Scan to PC Desktop:
I
Image Retriever 7
Scan to PC Desktop includes Image Retriever, which is designed
to monitor a specified folder on a networked file server or local
drive for incoming scanned images. The Professional Edition of
the program can also monitor e-mail inboxes for attachments.
Image Retriever converts and transfers files from the watched
folder and/or e-mail inbox into the PaperPort desktop.
Monitoring an e-mail inbox is only available in the Professional Edition.
After you install the Scan to PC Desktop family of software
components, including Image Retriever, you must restart your
computer. When you do, Image Retriever runs as an icon in the
system tray on the Windows task bar:
mage Retriever
(Professional Edition icon)
Folder watching status
E-mail polling status
Depending on which program edition you use, the icon may have
one or two light indicators in the bottom. They represent the
status of e-mail polling and folder watching by means of different
colors. Since e-mail polling is only available in the Professional
Edition of Image Retriever, the corresponding (left) LED will not
be displayed in the Special Edition of the program. For details,
see: Image Retriever Status Display.
Right-click on the Image Retriever icon in the Windows system
tray to display the Image Retriever menu with six commands:
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• Get Now
• Use Defaults
• Settings
• View Log
• About
• Close
Settings command
Before using Image Retriever it has to be configured through the
“Image Retriever Settings” dialog.
Once you have installed the program it starts up along with your
PC and resides in the system tray.
To configure Image Retriever, right-click the Image Retriever icon
to display its menu. Then click the “Settings” command to display
a dialog box of all the Image Retriever controls:
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E-mail Polling
This feature of Image Retriever (available in Professional Edition
only) lets you monitor your Microsoft Outlook or Lotus Notes inbox
for new messages with attached PDF, TIFF or XPS files
generated by a Xerox device. Disable the feature if you do not
want to monitor your e-mail. Use the following controls to
configure e-mail polling of Image Retriever.
Watch for scanned files in your e-mail inbox
Click this checkbox to enable e-mail polling.
Options Button
Click the Options... button to change your current e-mail polling
configuration.
If you have both Microsoft Outlook and Lotus Notes installed on
your system, the following dialog box will display enabling you to
make your selection between the two mail clients. Click OK to
confirm your choice, or Cancel to close the dialog.
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In case of Microsoft Outlook the “Choose Profile” dialog box
displays enabling you to choose the Microsoft Outlook profile
whose inbox you want Image Retriever to monitor. Select your
Microsoft Outlook profile and click OK.
In the “Image Retriever Settings” dialog, you will see your
Microsoft Outlook profile name displayed in the relevant field.
Microsoft Outlook users cannot enable e-mail monitoring or choose a Microsoft
Outlook profile unless Collaboration Data Objects is installed and enabled for
Microsoft Outlook. Image Retriever will display an error message if they attempt
to do so.
To install Collaboration Data Objects with Microsoft Outlook 2000, 2002 or 2003
• choose custom installation
• then detailed installation options for each application
• finally select and enable the installation of the Collaboration Data Objects.
Microsoft Outlook 98 users should pick the Full Installation option.
Microsoft Outlook 2007 users should download and install Collaboration Data
Objects from Microsoft’s Download Center.
For more information about Collaboration Data Objects please see your
Microsoft Outlook documentation.
If you set Lotus Notes as the mail client for Image Retriever to
watch, you have to specify your password. If you leave the
checkbox “Save password“ empty you will have to give it again
every time Image Retriever starts. If you click the checkbox, your
password will be stored in an encrypted format and will not be
prompted for again.
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Please note that if Lotus Notes is installed, but is not configured
properly, or not set for any users, e-mail polling will not work, and
Image Retriever will display an error message (during configuring
the program) or the left-hand side light indicator in the program
icon will turn red (during monitoring).
E-mail Polling Supported Xerox Devices
Image Retriever can poll for e-mail attachments generated by the
below Xerox devices.
Document Centre 490/480/470/460 ST
Document Centre 440/432/425/420 ST
Document Centre 426/430
Document Centre 555/545/535
WorkCentre Pro 55/45/35
WorkCentre M55/M45/M35
WorkCentre Pro 90/75/65
WorkCentre Pro 40 Color/32 Color
WorkCentre Pro 165/175
WorkCentre M165/M175
WorkCentre Pro C2128/C2636/C3545
WorkCentre C2128/C2636/C3545
WorkCentre Pro 232/238/245/255/265/275
WorkCentre 232/238/245/255/265/275
WorkCentre M24
WorkCentre C7132
WorkCentre 7655/7665
WorkCentre 5030/5050
WorkCentre 7328/7335/7345
WorkCentre 4150
WorkCentre 7228/7235/7245
WorkCentre 123/128/133
Phaser 3200 MFP
Phaser 8560 MFP/X
Phaser 6110 MFP
NOTE: Scan to Email with JPEG attachments will not be polled by the
Image Retriever e-mail feature.
