imaging solution. Configuring your scanner involves choosing a form of scanning software. Most desktop scanners usually come with free scanner software, and usually the manufacturer s software can be used with the imaging solution. However, Docupace Technologies offers its own scan software, called DocuScan, which is designed to work seamlessly with the imaging solution. DocuScan saves you time by automatically configuring your scanning software and scan destination folders, and it s also available as a free download. For these reasons, DocuScan is the best choice for most desktop scanners and multi-function devices. This guide explains how to configure DocuScan and use it to capture documents that will be stored in the imaging solution. If you re using a multi-function device that s connected to your office s computer network (for example, a printer/copier/scanner), you won t be able to use DocuScan. For assistance in setting up a network multi-function device, contact Docupace Technologies support at 310-445-7722, ext. 2. Key terms Before you start using DocuScan, we d like to introduce you to some of the key words and terms that are used in this guide: Page a page is a single piece of paper that is placed into a scanner. Document a document is a self-contained piece of content. A document can consist of a single page or a series of pages that are related to one another by content. For instance, an Account Information Form (AIF) that is 3 pages long must have all 3 pages together in order for the document to be complete. Batch a collection or group of documents that are captured (scanned) in one batch. A batch can contain a single document or multiple documents with any number of pages per document. When you capture a batch, you can place special barcoded sheets between different documents so the Imaging solution will automatically break the batch apart into its separate documents. Installing DocuScan First things first before you can use DocuScan, you have to install it. Installing DocuScan is a quick and easy job, and you can finish it with just a few clicks of your mouse. All you have to do is download DocuScan from the Docupace Technologies Web site (www.docupace.com/downloads) and the installation wizard does the rest! For more information on installing DocuScan, see the DocuScan Installation Guide. 1
Setting up DocuScan After you install DocuScan, you have to set it up for your scanner. To save you time, DocuScan automatically does most of the setup work when you install it. All you have to do is make sure DocuScan can talk to your scanner and set up DocuScan for multiple users (if more than one person will be using the computer to capture documents). Starting DocuScan When you install DocuScan, the installation wizard automatically puts a shortcut to DocuScan on the computers desktop. To start DocuScan, just double-click the icon: DocuScan is displayed (below). Configuring DocuScan To configure DocuScan, you can either: Click Options on the Tools menu Click the Tools/Options button The Options window is displayed. 2
The Options window controls the settings DocuScan uses to capture documents. Most of these settings were automatically entered when you installed DocuScan. But, you still need to verify the: General settings Indexing settings (page 4) Advanced settings (page 4) Checking the general settings In the Options window, under General, verify the values in the following fields: Final Folder specifies the location that images (scanned documents) are stored prior to being uploaded to the imaging solution. When you installed DocuScan, DocuScan automatically created this folder on the computer s hard drive and entered its pathway in the Final Folder field. If you installed DocuScan on a networked drive, this folder may represent a shared network location. Working Folder specifies the location that images are stored prior to being moved to the final folder. This folder is a temporary holding bin you can use to proofread 3
scanned documents. When you installed DocuScan, DocuScan automatically created this folder and entered its pathway in this field. Default Scanner Select the scanner you will be using to capture (scan) documents. If the scanner is correctly installed, it should be listed in this drop-down list. If the scanner is not listed, switch the scanner off and exit DocuScan. Then, reactivate the scanner, restart DocuScan, and return to the Options window. If the scanner still isn t listed in the Default Scanner drop-down list, reinstall your scanner drivers. Separator Value make sure that SEPARATOR is entered in this field. Ask User ID only select this check box if multiple users will be scanning documents at the same computer. When this box is selected, DocuScan will ask users to enter their imaging solution user name (ING SmartWorks user name) so scanned documents will be sent to the correct user s final folder. For details on setting up final folders for different users, see Setting up user subfolders on page 6. Scan Simulation Mode make sure this check box is cleared (or unchecked ). This check box is only used for system demonstrations when a scanner is unavailable. Keep documents in Backup for if you want to keep backups of any images (documents) that were uploaded to the