Konica Minolta PSWORKWARE UM 00 User Manual

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PageScope

Workware Ver. 1.1

User’s Guide

Workware

Contents

1 Introduction

1.1 Welcome ........................................................................................ 1-1

1.2 Structure of This User’s Guide ....................................................1-2

Content of Each Chapter............................................................1-2

Explanation of Guide Conventions .............................................1-3

2 Features of PageScope Workware

2.1 Software Capabilities.................................................................... 2-1

3 Installation

3.1 System Requirements ..................................................................3-1

3.2 Installing the Software.................................................................. 3-3

3.3 Uninstalling the Software.............................................................3-5

For Windows XP:........................................................................3-5

For Windows 2000:.....................................................................3-5

4 Basic Operation and Setup

4.1 Starting Up and Quitting PageScope Workware ........................4-1

To start up PageScope Workware..............................................4-1

To quit PageScope Workware....................................................4-2

4.2 Main Window .................................................................................4-3

Main window toolbars.................................................................4-4

4.3 Setting the User Environment...................................................... 4-6

To display the “Setup” dialog box ...............................................4-6

“General” Tab .............................................................................4-8

“FTP” Tab .................................................................................4-10

“Launcher” Tab.........................................................................4-12

To register an application .........................................................4-13

To register e-mail message settings.........................................4-14

To register folder settings .........................................................4-16

To register FTP client settings..................................................4-18

To register SharePoint Portal Server settings ..........................4-20

To register printer settings........................................................4-22

To change the icon...................................................................4-23

To change settings registered in the launcher..........................4-24

To unregister settings in the launcher ......................................4-24

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Contents

“OCR” Tab ............................................................................... 4-25

“Watch folder” Tab ................................................................... 4-26

To change the monitored folder settings.................................. 4-30

To cancel the monitored folder settings ................................... 4-30

“E-mail” Tab ............................................................................. 4-31

4.4 Displaying the IP Address ......................................................... 4-33

4.5 Displaying the Version Information .......................................... 4-33

4.6 Importing Document Files ......................................................... 4-34

Importing a File ........................................................................ 4-34

Importing a Folder.................................................................... 4-36

4.7 Shared Folders ........................................................................... 4-37

Registering Shared Folders ..................................................... 4-37

Cancelling Shared Folders....................................................... 4-38

Registering Existing Shared Folders........................................ 4-39

Cancelling Existing Shared Folders ......................................... 4-40

4.8 Opening Folders......................................................................... 4-41

Displaying as Thumbnails ........................................................ 4-41

Displaying as Card................................................................... 4-43

Displaying as Icons.................................................................. 4-45

Displaying as a List.................................................................. 4-46

Displaying Details .................................................................... 4-47

Changing the Displayed Columns............................................ 4-49

Creating a File List................................................................... 4-50

Sorting Document Files............................................................ 4-51

Lining Up Document Files ........................................................ 4-51

4.9 Thumbnails ................................................................................. 4-52

Creating Thumbnails................................................................ 4-52

Updating Thumbnails............................................................... 4-52

Changing the Display Size of Thumbnails ............................... 4-53

Rotating Thumbnails................................................................ 4-53

To rotate all pages ................................................................... 4-53

To rotate the displayed page ................................................... 4-53

4.10 Moving Data Folders .................................................................. 4-54

5 Managing Document Files

5.1 Editing Document Files................................................................ 5-1

Adding New Folders With PageScope Workware...................... 5-1

Selecting Document Files .......................................................... 5-1

Changing the Name of a File or Folder ...................................... 5-2

Copying Folders or Document Files........................................... 5-2

Moving Folders or Document Files ............................................ 5-3

Deleting Folders or Document Files........................................... 5-3

ii PageScope Workware

Contents

5.2 Displaying the Property Dialog Box for Folders and

Document Files .............................................................................5-4

To display the “Folder Properties” dialog box of a folder............5-4

To display the “File Properties” dialog box of a document file....5-5

To display the “BinderProperty” dialog box of a binder ..............5-9

5.3 Page-Editing Functions ..............................................................5-11

Opening a Document File.........................................................5-11

Opening an Original File...........................................................5-11

Scanning Through the Pages of Document Files.....................5-12

Grouping Document Files.........................................................5-12

Grouping Files Using Menu Commands...................................5-12

Grouping Files Using a Drag-and-Drop Operation ...................5-13

Separating Document Files......................................................5-14

Separating All Pages................................................................5-14

Separating the Specified Page.................................................5-15

Binder .......................................................................................5-16

Creating Binder.........................................................................5-16

Removing a File From the Binder.............................................5-18

Rearranging the Document Files Within a Binder ....................5-19

Changing the Order of Pages ...................................................5-20

Automatically Inserting a Blank Page .......................................5-21

Specifying Headers/Footers .....................................................5-22

5.4 Changing the Link.......................................................................5-24

When there is one original file: .................................................5-24

When there are multiple original files: ......................................5-24

5.5 Updating the Document File ......................................................5-25

5.6 Creating a New Original File ......................................................5-26

5.7 Converting Files..........................................................................5-26

5.8 Managing File Versions ..............................................................5-28

5.9 Specifying Search Information ..................................................5-30

Specifying File Properties.........................................................5-30

Specifying Additional Information .............................................5-31

5.10 Exporting Data From a Document File......................................5-32

Exporting a Text File.................................................................5-32

Exporting an Image File............................................................5-34

Extracting Text for a File Content Search.................................5-35

Editing Text for a File Content Search......................................5-36

5.11 Editing and Enhancing Image Files...........................................5-37

Image Editor window ................................................................5-38

Toolbars of the Image Editor window .......................................5-40

Image Editing Operations.........................................................5-42

Updating the Image File ...........................................................5-42

PageScope Workware iii

Contents

Saving an Image File With a Different Name ........................... 5-42

Converting to the Compact PDF Format.................................. 5-43

Copying an Image File............................................................. 5-44

Cutting Out Part of the Image .................................................. 5-44

Changing the Page Order in the Image File ............................ 5-44

Displaying Pages of the Image File ......................................... 5-45

Image Enhancement Operations ............................................. 5-45

To specify despeckling............................................................. 5-45

To specify background removal ............................................... 5-45

To specify halftone removal ..................................................... 5-46

To specify bleed-through enhancement................................... 5-46

To specify automatic document enhancement ........................ 5-47

To specify automatic photo image enhancement .................... 5-47

To specify a defined photo image enhancement ..................... 5-48

To specify image enhancement ............................................... 5-50

To adjust the sharpness........................................................... 5-52

To change the number of colors .............................................. 5-53

To specify negative/positive inverting ...................................... 5-53

To specify mirror imaging (left/right flipping) ............................ 5-53

To specify embossing .............................................................. 5-53

Changing the Resolution and Image Size................................ 5-54

To specify trimming.................................................................. 5-55

Erasing an Image (Selecting an Area) ..................................... 5-56

Erasing an Image (Selecting a Section)................................... 5-57

To rotate the image.................................................................. 5-58

To specify skew adjustment ..................................................... 5-58

6 Searching for Document Files

6.1 Searching for Files ....................................................................... 6-1

6.2 Specifying the Search Conditions .............................................. 6-4

Searching Properties Information .............................................. 6-4

Searching for Text...................................................................... 6-8

6.3 Performing a Refined Search .................................................... 6-10

6.4 Displaying Search Results ........................................................ 6-11

7Printing

7.1 Printing a File List ........................................................................ 7-1

7.2 Printing Document Files .............................................................. 7-2

7.3 Printing Image Files ..................................................................... 7-3

iv PageScope Workware

Contents

8 Importing

8.1 Importing an Image From a TWAIN Device.................................8-1

Specifying the TWAIN Device ....................................................8-1

Importing an Image From a TWAIN Device................................8-2

8.2 FTP Server Function.....................................................................8-5

8.3 Importing From a Mail Server ......................................................8-5

8.4 Importing From a Monitored Folder ............................................8-5

9 Distributing Document Files

9.1 Attaching Document Files to E-Mail Messages..........................9-1

9.2 Sending Files With Launcher Folder Settings............................9-1

9.3 Sending Document Files to an FTP Server................................. 9-2

9.4 Sending Document Files to a SharePoint Portal Server ...........9-3

10 Appendix

10.1 Glossary.......................................................................................10-1

10.2 Index.............................................................................................10-3

PageScope Workware v

Contents

vi PageScope Workware

Introduction

1 Introduction

1.1 Welcome

Thank you for purchasing the PageScope Workware software.

Before using this software for the first time, be sure to read this User’s Guide carefully.

Unauthorized reproduction, translation or duplication of this document, whether in its entirety or in part, is strictly prohibited.

The content of this document is subject to change without notice.

Trademark Acknowledgements

KONICA MINOLTA, KONICA MINOLTA Logo are registered trademarks or trademarks of KONICA MINOLTA HOLDINGS, INC.