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Folder Polling
Enable this setting to monitor a specified folder on a networked
file server or local drive for incoming scanned images generated
by a Xerox device.
Watch Document Repository Folder
Click this checkbox in the “Image Retriever Settings” dialog to
enable Image Retriever to monitor the folder of your choice.
Browse Button
Click the Browse... button to display the “Browse for Folder”
dialog box. This dialog box lets you locate and select the folder
you want Image Retriever to monitor:
After you identify the directory to be monitored and click OK, the
“Browse for Folder” dialog box closes.
Image Retriever can periodically monitor this folder to see if any
scanned images are placed there by the Xerox system.
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Browse to the
network server
that contains
the folder to be
watched; select
the folder and
click OK.
Interval for checking
To set how often the watched folder or monitored inbox will be
checked, select a setting from the “Interval for checking” list box.
The following choices are available from the list box:
1, 2, 5, 10, or 30 seconds
1, 2, 3, 5, 10, 30, or 60 minutes
In addition to the above values, you could also select “Never“. In
this case Image Retriever will continue running but watching is
suspended.
One suggestion is to set the watch interval at about half the time it
takes you to walk from the device’s location in your company to
your office.
If it takes you 60 seconds to walk this distance, set the interval to
30 seconds. This way the document that you scanned can be
ready and waiting for you on your PaperPort desktop!
Use Defaults Button
To restore default Watch Settings for Image Retriever, click the
Use Defaults button. This will restore the default watch interval
(30 seconds).
NOTE: If you have configured defaults during program setup,
Use Defaults will restore the values you used during installation.
For details see: Customized Install.
Get Now Button
Click the Get Now button if you wish to scan the folder or inbox of
your choice immediately. Image Retriever does the monitoring on
whichever component is checked. That is, if “Watch Document
Repository Folder” is checked, Image Retriever will immediately
scan the selected folder; whereas if “Watch for scanned files in
your e-mail inbox” is checked, your Microsoft Outlook or Lotus
Notes inbox will be polled for new PDF, TIFF or XPS e-mail
attachments generated by a Xerox device.
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Monitoring an e-mail inbox is only available in the Professional Edition.
In either case, the relevant signal of the Image Retriever icon on
the system tray will change to “Processing” state (light green). For
a complete list of color keys see: Image Retriever Status
Display.
Image Retriever will place the new items appearing in the
watched folder or inbox on the PaperPort desktop and will launch
the PaperPort application - unless you have specified “Don’t run
PaperPort“ in the “Image Retriever Settings” dialog.
When documents are retrieved Setting
Now that you have set the Image Retriever repository folder and
the watch interval, specify the behavior you prefer for document
retrieval. The “When documents are retrieved” setting offers three
choices described in the following table:
Select this
setting: To get this result:
Run PaperPort in
a window
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Every time Image Retriever detects a new
document in the folder and/or inbox being
watched, it converts it and places it in
PaperPort, which is then opened on your
Windows desktop. It then purges the
original scanned document from the folder
being watched. If it brings a PDF, TIFF or
XPS attachment to the PaperPort desktop,
the original message remains in the e-mail
inbox but its status will switch to “Read”.
Select this
setting: To get this result:
Run PaperPort
minimized
Don’t run
PaperPort
Same as above, but PaperPort runs
minimized. (Later, when you open
PaperPort, all scanned documents will be
on the PaperPort desktop.)
Documents are transferred into the target
folder (the one you have specified under
Transfer documents to), but are not placed
on the PaperPort desktop until you launch
PaperPort.
Transfer documents to
To specify where Image Retriever is to place the retrieved files,
click Browse and choose a PaperPort folder. If the target folder
has folder notes (subject, author, and keywords) then these will
be applied to the files delivered by Image Retriever. In such a
case, the corresponding folder setting in PaperPort
(“Automatically add keywords from Folder Notes“) has no effect.
OK Button
Click OK in the “Image Retriever Settings” dialog box to confirm
Image Retriever settings.
Get Now command
Use this command for the same purpose as the corresponding
button in the “Image Retriever Settings” dialog. For details see the
Get Now button.