imaging solution, make sure the check box is selected. Then, enter the number of days you want to retain the backup files. Backup copies will be saved to a Backup folder located at C:/Scanning/Backup, which is automatically created when you install DocuScan. Clearing indexing settings The Options window features Indexing fields that can be used to pre-index documents before they are uploaded to the imaging solution. By default, these fields are empty. Leave them empty they should only be configured by a Docupace Technologies Professional Services staff member, if necessary. Verifying advanced settings Finally, the Options window lists some Advanced settings that specify how documents are handled once they re scanned with DocuScan. By default, these settings are automatically specified when you install DocuScan. The default settings are illustrated below: 4
Make sure the Advanced settings in the Options window match the above illustration. The following list describes each field and its default settings. Enable Batch Processing select this check box to include all of the documents captured in a session in the same batch. By default, this check box is selected. If this check box is cleared, Docupace scans each individual document into a separate batch, which can clutter the DocuScan interface and make your job more difficult. Include Station ID into SubFolder/Document Name select this check box if you want to include a number to identify the computer (or scanning station) that was used to capture the document. Generally, this option is only used by businesses that use multiple computers to capture their documents. Since most businesses use one computer that s devoted to a scanner, this check box is cleared by default. If you want to use this feature, select the check box. Then, enter a number in the Station ID field to represent the computer. Initial Document Name specifies a name for the first document that is scanned. If the Auto check box is selected, DocuScan will assign a sequential number to each document that is scanned. By default, the Auto check box is selected. Initial Batch Name specifies a name for the first batch of documents that is scanned. If the Auto check box is selected, DocuScan will assign a sequential number to each batch that is scanned. By default, the Auto check box is selected. Send settings specifies how to prepare scanned documents before they are uploaded to the imaging solution. The Zip Batch Before Send option compresses a batch into one file (a.zip file), so it takes up less space on the computer and uploads faster. By default, this option is selected. You can also opt to keep the subfolder structure, which moves the working folder to the final folder. 5
Setting up user subfolders If several users will use the same computer to scan documents, you need to set up scanning subfolders for each user. The subfolders are used to track which user scanned a document. When a user logs in to DocuScan, DocuScan will save the documents each user scans to the appropriate subfolder. Before you set up your users subfolders, make sure DocuScan is configured to allow multiple users to use the same computer. For details, see Checking the general settings on page 3. Once DocuScan is configured for multiple users, DocuScan will ask each user to enter his or her imaging solution (ING SmartWorks) user name when DocuScan starts: Then, add subfolders for each user to the Export folder (C:/Scanning/Export). Name each subfolder with the user s imaging solution (ING SmartWorks) user name. For example, if you re setting up subfolders for Jane Doe, John Doe, and Joe Smith, and their imaging solution (ING SmartWorks) user names are janedoe, johndoe, and joesmith (respectively), you would create the following folder structure: 6
Capturing documents Once you re finished setting up DocuScan, it s time to get started! The following section introduces you to the DocuScan s easy-to-use interface, which you can use to operate your scanner and quickly capture your documents. Getting to know the DocuScan interface The DocuScan interface is divided into three main areas: Toolbar used to control and configure DocuScan Import Folder lists batches scanned to the Import folder Document information line displays information for documents in a selected batch Each of these areas is highlighted in the following illustration. Toolbar Import Folder Information line You can use the DocuScan toolbar to capture and edit documents, as well as configure and control DocuScan. Each button in the toolbar is described in the following table. 7
Button Description Scan. Click to scan a new document. Edit Document Info. Click to edit a scanned document. Send Document. Click to send a document to the Export folder so it can be uploaded to the imaging solution. Find. Click to search for a document by batch ID or document ID. Delete. Click to delete a scanned document. Refresh List. Click to update the list of scanned documents. Print. Click to print a scanned document. Tools/Options. Click to configure DocuScan. For more details, see Configuring DocuScan on page 2. Get From Backup. Click to restore a batch from a backup file. Exit. Click to close a document or exit DocuScan. 8
