IRISDocumentTM Server 9.
IRISDocumentTM Server 9.5 – User Guide Table of Contents Copyrights ........................................................................................... 7 Chapter 1 Introducing IRISDocument Server....................... 9 Chapter 2 Installing IRISDocument Server ......................... 13 System requirements ....................................................... 13 Software installation ....................................................... 14 Software registration ............................
Table of Contents Chapter 7 Character Recognition .......................................... 55 Chapter 8 Image Compression ............................................... 63 Chapter 9 Document Separation............................................ 67 Chapter 10 XML Indexing ..................................................... 69 Chapter 11 Output Folder ...................................................... 71 Chapter 12 Document Names.................................................
IRISDocumentTM Server 9.5 – User Guide Other output formats ....................................................... 98 SpreadsheetML documents ............................................................... 98 (Unicode) Text documents .............................................................. 101 HTML documents ........................................................................... 101 XML documents ............................................................................. 102 Image files .....
IRISDocumentTM Server 9.5 – User Guide Copyrights IRISDocumentServer9.5-dgi-100510-03 Copyrights © 2002 - 2010 I.R.I.S. All Rights Reserved. I.R.I.S. owns the copyrights to the IRISDocument software, to the online help system and to this publication. The information contained in this document is the property of I.R.I.S. Its content is subject to change without notice and does not represent a commitment on the part of I.R.I.S.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 1 INTRODUCING IRISDOCUMENT SERVER IRISDocument Server is a powerful, high-productivity document recognition server. It is designed to optimize, structure, index and compress large volumes of image and PDF files and to convert them into text-searchable and editable output files. To process image files, IRISDocument Server uses I.R.I.S.' proprietary OCR technology (Optical Character Recognition), which supports as many as 137 languages.
Chapter 1 – Introducing IRISDocument Server Good Quality is available for both PDF and XPS documents in the standard version of IRISDocument Server. To make full use of the iHQC technology, an iHQC add-on is required. Besides text recognition, IRISDocument offers powerful barcode recognition for document structuring purposes. Barcodes in image files can be used as separators to indicate where new documents begin.
IRISDocumentTM Server 9.5 – User Guide websites via the Export to SharePoint add-on, and export them to Therefore document solutions via the Export to Therefore add-on. Using IRISDocument in combination with Canon imageRUNNERS with iSend functionality and Canon imageRUNNERS Advance The Watched Folders module of IRISDocument can be used in combination with Canon imageRUNNERS with iSend functionality and Canon imageRUNNERS Advance.
Chapter 1 – Introducing IRISDocument Server A an Export to Therefore add-on is available. By means of this add-on you can export processed documents to Therefore document solutions. A Workgroup add-on is available. By means of this add-on you can export processed documents to the e-mail addresses, personal folders and FTP folders of all the users who belong to the workgroup(s) you define in IRISDocument.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 2 INSTALLING IRISDOCUMENT SERVER SYSTEM REQUIREMENTS The minimal system requirements to run IRISDocument Server are a Pentium III 500 MHz PC with 512 MB RAM memory and 500 MB available disk space. The recommended system requirements for optimal operation are a Pentium IV 2 GHz with 1 GB RAM memory and 2 GB available disk space.
Chapter 2 – Installing IRISDocument Server IRISDocument Server is compatible with all Canon imageRUNNERS with iSend functionality and all Canon imageRUNNERS Advance. SOFTWARE INSTALLATION The IRISDocument software and its software options are delivered on an auto-running CD-ROM, in combination with a dongle.
IRISDocumentTM Server 9.5 – User Guide Select Typical to install the standard version of IRISDocument. Select Custom should you want to install add-ons. o Select the add-ons you want to install and click Next. o For each add-on you want to install you will be prompted to enter a password. You find the password on the DVD box. If you want to use a Canon imageRUNNER in combination with IRISDocument, make sure to install the Workgroup add-on and select the Workgroup initial data option.
Chapter 2 – Installing IRISDocument Server Insert the dongle in a free USB port and launch the Batch OCR or Watched Folders module of IRISDocument from the Windows Programs menu. SOFTWARE REGISTRATION IRISDocument Server is protected by a software key. To obtain this software key, you are required to register. To register IRISDocument Server: From the Windows Start menu, point to All programs, and then click IRISDocument Server 9.5. Click Batch OCR or Watched Folders to open either module.
IRISDocumentTM Server 9.5 – User Guide Do not attempt to delete the software manually by erasing the installed files in the installation folder. PRODUCT SUPPORT To get technical support, please visit our website at http://www.irislink.com/support.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 3 IRISDOCUMENT SERVER MODULES THE BATCH OCR MODULE The Batch OCR module allows you to process batches of documents that are stored in a certain folder. One folder can be processed at a time. Once the documents have been processed, they are sent to an output folder. To launch the module: From the Windows Start menu, select Programs>IRISDocument Server 9.5>Batch OCR.
