2 Scanning and importing documents
This chapter covers the following main topics:
2.1 Understanding scanning
This section covers the following topics:
2.1.1 How are image and non-image documents handled in Capture?
Capture accommodates image and non-image documents:
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When you scan documents, Capture creates multiple page image documents. In the document pane, you can view and edit each page individually (for example, move and rotate pages), and also verify where one document ends, and the next begins.
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When you import non-image documents, Capture uses the client profile setting, taking one of the following paths:
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Converts the file to a multiple page image document, as if you had scanned it. In the document pane, a thumbnail is displayed for each image, and you can select and edit individual pages (for example, move and rotate pages).
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Imports the file and retains it in its native format. In the document pane, a thumbnail is displayed for each non-image page, up to a maximum number set in the client profile. You can index the document, but cannot edit its pages.
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Prevents the file from being imported, and displays an error message.
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2.1.2 How does scanning work?
Suppose you are handed one or more large boxes and instructed to scan their contents. You discover that each folder contains multiple customer documents, but they are assembled in many different ways. Some contain one page documents, some double-sided documents, and others contain related documents of varying numbers of pages. How do you scan them in batches so that it is clear where one document ends and the next one begins?
To know how to scan documents, you must know several key items:
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How the documents are structured within each batch for scanning (see How are documents created during scanning?)
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Which client profile to use, so that it can be matched to the structure
For production scanning, you are likely to use an ADF (automatic document feeder), a scanner or multifunction device feature that automatically feeds in pages one at a time, allowing you to scan multiple-page documents without manually replacing each page.
Note:
During scanning, the Capture client captures TWAIN related metadata such as bar codes, patch codes, printer string, and MICR (if available from the scanner), and saves them as attributes for use within client scripts. For information on file/page attributes, see How do I view file information?. See Creating Client Scripts in Developing Scripts for Oracle WebCenter Enterprise Capture.
2.1.3 How are documents created during scanning?
When scanning, the selected client profile determines how documents are created and separated within a batch. Document separation and creation happen in one of these ways:
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Capture prompts you to select a document creation option when you start scanning.
You select simplex (one-sided), duplex (double-sided), or a variable number of pages, which is typically for use with separator pages. For more information about prompted scanning, see How do I create documents if prompted when scanning?.
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Capture automatically creates documents based on the selected client profile's settings.
For example, when you scan with a client profile configured for duplex scanning, Capture automatically creates a new document after scanning both sides of a page. Typically, the Capture workspace manager specifies how each client profile you use automatically creates documents.
For more information about scanning with separator sheets, see How do I scan using separator pages?.
After a batch's documents have been created, you can adjust them as needed in the document pane. For example, you can create new documents (How do I split a document, creating a new document?) and remove document separation (How do I remove a document separation?). You can also drag and drop pages between documents as needed.
2.1.4 How does importing work?
You can import image documents, such as multiple page TIFF files, and non-image documents, such as Microsoft Word files, if allowed by the client profile. See How are image and non-image documents handled in Capture?. Instead of selecting a scanner source, select Import Source.
Each time you import, specify how to create documents in the batch if multiple files are selected:
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Create one document for all import files
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Create one document per import file
Note:
Multiple non-image files cannot be imported into one document. If you select multiple non-image files for import and specify to create one document for all import files, the Capture client displays an error message indicating that the selection is invalid.
After specifying a document creation option, select files to import. You can optionally rotate images upon import and delete source files after import.
2.2 Scanning documents
This section covers the following topics:
2.2.2 How do I select a scanner to use for Capture scanning?
To scan, you must have a TWAIN-compliant scanner available to your system.
2.2.3 How do I select scanner settings?
Follow these steps to select scanner settings, which are specific to the selected scanner. Because capture settings are saved with the client profile, you can configure different scanner settings for each client profile. Note that you can set additional scanner options under Preferences, as described in How do I set scanning preferences?.
2.2.4 How do I scan documents?
Follow these steps to scan a batch. These instructions assume that you have prepared the documents for scanning as described in How do I prepare documents for scanning?.
2.2.5 How do I scan or import from a business application?
For background information, see Scenario 5: Scanning or importing documents via business application. Note that when capturing from a business application, the client profile is preselected and cannot be changed.
2.2.6 How do I create documents if prompted when scanning?
Depending on client profile settings, the Document Creation Options window may display after you click Capture to begin scanning, prompting you to specify how to create documents.
2.2.7 How do I scan using separator pages?
Separator pages provide a useful way of identifying where one document ends and the next one starts in a batch. To scan batches with documents divided by separator pages:
2.2.8 How do I set scanning preferences?
In addition to scanner settings you configure using the Capture Settings/Source button (see How do I select scanner settings?), you can set additional scanning options under Preferences settings:
2.3 Importing documents
This section covers the following topics:
2.3.1 How do I specify importing rather than scanning?
To specify importing as the capture source:
- In the batch pane, click the right side of the Capture Settings/Source button.
- Select Import Source.
- Click the Capture button to begin importing files.
2.3.2 How do I select import settings?
Follow these steps to select default import settings to display each time you import files. Import settings are saved with the selected client profile.
2.3.3 How do I import files into a batch?
Follow these steps to import image files (such as multi-page TIFFs) or non-image files (such as Microsoft Word or PDF files) into Capture. When importing non-image files, the selected client profile determines whether Capture converts the files to image format, imports them in their native format, or prevents them from being imported.