HP Smart Document ScanSoftware Guide

2About HP Smart Document Scan SoftwareIntroduction

HP Smart Document Scan Software is designed to assist you through the process ofdocument capture with a scanner. Document capturing involves scanning pages, imageprocessing, capturing text using Optical Character Recognition (OCR) technology, savingthe document, or sending it to another application or destination. The basic captureprocess is quite automatic and simple:

1. Select a scan profile to specify what you would like to scan.2. Insert pages into the scanner.3. Start scanning.4. As needed, insert more pages to be scanned.5. Process scanned pages.

When a scan is started, the Scan Progress window opens. A progress indicator andstatus messages show the status of scanning and processing. When complete, thedocument is saved to a file and can be sent to a specified destination via a link.

Minimum System Requirements

To install and run HP Smart Document Scan Software, your Windows-compatible PCmust be equipped with the following:

- An Intel Pentium III processor or equivalent- Microsoft Windows 2000 (from Service Pack 4), Windows XP (from Service

Pack 3) 32-bit, Windows XP 64-bit and Windows Vista (from Service Pack 1;minimum 800 MHz CPU).

- Microsoft Internet Explorer 5.01 with at least Service Pack 2- 256 MB of memory (RAM), 512 MB recommended. For Vista systems minimum

512 MB RAM is required, 1 GB is recommended.- 180 MB of free hard disk space for installation- An SVGA monitor with 256 colors, but preferably 16-bit color (called High Color in

Windows 2000 and Medium Color in XP) and a resolution of at least 1024 x 768pixels

- CD-ROM drive for installation- A Windows-compatible pointing device- An USB-port (1.1 or higher)- Web access needed for obtaining live updates for the program

Performance and speed will be enhanced if the computer's processor, memory, andavailable disk space exceed the minimum requirements.

3Installing the Software

Before program installation, make sure your device's driver is installed properly. Youneed to install the ISIS driver for all scanners. If your device supports it, install theKofax VRS driver as well.

Steps to install the program:

1. Insert the CD into your CD-ROM drive.2. If installation does not start automatically, browse to Autorun.exe in the CD-root

and double-click it.3. Select installation language and click OK.4. Click Next in the Welcome screen.5. Accept the License Agreement.6. Specify the destination directory, and then click Next.7. Click Install.8. In the next window, choose to turn automatic web updates ON or OFF.9. In the Profiles Option window, choose (one of) the previously installed scanner(s)

to have its scan profiles installed. Click OK.10.Click Finish to complete the installation.

Main Features

HP Smart Document Scan Software is designed to meet the requirements of powerfulhigh-speed scanners. It offers a user-friendly interface for accessing robust document-capture functionality. In addition to being able to capture pages at the rated page-per-minute (ppm) scanner speed, the program includes the following:

- Scan Profiles: The ability to use scan profiles that contain all settings forscanner setup, image processing, Optical Character Recognition (OCR) andbarcode recognition, file formats and naming mechanisms, and saving or sendingto different destinations such as FTP, Microsoft SharePoint, or differentapplications.

- Preview Pages: The ability to visually validate the quality of images at the timeof scan, and to manually set a selection area and crop the page. This featuresimplifies the process of scanning small items such as a photo on a documentpage.

- Page Management: A method to view, edit, delete, insert, reorder pages, orseparate pages into multiple documents.

- OCR: Integrated support for OCR and Searchable PDF creation- Links: The ability to send files to different destinations via local or global network

connections

Online Help

The general content of the online Help is accessible at any time either by selecting Helpfrom the Help menu or by pressing the Help button or the F1 key. This online Helpdocumentation includes the following:

- Tips for using HP Smart Document Scan Software more efficiently- A Glossary with short explanations of most important terms- Contents, Index, and Search tabs to the left of the Help topic pane to be used

for finding a Help topic- A comprehensive index structure that helps you find information on a particular

function: click the Index tab to the left of the Help topic pane to view it

4While working within a window or dialog box, click its own Help button or press F1 toaccess the related Help topic.