Chapter 3 – IRISDocument Server Modules You can also use the IRISDocument Wizard in the File menu to go over the different steps in the right order. When creating a watched folder, you will go through almost exactly the same steps. These steps will be discussed only once for both Batch OCR and Watched Folders in the corresponding sections below. When you have covered all the steps, an overview of the settings will be given on the Summary tab.
IRISDocumentTM Server 9.5 – User Guide As soon as the batch OCR process is completed, the lower part of the application window displays a batch report. More information about the OCR process is available in the automatically generated log files, xml index files and confidence files, which are located in the output folder. See the section XML indexing. THE WATCHED FOLDERS MODULE In the Watched Folders module, IRISDocument acts as an OCR server.
Chapter 3 – IRISDocument Server Modules The Watched Folders module can be used in combination with Canon imageRUNNERS with iSend functionality and Canon imageRUNNERS Advance. To launch the module: From the Windows Start menu, select Programs>IRISDocument Server 9.5>Watched Folders.
IRISDocumentTM Server 9.5 – User Guide Note that IRISDocument Server must have fast access to the work folder. Therefore, it is mandatory you select or create a folder on a local hard disk instead of on a network. Bandwidth and network issues, such as time-outs, inconsistent time or time zone settings etc., might slow down IRISDocument Server considerably. As soon as you click OK, the empty user interface will open. Open the File menu and click the command Create a Watched Folder.
Chapter 3 – IRISDocument Server Modules This order is very similar to the one of the IRISDocument Wizard in the Batch OCR module and is discussed only once in the corresponding sections below. Any options you selected can still be changed using the sections on the left-hand side. Any changes you make will be saved automatically. To start monitoring Watched Folders, open the File menu and click the Run command. The user interface displays the tasks in progress.
IRISDocumentTM Server 9.5 – User Guide The status of the various OCR tasks can also be verified in the work folder. The pending tasks can be edited in the Task menu: select the tasks you want to edit in the lower part of the application and click the command Edit selected tasks. WATCHED FOLDERS AS A WINDOWS SERVICE The Watched Folders module can run as a Windows service.
Chapter 3 – IRISDocument Server Modules Monitoring Watched Folders as a service To monitor Watched Folders as a service, select Watched Folders Service Monitor from the Windows Programs menu. If you started the service in the Service list during the previous step, then the Start button will be disabled and the service is already running. If the Start button is still enabled, click it to start the service.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 4 INPUT SOURCE BATCH OCR IMAGE FOLDER In order to process batches of documents, you must indicate in which folder your documents are located. Start the Batch OCR module from the Windows Start menu>Programs>IRISDocument Server 9.5. The interface will open and the File Scanner tab of the Input section will be displayed. Click the Browse button and search for the folder you want to process.
Chapter 4 – Input Source IRISDocument does not delete the images from the image folder by default, but you can choose to delete them after recognition. It is recommended to use a local hard disk as image folder, rather than a network volume. The recognition is faster and bandwidth and network issues are avoided. Options IRISDocument by default loads PDF and DjVu documents in color. Should you want to load these documents in black-andwhite to reduce the processing time, then clear this option.
IRISDocumentTM Server 9.5 – User Guide In the Batch Output section, on the Separation tab: Select Create one document per input file. Do not select Use blank pages to separate documents. Make sure Keep blank pages is selected (default option). In the Batch Output section, on the XML Indexing tab: Deselect XML Indexing (default option). Deselect Include recognized text (default option). In the Document Output section, on the PDF tab: Do not select Create PDF/A compliant files.
Chapter 4 – Input Source The resolution at which IRISDocument extracts image files from PDF documents can be determined: select the appropriate resolution in the drop-down list, right of Load PDF at: o IRISDocument by default loads PDF documents at 300 dpi. o Select 200 dpi to increase the processing speed. o Select 600 dpi to increase the processing accuracy. WATCHED IMAGE FOLDER In this section you indicate which image folder IRISDocument must monitor as Watched Folder.
IRISDocumentTM Server 9.5 – User Guide complete Watched Folder configuration will be preconfigured and the interface will open immediately. In case you want to use a Canon imageRUNNER to send documents to IRISDocument, make sure you install the Workgroup add-on and select the Workgroup initial data option. You are recommended not to change the preconfigured settings that are applied (except for the Watched Folder location should you want to change this).
Chapter 4 – Input Source To create a new Watched Folder, open the File menu and click Create a Watched Folder. Click the Browse button to search for the appropriate folder. Warning: it is mandatory to select a folder on a local hard disk instead of on a network. Bandwidth and network issues, such as timeouts, inconsistent time or time zone settings etc., might slow down IRISDocument Server considerably. Therefore, I.R.I.S.
IRISDocumentTM Server 9.5 – User Guide End of task detection The End of task detection options allow you to determine how the stream of scanned images will be broken up in separate tasks. Time-out If the contents of a watched folder do not change for a certain time, IRISDocument Server will start converting all documents in that folder as a single task. File detection When processing subfolders, you can drop an end of task file (eod.inf) in a watched folder.
