DocKeep for MacPractice User's Guide

Overview

Major Functions

DocKeep is a stand-alone application for scanning, viewing and paginating documents. A document may have one or more pages, each of which is an individual image. If pages are scanned poorly or out of sequence, you can fix these problems within DocKeep. Each page can be rotated on the fly as you scan, or rotated manually if you review each page, ensuring the completed document looks perfect.

Installation

DocKeep downloads as a Macintosh Installer. Save it to your desktop, and double-click to start the installation script. Follow the instructions, and DocKeep will be installed.

For information on setting up the "Sending" feature, you should also look at the Sending Preferences section.

Scanning

DocKeep for MacPractice works with the most Fujitsu scanners, including the price-performance leading fi-61XX and fi-62XX series. It also work with many discontinued Fujitsu USB scanners including the fi-4340 and fi-4640. See the DocKeep Current Scanner List to see which scanners work with which product.

When scanning, DocKeep allows you to add pages at any point within your document, replace pages, or even delete them. You don't have to save the document until you're satisfied with it, then you can give it any name you choose, and save it in one of several formats.

Modifying

DocKeep for MacPractice also lets you load previously scanned documents and alter, add or delete pages and re-save. You can also use DocKeep to just view a document in any format in which it can save a file. However, if you open and re-save a document that was not created by DocKeep, it may lose some detail due to format conversions.

Document Assembly

Drag and drop other image documents into the thumbnail sidebar to aasemble complete documents during or after scanning.

User Interface

DocKeep provides scanner control across the top of the its main window window, and shows you the image in the main part of the window. The thumbnal section to the right lets you make corrections of pages were scanned out of order.

Scanning

There are two ways to operate the scanner: flatbed and Automatic Document Feeder (ADF).

Flatbed Scanning

Depending on the particular model of scanner you are using, DocKeep will present you with different scanner options. For example, if your scanner doesn't have a flatbed, that button will appear dim in your interface.

The flatbed is operated by pushing the "Flatbed" button. The page in the flatbed will be scanned and the image will appear in the window.

Automatic Document Feeder Scanning

The "Scan" and "Stop" buttons control the Automatic Document Feeder (ADF). Simply put, the "Scan" button makes the scanner watch for any pages in the ADF. When you place a document in the ADF, it is immediately scanned. If there are multiple pages, they will be scanned in order. The "Stop" button tells the scanner to stop the ADF, after finishing scanning the current page.

Page Placements

As each page is scanned, it is added into the current working document. By default, each newly scanned page is appended to the end of the document.

If you have been viewing the document and are currently viewing a page in the middle (See the section on Viewing for more information), the "Insert after current page" option will add the next scanned page just after the page that is currently being viewed. For example, if you are currently viewing Page-003 of an 8 page document and select "Insert after current page" before scanning, the next scanned page will be named (the new) Page-004. If you scanned two additional pages, they will appear in order as Page-005 and Page-006. The original Page-004 becomes Page-007, the original Page-005 becomes Page-008, etc.

If you select "Insert at beginning" the first page scanned will become Page-001, the number of all remaining pages will increase by one. Notice that at this point the selection will automatically change to "Insert after current page" so the next page scanned will be Page-002, etc.

The "Replace current page" selection allows you to replace the page that is currently being viewed with the next page that is scanned. Once a page has been replaced, the old page has been deleted and cannot be recovered. This is the only page placement selection that doesn't automatically increment the page number, so additional pages scanned will keep replacing the same page. If you wish to replace multiple pages, you must manually advance to the next page before continuing.

Adjusting the Brightness

Adjust the exposure of the scanner by selecting one of the numbered "Brightness" buttons or using the slider bar for finer adjustment. The brightness level can be adjusted from 1 to 255. The up and down arrow keys can used to move the brightness slider up and down. For lighter documents, use a higher (darker) brightness, for darker documents use a lower (lighter) brightness setting. Most documents can be scanned at the Normal (128) brightness setting.