This document does not cover typical usage of the Microsoft Windows environment. Seeyour Windows documentation if you have questions about how to use dialog boxes,menu commands, scroll bars, drag-and-drop functionality, and so on.

Uninstalling

Follow the steps below to uninstall HP Smart Document Scan Software:

1. Select "Add or Remove Programs" (XP) or "Programs and Features" tool (Vista)from the Control Panel.

2. Select HP Smart Document Scan Software from the list.3. Click Remove to uninstall the program or Change to auto-repair it.

5Working with HP Smart Document Scan SoftwareStarting the Software

When HP Smart Document Scan Software is first launched, the Main Window opens witha set of predefined scan profiles in the Scan Profiles list. Some of them may be disabledand others enabled, depending on the parameters of the scanner connected to yourcomputer.

Select one of the predefined profiles, upgrade it if need be, or create new ones; put thedocuments into your scanner and press the Scan button to start working with HP SmartDocument Scan Software.

Note

If you have upgraded from an earlier version of HP Smart Document Scan Software youwill need to upgrade your profiles.

Main Window

When the program is launched, the Main Window opens.

The Scanner area at the top defines the selected scanner.

6Predefined and user created scan profiles are displayed in the Scan Profiles list. If aprofile contains invalid settings (for instance, the profile uses VRS, but VRS is notinstalled) then the profile name is displayed as disabled.

To learn more information about a profile, click on the profile name to see its shortdescription in the box below the profile list. Below the profile description box, you cansee an icon indicating what Rotate and Feed options you are using. To change this, usethe Layout tab in the Profile Settings window.

The Create new profile, Edit profile, Delete profile and Upgrade buttons are usedfor profile management as described in detail in related topics.

Under the Scan Profile area, available Scan Sources are listed. Note that differentsources (such as Feeder simplex (1-sided); Feeder duplex (2-sided); Feeder duplex(2-sided), book; Feeder duplex (2-sided), tablet; and Flatbed) might be displayedhere, depending on your scanner's capabilities. Your selection will be valid until youchange profiles or exit the program, or change the settings in the current profile.

NOTE

If you select a profile that was installed with a previous version of the software and youhave not upgraded it yet, the Edit button changes to Upgrade. When you select analready upgraded profile the Edit button is displayed.

Profiles can be reordered within the list:

1. Select a profile from the Scan Profile list.2. Click Move profile up or Move profile down to reposition the selected profile

within the list.

When a profile is selected, click the Scan button or select Scan from the File menu tostart scanning.

Select Exit from the File menu to close the Main Window and quit the program.

About Scanning

The necessary settings for common document capturing tasks are programmed in scanprofiles.

To start scanning, select a scan profile and:

- Click the Scan button, or- In the File menu, select Scan.

When scanning starts, the Scan Progress window opens where you can monitor thescanning process.

You can also scan without using the Scan Progress window. To do this, unmark thecheckbox 'Show thumbnails when scanning' in the Profile tab of Profile Settings.

7About Scan Profiles

HP Smart Document Scan Software includes a set of predefined scan profiles. You cancreate new profiles, as well as modify, upgrade or delete existing ones. Profiles installedor created with a previous version of HP Smart Document Scan Software need to beupgraded before they are used. Profiles can also be imported and exported so thatadministrators can create profiles for a workgroup. Users can transfer their profiles fromone machine to another, and they can also share custom profiles with each other.

Predefined profiles can be restored at any time to original settings if deleted or modified.

About Managing Pages

If not specified otherwise in the Profile tab under Profile Settings, once scanning isstarted, the Scan Progress window opens.

The thumbnail view in the top left of the dialog shows thumbnails of the scanned pages.As the scanning progresses, each new page appears at the place indicated by the "Insertnew pages here" indicator. Tools are on the right side of the thumbnail view. Buttonsare enabled or disabled depending on whether or not they are relevant for the currentselection.