Scanning documents DocuScan features a lot of different options that you can use to scan and edit your documents. These features are discussed later in this guide. However, regardless of which features you use, you ll scan documents with DocuScan using the following, general procedure. To scan documents with DocuScan: 1. Prepare your document(s). Place the document(s) you want to scan into the scanner. If you re scanning a batch of documents, assemble the batch with any necessary barcode cover sheets. For more details on using barcode cover sheets, see the Imaging Solution User Training and Field Imaging Guide. 2. On the DocuScan toolbar, click the Scan button. The Scanning screen (below) is displayed. 9
3. In the Scan Settings drop-down list, select the appropriate settings for the document(s) you want to scan: Default for 8.5 x 11 single-sided documents Duplex for 8.5 x 11 double-sided documents Legal for 8.5 x 14 single-sided documents You can also create your own custom scan settings. For details, see Creating custom scan settings on page 17. 4. To start scanning, either: Click Scan to scan an individual document Click New Batch to start scanning a new batch of documents The scanner scans the documents you loaded in step 1. As your documents are scanned, they are displayed on the screen: 5. Review the document to make sure the pages were scanned correctly. If necessary, make any corrections or edits. For more details, see Reviewing captured documents on page 12. 6. After you finish reviewing the document, click the Save button. Any changes you made are saved. 7. Click the Exit button. 10
The Scanning screen closes, and the main DocuScan window is displayed. The document(s) you scanned are listed in the information line. Information line The document(s) are now ready to be sent to the Export folder (Final Folder) to be uploaded to the imaging solution. 8. To move documents to the Export folder, click its information line. 9. Click the Send Document button. The document is moved to the Export folder, where the File Uploader can upload it the imaging solution. For details on using the File Uploader, see the Imaging Solution User Training and Field Imaging Guide or the File Uploader Installation Guide. 11
Reviewing captured documents After you scan a document, you can use DocuScan to review it and make any necessary changes, for instance rotating a page or inserting additional pages. You can review and edit documents with the toolbars and controls on the Scanning screen, which are highlighted in the following illustration and table: 12
Area Description For more details, see: Main navigation. Use these buttons to navigate through a scanned document, number and delete pages, and save any edits. Page 14 Scan information. Lists the current scan station, document batch number, and document number. Scan controls. Use these buttons to start scanning documents and batches. Page 15 Scan settings. Use to add new pages and create custom scan settings. View options. Use this toolbar to rotate pages, zoom in or out, and fit documents to the window s height or width. Page numeration. Number and format page numbers. Image correction. Provides features for correcting scanned images, for example removing borders from documents and adjusting contrast. Page 19 Page 19 Page 19 The following sections describe the different editing features that are available to you. 13
Using the main navigation You can use the buttons in the main navigation bar to move between pages in a document, as well as number pages, delete pages, and save your work. Each button in the main navigation is described in the following table. Button Description First page. Click to go to the first page of the scanned document or batch. Previous page. Click to view the previous page. Next page. Click to view the next page. Last page. Click to view the last page of a document or batch. Delete. Click to delete the page you are viewing. Save. Click to save any changes you made to a document. Save As. Click to save the document with a different name or ID. Number. Click to number pages and set page number formats. Exit. Click to exit the Scanning screen. 14
Scan controls You can use the scan controls to control your scanner. Each button is described in the following table. Button Description Scan. Click to scan documents loaded into your scanner. Stop. Click to stop scanning. New Doc. Click to scan a new document and add it to the current batch. New Batch. Click to begin scanning a new batch of documents. Scan settings You can use the scan setting features to add new pages to a document, as well as create your own custom scan profiles. The following table describes the buttons and fields you can use to configure your scan settings. Item Scan Target drop-down list Scan Settings drop-down list Description Select a location within the current document or batch Select the settings you want to use to scan a document. By default, DocuScan features three standard settings: Default for 8.5 x 11 single-sided documents Duplex for 8.5 x 11 double-sided documents Legal for 8.5 x 14 single-sided documents Add New Scan Settings. Click to create a custom scan setting. For more details, see Creating custom scan settings on page 17. Modify Scan Settings. Click to modify the scan setting selected in the Scan Settings drop-down list. 15