Chapter 4 – Input Source Processing IRISDocument Server handles several watched folders simultaneously. The watched folder with the highest priority is processed first. Open the Task menu to change the priority of specific tasks. Note, however, that the Task menu cannot be opened when the OCR is in progress; the current process needs to be aborted first. Options IRISDocument by default loads PDF and DjVu documents in color.
IRISDocumentTM Server 9.5 – User Guide images, or both?). IRISDocument considers a PDF file to contain text when there are more than 10 characters per page. Important note: the option Don't modify PDF containing text is not compatible with options that require modifying the input PDF (e.g. password protection, document structuring).
Chapter 4 – Input Source In the Document Output section, on the PDFiHQC tab: Do not select Create PDF/A compliant files. Do not apply Password security. Do not select Signature to apply. In the Document Output section, on the Document Names tab: do not select the option Use first sentence of recognized text. Also note that when you select other output formats besides PDF Image-Text, the input PDF will be processed and converted into those required output formats.
IRISDocumentTM Server 9.5 – User Guide Select overwrite task output in case you want to overwrite the documents that are left in the output folder when starting another task. DEFINING A WORKGROUP OF USERS (This section only applies to the Watched Folders module when the Workgroup add-on has been installed) If you installed the Workgroup add-on as part of your IRISDocument Server configuration, then the Workgroup tab will be available in the Input section of the Watched Folders module.
Chapter 4 – Input Source When you are using Watched Folders for the first time, refer to the section The Watched Folders module. Select the option Enable user identification. Otherwise, you will not be able to define a workgroup. You can choose to Extract the user information from the input file name. When you select this option, IRISDocument will look at the file name of the documents to know to which user they belong, and to which export destination they must be sent.
IRISDocumentTM Server 9.5 – User Guide The Workgroup Editor will open. First configure the default user. If IRISDocument is not able to send documents to a certain user, because the fine name is incorrect for instance, then the documents are sent to the default user. Thus, the default users must always be configured correctly. Enter the E-mail, Folder and FTP folder fields. Click New to enter a new user. You are required to enter an Identifier for each user.
Chapter 4 – Input Source imageRUNNER to IRISDocument, they must enter the identifier as document name (or this can be configured by the MFP Administrator in case of the imageRUNNER Advance). Based on the Identifier, IRISDocument knows to which destination the processed documents must be exported. Refer to the appendix Configuring Canon imageRUNNERS to run with IRISDocument for more information. Then enter the Last name, First name, E-mail address, Personal folder and/or FTP folder for the user.
IRISDocumentTM Server 9.5 – User Guide To import Active Directory Users: Click Import>Active Directory Users. Enter the server on which the Active Directory is located. Enter the User, Password and Domain to establish the connection and then click OK. Select the users you want to import. You can choose which field to use as user identifier. Click Import to import the users.
Chapter 4 – Input Source Then save the workgroup file by clicking File>Save. Note for each Watched Folder you configure you can create a different workgroup file if necessary. To activate the export to the user's e-mail addresses, personal folders and FTP folders, click the corresponding tabs in the Export section. For information on how to configure the export, refer to the sections Export to E-mail addresses, Export to FTP folders and Export to personal folders.
IRISDocumentTM Server 9.5 – User Guide Click the Sharing tab. Select Share this folder. To change the name of the shared folder, type a new name in the Share name box. Other users will see this new share name when they connect to this folder. The actual name of the folder does not change. Adding a share name is recommended when you are using IRISDocument in combination with Canon imageRUNNERS. Then, click the Permissions button.
Chapter 4 – Input Source In the File Sharing dialog box, click the arrow right of the text box, and then click Find. Type the name of the user you want to share the folder with, click Check Names, and then click OK. The name of the user you selected appears in the list of people you want to share the folder with. Under Permission Level, click the arrow and then select Coowner. This way, the user in question will be allowed to view, change, add and delete files in the shared folder.
IRISDocumentTM Server 9.5 – User Guide Click the folder you want to share, and then, on the toolbar, click Share with. Then select Specific people. In the File Sharing dialog box, click the arrow to the right of the text box, and then click Find people. Type the name of the user you want to share the folder with, click Check Names, and then click OK. The name of the user that you selected appears in the list of people you want to share the folder with.
Chapter 4 – Input Source Then enter the Share name and click Apply to confirm.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 5 IMAGE ENHANCEMENT The image enhancement feature optimizes the OCR accuracy and image quality, and reduces the file size. To access the image enhancement options: Open the Processing section and click the Image Enhancement tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module. Set the image enhancement settings.
Chapter 5 – Image Enhancement Autorotation The Deskew text option automatically straightens pages scanned at an angle. Deskewing improves the quality of scans and reduces the file size. Enable the option Use odd pages to detect skew angle to make the text deskewing faster. This option is designed for front-rear scanning. Only the front side is used to detect if the text is skewed.
IRISDocumentTM Server 9.5 – User Guide Smoothening is sometimes the only way to separate text from a colored background.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 6 BARCODE READING Next to optical character recognition of up to 137 languages, IRISDocument also offers barcode reading. Barcodes can be used to provide indexing data, to name documents and to separate documents within a batch. IRISDocument reads both 1D and 2D barcodes and supports laser printed and inkjet printed barcodes.