A progress indicator and status messages at the bottom right inform you about thestatus of the process.

8After scanning

- Click the Scan button at the bottom-right of the window to add more pages tothe existing set of scanned pages. Scanning more pages might be necessary if,for example, the ADF cannot hold all of the pages of the original document that isbeing scanned. Change the Paper source setting (above the Scan button) tochange the scan source for any additional scans.

- Display individual pages in the Preview Pages window by selecting a page or setof pages within the thumbnail window, then click Adjust page.

- Inspect the scanned pages in the thumbnail view. Consider how the scannedpages are going to be organized into documents, and reorganize them ifnecessary. You can reorder pages to modify their sequence, separate pages intomultiple documents, reverse the order of all pages, and delete pages anddocument separators.

- Click the Done button when all pages have been scanned and adjusted asnecessary, and you are ready to create your final documents.

9Profile SettingsAbout Layout Settings

In the Profile Settings dialog click the Layout tab to modify the related parameters.

Here you can specify the following settings:

- Scan source- Page loading - i.e. rotate and feed options- Original page size and layout- Size and location of scan area

The Layout panel is also available if you click Rescan Settings in the Preview Pageswindow.

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About Scan Parameters

In the Main Window, select a scan profile and click Edit to open the Profile Settingsdialog. Click the Scan tab to specify scan parameters.

In the Preview Pages window, click the Rescan Settings button to modify scanparameters for a rescan.

On the Scan tab, you can specify the following settings:

- Characteristics of the image such as color mode, resolution, brightness, contrastor midtone

- Dither (ON or OFF)- Scanner options- Kofax VRS usage for best OCR results

About Processing Options

In the Profile Settings dialog box, click the Process tab to specify the image anddocument processing settings of a profile.

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The following operations can be carried out automatically to each scanned page:

- Straightening skewed pages- Orienting pages right side up- Cropping pages- Resizing pages- Erasing edges- Applying digital stamp

Beyond these automatic processing options, further individual post-processing is possiblefor each page in the Preview Pages window as well.

The following document adjustment options are also available in this tab:

- Merging pages- Saving barcode information- Separating pages into multiple documents- Removing blank pages- Deleting separator pages

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About Output Settings and Destinations

In the Profile Settings dialog box, click the Destination tab to specify the output anddestination settings of a profile.

You can select:- The document file type and its settings. A variety of file type options exist for

various file types. If a file type has options, the Settings button will be enabled;clicking on the Settings button will launch a dialog showing the settings for thechosen file type. For text type files, the OCR Settings dialog box is displayedwhere you can specify layout, and graphics options. For JPEG and TIFF image filetypes, you can specify different image quality and compression.

- OCR Language: here you can specify the language of the document for outputformats that contain text.

- File naming rules- A folder where the output files will be saved. In shared profiles for example, this

path will be the same whether it is accessed on different machines or by differentusers.

- A destination link to send saved document files to. You can send a document to anetwork server, via e-mail, print it, or further process it with an externalprogram.

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PDF Settings

Specify PDF output in the PDF Settings dialog box.

Use the two tabs of this dialog to specify PDF file type, image quality, set file metadataand to secure your file.

Type & Quality

1. PDF File Type

HP Smart Document Scan Software offers two basic PDF types: Non-Searchable andSearchable.

Non-searchable PDFs contain page images only.

PDF Image Only

A PDF Image file contains a bitmapped image of a document or graphic. Thispopular format is useful when file size and content searching is not a concern and

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you need an exact replica of a document to share with others. For example, youmay want to scan documents to the PDF Image format so that you can easilydistribute them to business colleagues on the network.

Searchable PDF files contain text. Use this type if you want to index, search or workwith the text content of your file (while preserving the exact document appearance).

Two basic types of Searchable PDFs are offered:

PDF Formatted Text and Graphics

This is a crisp, high quality PDF file with fully searchable content by storing textas characters, rather than image. Because text is stored as characters, a file inthis format can be edited in programs such as Adobe Acrobat. This format is thebest for on-screen viewing and posting to web sites. The file size is typicallysmaller than PDF Image over Text, and the file content is externally searchableby programs and systems, such as Windows XP, that support full-contentsearches.