Choosing Color Mode

Select "B & W" to scan black and white text documents. For color photos select "Color" and this will generate a 32 bit color scan that is JPEG compressed. Choose "Gray" for black and white photos, this will generate an 8-bit grayscale JPEG compressed image. For more information on JPEG compression levels and halftone screen selection, see the sections on Saving and Scanner Settings respectively.

Duplex

The "Duplex" drop down allows you to chose whether you want your pages to be scanned on only one side (face down) or both sides. The "Auto" option (default) uses the "Auto Discard" sensitivity (see Scanner Settings) to determine whether a side is a blank backside of a page, and therefore should be ignored. In any mode other than "Black and White", "Auto" mode is equivalent to "Both Sides".

Blank Page Sensitivity

The "Blank Page Sensitivity Warning" value controls the generation of a warning message whenever a scanned image appears to have very little data in it. This will happen if a page is scanned upside down from the document feeder, or the flatbed is empty when doing a flatbed scan. The result is a nearly blank image which generates very little data and trips a warning, requiring you to save or discard the image. The default setting of 200 is a good compromise between catching mostly blank scans before they are saved, but not warning you about pages with little writing. Set the value higher to increase sensitivity (this will generate more warnings of blank pages) or decrease sensitivity to reduce warnings. The outer 1/2-inch of the page is not considered as there are often black pixels generated by shadows of the paper edges. This feature is disabled when scanning single sided documents.

The "Blank Page Sensitivity Auto Discard" value controls the automatic discarding of blank sides when scanning in "Auto mode". When "Auto mode" is selected in the scanner controls window, the scanner will scan both sides of each page, but discard blank sides. This allows scanning of a mixture of one and two side documents, or scanning one-sided documents that are placed in the scanner document feeder with either side up. If both side of the page are evaluated as blank the system will stop, showing the back side and warn the user that both sides of the page appear to be blank.

If a page has more than 25K of compressed data, it is automatically considered to be not blank. A value greater than 0 enables Auto as a DocKeep scanning option. The lower the value below 200 (the default is 50) the more pages will be saved because the threshold for determining the number of black pixels per inch will be lowered.

Deskew Option

Some scanners support deskewing (straightening) of documents that are fed at an angle into the automatic document feeder. If the "Deskew" option is checked, then the scanned page will be deskewed after scanning. If the document is fed at a large angle so that some of the page does not pass over scanner bulb, black will appear in the area that was not read. The deskew option has no effect when flat bed scanning. If your scanner doesn't support deskewing, then that checkbox will not appear in your Scanner Controls Window.

Sharpen and High Contrast

The "Sharpen" and "High Contrast" options turn on their respective features. The specific level of each of these features can be controlled from the "Scanner Settings" window. See the Settings section for more details.

The Sharpen and High Contrast options are mutually exclusive. When one is checked, the other is grayed out, and cannot be selected until the first is un-checked.

Document Sending

In order to use this feature you must have the Attachments feature of MacPractice enabled, and configured to automatically import files saved in the MacPractice attachment folder.

The document sending feature allows you to save the current document in a pre-determined folder with a single menu-pick or hot-key. A unique name will be automatically generated by the program in the format YYYYMMDD_hhmmss.pdf. This allows DocKeep to easily place documents in the MacPractice import folder for automatic attachment. The documents are saved in pdf format when using the sending feature. DocKeep's default Sending Folder is /Library/Application Support/MacPractice/Attachments. However, this can be changed in the Sending Preferences dialog (discussed below).

MacPractice Redundant Backup Folder

As an added feature, when you use the document sending feature, DocKeep for MacPractice creates a duplicate pdf file. Use the default location or choose your own in Sending Preferences. The name of the file is also randomly generated, but it is based on time. Also, the duplicate will be placed in a folder which is named by the date in year-month-day format, so December 23 2009 would be 20091223.

Because these files may accumulate quickly, Productive Computing recommends periodically deleting folders more than a few years old.

MacPractice Attachments Folder

This dialog allows you to choose the location in which DocKeep saves sent documents. Selecting browse will bring up a normal Macintosh browsing dialog. Select the folder in which you want the pdf files to be saved.

The dialog also allows you to choose the location for the duplicate date-folders.