Chapter 6 – Barcode Reading Check the box Enable barcode reading and select the desired barcodes. Do not select barcodes that do not apply: the bigger the barcode set, the slower the recognition and the higher the risk of OCR errors will be. Select the options you want to apply: Recognition Move the slider to determine the appropriate recognition speed and accuracy. Barcode height and Barcode length Fill in the desired minimal and maximal height and length in the respective fields.
IRISDocumentTM Server 9.5 – User Guide Advanced features As barcodes can be used to separate various documents in a batch, IRISDocument allows you to remove them from the output documents. Barcodes are always placed on the front side of a document. Therefore, IRISDocument can limit barcode reading to front pages when scanning double-sided documents. For more information, refer to the appendix on Barcode reading.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 7 CHARACTER RECOGNITION The accuracy of the OCR process depends on many factors, such as the selected language, the document characteristics, etc. To access the character recognition options: Open the Processing section and click the Character Recognition tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module.
Chapter 7 – Character Recognition Language In order to recognize documents, the document language must be specified. Based on the language selection, the software knows which symbol sets to recognize. Select the language of your choice in the Language drop-down list. IRISDocument supports up to 137 languages. IRISDocument can optionally recognize four Asian languages (Traditional and Simplified Chinese, Japanese and Korean), Arabic and Farsi, and Hebrew.
IRISDocumentTM Server 9.5 – User Guide Select fixed pitch if all characters of the typeface have the same width. This is often the case in old typewriter documents. Select proportional pitch when the characters of the typeface have a different width. Virtually all fonts you find in newspapers, magazines and books are proportional. Select Automatic in order for IRISDocument to detect the character pitch automatically. Note: the character pitch option does not apply to Asian or Arabic documents.
Chapter 7 – Character Recognition Select Dot matrix to recognize so-called "draft" or "9 pin" dot matrix printed documents and Automatic to recognize "25 pin" or "NLQ" (Near Letter Quality) dot matrix, or other "normal" printing. Note: the Font type option does not apply to Asian, Arabic or Hebrew documents. Page range The character recognition can be applied to all pages, no pages and a certain number of pages.
IRISDocumentTM Server 9.5 – User Guide Insert the new word you want IRISDocument to recognize and click the Add button. You can also edit existing words in the user lexicon and import other text files. Save the .txt file in the folder of your choice. Launch the Batch OCR or the Watched Folders module. Open the Processing section and click the Character Recognition tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module.
Chapter 7 – Character Recognition The confidence level of the OCR process can be checked in the log file IRISDOCUMENT.HTML. This trade-off between speed and accuracy is available for the Latin, Cyrillic and Greek alphabets. READING BANKING FONTS Next to 137 recognition languages, IRISDocument also recognizes banking fonts thanks to its highly specialized magnetic ink character recognition engines.
IRISDocumentTM Server 9.5 – User Guide IRISDocument Server supports OCR-A, OCR-B, E13B and CMC7 bank fonts. Refer to the appendix on Banking Fonts for more information.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 8 IMAGE COMPRESSION GENERAL IMAGE COMPRESSION IRISDocument allows you to generate compact images. The images in scanned documents can be compressed and their color mode and output resolution changed by means of extensive image compression options. To access these options: Open the Image Compression section and click the General tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module.
Chapter 8 – Image Compression Color mode of output images You can either choose to maintain the color mode of scans or save scans in black-and-white. When you have chosen to maintain the color mode of scans while generating PDF documents, color and grayscale graphics will be saved in the JPEG format by default. Bitonal images (black-and-white) are saved in the TIFF format with Group 4 compression.
IRISDocumentTM Server 9.5 – User Guide Note that the settings determined under the General tab apply to all graphics generated by IRISDocument. JPEG 2000 COMPRESSION Next to the general image compression options, IRISDocument allows you to apply JPEG 2000 compression to color and grayscale images. Note that JPEG 2000 compression does not apply to iHQC documents as iHQC is 15 times more efficient.
Chapter 8 – Image Compression Compression The file size of scanned images can be influenced in several ways: Select lossless compression for optimal results. The Compression ratio allows you to determine how many times you want the scanned images to be smaller than their original. You can also determine the desired target size of a single page in the output file. Indicate the file size for a single page from 1 KB to 10,240 KB. The default value is 100 KB.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 9 DOCUMENT SEPARATION IRISDocument Server scans and monitors large batches composed of many documents without interruption The output of the scanned batches can be neatly organized in separate files: IRISDocument can create one output file per batch, image folder and input file. To access the document separation options, open the Batch Output section and click the Document Separation tab.
Chapter 9 – Document Separation If you installed the Workgroup add-on and selected Workgroup initial data during the installation, the Input file option will be selected by default. Note that input files may contain multiple pages. Separators IRISDocument can create a new document each time it encounters a blank page or barcode.. Note that barcode reading must be enabled in order to use barcodes as separators. A page is blank to IRISDocument when no text, barcodes or graphics are recognized.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 10 XML INDEXING After recognition, IRISDocument by default generates an XML index file, containing detailed information on the scanned documents, including the recognized text. To access the XML indexing options, open the Batch Output section and click the XML Indexing tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module.
