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IRISDocument TM Server 

9.5 

User Guide

IRISDocument TM 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 ....................................................... 16 

Uninstalling the software ................................................ 16 

Product Support .............................................................. 17 

Chapter 3 IRISDocument Server Modules ........................... 19 

The Batch OCR module .................................................. 19 

The Watched Folders module ......................................... 21 

Watched Folders as a Windows service .......................... 25 

Chapter 4 Input Source .......................................................... 27 

Batch OCR image folder ................................................. 27 

Watched image folder ..................................................... 30 

Defining a Workgroup of users ....................................... 37 

Sharing folders ................................................................ 42 

Chapter 5 Image Enhancement .............................................. 47 

Chapter 6 Barcode Reading ................................................... 51 

iii

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 ................................................. 73 

Chapter 13 Output Formats ................................................... 77 

Supported output formats ................................................ 77 

PDF documents ............................................................... 78 

PDF Document types ........................................................................ 78 

PDF Options ...................................................................................... 81 

Password-protected PDF ................................................................... 83 

Digitally signed PDF ......................................................................... 84 

PDF/A ............................................................................................... 86 

PDF - iHQC ...................................................................................... 87 

XPS documents ............................................................... 89 

XPS Document types ........................................................................ 89 

XPS Options ...................................................................................... 91 

XPS - iHQC ...................................................................................... 92 

Text-based output formats .............................................. 93 

Word, WordML, RTF and OpenDocument Text .............................. 93 

Layout and other options ................................................................... 94 

iv


Other output formats ....................................................... 98 

SpreadsheetML documents ............................................................... 98 

(Unicode) Text documents .............................................................. 101 

HTML documents ........................................................................... 101 

XML documents ............................................................................. 102 

Image files .................................................................... 103 

Chapter 14 Export Features ................................................. 105 

Export application ......................................................... 106 

Export to SharePoint ..................................................... 107 

Export to Therefore ....................................................... 111 

Export to E-mail addresses ........................................... 114 

Export to FTP folders .................................................... 117 

Export to personal folders ............................................. 120 

Chapter 15 IRISDocument Golden Rules ........................... 123 

Index .................................................................................. 125 

v


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. The software described in this document is 

furnished under a license agreement which states the terms of use of this 

product. The software may be used or copied only in accordance with the 

terms of that agreement. No part of this publication may be reproduced, 

transmitted, stored in a retrieval system, or translated into another language 

without the prior written consent of I.R.I.S. 

This User Guide utilizes fictitious names for purposes of demonstration; 

references to actual persons, companies, or organizations are strictly 

coincidental. 

Trademarks 

The I.R.I.S. logo, IRISDocument, IRISPowerscan and IRISDocument Server 

are trademarks of Image Recognition Integrated Systems S.A. 

OCR ("Optical Character Recognition") technology, MICR ("Magnetic Ink 

Character Recognition") and barcode reading technology by I.R.I.S. 

AutoFormat, ClearView, Connectionist, Linguistic and WID technology by 

I.R.I.S. 

iHQC technology by I.R.I.S.: patent pending. 

XML parser developed by Apache. This product includes software developed 

by the Apache Software Foundation. 

All other products mentioned in this User Guide are trademarks or registered 

trademarks of their respective owners. 

7


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. All American and 

European languages are supported, including the Central-European, 

Baltic and Cyrillic languages as well as Greek and Turkish. 

A wide range of output formats are available: IRISDocument 

converts image files into text-searchable PDF and XPS files and 

into both text-searchable and editable Text, RTF, Word, 

OpenDocument Text, HTML, XML, WordML and SpreadsheetML 

files. 

The PDF files you generate can be password-protected and digitally 

signed. Also the PDF/A format, the standard format for long-term 

archiving, is supported. 

IRISDocument can also generate hyper-compressed PDF and XPS 

documents. By means of iHQC, which stands for intelligent High- 

Quality Compression, PDF documents can be compressed up to 200 

times without loss of image quality. XPS documents can be 

compressed up to 5 times. Three levels of iHQC are available for 

PDF documents, and one level for XPS documents. iHQC Level I - 

9

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. 

The IRISDocument Server Modules 

IRISDocument Server consists of two main modules: Batch OCR 

and Watched Folders. 

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. 

In the Watched Folders module, IRISDocument Server 

continuously monitors one or more folders, to which you can add as 

many image files as you want. Each time new images are added, 

IRISDocument will notice this and process them. IRISDocument is 

designed for non-stop, around-the-clock processing. That's why the 

Watched Folders module can also run as a Windows service. That 

way, it can run unobtrusively in the background without a user 

interface being displayed. 

The IRISDocument Export features 

The documents that are processed can be exported to other 

applications by means of the Export feature. This export feature 

can be boosted by means of the Workgroup add-on. By means of 

this add-on you can define a workgroup of users who will be using 

IRISDocument and export processed documents to their 

corresponding e-mail addresses, personal folders and FTP folders. 

Optionally, you can also export documents to Microsoft SharePoint 

10


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. Users can 

scan their documents on these MFP's and send them to the watched 

folder(s) of IRISDocument. From there they can be processed and 

exported via the Workgroup add-on. 

Overview of the IRISDocument Server add-ons 

iHQC add-ons are available to hyper-compress PDF and XPS 

documents. 