Mark the checkbox Include word images for words recognized with lowconfidence to have reject and suspect characters have image overlays, so theseuncertain characters display as they were in the original document. The PDF filecan be viewed, searched and edited.

PDF Image over Text

A PDF Image over Text file contains a bitmapped image of a document or graphicwith textual content stored as hidden text. It is an export format most useful forarchiving legal and other content-critical documents. The format maintains anidentical appearance to the original document and enables other programs, suchas Adobe Acrobat, to search the file. Although the file size is typically larger thanPDF Formatted Text and Graphics, these features make it the most useful formatfor archiving important documents. PDF Image over Text files can be indexed andsearched by programs and systems, such as Windows XP, that support full-content searches.

For both PDF types, you can choose to have PDF-A compliant output. PDF-A is aPortable Document Format standard. Use this to make sure that your PDF displaysexactly identical regardless of the computer environment. PDF-A compliant files do notrely on external sources: they contain all the information necessary for display (device-independent colorspace definition, all fonts embedded, metadata based on standards).

The PDF-A standard excludes:

- audio files- video files- javascripts- executables, and- encryption.

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2. PDF Image quality

Use MRC compression for the smallest possible file. An MRC-compressed PDF has aforeground layer (typically with text and high-quality images), a background layer (mostoften containing low-resolution background images or patterns) and a mask thatspecifies how to assemble the document image from the two layers.

Adjust the file size-quality tradeoff with the slider. Higher image quality uses lesscompression and results in bigger files. Unless file size is an issue, use Best.

Metadata & Security

You can add the following categories of metadata to your PDF files:- Title- Author- Subject- Keywords.

Use commas or semi-colons to separate multiple keywords.

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PDF Password Security

Mark the checkbox 'Require a password to open the document' to create password-secured PDF files.

This option is only available if you have not selected PDF-A compliance in the Type &Quality tab (see above).

To apply a password, type it into the Password field, into the Confirm Password field, andset the encryption level. Passwords must be no longer than 32 characters.

Mark the checkbox 'Prompt for PDF metadata...' if you want to specify PDF metadata andpasswords at the time of scan (i.e. the application will prompt for them) rather than atthe time of creating the profile.

Choosing encryption level

AES-128 is stronger encryption, but the resultant PDF file is only compatible with PDFversions 1.6 and higher. RC4-128 is not as strong encryption as AES-128, but theresultant PDF file is compatible PDF versions 1.4 and above. So, if compatibility withearlier versions of PDF is a higher concern than security, then RC4-128 is recommended.However, if security is a higher concern than compatibility, then AES-128 isrecommended.

Administrative Installation

Administrators can also install the software using command-line commands. This isuseful for uniformly distributing pre-set installation parameters, typically set through theuser interface, to a number of users.

SETUP.EXE is to be launched from the subfolder called "SmartDocument". Here is anexample for silent installation (/s parameter):

Setup /s /L /v"INSTALLDIR=\"\" REBOOT=SuppressWEB_UPD=1 PROFILE=\"\" NEWPROFILES=1 /qb"

where the following parameters are accessible:

the /s parameter specifies silent installation (no user interaction is required /possible during the process)

the L parameter defines the user interface language for the program

Possible values for are:1033 - English1036 - French1031 - German1040 - Italian1034 - Spanish1042 - Korean2052 - Simplified Chinese1028 - Traditional Chinese

Default value: 1033 (English)

Non-silent installation will prompt for a language choice.

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INSTALLDIR is the destination path for the installation

Default: "\HP Smart Document Scan Software"

For example: C:\Program Files\HP Smart Document Scan Software,where C: denotes system disk partition.