Chapter 10 – XML Indexing In the Batch OCR module, one log file is created per batch. In the Watched Folders module, one log file is created per task. The OCR confidence file allows you to monitor the confidence of the OCR process by means of two charts providing word-based and character-based statistics. Should the confidence level not be satisfactory, ask yourself the right questions. E.g.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 11 OUTPUT FOLDER All images processed by IRISDocument Server will be stored in an output folder. From the Output folder the documents can be exported in several ways. Refer to the chapter Export features for more information. To select an output folder: Open the Batch Output section and click the Output Folder tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module.
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IRISDocumentTM Server 9.5 – User Guide CHAPTER 12 DOCUMENT NAMES The documents generated by IRISDocument are named automatically by default: IRISDocument uses 8-digit names, starting from 00000000. To access the document naming options: Open the Document Output section and click the tab Document Names. When you are using Watched Folders for the first time, refer to the section The Watched Folders module.
Chapter 12 – Document Naming o When you are processing multiple image folders each containing image files that belong together, select the naming option Use name of image folder. Your output documents will be named ImageFolder0, ImageFolder1 for instance. o You can also use the content of a specific barcode in your document as document name. Select the option Use content of barcode and indicate which barcode in the document must be used as document name.
IRISDocumentTM Server 9.5 – User Guide When you want to use a Canon imageRUNNER to send documents to IRISDocument, select Use name of first image. This way, IRISDocument will use the name of the first image users send via the MFP. Note: The name a user gives to a document when sending it via the MFP should be his personal identifier that was attributed to him by the IRISDocument Administrator via the Workgroup Editor (see the section Defining a workgroup of users for more information.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 13 OUTPUT FORMATS SUPPORTED OUTPUT FORMATS IRISDocument supports a wide range of output formats: PDF, PDFiHQC, PDF/A, PDF/A-iHQC, XPS, XPS-iHQC, Word, RTF, WordML, OpenDocument Text, XML, HTML, Text, SpreadsheetML and several types of image files. Note that all output formats are disabled by default, however. To generate output files: Open the Document Output section and click on the tabs of the desired output formats.
Chapter 13 – Output Formats PDF DOCUMENTS PDF Document types IRISDocument generates four types of PDF files: Text, TextImage, Image-Text and Image. IRISDocument also generates both password-protected and digitally signed PDF output and offers PDF/A output for long-time preservation. IRISDocument can also apply iHQC compression to reduce the file size of PDF output to a minimum. To generate PDF output: Open the Document output section and click the PDF tab.
IRISDocumentTM Server 9.5 – User Guide PDF Image-Text IRISDocument recognizes text and creates searchable PDF files that contain the page image and the recognized text. The page image is placed on top of the text. With this format you can search words inside documents and view their true image as it was scanned. Tip: use the graphics options in the Image Compression section to determine the color mode, resolution and JPEG quality of the graphics stored inside PDF files.
Chapter 13 – Output Formats Select which version of PDF document you want to generate: 1.4, 1.5, 1.6 or 1.7. IRISDocument by default generates PDF 1.5 documents. Notes If you want to generate PDF/A compliant files, select PDF version 1.4. Note that PDF 1.4 documents are not compatible with certain options: o PDF version 1.4 is compatible with iHQC Level I and II, but not with Level III or custom compression. o PDF version 1.4 is not compatible with JPEG 2000 compression. o PDF version 1.
IRISDocumentTM Server 9.5 – User Guide o It takes Adobe Acrobat 5.0 and higher to open PDF 1.4 documents. o It takes Adobe Acrobat 6.0 and higher to open PDF 1.5 documents. o It takes Adobe Acrobat 7.0 and higher to open PDF 1.6 documents. o It takes Adobe Acrobat 8.0 and higher to open PDF 1.7 documents. PDF Options Depending on the PDF type you have chosen, several options are available.
Chapter 13 – Output Formats Create bookmarks The option Create bookmarks creates bookmarks for each text block, graphic and table in Adobe Acrobat PDF files. Embed fonts Select the option Embed fonts to embed the fonts in Adobe Acrobat PDF files. Embedding fonts prevents font substitution and ensures that readers, regardless of their computer configuration, see the text in its original fonts. Embedding fonts increases the file size of recognized documents somewhat.
IRISDocumentTM Server 9.5 – User Guide JPEG 2000 compression By default, IRISDocument JPEG 2000 compresses grayscale and color images in PDF documents. These settings apply to all graphics inside PDF files. Note that JPEG 2000 compression is not available for PDF/A and PDF-iHQC output. Retaining colors of text The option Retain colors of text maintains the original colors of the text across the recognition.
Chapter 13 – Output Formats Click it to change the password security settings. These settings are similar to the standard protection features offered by Adobe Acrobat. Digitally signed PDF Next to regular and password-protected PDF output, IRISDocument offers digitally signed PDF, PDF/A, PDF-iHQC and PDF/AiHQC output. Digital signatures authenticate the identity of the document author, certify a document and help prevent unwanted changes.