Note: All DocKeep users must have read and write permissions to both the Sending Folder for MacPractice Attachments and the Backup Folder.

Attachment Settings (in MacPractice)

The MacPractice attachment preferences must match the DocKeep Sending Folder. Since MacPractice doesn't come with a default import folder set, we recommend setting the import folder in MacPractice to DocKeep's default folder.

To do this, in MacPractice select "Preferences" (under the "MacPractice" menu), and select "Attachments" in the left hand column of the preferences window. Under "Importing Options" make sure that the "Automatically Import Files saved to the folder" checkbox is checked, and click the "Browse" button. In the navigation window, navigate to DocKeep's default sending directory"/Library/Application Support/MacPractice/Attachments", and click "Open". This folder is created by the DocKeep for MacPractice installer program.

Saving

When saving a document for the first time or selecting "Save As" from the File menu, you will be presented with a standard save window. DocKeep for MacPractice gives you the ability to select the format you want the document saved in. In the example below, we will assume that you are saving your current document as a TIFF file.

Saving Preferences

the checkbox labeled "Save each page as separate file" determines how multi-page documents will be saved in a TIFF format. If you select "One multi-page TIFF", (See Document Formats below), the entire document will be saved as a single file. This is the default. In our running example, the document would be saved as "MyDoc.TIFF".

If you select "Separate single-page TIFFs" each page will be saved as a separate file. In our running example, our document would be saved as "MyDoc-001.TIFF", "MyDoc-002.TIFF", "MyDoc-003.TIFF", etc.

Document Formats

When saving, DocKeep gives you four options for file formats, TIFF, PNG, PDF and JPEG. PNG and PDF are self-explanatory and won't be discussed further here.

TIFF mode will save the image in the TIFF format that you have selected, as described above.

JPEG mode is primarily for color or gray-scale images. If you save a document as JPEG, each page will be a separate file, like single-page TIFF, but each will be in JPEG format. Black and White images within the document will be automatically saved as TIFF instead of JPEG. If you wish to force JPEG mode (for example, you intend to post the image on a web page) you should scan the page initially in gray-scale mode, which will save as JPEG.

In our running example, if our document is color, except page 2 is black and white, if you save it as JPEG, it will be saved as "MyDoc-001.JPEG", "MyDoc-002.TIFF", "MyDoc-003.JPEG", "MyDoc-004.JPEG", etc.

Deleting Images

When deleting images you have the choice of only deleting the current image being displayed in the view window, or a range of pages.

Page range deletion lets you either delete all of the images after the current page, or all of the images from the current one to a page that you can chose (inclusive).

In the first and last case, all of the later pages, if any, will be automatically shifted down so there are no missing page numbers in your document.

Viewing

The Viewing Window and the Image menu have the controls that determine how you view your images.

Paging

In a multi-page document, you can see what page you are currently viewing in both the title of the Viewing Window, and in the Thumbnail sidebar. You can page forwards and backwards either by clicking on the arrows in the Image Toolbar, or by using the left and right arrows. There are also Next Page, Previous Page and Goto Page (cmd-G) options in the Image menu pick.

Rotating

You can rotate an image by "turning" the rotate contol in the center of the toolbar shown below, or via one of the three options in the "Image" menu to rotate the image in 90-degree increments. "Rotate Left" rotates the image 90 degrees counter-clockwise. "Rotate Right" rotates the image 90 degrees clockwise. "Rotate 180" flips the image upside-down.

Image size

Choose "100%" from the menu on the left of the toolbar shown above, or to choose a specific magnification. A check mark will appear next to the current magnification. You can change the image size in steps ranging from 300% to 35% of actual size. The "Fit Window" menu pick sizes the image to fit within the display window. The "+" and "-" buttons from the toolbar also control size. Additional keyboard shortcut controls are available from the Image menu pick, one to "Enlarge" (cmd=) and the other to "Reduce" (cmd-). The printed image is not affected by this setting. Prints are always scaled to fit on one page.

If the image is too large to fit in the window, blue slider bars appear on the right and/or bottom of the image window.