Item Description Delete Scan Settings. Click to delete the scan setting selected in the Scan Settings drop-down list. Doc. Initial Name field Batch Initial Name field Auto Split by check box Simulate Duplex check box Insert Separator Page button Specify a name for the first document that is scanned. If the Auto check box is selected, DocuScan will assign a sequential number to each document that is scanned. By default, the Auto check box is selected. Specify a name for the first batch of documents that is scanned. If the Auto check box is selected, DocuScan will assign a sequential number to each batch that is scanned. By default, the Auto check box is selected. Select this check box to automatically split a set of pages when they are scanned. Only select this check box if you re scanning a batch of documents that have the same number of pages. For example, if you re scanning a batch of Account Information Forms that all have five pages, you can select this check box and type 5 in the accompanying pages field. When the batch is scanned, the batch is automatically split into five page documents. Select this check box to simulate duplex scanning. Click to insert a barcode separator sheet between documents in a batch. For example, if you scan a batch of 20 pages containing two documents and the first document is 12 pages long, you can separate the batch into two documents before you upload it to the imaging solution. Use the navigation buttons to go to page 12, and then click Insert Separator Page. A barcoded sheet is inserted into the batch, which will automatically split it into two documents when it is uploaded to the imaging solution. 16
Creating custom scan settings You can create your own custom scan settings for different documents that you regularly scan, for instance double-sided legal paper. To create a custom setting, click the Add New Scan Setting button ( screen. The Scanner Properties window (below) is displayed. ) on the Scanning Adjust the settings, as desired. The following table lists each setting. (NOTE: Depending on your scanner, you may not be able to adjust all the settings in the Scanner Properties window. If your scanner does not support a setting, the field is grayed out or unavailable.) Setting Source Resolution Color Mode Paper Size Rotation Description Select the type of scanner you ll use to capture documents with the custom setting you re creating. Select a resolution for the image of the document. Docupace Technologies suggests using a resolution of 200 dots per inch (DPI). Select the scanner s color mode. Docupace Technologies requires you use Black & White (do not use grayscale). Select the size of the paper you ll scan with this custom profile. Select how many degrees you want to rotate a document after its scanned. Since you can rotate pages in DocuScan, Docupace Technologies recommends leaving this setting at 0. For more details on rotating pages in DocuScan, see View options on page 19. 17
Setting Sides Brightness Contrast Deskew Black Border Removal Despeckle Invert Description Indicate if the scanner will be used for: Single (one side) captures Duplex (double-sided) captures, sequenced front to back Adjust the brightness of captured images. Adjust captured images contrast. Corrects skewed images so they are upright. Removes any black borders on the edges of a scanned or copied document. Reduces black spots, or speckles, that appear on scanned images. Inverses the black and white areas in a scanned document. Once you finish adjusting your settings, click OK to save the custom setting. The Edit Preset window (below) is displayed. Enter a name for the custom setting and click OK. The custom settings are saved, and available in the Scan Settings drop-down list. Editing and deleting custom settings Once you create a set of custom settings, you can edit and delete them at any time. To modify custom settings: 1. In the Scan Settings drop-down list, select the custom settings you want to modify. 2. Click the Modify Scan Settings button.. To delete custom settings: 1. In the Scan Settings drop-down list, select the custom settings you want to delete. 2. Click the Delete Scan Settings button.. 18
View options You can use the view options toolbar to rotate pages, zoom in or out, and fit documents to the window s height or width. The following table lists and describes the buttons on the view options toolbar. Button Description Click to view an imaged document at 100% (its actual size). Click to zoom in on an imaged document. Click to zoom out. Click to fit the document to the height of your window. Click to fit the document to the width of your window. Click to rotate an imaged document 90 degrees counter clockwise. Click to rotate an imaged document clockwise by 90 degrees. Page numeration Date stamping where you can stamp the page number on each page of the batch of pages scanned. To enable this, you will need to select the Number button in the toolbar to complete the configuration. Image correction You can use the Scanning screen to correct scanned images, for example removing borders from documents and adjusting contrast. The following table lists and describes the image correction options that are available to you. 19