IRISDocumentTM Server 9.5 – User Guide Warning: it is up to the user to create a self-signed digital ID or to obtain a certificate from a third-party signature handler. Refer to the manual of Adobe Acrobat for specific instructions. To apply a digital signature: Open the Document Output section and click the PDF tab. Check the box Signature to apply to apply a digital signature. Click the signature you wish to apply. The Details button will become available.
Chapter 13 – Output Formats PDF/A Next to regular PDF documents, IRISDocument offers PDF/A and PDF/A-iHQC output. PDF/A files are used for long-term archiving and contain only what is strictly needed for opening and viewing files during their expected lifetime. The PDF/A files generated by IRISDocument are ISO standard (ISO 19005-1:2005) and PDF/A-1b compliant. To generate PDF/A output: Open the Document Output section and click the PDF tab.
IRISDocumentTM Server 9.5 – User Guide placed beneath the image, no font embedding is necessary. This way, IRISDocument produces more compact PDF/A output while the document text is still searchable and copyable. Notes: To avoid data loss, PDF/A files cannot be password-protected. PDF/A compliant files do not support JPEG 2000 compression. PDF/A compliant files are not compatible with iHQC Level III or with custom compression. PDF/A compliant output is currently not available for Asian languages.
Chapter 13 – Output Formats Open the Document Output section and click the PDF-iHQC tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module. Select the compression level you want to apply. You can also customize the compression level, by selecting the custom option. Select the PDF version you want to generate: 1.4, 1.5, 1.6 or 1.7. Notes o If you want to generate PDF/A compliant files, select PDF version 1.4. Note that PDF 1.
IRISDocumentTM Server 9.5 – User Guide o PDF version 1.4 is not compatible with JPEG 2000 compression. o PDF version 1.4 is not compatible with Wavelet compression (which applies special compression to graphics). In case you are using Adobe Acrobat to view PDF files: o It takes Adobe Acrobat 5.0 and higher to open PDF 1.4 documents. o It takes Adobe Acrobat 6.0 and higher to open PDF 1.5 documents. o It takes Adobe Acrobat 7.0 and higher to open PDF 1.6 documents. o It takes Adobe Acrobat 8.
Chapter 13 – Output Formats To generate XPS output: Open the Document Output section and click the XPS tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module. Select the appropriate XPS file format in the Type drop-down list: XPS Image This format generates image-only XPS documents, it does not execute OCR. With IRISDocument it is also possible to mix text-based and imagebased pages in a single XPS file. See the Character Recognition section.
IRISDocumentTM Server 9.5 – User Guide Tip: use the image enhancement options in the Processing section to improve the image quality and reduce the file size of PDF Image and Image-Text files. Note that iHQC compression is available for these XPS types. XPS Text IRISDocument recognizes text and creates searchable XPS files. The page image is not contained in the XPS files. Use text-only XPS files to save disk space.
Chapter 13 – Output Formats IRISDocument allows you to create bookmarks, include graphics and retain colors of text. Creating bookmarks The option Create bookmarks creates bookmarks for each text block, graphic and table in Microsoft XPS files. Including graphics The option Include graphics includes graphics in XPS Text documents. This option is always enabled for the other XPS types; it is essential to create a true copy of source documents.
IRISDocumentTM Server 9.5 – User Guide iHQC Level I Good Quality is provided for free with IRISDocument. Compressed XPS Image-text files are 2.5 to 5 times smaller than regular XPS files. To make full use of this compression technology, the iHQC add-on is required. To generate XPS-iHQC output: Open the Document Output section and click the XPS-iHQC tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module.
Chapter 13 – Output Formats Select the output formats you want IRISDocument to generate and determine their layout and other options. WordML is supported by Microsoft Word 2007 and 2003. OpenDocument Text is an XML-based open format supported by several recent word processors. An open source plug-in is required for Microsoft Word to support this format. Layout and other options Numerous layout options are available for the text-based output formats Word, WordML, RTF and OpenDocument Text.
IRISDocumentTM Server 9.5 – User Guide Layout Create body text avoids text formatting by IRISDocument. Retain word and paragraph formatting takes an intermediate position between body text and autoformatting. The font type, size and type style are maintained across the recognition. The tabs and the alignment of each block are recreated. The text blocks and columns aren't recreated; the paragraphs just follow each other. The tables are recaptured correctly.
Chapter 13 – Output Formats Tip: disable this option when you have columnized body text. You'll ensure the natural flow of the text from one column to the next. Note that this option is not available for HTML output. The option Add image as page background places the scanned image as page background beneath the recognized text. The pixels of the recognized text are erased to create a legible document.
IRISDocumentTM Server 9.5 – User Guide Include graphics includes the graphics in autoformatted files. This is essential to create a true copy of a document. Use the graphics options of the Image Compression section to determine the color mode and resolution of the graphics stored inside the output files. Use the image enhancement options of the Processing section to improve the image quality and reduce the file size.