PageScope is registered trademark or trademark of KONICA MINOLTA BUSINESS TECHNOLOGIES, INC.

Microsoft®, SharePointTM, Windows® and Windows NT® are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

Adobe®, the Adobe logo and Acrobat® are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries.

ABBYY FineReader, ABBYY, and FINEREADER are trademarks of ABBYY Software Ltd.

All other product names are trademarks or registered trademarks of their respective companies.

ABBYY ABBYY FineReader - the keenest eye in OCR

This software is based in part on the work of the Independent JPEG Group.

FineReaderTM 6.0 Engine © ABBYY Software Ltd. 2002.

PageScope Workware 1-1

1.2 Structure of This User’s Guide

Content of Each Chapter

This User’s Guide has the following structure and contains the information listed below. Refer to this table to retrieve information from this guide. In addition, when searching for specific information or the answer to certain questions, use the index at the back of this User’s Guide.

Introduction

Chapter No.

1 Introduction This chapter provides information on how to use

2 Features of PageScope

3 Installation This chapter describes the installation and

4 Basic Operation and Setup This chapter provides explanations on how to

5 Managing Document Files This chapter provides descriptions of the various

6 Searching for Document

7 Printing This chapter provides descriptions on printing

8 Importing This chapter provides explanations on importing

9 Distributing Document Files This chapter contains descriptions on specifying

10 Appendix This chapter contains the following additional

Chapter Title Chapter Content

this User’s Guide.

Workware

Files

This chapter contains general information on the software functions.

uninstallation of the software.

begin using the softwa re, on the various areas of the main window, and on how to specify basic program settings.

functions for efficiently managing documents.

This chapter provides information on how to search for files by file name, modification date, properties information, text, etc.

document files and file lists.

document files into PageScope Workware.

settings in order to send document files by e-mail or transfer them to an FTP server.

information.

• Glossary

• Index



Note

For the most up-to-date information on the software, refer to the Readme file.

1-2 PageScope Workware

Introduction

Explanation of Guide Conventions

The various marks and text formats used in this User’s Guide to indicate various circumstances are explained below.

[Menu] The name of a key on the computer keyboard, a button in a

software dialog box, an icon or a menu is written as shown.

Text formatted as shown here indicates a single action that is to be performed. (It is not followed by additional steps.)

1 Text formatted as shown here

indicates the first step of a sequence of actions.

2 Text formatted as shown here

indicates the second step of the sequence of actions. (Subsequent steps are also formatted as shown here.)

Text formatted in this style provides additional assistance for the

step.

§ Text formatted in this style describes the action that will ensure the

desired results are achieved.

Here you can see a corresponding screenshot.



This is a helpful tip.

Text highlighted in this manner contains useful information and handy tips for easy operation of the software.

PageScope Workware 1-3

Introduction

1-4 PageScope Workware

Features of PageScope Workware

2 Features of PageScope Workware

This chapter provides information on the various features of PageScope Workware.

2.1 Software Capabilities

PageScope Workware allows you to do the following:

G Convert files of various formats to PDF files so that they can be

efficiently used.

G Create thumbnails of each document file in order to facilitate

identifying them.

G Easily search document files by their contents and additional specified

information.

G Combine multiple document files for filing and enable them to be used

as a binder.

G Group multiple files to create a single document file.

G Apply headers and footers to document files.

G Link the original file to the document file and manage it, and update the

document file from the original file.

G Create TIFF files from PDF files that are not linked to an original file to

make original files.

G Output text and image files from document files.

G If the linked original file is an image file, that image file can be opened

in Image Editor, where various image enhancements or image processing operations can be performed.

G Convert image files to the compact PDF file format, which has a

smaller file size.

G Import images from TWAIN devices, and then manage the files.

G Automatically import files registered in a specific Windows folder as

well as specify that certain processes (such as image enhancement) be performed when the file is imported.

G Periodically check for incoming e-mail messages and import text from

the e-mail message and attached document.

G Specify a folder as shared.

G Obtain FTP server functionality.

(The FTP server function of PageScope Workware only allows files to be received from KONICA MINOLTA multifunctional products using limited FTP commands.)

PageScope Workware 2-1

Features of PageScope Workware

G Create e-mail messages with document files attached.

G Send document files to an FTP server or SharePoint Portal Server

2001.

G Distribute document files and thumbnail images to the specified folder.

2-2 PageScope Workware

Installation

3 Installation

This chapter provides procedures on the installation and uninstallation of the software.

3.1 System Requirements

The following operating environment is required in order to use PageScope Workware.

Operating System Windows 2000 Professional (SP2), Windows XP Home Edition,

Memory Windows 2000 Professional: 128MB (192MB or higher is

CPU Pentium®III 1GHz or higher is recomended

Web Browser Internet Explorer 5.5 or later

Hard Disk Free Space 800 MB

Monitor Resolution 1024

Network TCP/IP protocol

Reguired Applications Adobe® Acrobat® 7.0

• Acrobat 7.0 must be installed on the computer.

and Windows XP Professional

recomended) Windows XP Home Edition/Windows XP Professional: 192MB (256MB or higher is recomended)

× 768 pixels or higher, High Color (16 bit)



Note

If the operating system and network settings are not completely specified, PageScope Workware cannot be installed or it will not work correctly. The full length of the path name for document files must not exceed 200 characters. Example:

C:\Program Files\KONICA MINOLTA\PageScope Workware\abcde.bmp

= 60 letters

40 50 60

PageScope Workware 3-1

Installation



Note

PageScope Workware creates a driver called “PageScope Workware” in the Printers folder. This driver is required in order for PageScope Workware to operate. Do not delete this driver.

If Acrobat 7.0 is installed, check that the Adobe PDF driver was created in the Printers folder. If it was not created, an error will occur when applications are registered.

3-2 PageScope Workware

Installation

3.2 Installing the Software



Note

Unexpected data loss can be prevented. Before running the PageScope Workware installer, close all open files and exit all applications.

If Windows 2000 or XP is being used, log on as a user with Administrator privileges before installing the software.

1 Insert the CD-ROM into the CD-ROM drive.

The installer starts up automatically.



Note

If Acrobat 7.0 is not installed, click [Acrobat 7.0 Standard]. Follow the instructions that appear to install Acrobat. The serial code can be found attached to the back of the CD-ROM case.

2 Click [PageScope Workware Ver.1.1] in the installer dialog box to

install PageScope Workware.

3 Follow the instructions in the dialog box to continue the installation.

4 When the License Agreement appears, read it carefully.

H Click the [Yes] button to accept the terms and conditions of the

license agreement.

5 When the dialog box for entering the user information appears, type

the necessary information into the User Name, Company Name and

Serial Number boxes.

H The serial number can be found on a label affixed to the back of

the CD case.

6 Follow the instructions in the dialog box to continue the installation.

H To change the Drive or folder where the software is to be installed,

click the [Browse] button in the “Choose Destination Location” dialog box, and then select the destination folder.

H To change the Programs folder where the program icon will be

added, type in or select the name of the folder in the “Select Programs Folder” dialog box.

PageScope Workware 3-3

Installation

7 Follow the instructions in the dialog box to complete the installation.

This completes the installation of PageScope Workware.

3-4 PageScope Workware

Installation

3.3 Uninstalling the Software

For Windows XP:

1 Click the [start] button in the taskbar, and then click [Control Panel].

2 In the Control Panel window, double-click the [Add or Remove

Programs] icon.

3 Select “PageScope Workware 1.1” from the list.

4 Click the [Change/Remove] button.

5 Follow the instructions in the dialog box to complete the uninstallation.

For Windows 2000:

1 Click the [Start] button in the taskbar, point to [Settings], and then click

[Control Panel].

2 In the Control Panel window, double-click the [Add/Remove

Programs] icon.

3 Select “PageScope Workware 1.1” from the list.

4 Click the [Change/Remove] button.

5 When the message appears, requesting confirmation for deleting the

file, click the [OK] button.

6 Follow the instructions in the dialog box to complete the uninstallation.



Note

During uninstallation, folders that contain edited files and folders created after the installation of PageScope Workware are not deleted. Delete these folders manually if necessary.

PageScope Workware 3-5

Installation

3-6 PageScope Workware

Basic Operation and Setup

4 Basic Operation and Setup

This chapter provides explanations on the various areas of the main window and on how to specify basic program settings.

4.1 Starting Up and Quitting PageScope Workware

To start up PageScope Workware

Double-click the [PageScope Workware 1.1] icon on the desktop. or

1 Click the [Start] button, and then point to [All Programs].

H On Windows 2000: Click the [Start] button, point to [Programs].

2 Point to [KONICA MINOLTA], then [PageScope Workware 1.1], and

then click [PageScope Workware].

