Auto naming is another new feature that has recently been introduced into the Art-Copy line of products. Art-Copy’s Auto Naming feature now allows for files to be created with unique identifying names that go far beyond the previous use of a completely numeric file name based specifically on time. With the new naming features you may specify to use a string of static text or the ability to add auto numbered values into the name to specify the order in which multiple pages were scanned.
To allow auto naming for your scanned documents go to the “File” menu and select “Setup”. This will display the setup window below, which will contain many options tabs. You will need to select the tab labeled “Auto Naming” this will display the options available for customizing the custom auto file naming system. (Business and Enterprise Only)
The options available for auto naming range from automatically generating the file name from text on the document (OCR scanning performed), automatically generating a numeric file name based on the exact time the document was created, or even setting custom naming conditions. With the custom naming conventions you have the availability to add a prefix, main, or suffix that can be a string of static text or auto-generated number based on the specific position of the document within the scan job (ex. 1, 2, 3 . . . 5, 6, . . .).
- Show "Save As" dialog box:
By default the “Save As” dialog will appear with each scan to file job is performed using Art-Copy unless the option is changed. This is typical of each software program that performs a scan of any type where a file will be saved to disk. This dialog will prompt the user for a file name along with allowing the specific file type of the image to also be selected. The options for file type are listed below:
- Color Mode & Gray Scale:
*.BMP, *.TIFF, *.JPG, *.CMP, *.PCX, *.PSD, *.PNG, *.RAS, *.PCT, *.PDF, *.GIF
- Black & White:
*.BMP, *.TIFF, *.JPG, *.CMP, *.PCX, *.PSD, *.PNG, *.RAS, *.PCT, *.PDF, *.GIF, *.Tiff – Compressed, *.Tiff – Compressed Group 3, *.Tiff – Compressed Group 4
- OCR:
- *.RTF, *.TXT, *.PDF, *.WK1, *.SAM, *.XLS, *.DOC, *.WPF, *.HTM
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- Use OCR to generate: (Enterprise Only)
- The “Use OCR to generate” auto file naming function has several benefits. First the ability to have a document named according to text located on the document itself. This could be an invoice number located at the top of a document, a customers name from a printed document, or any number of infinite possibilities. Second is the ability to select a certain area of a document that can be used for each successive scan of a document, similar to the first, but this will allow you the ability to scan multiple documents of a similar format without being forced to select individual areas to OCR. The third option is for anyone who wishes to manually specify the OCR area for a file name each and every time a document is scanned following this first initial OCR preview interaction.
(Click to enlarge)
- By default during the first initial scan an OCR Preview window will display as seen above. From this OCR window you are required to perform three simple tasks. First, select a region of image displayed in the OCR document preview area. Click the “Recognize” button located to the left of the OCR document preview window, and then you will be required to choose one of the three naming options before continuing.
- “Use this text for all images”, as described previously, will allow you to use the text harvested from the first initial scanned document for the file name of each additional document with the inclusion of an auto numbered sequence to the suffix of each file name. “Use this area for all images” uses the selected area of the document to OCR the file name for each additional document scanned using that specified area. This is especially useful for scanner invoices that each contains a varying document name. “Show this preview for every image” is also available to enable the OCR preview window for each of the remaining documents to be scanned. This allows you to change the region or the file name for each document.
- After the choice of the OCR options has been made simply make sure that the text in the “Recognized File Name:” text box is what you desire and click the “Accept” button to finalize your OCR naming process.
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- Auto generate based on time:
- Auto generated based on time will create a file with a completely numeric file name. The name itself is the formulation of the number of milliseconds from the predefined date in 1970 that is used commonly for computing purposes. This auto-naming feature is useful for scanning jobs that do not rely heavily on distinguishing the difference between the contents of the file based on unique file names, and instead relies on simply creating a file name without interruption of the user during the entire scanning process.
- Use custom naming: (Enterprise Only)
- “Use custom naming” option allows for several customized naming options. The first of which includes using any one of the three available naming options such as Prefix, Main, and Suffix. By un-checking any of the three naming options disables the option from being displayed. Each of the three options have a sub category that further allow the naming options to be customized based on the particular naming needs of the scan job. Each sub category includes the ability to use either an auto-generated number that is based on the location of the document in the scanning sequence. The other allows for a static text string to be inserted into the defined area of file name.
(Prefix)(Main)(Suffix)
Default: PrefixMain0001
- This is especially useful for batch scanning jobs for invoices, or batch scanning jobs that are dependant on a particular job. By enabling an option such as the Main option as static text name with the text “Customer Invoices”, then enabling the suffix portion of the name as a auto generated number. If a batch scan job of say 10 documents were scanned each of the documents would contain the following sequence of file names:
Example:
- Customer Invoices0001, Customer Invoices0002, . . . , Customer Invoices 0010
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