You may also move the image within the window by clicking and dragging the image around. Select the cursor shaped like a hand (shown in the toolbar above), and move the mouse while still holding the button down to slide the image around the view area.

Scanner Settings

Scanner settings are found by clicking the "Scan Control" button in the toolbar..

Resolution

The "Resolution" dropdown controls the image resolution at which pages are scanned. Higher resolution images are clearer, but are larger and will take more room on the computer's hard disk, and will thus require more memory. Two hundred dpi works well for most images. If documents are to be used for OCR, scanning at 300 dpi will improve recognition accuracy. Note, changing scanner resolution will affect scanning performance, the higher the resolution the slower the scanning.

High Contrast

The "High Contrast" dropdown controls the Dynamic Threshold feature, which allows the scanner to adjust areas of the image where details may be very light, but it is not desirable to darken the entire image. Light marks and printing that are just slightly darker than their surrounding background will be dramatically darker. The user enables this setting by clicking on the "High Contrast" checkbox in the Scanner Control Window.

Sharpness

The "Sharpness" dropdown controls the scanner's edge enhancement feature. "Sharpest," "Sharp 1" and "Sharp 2" control how much the enhancement will make fine detail more visible by darkening the edges. Smooth makes fine detail tend to disappear. The "Smooth" settings are sometimes useful to eliminate background shading. The scanner operator enables this enhancement by clicking on the "Sharpen" check box in the Scanner Control Window. The "None" option is exactly the same as not selecting the "Sharpen" check box.

Color Contrast

The "Contrast" slider allows you to control how much contrast color pages will be scanned with. Moving the slider to the right ("+") will make images more intense, with bolder colors. Moving to the left ("–") will make images less intense with muted colors. With Black text on a white background, it may be advisable to set contrast to the maximum to avoid creating artifacts from the paper.

Other Options

Auto page length

The "Auto Page Length" checkbox will be shown if your scanner supports automatic detection of page length. Scanning will be faster (up to twice as fast for half/sheets and 10-20% faster for letter size) when this checkbox is enabled. Uncheck this box if you want your images to be fixed size regardless of the paper size.

For A4, use ...

If "Auto Page Length" is unchecked, the scan control window gives you an additional option of choosing a page length. If you chose A4 (or A3 on some scanners), there is a question of how wide the scanned image should be. A standard A4 page is 210mm wide. However, a fax (and most scanners) is 8.64 inches, or 219.2mm. Checking this box tells the scanner to use the full scan width, which avoids cropping and deskewing errors, but might result in scaling if the image needs to be shrunk to fit back onto an A4 sheet.

Thickness double feed detect

The "Thickness Double Feed Detect" checkbox will be shown if your scanner supports double feed detect by thickness (ultrasonic or mechanically). This should normally be checked unless you are getting many false double feed error messages and you are scanning pages of varying thicknesses with a scanner without ultrasonic double free detect. Scanners with the ultrasonic double feed detect rarely give false errors.

Page length double feed detect

The "Page length double feed detect" checkbox will be shown if your scanner supports double feed detect by length. If a scanned page is more than 10mm longer or shorter than the previously scanned page in the same batch through the ADF, the scanner will issue a double feed warning after the page has gone through, you should check the output tray to make sure the last two pages were scanned correctly. This feature should normally be turned on if scanning pages of the same size.

USB Switch (ScanShare) FAQs

"Cannot Identify the Keyboard" message

If you are using a USB switching "ScanShare" device to share on scanner between two computers, the first time you switch computers, the computer may report that it "cannot identify the keyboard." This is a false alarm. Do not continue with the setup. Just hit the red 'close window' button in the upper left. This should only happen the first time you use this device.

Switching Computers While in "Scanning" Mode

If your computer is in "Scanning" state (i.e., it is either currently scanning pages from the ADF, or it would automatically scan a new page dropped into the ADF), you should hit "Stop" on the scan control before switching the scanner to another computer. Dockeep may become stuck if you switch the scanner while the software is still in a "Scanning" state.

DocKeepTM High-performance Document Scanning System

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