The main window of PageScope Workware appears.

PageScope Workware 4-1

Basic Operation and Setup

To quit PageScope Workware

§ Either click [Exit] on the [File] menu or click [x] in the title bar of the

main window.

4-2 PageScope Workware

Basic Operation and Setup

4.2 Main Window

3 5 4

No. Element Name

1 menu bar

2 toolbar

3 Folder area

4 File area

5 launcher

PageScope Workware 4-3

Basic Operation and Setup

Main window toolbars

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

16 17 18 19 20 21 22 23 24 25 26

No. Element Name Description

1 Undo Click this button to undo the last operation that was

2 Redo Click this button to redo the operation that was undone.

3 Up to folder Click this button to display the folder that contains the

4 Search Click this button to search for a document file based on

5 Folder Tree Click this button to display Folder area in the main

6 Print Click this button to print the document file.

7 Acquire Click this button to scan an image with a TWAIN

8 Import file Click this button to import a file.

9 Icon Click this button to display the contents of File area as

10 List Click this button to display the contents of File area as

11 Card Click this button to display the contents of File area as

12 Details Click this button to display the details of the contents of

13 Thumbnails Click this button to display the contents of File area as

14 Text Search Results Click this button to display the search results from the

15 Sort in File area Click this button to specify the sort order and sort the

16 Open PDF Click this button to open the document file.

performed. Depending on the operation being performed, it may not be possible to undo it.

one currently displayed.

the search criteria.

window.

device.

icons.

a list.

cards.

File area.

thumbnails.

file content search.

document files in page B.

4-4 PageScope Workware

Basic Operation and Setup

No. Element Name Description

17 Open Original Click this button to open the original file for the

18 Bind Click this button to combine multiple document files into

19 Unbind all pages Click this button to separate the multi-page document

20 Insert blank page Click this button to insert a blank page into the

21 90 (Right) Click this button to rotate the thumbnail of the

22 Add Page number/

Header/Footer

23 Cut Click this button to cut folders and document files.

24 Copy Click this button to copy folders and document files.

25 Paste Click this button to paste folders and document files.

26 Delete Click this button to delete folders and document files.

document file.

a single document file.

file into its individual pages.

document file.

document file 90 degrees clockwise.

Click this button to apply headers and footers to document files.

PageScope Workware 4-5

4.3 Setting the User Environment

Various user settings for PageScope Workware can be specified from the “Setup” dialog box.

To display the “Setup” dialog box

§ On the [File] menu, click [Setup].

The “Setup” dialog box appears.

Basic Operation and Setup

The “Setup” dialog box contains the following tabs.

G “General” tab:

Contains settings for importing files and specifying the colors of the main window.

G “FTP” tab:

Contains FTP server settings.

G “Launcher” tab:

Allows applications, printers, etc. to be registered for automatic startup.

G “OCR” tab:

Contains settings for specifying the character recognition language

4-6 PageScope Workware

Basic Operation and Setup

G “Watch folder” tab:

Contains settings for automatically transferring files from a specific folder to a different folder.

G “E-mail” tab:

Contains settings for the e-mail address that is periodically checked for incoming messages.

When any setting is changed, the [Apply] button becomes available. Clicking the [Apply] button saves the changes made to the settings. Clicking the [OK] button saves the changes made to the settings and closes the “Setup” dialog box. Clicking the [Cancel] button cancels the changes made to the settings and closes the “Setup” dialog box.

PageScope Workware 4-7

Basic Operation and Setup

“General” Tab

Contains settings for importing files and specifying the colors of the main window.

1 Specify the settings for importing files. In the Import files group box,

select either the PDF and original files or Only PDF file check box.

H To link the original file to the PDF file imported into PageScope

Workware, select the PDF and original files check box.

H To import only PDF files into PageScope Workware, select the

Only PDF file check box.

H To convert image files to the compact PDF format before importing

them into PageScope Workware, select the Use CompactPDF for

Images check box.

H To extract the text for a file content search at the same time that a

file is registered, select the Create Data for full text search check box.

4-8 PageScope Workware

Basic Operation and Setup

2 Specify the appropriate settings for the Trash folder.

H To automatically delete document files from the Trash folder when

PageScope Workware is closed, select the Empty when exiting check box.

H To display a message confirming that document files be deleted

from the Trash folder when PageScope Workware is closed, select the Display confirmation dialog check box.

3 Specify the colors of the main window. In the Color setting group box,

select the color of Folder area from the Folder area background box, and select the color of File area from the File area background box.

H Click the Folder area background or File area background box

to display the “Color” dialog box, and then specify the desired color. In addition, the text color can be set for each area.

H To set the Folder area and File area to the Windows color, select

the Windows setting color check box.

4 Specify the folder that appears first when the program is started up. To

display the folder used in the previous session the next time that PageScope Workware is started up, select ON in the Remember last

working folder group box. To display the PageScope Workware

folder tree selected the next time that PageScope Workware is started up, select OFF in the Remember last working folder group box.

5 Specify the position where files are added to binder. To add files at the

beginning of binder, select the Top check box in the Binding order

when adding file(s) to Binder group box. To add files at the end of

binder, select the Last check box.

6 Click the [OK] button.

The settings are applied.

PageScope Workware 4-9

Basic Operation and Setup

“FTP” Tab

PageScope Workware can function as an FTP server. Therefore, it can import data from KONICA MINOLTA multifunctional products.

The settings in the TCP port and FTP data transfer boxes can be changed only from the device. The default TCP port setting is “21”, and the default FTP data transfer port setting is “1098”.

1 In the FTP User group box, specify the settings for the user permitted

to log on. Only the user specified here will be permitted to log on.

H To log on as Anonymous, select the Anonymous check box. H To specify a user, type the user login name in the User name box,

and then type the user login password in the Password box.

4-10 PageScope Workware

Basic Operation and Setup

2 Specify the appropriate settings for the FTP server function.

H To enable the FTP server when PageScope Workware is started

up, select the Launch FTP server at starting up check box. After selecting the check box, PageScope Workware must be restarted in order for the FTP server to be started.

H To create an image (TIFF file) as an original file when a PDF file is

received with the FTP server function, select the Create Original

if received file is PDF check box.

3 Click the [OK] button.

The settings are registered.

PageScope Workware 4-11

Basic Operation and Setup

“Launcher” Tab

With PageScope Workware, various applications, e-mail transmission settings, folder settings, FTP client settings, SharePoint Portal Server settings, and printer settings can registered in the launcher. Registered settings appear in the launcher as icons.



Tip

This tab can also be displayed by right-clicking in the launcher of the main window, then clicking [Launcher Setup].

4-12 PageScope Workware

Basic Operation and Setup

To register an application

1 Select “Application” from the list box at the left, and then click the [Add]

button.

The “Open” dialog box appears.

2 Select the application to be registered, and then click the [Open]

button.

The selected application appears in the list box at the right.

3 Click the [OK] button.

The icon of the registered application appears in the launcher.

PageScope Workware 4-13

Basic Operation and Setup

To register e-mail message settings

1 Select “Email” from the list box at the left, and then click the [Add]

button.

The “E-mail Setting” dialog box appears.

2 In the Setting names box, specify a name.

3 Specify the e-mail message settings that you wish to register.

H Type in the desired recipient (To:), carbon copy recipient (Cc:),

blind carbon copy recipient (Bcc:) and text (no more than 500 characters) of the e-mail message.

4 Click the [OK] button.

The name of the recipient for the specified e-mail message transmission settings appears in the list box at the right.

5 Click the [OK] button.

An icon for the registered e-mail message transmission settings appears in the launcher.

4-14 PageScope Workware

Basic Operation and Setup



Tip

The name specified in the Setting names box appears as the ToolTip for the launcher icon.

If a file is dragged and dropped onto the icon for the e-mail message settings in the main window, the application set as the computer's default e-mail application starts up. In addition, if the specified e-mail application is MAPI-compatible, a new e-mail message is created using the information (recipient, text, etc.) specified in the e-mail message settings and with the dropped file as an attachment.

PageScope Workware 4-15

Basic Operation and Setup

To register folder settings

1 Select “Folder” from the list box at the left, and then click the [Add]

button.

The “Folder Settings” dialog box appears.

2 In the Setting Name box, specify a name.

3 In the Destination folders group box, select the check box for the

type of file to be sent, and then specify the destination for the file.

H To copy the document file selected from File area into the specified

folder, select the PDF File check box. To specify the folder, click the [Browse] button, and then select the folder.

H To extract text from the document file selected in File area and

save it to the specified folder, select the Text file check box. To specify the folder, click the [Browse] button, and then select the folder.

H To save the thumbnail image of the document file selected from

File area into the specified folder, select the Thumbnail Image of

PDF check box. In the Width and Height boxes, specify the size

of the thumbnail image. To specify the folder, click the [Browse] button, and then select the folder.