Use Defaults command
Use this command for the same purpose as the corresponding
button in the “Image Retriever Settings” dialog. For details see the
Use Defaults button.
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View Log command
To get infromation about program events, right-click the Image
Retriever icon, then choose the “View Log” command. Click OK to
close this panel or the Clear Log button to delete your current list
of events.
About command
To get version and copyright information about Image Retriever,
right-click the Image Retriever icon to display its menu. Click the
“About” command. You can also select About... from the “Image
Retriever Settings” dialog. Click OK to close the “About” window.
Close command
To close Image Retriever, right-click the Image Retriever icon to
display its menu. Click the “Close” command. After selecting this,
the program displays the following message: “Closing Image
Retriever disables the automatic placement of Network Scanner
documents into your PaperPort”. “Do you wish to close the Image
Retriever now?” Select Yes to close, or No to cancel.
Image Retriever Status Display
The Image Retriever icon in the Windows system tray shows the
current status of the program, by way of one or two light indicators
in the bottom. In the Professional Edition (see illustration below),
two LEDs are displayed: the left one represents the status of email polling, the other displays that of folder monitoring as follo ws:
Color Status
dark green monitoring
light green processing
grey inactive
red error
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This information is also displayed in the Screen T ip, specifying the
name of the application first (Image Retriever), then e-mail polling
and finally the folder monitoring status.
In the Special Edition of Image Retriever, the program icon has
only one LED (folder monitoring status).
Please note that Image Retriever will continue running even if an
error persists (e.g. connection is lost with a folder or e-mail inbox).
In this case the corresponding light indicator remains red until the
error is resolved. Then it switches to the color corresponding to
the current Image Retriever settings.
Errors occurring during configuring the program through the
“Image Retriever Settings” dialog are always reported by error
messages.
To get information about errors, right click on the Image Retriever
icon to display its menu, then choose the “View Log” command.
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Other Information about Image Retriever
Now that you have specified the Image Retriever watch folder,
watch interval, monitored inbox and PaperPort behavior, here is
some other information about Image Retriever.
• User-specific watch folder. Only one user and one
application is able to watch a specific folder at any time. The
mechanism for this is adding a file named “repwatch.xsw” in the
watched folder. Other applications that use this mechanism,
Image Retriever or other Image Retriever programs will not be
able to watch that folder until the file is removed. If you work
with the Professional Edition of Scan to PC Desktop v9, make
your choice between Image Retriever and DesktopDelivery
(see below).
• Retrieving images in Scan to PC Desktop v9 Professional
Edition. There are two ways to bring images into the PaperPort
desktop in the Professional Edition of Scan to PC Desktop v9.
As an alternative to Image Retriever, you can utilize
DesktopDelivery - an integrated folder monitoring and e-mail
polling application in PaperPort Professional 11. For details on
its use, please refer to your PaperPort documentation.
• Supported network operating systems. Image Retriever
works with a number of industry-standard network operating
systems—Novell Netware 3.x, 4.x, and 5.x using Bindery;
Netware 4.x, 5.x, and 6.x using NDS; Microsoft Windows NT
4.0, Windows 2000 and Windows 2003 Server.
• Supported client operating systems. Microsoft Windows ME,
2000, XP, and Vista (32 and 64-bit versions).
• Supported e-mail clients. Microsoft Outlook 98, 2000, 2002,
2003, and 2007; Lotus Notes 5.x, Lotus Notes 6.x, and Lotus
Notes 7.0.
• Supported image file formats. Image Retriever supports the
following file formats:
JPEG
PDF
TIFF
XPS
Please note that Image Retriever copies the above files onto
the PaperPort desktop without any modification or conversion.
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Notes on Using Image Retriever with a Xerox WorkCentre C2424 Device
Image Retriever ships with some special features designed to
meet your individual needs best when using the program with a
Xerox C2424 device. These are as follows:
• Installing Image Retriever. To ensure smooth operation
between PaperPort, Image Retriever and the C2424 device,
please make sure that you install the C2424 scan driver first.
This installs the Xerox Scan Utility program. Please initiate a
scanning process where the destination is your local machine
in order you will be able to properly install PaperPort and Image
Retriever afterwards.
• Watched folder. Xerox Scan Utility creates a user-specific
folder named My Scanned Images. This will be set as the
default folder for Image Retriever to monitor. This ensures that
the documents scanned by your device will be transferred to
the PaperPort desktop.