Chapter 13 – Output Formats Preferred paper sizes When you are exporting Word, WordML, RTF or OpenDocument Text documents, you can select preferred paper sizes. IRISDocument will go through the active paper sizes in the indicated order and uses the first paper size that is sufficiently large to hold the scanned document. OTHER OUTPUT FORMATS SpreadsheetML documents IRISDocument offers SpreadsheetML output. This format is supported by Microsoft Excel 2007, 2003 and 2002.
IRISDocumentTM Server 9.5 – User Guide When you are using Watched Folders for the first time, refer to the section The Watched Folders module. Select the Layout and other options of your choice: Layout The layout options Create body text and Retain word and paragraph formatting are available, just as in text-based output formats. Options The option Merge lines into paragraphs enables automatic paragraph detection.
Chapter 13 – Output Formats You can limit the recognition to a numeric character set. Only the digits 0 to 9 are then recognized. The option Convert figures into numbers encodes the recognized figures as numbers. As a result, you can execute arithmetical operations on those cells. The text cells (in any table) remain text. Excel exclusively executes mathematical operations on data that is encoded as numbers.
IRISDocumentTM Server 9.5 – User Guide (Unicode) Text documents IRISDocument offers unicode Text output. To generate Text output: Open the Document Output section and click the Text tab. Select the file type of your choice: o Use the option Unicode Text to generate Unicode text output. The advantage of Unicode is that you can encode any language and view and edit the result with the proper word processor (Word 2007, 2003, 2000). o Use the option Unicode UTF-8 to generate Unicode UTF8 output.
Chapter 13 – Output Formats To generate HTML output: Open the Document Output section and click the HTML tab. When you are using Watched Folders for the first time, refer to the section The Watched Folders module. Select the appropriate layout and other options. These options are highly similar to the ones available for text-based output files. Refer to the section Layout and other options. XML documents IRISDocument offers XML output. Do not confuse XML output with XML indexing.
IRISDocumentTM Server 9.5 – User Guide The text is not legible to the human eye because the XML document contains detailed formatting information (type styles, position of each character on the page etc.). The text is stored character by character, word by word. It takes an XML parser to make sense of the XML output. IMAGE FILES Alongside several text formats, IRISDocument offers image output. Images can be exported as BMP, JPEG, JPEG 2000 and TIFF files.
Chapter 13 – Output Formats Note that you can also generate image-only PDF, and PDF-iHQC, XPS and XPS-iHQC files. Also note that scanned images can be saved in black-and-white and color-grayscale mode simultaneously.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 14 EXPORT FEATURES The documents you process with IRISDocument Server can be exported in several ways. In the standard version of IRISDocument Server, you can indicate which application you want to run after IRISDocument has processed your documents to process them further. When the Workgroup add-on is installed, you can define a workgroup of users to whose e-mail address, personal folder and/or FTP folder the documents must sent.
Chapter 14 – Export Features EXPORT APPLICATION After you have processed your documents with IRISDocument, they can be exported automatically to other applications by means of the custom export feature. The custom export feature connects IRISDocument to external applications that, for instance, open the processed documents in a viewer, import them in an imaging system, republish them on an intranet server, inform users by e-mail that new material is available, etc.
IRISDocumentTM Server 9.5 – User Guide Make sure you did not clear the option Enable XML indexing on the XML indexing tab in the Batch Output section. Note that you can develop custom export applications that parse the XML index and execute additional tasks on your documents. When you are using the Watched Folders module, you can select a separate export application for each watched folder. This way, your documents can be exported to multiple export applications at the same time.
Chapter 14 – Export Features Global settings In order for the export to SharePoint to work, select the option Export to SharePoint. You can choose to keep the documents on your computer after they have been processed. If you select this option, your documents will be kept in the Output folder. If you select this option here, it will also be selected automatically in the E-mail, Folder and FTP tab (provided that the Workgroup add-on is installed.
IRISDocumentTM Server 9.5 – User Guide Using the IRISDocument templates IRISDocument makes use of templates when exporting documents to SharePoint. In each template you indicate to which SharePoint server IRISDocument must connect and in which Document Library, Content type and Folder you want to store your documents in. For each watched you can use a different template. This way, you do not have to send the documents you process to a single SharePoint server when you are using multiple Watched Folders.
Chapter 14 – Export Features Click Connect to connect to the SharePoint server. IRISDocument will establish a connection and it will fill in the Output folder fields. IRISDocument will automatically select the first Document library and Content type in the respective lists and store the documents in the root folder. To change these parameters and to view the lists of available document libraries, content types and folders, click the arrow buttons.
IRISDocumentTM Server 9.5 – User Guide The button Define field mappings only applies to the software version IRISDocument Server for IRISPowerscan. Click OK to close the template settings. The next time you process your documents, they will be sent to the selected SharePoint server(s). EXPORT TO THEREFORE When the Export to Therefore add-on is installed as part of your IRIDocument Server configuration, IRISDocument is able to export processed documents to Therefore document solutions.