4-16 PageScope Workware

Basic Operation and Setup

H To create a TIFF file of the document file selected from File area

and save it in the specified folder, select the TIFF Image of PDF check box. To specify the folder, click the [Browse] button, and then select the folder.



Tip

A maximum of 240 can be specified in the Width and Height boxes. In addition, the image is saved as a JPEG file.

4 Click the [OK] button.

The name of the specified folder settings appears in the list box at the right.

5 Click the [OK] button.

An icon for the registered folder settings appears in the launcher.



Tip

The name specified in the Setting Name box appears as the ToolTip for the launcher icon.

PageScope Workware 4-17

Basic Operation and Setup

To register FTP client settings

1 Select “FTP” from the list box at the left, and then click the [Add]

button.

The “FTP Setting” dialog box appears.

2 In the Setting Name box, specify a name.

3 Specify the FTP client settings that you wish to register.

H In the FTP Server Name box, type the IP address of the FTP

server.

H In the Directory box, type the name of the folder where the

document file will be saved.

H In the FTP User group box, specify the settings for the user

permitted to log on. To log on as Anonymous, select the

Anonymous check box. To specify a user, type the user name in

the User Name box, and then type the user password in the

Password box.

4 Click the [OK] button.

The name of the specified FTP client settings appears in the list box at the right.

5 Click the [OK] button.

An icon for the registered FTP client settings appears in the launcher.

4-18 PageScope Workware

Basic Operation and Setup



Tip

The name specified in the Setting Name box appears as the ToolTip for the launcher icon.

PageScope Workware 4-19

Basic Operation and Setup

To register SharePoint Portal Server settings

1 Select “SharePoint Portal Server” from the list box at the left, and then

click the [Add] button.

The “SharePoint Portal Server Settings” dialog box appears.

2 In the Setting Name box, specify a name.

3 Specify the SharePoint Portal Server settings that you wish to register.

H In the Server Address box, type the URL of the SharePoint Portal

Server.

H In the Username box, type the name of the user permitted to log

on. In the Password box, type the password for the user.

H To specify the profile for the document file selected in the File area

and dragged to the SharePoint Portal Server icon, select the Edit

document profile when registering check box.



Note

In the Server Address box, specify the following: Example: http://<server_name>/<workspace_name>/Document/ Test

4-20 PageScope Workware

Basic Operation and Setup

4 In the Status group box, specify the attributes for the document file.

H Select either Check Out or Check In. If Check In was selected,

select the Published after checking in check box, if desired.

H In the Comment box, specify a comment.

5 Click the [OK] button.

The name of the specified SharePoint Portal Server settings appears in the list box at the right.

6 Click the [OK] button.

An icon for the registered SharePoint Portal Server settings appears in the launcher.



Tip

The name specified in the Setting Name box appears as the ToolTip for the launcher icon.



Note

In order to send a file to a SharePoint Portal Server, the SharePoint Portal Server client component must be installed. Only a SharePoint Portal Server 2001 is compatible. Files cannot be sent to a SharePoint Portal Server 2003. Contact the server administrator for the server address and user information.

PageScope Workware 4-21

Basic Operation and Setup

To register printer settings

1 Select “Printer” from the list box at the left, and then click the [Add]

button.

The “Print Setup” dialog box appears.

2 Select a printer, and then specify the necessary settings.

3 Click the [OK] button to close the “Print Setup” dialog box.

The name of the specified printer settings appears in the list box at the right.

4 Click the [OK] button.

The icon of the registered printer settings appears in the launcher.

4-22 PageScope Workware

Basic Operation and Setup

To change the icon

The printer icon displayed in the launcher can be changed.

1 In the list box at the right, select the item whose icon is to be changed,

and then click the [Change Icon] button.

The “Change Icon” dialog box appears.

2 Select the desired icon.

H To add a new icon, click the [Add] button, and then add the new

icon from the “Open” dialog box that appeared.

H To delete a printer icon, select the printer icon, and then click the

[Delete] button.

3 Click the [OK] button.

PageScope Workware 4-23

Basic Operation and Setup

To change settings registered in the launcher

Follow the procedure described below to change any settings for an application, e-mail message, folder, FTP client, SharePoint Portal Server, or printer currently registered in the launcher.

1 In the list box at the right, select the item whose settings are to be

changed, and then click the [Edit] button.

2 Change the settings as necessary. For details on changing the

settings, refer to the procedure describing the registration of that particular item.

H To register an application H To register e-mail message settings H To register folder settings H To register FTP client settings H To register SharePoint Portal Server settings H To register printer settings

To unregister settings in the launcher

Follow the procedure described below to unregister the settings for an application, e-mail message, folder, FTP client, SharePoint Portal Server, or printer currently registered in the launcher.

1 In the list box at the right, select the item whose settings are to be

unregistered, and then click the [Delete] button.

2 Click the [OK] button.

4-24 PageScope Workware

Basic Operation and Setup

“OCR” Tab

With PageScope Workware, text can be extracted from image files using the OCR conversion function.

1 Select either Standard OCR engine or External OCR engine

(WinReader Pro).

H If Standard OCR engine was selected, select Japanese,

English, or OS Language as the recognition language.

2 Click the [OK] button.



Note

External OCR engine (WinReader Pro) can be selected only if

WinReader Pro is installed on the computer. Only WinReader Pro ver. 9 is compatible.

PageScope Workware 4-25

Basic Operation and Setup

“Watch folder” Tab

With PageScope Workware, automatically import files registered in a specific Windows folder as well as specify that certain processes (such as image enhancement) be performed when the file is imported.

4-26 PageScope Workware

Basic Operation and Setup

1 Click the [Add] button.

The “Watch folder” dialog box appears.

2 Click the [Browse] button beside the Target folder box, and then

specify the folder to be monitored.

H If PageScope ScanDirect is installed on the computer, the

[ScanDirect] button appears. Click the [ScanDirect] button to display a list of folders set as destination folders for PageScope ScanDirect.



Tip

By selecting one of the set folders, scan files from KONICA MINOLTA multifunctional products and imported with PageScope ScanDirect can easily be registered in PageScope Workware.

PageScope Workware 4-27

Basic Operation and Setup

3 Click the [Browse] button beside the Destination folder box, and then

specify the folder where the files will be transferred.



Note

Only folders in Folder area can be specified as a destination folder.

A folder specified as a folder to be monitored cannot be specified as a folder where files are transferred to.

4 In the Check Interval box, specify the interval (in seconds) that the

folder is checked.

5 A process can be specified to be automatically performed before the

file is transferred. In the Processing group box, select the process that should be performed.

H Select the Auto deskew check box to automatically adjust the

skewing of image files.

H Select the Auto orientation check box to automatically orient the

image files.

H Select the Auto Enhancement of Document Image check box to

automatically enhance image files.

H Select the Extract text for full text search check box to extract

the text for a file content search.

H Select the Trimming check box to trim the files as specified. Click

the [Properties] button to display a dialog box that allows you to specify the trimming size. Specify the desired settings in the Paper

Size boxes, and then click the [OK] button.

H Select the Print check box to print the file after it is transferred.

Click the [Properties] button to display a dialog box that allows you to specify the print settings. Specify the desired settings, and then click the [OK] button.

H To separate a multi-page file into its individual pages and import it,

select the Save as single page TIFF if the file is multipage TIFF check box.

6 Click the [OK] button.

The settings are registered, and the folder appears in the list of monitored folders.

7 Click the [OK] button.

4-28 PageScope Workware

Basic Operation and Setup



Note

If the Trimming check box is selected, trimming cannot be performed if the resolution of the image file cannot be obtained.

If a file with the same name already exists in the destination folder when a file is transferred to it from the monitored folder, the new file is saved with a different name so that the old file is not overwritten. For example, if a file titled “MyPic” already exists in the destination folder when a new file titled “MyPic” is transferred to it, the new file is saved as “MyPic(2)”.

If multiple processes are to be performed, they are performed in the order that they appear in the list.

With the Auto Deskew, Auto orientation, Auto Enhancement of Document Image, and Trimming processes, the image after processing replaces the original image and the file is moved to the destination folder.

If the Save as single page TIFF if the file is multipage TIFF check box is selected, each file is titled “file_name_x” (where “x” is the page number).

PageScope Workware 4-29

Basic Operation and Setup

To change the monitored folder settings

Follow the procedure described below to change the monitored folder settings that are currently registered.

1 From the list of monitored folders, select the folder whose settings are

to be changed, and then click the [Edit] button.

2 Change the settings as desired.

3 Click the [OK] button.

The settings are changed, and the folder appears in the list of monitored folders.

4 Click the [OK] button.

To cancel the monitored folder settings

Follow the procedure described below to cancel the monitored folder settings that are currently registered.