REBOOT specifies whether or not to restart the system after installation

Possible values:Force - always reboots after silent or non-silent installation.Suppress - if reboot is needed, the user is prompted to reboot orautomatically reboots after silent installation.ReallySuppress - no reboot at all.Default value: Suppress

WEB_UPD defines the availability of automatic and manual web updates

Possible values:0 - Automatic web updates are turned OFF and cannot be accessed bythe user from the application. Manual updating functionality is notaccessible from the Help menu.1 - Automatic web updates are turned ON and can be turned off by theuser from the application. Manual updating functionality is accessiblefrom the Help menu.2 - Automatic web updates turned OFF and can be turned on by theuser from the application. Manual updating functionality is accessiblefrom the Help menu.

Default value: 2

If no valid value is specified, non-silent installation will prompt the userto turn automatic web updates ON or OFF. Switching automaticupdates on/off is accessible for the user from the application. Manualupdating functionality is also available for the user from the Helpmenu.

PROFILE sets scanner profiles to be used in the program. Use this toselect which device profiles the application should use on first startup.

Possible values:5000 - HP Scanjet 50007000 - HP Scanjet 70007650 - HP Scanjet 76507800 - HP Scanjet 78008250 - HP Scanjet 82508270 - HP Scanjet 82708290 - HP Scanjet 82908300 - HP Scanjet 8350, HP Scanjet 8390N7710 - HP Scanjet N7710N8400 - HP Scanjet N8420, HP Scanjet N8460N9120 - HP Scanjet N91209000 HP Scanjet 9000None - no profiles are selected (and the user is prompted to select ascanner)

Default value: None

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If a different value is specified, no profiles will be installed. In such acase users either have to import or create profiles manually so thatthey can use the application.

NEWPROFILES specifies installer behavior with new scan profiles. Usethis for upgrade users to define how existing and newly installed profilesare treated.

Possible values:0 - Keeps only the profiles that existed prior to installation.1 - Keeps only the new profiles selected during installation.20 - New profiles are installed, old profiles are retained. If someprofiles have conflicting names, old profiles are kept. Not valid ifPROFILE="None" is specified.21 - New profiles are installed, old profiles are retained. If someprofiles have conflicting names, new profiles overwrite old ones. Notvalid if PROFILE="None" is specified.

Default value: 1

During silent installation unspecified parameters will take their default values.

TIPSpecify 'qn' instead of 'qb' to install without progress indication.

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Legal NoticesNuanceTM HP Smart Document Scan Software Guide

Copyright 2009 Nuance Communications, Inc. All rights reserved. Without limiting therights under copyright reserved above, no part of this publication may be reproduced,stored in, or introduced into, a retrieval system, or transmitted in any form or by anymeans, including, without limitation, electronic, mechanical, photocopying, recording, orotherwise, without the prior written permission of Nuance Communications, Inc.

Nuance Communications, Inc. provides this publication as is, without representation orwarranty of any kind. Nuance Communications, Inc. reserves the right to revise thispublication and to change the information contained in this publication without furthernotice.

Nuance, the Nuance logo, ScanSoft, OmniPage, and PaperPort are registered trademarksor trademarks of Nuance Communications, Inc. in the United States and/or othercountries. Microsoft, Windows, Word, Outlook, Excel, and Internet Explorer areregistered trademarks and/or trademarks of Microsoft Corporation in the United Statesand other countries. All other company names and product names in this publicationmay be the trademarks of their respective owners.

A publication of

Nuance Communications, Inc.1 Wayside RoadBurlington, MA 01803-4609United States of America

About HP Smart Document Scan SoftwareIntroductionMinimum System RequirementsInstalling the SoftwareMain FeaturesOnline HelpUninstalling

Working with HP Smart Document Scan SoftwareStarting the SoftwareMain WindowAbout ScanningAbout Scan ProfilesAbout Managing Pages

Profile SettingsAbout Layout SettingsAbout Scan ParametersAbout Processing OptionsAbout Output Settings and DestinationsPDF SettingsAdministrative Installation

Legal Notices