Button Black Border Despeckle Deskew More Description Click to remove any black borders on the edges of a scanned or copied document. Click to minimize black spots, or speckles, that appear on scanned images. Click to correct any skewed images so they are upright. Click to access advanced image correction features, for example contrast and brightness. For more details, see the following section: Advanced image correction features. Advanced image correction features When you click More under Image Correction, the Advanced Processing window (below) is displayed. You can use this window to perform advanced image correction, including adjusting brightness and contrast. The following table lists and describes the advanced image correction options that are available to you. 20
Button Flip Mirror Negative Emboss Sharpen Soften Outline Motion Blur Twist Rotate 90 Rotate 270 Median Histogram Eq. Mosaic Brightness Darkness Description Click to vertically flip a scanned image. Produces a mirror image of a scanned document. The left side of the original hardcopy document will appear on the right side of the imaged copy, and vice versa. Use to scan an image as if it were a negative of a photograph. Creates the image as if it was an emboss product. Remove random specks or noise from images. Sharpen images that are blurred by scanner inaccuracy. Improve the clarity of scanned images without increasing resolution Softens the image so it's better to get the source material as clean as possible Click to adjust the outline of a scanned image. Reduces blur of image from slight movement within the scanner bed Fusing tool Rotates the scanned image 90 degrees. Rotates the scanned image 270 degrees. Median filtering is useful for removing what is known as ''salt and pepper'' noise which is uncorrelated one/off noise specs on the image. Histogram Equalization attempts to flatten the histogram (i.e., distribute intensities evenly across a range), thus providing good contrast in the image. Filter for color separation to the imaging surface. This is needed for separating the output signal from solid state image sensing element into a plurality of color components Click to adjust the brightness of a scanned image. Preserve the dark pixels of an image when an image is scaled at ratios less than 1:1 (many pixels are averaged for the one displayed) 21
Button Contrast Noise Description Click to adjust the contrast of a scanned image. Click to reduce the black and white spots that can appear on scanned images. 22
Frequently asked questions (FAQs) The following frequently asked questions can help you further understand DocuScan and help troubleshoot any problems if they arise. Q: Why can t I see my scanner when I m configuring DocuScan? A: If you can t select your scanner in DocuScan, make sure that your scanner s drivers are installed on your computer. Then, ensure the cable that connects your scanner to your computer is firmly plugged in. If you still can t select your scanner in DocuScan, switch the scanner off and exit DocuScan. Then, reactivate the scanner, restart DocuScan, and return to check the Options window to see if your scanner is listed. For more details, see Configuring DocuScan on page 2. Q: When I click the Scan, why do I get a pop-up message asking me to configure my scanner settings? A: The scanner isn t properly configured or linked to your computer. For suggestions on fixing this problem, please see the previous FAQ. Q: Can I use DocuScan for a network scanner? A: No. DocuScan is only used for desktop scanners or multi-function Scanners. To set up a network scanner, contact Docupace Technologies support at 310-445-7722, ext. 2. Q: Why is DocuScan asking me to log in? A: If multiple users are capturing images from the same computer, DocuScan should be configured to ask users to log in, so the system can use the log in information to track which user scans particular documents. To log in, simply enter your imaging solution user name (ING SmartWorks user name). Q: Why isn t DocuScan accepting my user name or letting me log in? A: First, retype your user name and make sure it was entered correctly. If you re still having problems logging in, your Export subfolder may not have been correctly set up on the computer. For details, see Setting up user subfolders on page 6. Q: What resolution should I use when scanning an image? A: Docupace Technologies recommends scanning at a resolution of at least 200 dots per inch (DPI). 23
Q: When I scan an image, where does it go? A: When DocuScan is installed, it automatically creates a directory on the local computer at C:/Scanning. In C:/Scanning, an Export subfolder is automatically created to store scanned images that will be uploaded to the imaging solution. Copies of images may also be stored in a Backup folder (at C:/Scanning/Backup), which is also automatically created when you install DocuScan. Q: How can I fix a scanned image of a crooked or upside down document? A: You can use one of DocuScan s editing features to rotate pages, correct skewing, and even adjust brightness and contrast. For details, see Reviewing captured documents on page 12. Q: If I create a custom set of scan settings, is it available to other DocuScan users? A: Yes the new scan setting will be available to all DocuScan users. 24