1 From the list of monitored folders, select the folder whose settings are

to be cancelled, and then click the [Delete] button.

2 Click the [Yes] button.

The settings are registered, and the folder is removed from the list of monitored folders.

3 Click the [OK] button.

4-30 PageScope Workware

Basic Operation and Setup

“E-mail” Tab

PageScope Workware can periodically check for incoming e-mail messages and import the e-mail message text or the attached file. The email message text and the attached file are each converted to PDF files, the two are combined to create a binder file with the date of the e-mail message as the file name, and then the file is imported into the Email folder. With this tab, various settings, such as those for the e-mail account, can be specified.

1 In the POP Server Address box, type the IP address of the POP

server.

2 In the Account Name box, type the account name for the POP server.

3 In the Password box, type the password for logging into the POP

server.

4 In the Interval box, type the interval (in minutes) that the e-mail

account is checked for incoming messages.

PageScope Workware 4-31

Basic Operation and Setup

5 Specify the appropriate settings for e-mail.

H To leave a copy of received e-mail messages on the mail server,

select the Leave a copy of mail on Server check box.

H To specify the time period (in days) that received e-mail messages

are left on the mail server, select the Delete from Server after x

Days check box. Type in the number of days to specify the time

period.

6 Click the [OK] button.



Note

With e-mail sent in the HTML format, the text is blank.

4-32 PageScope Workware

Basic Operation and Setup

4.4 Displaying the IP Address

Follow the procedure described below to view the IP address of your computer.

1 On the [Tools] menu, click [Display IP Address].

The “IP Address” dialog box appears.

2 Click the [OK] button.



Note

When scanning a file and sending it from a KONICA MINOLTA multifunctional product to the FTP server for PageScope Workware, specify this address as the recipient’s IP address.

4.5 Displaying the Version Information

Follow the procedure described below to view the version information and serial number used during the installation of PageScope Workware.

1 On the [Help] menu, click [About PageScope Workware].

The “About PageScope Workware” dialog box appears.

2 Click the [OK] button.

PageScope Workware 4-33

4.6 Importing Document Files

Files saved on the computer can be imported into PageScope Workware as document files.

Importing a File

Follow the procedure described below to import a single file into PageScope Workware.

1 In Folder area, select the folder that contains the document file to be

imported.

2 On the [File] menu, point to [Import], and then click [Files]. Otherwise,

click [Import Files] on the menu that appears after right-clicking the selected folder.

The “Open” dialog box appears.

Basic Operation and Setup

3 Select the file to be imported.

4 Click the [Open] button.

The selected file is converted to a PDF file, then imported into Folder area.

4-34 PageScope Workware

Basic Operation and Setup



Note

Multiple files can be specified and imported at the same time. To specify multiple files, hold down the [Ctrl] key while clicking each file.

Files with the following extensions can be registered in PageScope Workware. DOC (Word), RTF (Word), XLS (Excel), PPT (PowerPoint), JTD (Ichitaro), PDF, TXT, JPG, J2K, BMP, EPS, PSD, PIC, TIF, HTM, PNG

PageScope Workware 4-35

Basic Operation and Setup

Importing a Folder

Follow the procedure described below to import multiple files from a folder into PageScope Workware.

1 In Folder area, select the folder that contains the folder to be imported.

2 On the [File] menu, point to [Import], and then click [Folders].

The “Browse for Folder” dialog box appears.

3 Select the folder to be imported.

4 Click the [OK] button.

The selected folder is imported into PageScope Workware with the same name and displayed in Folder area. In addition, the files within the folder are converted to PDF files and imported.



Note

If the folder to be imported contains subfolders, the files in the subfolders that can be imported into PageScope Workware are also imported.

4-36 PageScope Workware

Basic Operation and Setup

4.7 Shared Folders

With PageScope Workware, shared folders can be registered in Folder area.

Registering Shared Folders

Follow the procedure described below to register a shared folder in Folder area.

1 On the [File] menu, point to [Shared Folder], and then click [Create

Shared Folder].

The “Create Shared Folder” dialog box appears.

2 In the Share Name, Machine, and Path boxes, specify the

appropriate settings.

H If the [...] button beside the Machine box is clicked, the “Browse for

Shared Folder” dialog box appears, allowing a machine to be selected.

H If the [...] button beside the Path box is clicked, the “Browse for

Folder” dialog box appears, allowing a path to be selected.

H If the [Permissions] button is clicked, a dialog for specifying access

permissions appears. Specify the access permissions for users to be sharing this folder.

3 Click the [OK] button.

The selected shared folder is registered in Folder area.

PageScope Workware 4-37

Basic Operation and Setup

Cancelling Shared Folders

Follow the procedure described below to cancel the registration of a shared folder registered in Folder area by clicking [Create Shared Folder].

1 In Folder area, select the shared folder.

2 On the [File] menu, point to [Shared Folder], and then click [Remove

Sharing].

The selected shared folder is cancelled from Folder area.

4-38 PageScope Workware

Basic Operation and Setup

Registering Existing Shared Folders

Follow the procedure described below to register an existing shared folder in Folder area.

1 On the [File] menu, point to [Shared Folder], and then click [Add

Shared Folder].

The “Browse for Shared Folder” dialog box appears.

2 Select the folder to be added.



Note

The permissions for the folder to be added must have been set to allow access by the user logged onto the computer using their corresponding password.

3 Click the [OK] button.

The selected shared folder is registered to Folder area.

PageScope Workware 4-39

Basic Operation and Setup

Cancelling Existing Shared Folders

Follow the procedure described below to cancel the registration of a shared folder registered in Folder area by clicking [Add Shared Folder].

1 In Folder area, select the shared folder.

2 On the [File] menu, point to [Shared Folder], and then click [Remove

Shared Folder].

The selected shared folder is cancelled from Folder area.

4-40 PageScope Workware

Basic Operation and Setup

4.8 Opening Folders

Click a folder in Folder area to display in File area all document files contained within the folder. In addition, the way that File area is displayed can be changed depending on the desired use.



Note

Subfolders do not appear in File area.

Displaying as Thumbnails

With the thumbnail view, the contents of the document files in the folders are displayed as small images. The thumbnails can be arranged in any orientation.

1 In Folder area, select a folder.

2 On the [View] menu or on the menu that appears after right-clicking in

File area, click [Thumbnails].

Thumbnails of all document files in the selected folder are displayed in File area.

1 25

PageScope Workware 4-41

Basic Operation and Setup

No. Element Name Description

1 previous page arrow Click this arrow to display the page before the currently

2 next page arrow Click this arrow to display the page after the currently

3 file name The name of the file is indicated. (For a binder, the

4 number of page The following is displayed: (the number of the currently

5 icon If the file is linked to the original file, the icon for the

displayed page. If the first page is displayed, this arrow does not appear.

displayed page. If the last page is displayed, this arrow does not appear.

name of the binder is indicated.)

displayed page)/(the total number of pages).

application that created the original file is displayed.

4-42 PageScope Workware

Basic Operation and Setup

Displaying as Card

With the card view, the thumbnail and properties information for the document files within the folder are displayed.

1 In Folder area, select a folder.

2 On the [View] menu or on the menu that appears after right-clicking in

File area, click [Card].

The thumbnail and properties information for the document files within the selected folder are displayed.

12 53 4 6

No. Element Name Description

1 thumbnail Double-click the thumbnail to open the PDF file.

2 previous page/file arrow Click this arrow to display the page/file before the

currently displayed page/file. The page/file display is changed with the Page/File display selector.

PageScope Workware 4-43

Basic Operation and Setup

No. Element Name Description

3 number of page/file The following is displayed: (the number of the currently

4 next page/file arrow Click this arrow to display the page/file after the

5 Page/File display

selector

6 properties information The properties information is displayed.

7 properties information Properties information is displayed. This information

displayed page)/(the total number of pages) or (the position of the currently displayed file)/(the total number of files). The page/file display is changed with the Page/File display selector.

currently displayed page/file. The page/file display is changed with the Page/File display selector.

Select “Pages” or “Files” to display by pages or files. Switches between displaying the number of pages in the displayed file or the position of the currently displayed file.

can be edited.

4-44 PageScope Workware

Basic Operation and Setup

Displaying as Icons

With the icon view, the document files in the folder are displayed as icons. The icon for the application that created the original file is displayed.

1 In Folder area, select a folder.

2 On the [View] menu or on the menu that appears after right-clicking in

File area, click [Icons].

The document files in the folder are displayed as icons.

PageScope Workware 4-45

Basic Operation and Setup

Displaying as a List

With the list view, the document files in the folder are displayed as a list.

1 In Folder area, select a folder.

2 On the [View] menu or on the menu that appears after right-clicking in

File area, click [List].

The document files in the folder are displayed as a list.

4-46 PageScope Workware

Basic Operation and Setup

Displaying Details

With the details view, the list of document files in the folder are displayed with their detailed information.