Chapter 14 – Export Features Global settings In order for the export to Therefore to work, select the option Export to Therefore. You can choose to keep the documents on your computer after they have been processed. If you select this option, your documents will be kept in the Output folder. If you select this option here, it will also be selected automatically in the E-mail, Folder and FTP tab (provided that the Workgroup add-on is installed.
IRISDocumentTM Server 9.5 – User Guide Using the IRISDocument templates IRISDocument makes use of templates when exporting documents to Therefore. In each template you indicate to which Category you want to export your documents and which Document title field must be used as document name in Therefore. After you have created all the necessary document types, you can create IRISDocument templates. Click New to create a new template or click Edit to modify the default template.
Chapter 14 – Export Features EXPORT TO E-MAIL ADDRESSES (This section only applies to the Watched Folders module when the Workgroup add-on is installed) If the Workgroup add-on is installed as part of your IRISDocument Server configuration, the E-mail tab will be available in the Export section of the Watched Folders module. The settings on this tab allow you export documents to e-mail addresses after processing.
IRISDocumentTM Server 9.5 – User Guide Global settings To enable export to e-mail addresses, select the option Send by E-mail. You can choose to keep the documents on your computer after they have been sent. If you select this option, your documents will be kept in the Output folder.
Chapter 14 – Export Features you configured and send the processed documents to the different users' corresponding e-mail addresses. Note: if IRISDocument is not able to send documents to the e-mail address of a certain user, because the documents are named incorrectly or the e-mail address of the user does not exist for instance, then the documents will be sent to the e-mail address of the default user, provided that this address is configured correctly.
IRISDocumentTM Server 9.5 – User Guide E-mail settings The documents you send can either be included as links in your e-mail messages or as attachments. The content of the automatically generated e-mail messages can be changed to your liking.
Chapter 14 – Export Features Global settings To enable export to FTP folders, select the option Send to FTP. You can choose to keep the documents on your computer after they have been sent. If you select this option, your documents will be kept in the Output folder.
IRISDocumentTM Server 9.5 – User Guide Note: if IRISDocument is not able to send documents to the FTP folder of a certain user, because they are named incorrectly or the FRP folder of the user does not exist for instance, then they will be sent to the FTP folder of the default user, provided that this folder is configured correctly. Should the FTP folder of the default user be configured incorrectly, then the processing is interrupted for the current document.
Chapter 14 – Export Features EXPORT TO PERSONAL FOLDERS (This section only applies to the Watched Folders when the Workgroup add-on is installed) If the Workgroup add-on is installed as part of your IRISDocument Server configuration, the Folder tab will be available in the Export section of the Watched Folders module. The settings on this tab allow you to export documents to personal folders after they have been processed.
IRISDocumentTM Server 9.5 – User Guide Global settings To enable export to personal folders, select the option Export to folder. You can choose to keep the documents on your computer after they have been exported. If you select this option, your documents will be kept in the Output folder.
Chapter 14 – Export Features user the documents belong and it will send them to the corresponding personal folder. Note: if IRISDocument is not able to send documents to the personal folder of a certain user, because they are named incorrectly or the personal folder of the user does not exist, they will be sent to the personal folder of the default user, provided that this folder is configured correctly.
IRISDocumentTM Server 9.5 – User Guide CHAPTER 15 IRISDOCUMENT GOLDEN RULES To conclude this User Guide, here is a list of golden rules for using IRISDocument Server. Please follow these rules to ensure optimal use of IRISDocument: Use a dedicated PC with a good processor and a lot of RAM. Refer to the ReadMe file for recommended system requirements. Use the Watched Folders module whenever possible instead of the Batch OCR module.
Chapter 15 – IRISDocument Golden Rules The Watched Folders module uses a lot of temporary files and stores uncompressed copies of the images for OCRing and document creation, which may take up to 25MB per page. IRISDocument stores temporary files both in the IRISDocument work folder and the Windows temporary area. Tip: defragment your pc's hard disk once in a while. Other tips for using the Watched Folders module. o Avoid selecting superfluous options.
IRISDocumentTM Server 9.5 – User Guide INDEX A Abort monitoring ..................... 24 B D Deskew ..................................... 48 Despeckle ................................. 48 Banking fonts ........................... 60 Detect text orientation .............. 48 Barcode reading ....................... 51 Digitally signed PDF ................ 84 Batch OCR ............................... 19 Document naming .................... 73 Batch OCR image folder .......... 27 Document output .....
Chapter 15 – IRISDocument Golden Rules F Font type .................................. 57 G Lexicon ..................................... 58 Log file ..................................... 70 M General image compression ..... 63 Microsoft .Net Framework ....... 25 golden rules ............................ 123 Microsoft SharePoint .............. 107 Grayscale images ................... 103 Mixed character set................... 56 H HTML .................................... 101 HTML log file .........
IRISDocumentTM Server 9.5 – User Guide RTF .......................................... 93 Therefore ................................ 111 Run file .................................... 33 TIFF........................................ 103 S Secondary languages ................ 56 Timeout .................................... 33 U Separators ................................ 68 Uninstalling .............................. 16 sharing folders.......................... 42 User lexicon.........................