• Multiple-users. Any other users logged on, should initiate a
scanning process with a destination to the machine first, in
order to create their own My Scanned Images folder.
• Xerox Scan Utility Auto Pop-up. To regain the original
functionality provided via the Auto Pop-up of the Xerox Scan
Utility program, you must terminate Image Retriever. To do so
temporarily, right-click the Image Retriever icon in the system
tray, and choose the “Close” command. To prevent Image
Retriever from launching automatically on system boot, remove
Image Retriever from the Startup program group.
• Supported image file formats. Image Retriever supports the
following file formats:
BMP
GIF
JPEG
PDF
TIFF.
Please note that Image Retriever copies the above files onto
the PaperPort desktop without any modification or conversion.
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Notes on Using Image Retriever with a Xerox Phaser 8560 MFP Device
To ensure proper functioning between Image Retriever and this
device, follow the steps below:
First, install your device driver.
Launch the Xerox Scan Utility application.
Use this to create one or more user templates. Each will cont ain a
folder that you can set as the watched one for Image Retriever.
Then install Image Retriever.
Finally, set the Image Retriever watch folder to the one specified
by the user template you wish to use.
Image Retriever can watch only one user template-specified
folder at a time. To change this, select a folder specified by
another user template.
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Customized Install
You can define Image Retriever program defaults during
installation.
To install Image Retriever with customized defaults, install only
OmniPage and PaperPort with the Scan to PC Desktop installer.
Then browse to the IR70PRO/SE folder on the CD, and launch
setup.exe from the command line with the desired parameters.
Configuration options and the corresponding parameters are as
follows:
User interface language: specify the Image Retriever user
interface language with the /L parameter.
Value: Behavior
1033 English (factory default)
1031 German
1034 Spanish
1036 French
1040 Italian
1046 Brazilian Portuguese
Default watched folder: specify the default watched folder
Parameter: WATCHFOLDER=<path_to_the_folder_name>
You can specify any path here, provided that you have write
access to the chosen folder. Image Retriever path syntax
supports mapped drives and UNC standards as well.
Folder watching: enable or disable folder watching
Parameter: FOLDERWATCH=[0...1] .
Value: Behavior
0 disable folder watching
(factory default)
1 enable folder watching
The value 1 is accepted only if you also specify a valid watched
folder via the WATCHFOLDER parameter.
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Default e-mail profile: specify the default Microsoft Outlook
e-mail profile
Parameter: EMAILPROFILE=<email_profile>
You can specify the e-mail profile to be used for e-mail polling.
Note: e-mail polling cannot be configured during install time for
Lotus Notes.
E-mail polling: enable or disable e-mail polling (in Image
Retriever Professional only)
Parameter: EMAILWATCH=[0...1] .
Value: Behavior
0 disable e-mail polling
(factory default)
1 enable e-mail polling
The value 1 is accepted only if you also specify a valid e-mail profile to
watch via the EMAILPROFILE parameter.
Monitoring an e-mail inbox is only available in the Professional Edition.
Watch interval: define the default watch interval
Parameter: POLINT=[1...13]
Value: Watch interval
1 1 sec
2 2 secs
3 5 secs
4 10 secs
5 30 secs (factory default)
6 1 min
7 2 mins
8 3 mins
9 5 mins
10 10 mins
11 30 mins
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Value: Watch interval
12 60 mins
13 “Never”
PaperPort behavior: set default PaperPort behavior: “Run
PaperPort in a Window”; “Run PaperPort Minimized” or “Don’t run
PaperPort”.
Parameter: PPACTION=[0...2]
Value: PaperPort Behavior
0 “Run PaperPort in a Window”
(factory default)
1 “Run PaperPort Minimzed”
2 “Don’t run PaperPort”
Example 1: Installing Image Retriever to watch the folder
’Documents’ on the P drive with German user interface:
setup.exe /L1031 /v”WATCHFOLDER=P:\Documents
FOLDERWATCH=1”
Example 2: Installing Image Retriever to watch the folder
’repository’ on the server ’global’, with English user
interface. Watch interval is 3 minutes, and PaperPort is launched
minimized:
setup.exe /L1033 /v”FOLDERWATCH=1 PPACTION=2
WATCHFOLDER=\”\\global\repository\” POLINT=8”
Example 3: Installing Image Retriever Professional to poll the
Microsoft Outlook inbox with the e-mail profile ’MyProfile’ set:
setup.exe /v”EMAILPROFILE=MyProfile
EMAILWATCH=1”
NOTE: All parameters not specified in the examples above will
take their factory default values.
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