1 In Folder area, select a folder.

2 On the [View] menu or on the menu that appears after right-clicking in

File area, click [Details].

The list of document files in the folder are displayed with their detailed information.

With the details view, the following information is displayed for the document files.

Item Description

Name The name of the document file and icon are indicated.

Modified Date and Time The date when the file was last modified is indicated.

Size The data size (KB) of the file is indicated.

Total Page Number The number of pages in the file is indicated.

Title The title specified for the file is indicated.

Author The author of the file is indicated.

Keyword The keyword specified for the file is indicated.

Creator The application of the file is indicated.

Subject The subject specified for the file is indicated.

PageScope Workware 4-47

Basic Operation and Setup

Item Description

Created Date and Time The creation date and time for the file are indicated.

Accessed Date and Time The access date and time for the file are indicated.

Original modified date and time

Comment The comment specified for the file is indicated.

Importance The priority specified for the file is indicated.

Modification Progress The modification progress specified for the file is indicated.

Deadline The deadline specified for the file is indicated.

Path The directory containing the file is indicated.

Text Whether or not text has been extracted for a file content search

The modification date and time for the original file are indicated.

is indicated.

4-48 PageScope Workware

Basic Operation and Setup

Changing the Displayed Columns

If File area is displayed in the details view, the document file information that is displayed can be changed.

§ On the [View] menu, click [Choose Details].

The “Choose Columns” dialog box appears.

No. Item Description

1 list of column items The column items that can be displayed in the details

2 [Upper] button Click this button to move the selected item up one

3 [Lower] button Click this button to move the selected item down one

view are listed. Select the check box of the items to be displayed in the details view.

position in the list. After the [OK] button is clicked, the corresponding column is moved one position to the left in the details view.

position in the list. After the [OK] button is clicked, the corresponding column is moved one position to the right in the details view.

PageScope Workware 4-49

Basic Operation and Setup

Creating a File List

With PageScope Workware, the information displayed in the details view can be saved as a file in the CSV format.

1 On the [Tools] menu, click [Create File List].

The “Choose Columns” dialog box appears.

2 Select the check boxes for the items to be included.

3 Click the [Upper] and [Lower] buttons to adjust the order that the

columns are displayed in.

4 Click the [OK] button.

The “Save As” dialog box appears.

5 Specify the location where the file is saved and the file name that the

file is saved as, and then click the [Save] button.

The file list is saved in the CSV file format.



Note

The path to the applicable folder is automatically added as the last line of the saved file.

4-50 PageScope Workware

Basic Operation and Setup

Sorting Document Files

The files and binders displayed in the File area can be sorted. The files and binders can be sorted by name, date or size in ascending or descending order.

Perform the operation described below to sort the files and binders in the desired order.

§ Click [Sort] on the [View] menu or on the menu that appears after right-

clicking in File area, and then select how the files and binders are to be sorted.

The files and binders are sorted in the specified order.

Lining Up Document Files

When thumbnails are displayed in File area, the document files, which may be arranged in any orientation, can easily be lined up.

Perform the operation described below to line up the document files and subfolders.

§ On the [View] menu, click [Auto Line Up].

The document files and subfolders are lined up.



Note

When [Auto Line Up] is clicked, a check mark appears beside it. [Auto Line Up] is applied until it is clicked again and the check mark disappears. While there is a check mark beside [Auto Line Up], the thumbnails cannot be arranged as desired.

PageScope Workware 4-51

4.9 Thumbnails

The contents of all document files in the folder selected in Folder area can be displayed as small images in PageScope Workware. (For more details, refer to

Creating Thumbnails

Thumbnails are automatically created when the contents of a folder selected in Folder area are displayed in File area.

“Displaying as Thumbnails” on page 4-41



Note

Depending on the contents of the file, some thumbnails may not be displayed correctly. The thumbnail of a PDF file with security settings specified, such as password protection, appear as shown below.

Basic Operation and Setup

Updating Thumbnails

PageScope Workware automatically updates the thumbnail when it detects that the file has been changed. However, depending on the order in which thumbnails are created, it may take some time until the thumbnail of the desired file is updated.

Follow the procedure described below to update a thumbnail.

1 Select the thumbnail that you wish to update.

2 On the [Document] menu, click [Create Thumbnail].

The thumbnail is updated.

4-52 PageScope Workware

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Changing the Display Size of Thumbnails

The thumbnails can be displayed in one of three sizes.

Follow the procedure described below to change the display size of the thumbnail.

1 Select File area, where the thumbnails whose size you wish change

are displayed.

2 On the [View] menu or on the menu that appears after right-clicking the

File area, point to [Thumbnail Size], and then click the desired thumbnail size ([Large], [Normal] or [Small]).

Rotating Thumbnails

Thumbnails displayed in File area can be rotated.



Note

The original file linked to the document file is not rotated.

To rotate all pages

1 Select the thumbnail(s) of the file(s) that you wish to rotate.

H When rotating a document file in a binder, display the document

file that you wish to rotate. For details, refer to

page 5-16

“Binder” on

2 On the [Document] menu or on the menu that appears after right-

clicking the selected thumbnail, point to [Rotate All Page], and then click the command for the desired rotation angle.

The thumbnails are rotated.

To rotate the displayed page

1 Select a file, and then display the page to be rotated.

2 On the [Document] menu or on the menu that appears after right-

clicking the selected thumbnail, point to [Rotate Current Page], and then click the command for the desired rotation angle.

The thumbnail for the displayed page is rotated.

PageScope Workware 4-53

4.10 Moving Data Folders

By using PageScope Workware, the data folder to be used can be moved to the specified drive or folder.

1 On the [Tools] menu, click [Move Repository].

The “Move Repository” dialog box appears.

2 Select the folder to be moved, and then click the [OK] button.

The data folder is moved.

Basic Operation and Setup



Note

Depending on the size of the data, it may take some time to move the data.

Be sure to select a local disk or a folder on a local disk as the destination to where the data is to be moved.

If a shared folder on the network or a drive mapped for the shared folder on the network is selected, PageScope Workware will not operate correctly.

4-54 PageScope Workware

Managing Document Files

5 Managing Document Files

This chapter provides descriptions of the various software functions available for efficiently managing documents and descriptions on the file formats that can be managed by PageScope Workware.

5.1 Editing Document Files

PageScope Workware can be used to change file names and copy, move or delete files in the same way as Windows Explorer. In addition, as with Windows Explorer, PageScope Workware can be used to create new folders, change folder names, and copy, move or delete folders.

Adding New Folders With PageScope Workware

1 In Folder area, select the folder that you wish to add a new folder to.

2 On the [File] menu or on the menu that appears after right-clicking in

the File area, click [New Folder].

A new folder with the name “New Folder” is added to the selected folder. For details on changing the folder name, refer to

Name of a File or Folder” on page 5-2

“Changing the

Selecting Document Files

Document files can be selected in the same way as in Windows Explorer.

G In File area, click the document file that you wish to select.

G To select all document files in File area, click [Select All] on the [Edit]

menu.

G To select multiple document files, hold down the [Shift] or [Ctrl] key

while clicking each document file, or drag the pointer in File area to select the desired document files.

PageScope Workware 5-1

Managing Document Files

Changing the Name of a File or Folder



Note

The name of a folder containing a file that is open cannot be changed.

1 Select the folder or document file whose name you wish to change.

2 On the [File] menu or on the menu that appears after right-clicking the

selected file or folder, click [Rename].

The name of the folder or document file can now be changed.

3 Type in the new name for the folder or document file.

4 Press the [Enter] key.



Note

To cancel the renaming of the folder or document file before the [Enter] key is pressed, press the [Esc] key. It is not possible to change the name of a file to the name of a document file already in the folder.

Copying Folders or Document Files

1 In Folder area or File area, select the folder or document file that you

wish to copy.

2 On the [Edit] menu or on the menu that appears after right-clicking the

selected folder or file, click [Copy].

3 Open the folder where you wish to copy the file or folder to.

4 On the [Edit] menu or on the menu that appears after right-clicking the

selected folder or file, click [Paste].

The selected folder or document file is copied.

5-2 PageScope Workware

Managing Document Files

Moving Folders or Document Files

1 In Folder area or File area, select the folder or document file that you

wish to move.

2 On the [Edit] menu or on the menu that appears after right-clicking the

selected folder or file, click [Cut].

3 Select the folder where the folder or file is to be moved.

4 On the [Edit] menu or on the menu that appears after right-clicking the

selected folder, click [Paste].

The selected folder or document file is moved.

Deleting Folders or Document Files



Note

A folder containing a file that is open cannot be deleted. Close the file, and then perform the operation again.

1 Select the file or folder that you wish to delete.

2 On the [Edit] menu or on the menu that appears after right-clicking the

selected file or folder, click [Delete].

A message appears, requesting confirmation to delete the file or folder.

3 Click the [Yes] button.

The selected folder or document file is moved to the Trash folder.



Note

To return a document file or folder moved to the Trash folder back to its original location, select the document file or folder, and then click [Restore] on the [File] menu.

PageScope Workware 5-3

Managing Document Files

5.2 Displaying the Property Dialog Box for Folders and Document Files

To display the “Folder Properties” dialog box of a folder

Follow the procedure described below to display the “Foler Properties” dialog box of a folder.

1 In Folder area, select the folder for the “Foler Properties” dialog box

that you wish to display.

2 On the [File] menu or on the menu that appears after right-clicking the

selected folder, click [Properties].

The “Folder Properties” dialog box for the folder appears.

No. Item Description

1 icon The folder icon is displayed.

2 folder name The name of the folder is indicated. The folder name

3 Location The location of only shared folders is indicated.

4 Created The date and time when the folder was created are

5 Contains The number of files, the number of folders and the

6 Color The color of the folder can be changed here. Click the

can be changed here.

indicated.

number of binders that the folder contains are indicated.

box to display a color list. The default color setting is yellow.

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Managing Document Files

To display the “File Properties” dialog box of a document file

Follow the procedure described below to display the “Files Properties” dialog box of a document file.

1 In File area, select the document file for the “Files Properties” dialog

box that you wish to display.

2 On the [File] menu or on the menu that appears after right-clicking the

selected file, click [Properties].

The “File Properties” dialog box for the document file appears. Information about the selected document file is displayed in this dialog box.

PageScope Workware 5-5

Managing Document Files

“General” tab

No. Item Description

1 File Name The name of the file is indicated. The file name can be

2 Created The date when the file was created is indicated.

3 Modified The date when the file was updated is indicated.

4 Accessed The date when the file was last accessed is indicated.

5 Size The data size (KB) of the file is indicated.

6 Total No Of Pages The number of pages in the file is indicated.

7 Versions The version number is indicated if versions of the file

8 Original File List The extension and modification date of all original files

changed here.

are being managed.

linked to the file are listed.

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Managing Document Files

“PDF Properties” tab

No. Item Description

1 Title The title of the file can be specified.

2 Subject The subject for the file can be specified.

3 Author The author of the file can be specified.

4 Keywords The keywords for the file can be specified.

5 Creator The application of the file can be indicated.

6 properties information Various settings for the file are indicated.



Note

The information in the Title, Subject, Author, Keywords, and

Creator boxes can be changed.

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Managing Document Files

“Additional Properties” tab

No. Item Description

1 Comment Comments for the file can be typed in.

2 Importance The priority of the file (“High”, “Normal”, “Low” or “N/A”)

3 Modification Progress The amount of the file that is completed (“0%”, “10%”,

4 Deadline Select the check box in order to specify a submission

can be specified. The default priority setting is “N/A”.

“20%”, “30%”, “40%”, “50%”, “60%”,“70%”, “80%”, “90%” or “100%”) can be specified. The default setting is “0%”.

date. As a default, a submission date cannot be specified. If the check box is selected, a date can be specified. Click the box to display a calendar. The default date setting is the date currently set on the operating system.

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Managing Document Files

To display the “BinderProperty” dialog box of a binder

Follow the procedure described below to display the “BinderProperty” dialog box of a binder.

1 In File area, select the binder for the “BinderProperty” dialog box that

you wish to display.

2 On the [File] menu or on the menu that appears after right-clicking the

selected file, click [Properties].

The “BinderProperty” dialog box for the binder appears.

No. Item Description

1 Name The name of the binder is indicated. The name of the

2 Color The color of the folder can be changed here. Click the

3 File List The files included in the binder are listed.

4 [Up] button Click this button to move the selected file up one

binder can be changed here.

box to display a color list. The default color setting is yellow.

• Name: The name of the file is displayed.

• Page: The number of pages in the file is indicated.

position in the list. The document file moves one position forward within the binder.

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Managing Document Files

No. Item Description

5 [Down] button Click this button to move the selected file down one

position in the list. The document file moves one position backward within the binder.

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Managing Document Files

5.3 Page-Editing Functions

With PageScope Workware, various page-editing operations can be performed, such as grouping multiple document files, changing the page order, and inserting blank pages.

Opening a Document File

Follow the procedure described below to open an document file.

1 In File area, select a document file.

2 On the [Document] menu or on the menu that appears after right-

clicking the selected file, click [Open PDF], or double-click the selected document file.

H If a card is displayed, double-click the thumbnail. H When opening a PDF file with security settings specified, a dialog

box appears, allowing the security settings to be cancelled.

Opening an Original File

If the document file is linked to an original file, the original file can be opened from PageScope Workware.

1 In File area, select a document file.

2 On the [Document] menu or on the menu that appears after right-

clicking the selected file, click [Open Original].

H If thumbnails are displayed, the original file can also be opened by

double-clicking the application icon for the original file in the lowerright corner of the document file.



Note

If the document file is not linked to its original file, the PDF icon appears in the lower-right corner of the thumbnail, and the original file cannot be opened.

If the original file is an image file, the original file is opened in Image Editor.

If the document file has multiple original files, the list of original files appears. From the list, select a file, and then click the [OK] button to open the file. Multiple original files can be selected.

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Managing Document Files

Scanning Through the Pages of Document Files

When thumbnails are displayed in File area, follow the procedure described below to scan through the pages of a multi-page document file and display the desired page.

1 Display thumbnails in File area, and then select a document file.

2 On the [Document] menu, point to [Go To], and then click the

command for the desired page.



Tip

The pages can also be scanned through by using the page arrows in the upper-left corner of the thumbnail.

Grouping Document Files

Multiple document files can be grouped into a single file. The name of the grouped document file becomes the name of the file for the first page after the files are grouped.



Note

Document files can be grouped with all view formats except when displayed as cards.

Grouping Files Using Menu Commands

1 In the File area, hold down the [Ctrl] key and select the files that you

wish to merge.



Note

The files are merged in the order that they are selected with the first file selected at the front.

2 On the [Document] menu or on the menu that appears after right-

clicking the selected files, click [Bind].

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Managing Document Files

Grouping Files Using a Drag-and-Drop Operation

§ Drag the document file that you wish to merge and drop it onto the

other document file that you wish to merge.

When document files are grouped by dragging and dropping their thumbnails, the files are grouped differently depending on the displayed page of the document file that the other file was dropped on. The displayed page of the dragged and dropped file does not affect how the files are grouped.

If file A is dropped on file B:

Displayed page of file B Grouping result

First page All pages of file A + All pages of file B

Second page First page of file B + All pages of file A + Remaining pages of

file B starting with the second page

If file A and file B is dropped on file C:

Displayed page of file C Grouping result*

First page All pages of file A + All pages of file B + All pages of file C

Second page First page of file C + All pages of file A + All pages of file B +

* If file A was selected first

Remaining pages of file C starting with the second page

PageScope Workware 5-13

Managing Document Files

Separating Document Files

A multi-page document file can be separated into individual files containing a single page or containing only the specified page.



Note

When document files linked to original files are separated, the link to the original file changes. For details, refer to “Changing the Link” on page 5-24.

Separating All Pages

1 In File area, select a document file.

2 On the [Document] menu or on the menu that appears after right-

clicking the selected file, point to [Unbind], and then click [All Pages/ Files].

The document file is separated into individual files containing a single page.



Note

All pages of a document file can be separated into individual files with all view formats except when displayed as cards.

Each document file is titled “file_name_x” (where “x” is the page number). The name of the file containing the first page does not change.

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Managing Document Files

Separating the Specified Page

1 Display thumbnails in File area, and then select a document file.

2 Display the page to be separated from the file.

3 On the [Document] menu or on the menu that appears after right-

clicking the selected file, point to [Unbind], and then click [Current Page/File].

The selected page is separated into a different document file.



Note

The specified page of a document file can be separated into an individual file only when the files are displayed as thumbnails.

The file containing the specified page is titled “file_name_1”. If a page has already been separated from the document file, the file containing the specified page is titled “file_name_2”.

PageScope Workware 5-15

Managing Document Files

Binder

With PageScope Workware, binder can be created to allow multiple document files to be managed together, such as with filing, without grouping them.

Creating Binder

Follow the procedure described below to create a binder.

1 On the [Document] menu, point to [Binder], and then click [Create].

The “New Binder” dialog box appears.

2 In the Name and Color boxes, specify the appropriate settings. Click

the Color box to display a color list, and then select the color.

3 Click the [OK] button.

The binder appears in File area.

4 Select a document file and binder, point to [Binder] on the [Document]

menu, and then click [Add Files], or drag the file and drop it on the binder.

The selected document file is combined with the binder.

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Managing Document Files



Note

A document file dropped on a binder is added to the binder at the location specified with the user environment settings.

PageScope Workware 5-17

Managing Document Files

Removing a File From the Binder

Follow the procedure described below to remove a document file from the binder.

1 In File area, select the binder.

H To remove a specified document file, display the thumbnail of the

file to be removed.

2 On the [Document] menu, point to [Binder], and then click [Remove

Current File] or [Remove All Files].

H To remove the specified file displayed a thumbnail, click [Remove

Current File].

H To remove all document files, click [Remove All Files].

The document file is removed from the binder file.

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Managing Document Files

Rearranging the Document Files Within a Binder

Follow the procedure described below to change the order of the document files within the binder.

1 In File area, select the binder.

2 On the [File] menu or on the menu that appears after right-clicking the

selected file, click [Properties].

The “BinderProperty” dialog box appears.

3 From the File List box, select a document file, and then click the [Up]

or [Down] button to change the order of the selected document file.

4 Click the [OK] button.

PageScope Workware 5-19

Managing Document Files

Changing the Order of Pages

Follow the procedure described below to change the order of the pages within a multi-page document file.

1 In File area, select a document file.

2 On the [Document] menu or on the menu that appears after right-

clicking the selected file, click [Change Page Order].

The “Change Page Order” dialog box appears. All pages are displayed as thumbnails on the left side of the dialog box, and a large thumbnail of the selected page is displayed on the right side of the dialog box.

3 From the left side of the dialog box, select the page to be moved, and

then drag it to the desired location, or click the [Previous] or [Next] button.

H To move the selected page forward, click the [Previous] button. H To move the selected page backward, click the [Next] button.

4 Click the [OK] button.

The page order is rearranged.

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Managing Document Files

Automatically Inserting a Blank Page

A blank page of the same size will be inserted in front of the selected document page currently displayed as a thumbnail. If the second page of a two-page file is displayed when a blank page is inserted, the second page becomes the blank page and the third page becomes the original second page.

1 Display thumbnails in File area, and then select a document file.

2 Display the page after the location where you wish to insert the blank

page.

3 On the [Document] menu or on the menu that appears after right-

clicking the selected page, click [Insert Blank Page].

A blank page of the same size as the currently displayed page is inserted in front of the displayed page.



Tip

If the pages in front of and after the location where the blank page is inserted have different sizes, the blank page will be inserted with the same size as the page after it.

PageScope Workware 5-21

Managing Document Files

Specifying Headers/Footers

Follow the procedure described below to add headers or footers to the document file.



Note

If Acrobat 5.0.5 is installed on your computer, the headers and footers cannot be used.

Headers/footers can be specified with all view formats except when displayed as cards.

1 In File area, select a document file.

2 On the [Document] menu or on the menu that appears after right-

clicking the selected file, click [Add Page Number/Header/Footer].

The “Add Headers & Footers” dialog box appears.

3 Click the “Header” tab, and then specify the desired settings for the

header. Text is added to the header at the position determined by the position of the box (at the left, center or right).

H From the Font drop-down list, select the font for the header text.

Any font installed on the computer can be selected.

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Managing Document Files

H From the Font Size drop-down list, select the font size for the

header text.

H Select the date format from the Style drop-down list in the Insert

Date group box, select the insertion position from the Align

buttons, and then click the [Insert] button. The date appears at the specified position in the selected format.

H Select the page number format from the Style drop-down list in the

Insert Page Number group box, select the insertion position from

the Align buttons, and then click the [Insert] button. The page number appears at the specified position in the selected format.

H Specify the text in the Text box of the Insert Custom Text group

box, select the insertion position from the Align buttons, and then click the [Insert] button. The specified text appears at the specified position.

H In the Page Range box of the Page Options group box, specify

the pages where the header is added. If “Apply to Page Range” is selected, the page range can be specified in the From and To boxes.

H In the Alternation box of the Page Options group box, specify the

pages where the header is added.

H In the Margin box of the Page Options group box, specify the

width of the margin (in inches).

H To change the position of a header, select the header, and then

select the insertion position from the Align buttons.

H To delete a header, select the header, and then click the [Remove]

button.

H If the [Help] button is clicked, the “Adobe Acrobat Help” dialog box

appears.

4 Click the “Footer” tab, and then specify the desired settings for the

footer. Since the settings are specified in the same way as on the “Header” tab, specify the settings as described in step 3. Text is added to the header at the position determined by the position of the box (at the left, center or right).

5 Click the [OK] button.

The header and footer is added as specified.



Tip

Click the [Preview] button to display previews of the headers and footers.

PageScope Workware 5-23

5.4 Changing the Link

When a document file linked to its original file is separated, the link changes as described below.

When there is one original file:

Editing operation Link status

Separating all pages The first page of the document file is linked to the original file.

Separating the specified page

When there are multiple original files:

Editing operation Link status

Separating all pages The document file for the first page of each original file is linked

Separating the specified page

The link for the remaining pages is cut, and the files are only PDF files.

The original document file is linked to the original file. The link for the separated page is cut, and the files are only PDF files.

to its original file. The link for the remaining pages is cut, and the files are only PDF files.

The original document file is linked to the original file. The link for the separated page is cut, and the files are only PDF files. However, if the separated page is a single page linked to the original file, the link is not changed.

Managing Document Files



Note

If the original file is a TIFF file, the link is not changed if the document file is separated.

5-24 PageScope Workware

Managing Document Files

5.5 Updating the Document File

With PageScope Workware, the document file can be updated with the original file. When the document file is updated, the document file and the original file are overwritten.

Follow the procedure described below to update a document file.



Note

The document file can be updated if it is linked to an original file.

1 In File area, select a document file.

2 On the [Document] menu, click [Update PDF].

The “Confirmation” dialog box appears.

3 If desired, select the check box.

H To leave a copy of the original PDF file and original file, select the

Save current PDF and original as other file name check box,

and then specify a file name in the File Name box.

The document file is updated.

4 Click the [OK] button.

PageScope Workware 5-25

5.6 Creating a New Original File

A TIFF file can be created from a PDF file and saved as an original file. If the document file contains multiple pages, a multi-page TIFF file is created. Follow the procedure described below to create a TIFF file.

1 In File area, select a document file.

2 On the [Document] menu, click [Create Original as Image File].

A TIFF file is created with the same file name and linked to the original file.

5.7 Converting Files

PageScope Workware can be used to convert image files to compact PDF files.

1 In the File area, select an image file as the original file.

2 On the [Document] menu, click [Save Original As Compact PDF].

A screen appears, allowing you to specify the folder where the file is to be saved.

Managing Document Files

3 Specify the object name, and then click the [Save] button.

The selected file is converted to a compact PDF file.

5-26 PageScope Workware

Konica Minolta PSWORKWARE UM 00 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

1 Introduction

1.1 Welcome

1.2 Structure of This User’s Guide

Content of Each Chapter

Explanation of Guide Conventions

2 Features of PageScope Workware

2.1 Software Capabilities

3 Installation

3.1 System Requirements

3.2 Installing the Software

3.3 Uninstalling the Software

For Windows XP:

For Windows 2000:

4 Basic Operation and Setup

4.1 Starting Up and Quitting PageScope Workware

To start up PageScope Workware

To quit PageScope Workware

4.2 Main Window

Main window toolbars

4.3 Setting the User Environment

To display the “Setup” dialog box

“General” Tab

“FTP” Tab

“Launcher” Tab

To register an application

To register e-mail message settings

To register folder settings

To register FTP client settings

To register SharePoint Portal Server settings

To register printer settings

To change the icon

To change settings registered in the launcher

To unregister settings in the launcher

“OCR” Tab

“Watch folder” Tab

To change the monitored folder settings

To cancel the monitored folder settings

“E-mail” Tab

4.4 Displaying the IP Address

4.5 Displaying the Version Information

4.6 Importing Document Files

Importing a File

Importing a Folder

4.7 Shared Folders

Registering Shared Folders

Cancelling Shared Folders

Registering Existing Shared Folders

Cancelling Existing Shared Folders

4.8 Opening Folders

Displaying as Thumbnails

Displaying as Card

Displaying as Icons

Displaying as a List

Displaying Details

Changing the Displayed Columns

Creating a File List

Sorting Document Files

Lining Up Document Files

4.9 Thumbnails

Creating Thumbnails

Updating Thumbnails

Changing the Display Size of Thumbnails

Rotating Thumbnails

To rotate all pages

To rotate the displayed page

4.10 Moving Data Folders

5 Managing Document Files

5.1 Editing Document Files

Adding New Folders With PageScope Workware

Selecting Document Files

Changing the Name of a File or Folder

Copying Folders or Document Files

Moving Folders or Document Files

Deleting Folders or Document Files

5.2 Displaying the Property Dialog Box for Folders and Document Files