Three language add-ons are available: 

o An Asian OCR add-on, which recognizes Traditional and 

Simplified Chinese, Japanese and Korean documents. 

o An Arabic OCR add-on, which recognizes Arabic and 

Farsi documents. 

o A Hebrew OCR add-on, which recognizes Hebrew 

documents. 

A Multi-CPU add-on is available. This add-on boosts the 

processing speed of IRISDocument Server. IRISDocument 

Server no longer processes OCR tasks one by one, but covers up 

to 4 tasks simultaneously on PC's equipped with a multicore 

processor or multiple CPU's. 

An Export to SharePoint add-on is available. By means of this 

add-on, you can publish processed documents on Microsoft 

SharePoint websites. 

11

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. 

SUPPORTED GRAPHIC FORMATS 

Hereunder you find the list of image file formats that can be 

processed by IRISDocument Server. 

Graphic format 

Adobe Acrobat PDF 

DCX fax 

DjVu images 

Gem Paint images 

(Compressed) GIF images 

JPEG images 

JPEG 2000 images 

Photoshop images 

PICT images (Mac OS format) 

Portable Bitmaps 

Portable Network Graphics 

(Compressed and multipage) TIFF images 

uncompressed and LZW, PackBits, Group 3, Group 4 and 

JPEG compressed 

Windows bitmaps 

ZSoft Paintbrush images 

File extension 

*.pdf 

*.dcx 

*.djv, *.djvu 

*.img 

*.gif 

*.jpg, *.jpeg 

*.j2c, *.j2k, *.jp2 

*.psd 

*.pct 

*.pbm 

*.png 

*.tif, *.tiff 

*.bmp 

*.pcx 

12


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. 

The recommended system requirements for optimal operation 

with a Multi-CPU add-on are a Pentium Dual Core with 4 GB RAM 

memory and 2 GB available disk space. 

The following platforms are supported: Windows 7, Windows 

Server 2008 (32 and 64 bits), Windows Vista (32 and 64 bits), 

Windows Server 2003 (32 and 64 bits) and Windows XP (32 and 64 

bits). 

Depending on the number of pages and the types of documents 

IRISDocument is to process, different requirements apply. Refer to 

the ReadMe file for specific system requirements. 

13

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. 

Note in case you are using a Canon imageRUNNER to scan 

documents to IRISDocument: 

In order for IRISDocument and your Canon imageRUNNER to 

interact successfully, both need to be installed on the same 

network. 

If the Canon imageRUNNER has not been installed on the 

network yet, please do so. If necessary, refer to the Canon 

documentation that was delivered with it. 

Once the Canon imageRUNNER has been installed, you are 

ready to install IRISDocument. 

To install the software: 

Insert the CD-ROM and wait for the installation screen to 

appear. 

Or run the setup program setup.exe from the CD-ROM to install the 

software. 

Make sure you have the administration rights to the PC you install 

IRISDocument Server on. 

Follow the on-screen instructions to install IRISDocument. 

14


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. 

For more information about installing add-ons, refer to Appendix 1 

to the User Guide: Software Add-ons. 

When the installation is complete, the WinZip self-extractor will 

launch to install the dongle driver. Again, follow the on-screen 

instructions. 

15

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. 

On the Help menu, click Register this product. 

Make sure the dongle is plugged in. 

Fill out the required fields and follow the on-screen instructions. 

Note: by registering one module, you also register the other. 

Note that each add-on you install must be registered too. Otherwise, 

you will not be able to use it. 

UNINSTALLING THE SOFTWARE 

To uninstall the IRISDocument software, use the uninstall utility in 

the Windows Control Panel, under Programs > Programs and 

Features. 

16


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. 

17


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. 

In the sections on the left-hand side of the interface, you can 

determine all the processing settings you want to apply. 

19

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. 

To start processing your documents, open the File menu, save 

the settings and click the Run command. 

The files and folders will be processed in alphabetic order. An 

application window displays the progress. 

20


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. IRISDocument Server continuously monitors one or more 

folders, to which you can add as many image files as you want. 

Each time new images are added, IRISDocument will notice this 

and process them. 

The Watched Folders module is designed for non-stop, aroundthe-clock 

processing. 

It is recommended not to use more than 10 watched folders. 

21


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. 

When you run IRISDocument Server for the first time, you will 

be prompted to indicate a work folder in which IRISDocument 

stores all temporary data that is being processed, such as image 

and log files, and temporary and undelivered results. 

This work folder should be located on a hard disk that has sufficient 

free memory. 

Note: if you installed the Workgroup add-on and selected 

Workgroup initial data during the installation, then a complete 

Watched Folder configuration will be preconfigured. The 

preconfigured work folder will be located in 

C:\IRISDocument_9.5\Storage. 

Select a location, or create a new one on your computer, which 

you want to use as work folder. 

22


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. 

You will be guided through the various setup steps in the proper 

order. Once you are finished selecting the different options, the 

user interface will appear again. 

23


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. 

The processing can be aborted by means of the Abort command 

in the File menu. 

Note that aborting the process may take some time. IRISDocument 

always finishes the task in progress before interrupting. Watched 

folders cannot be created, edited or removed when the OCR is in 

progress. 

When the process is aborted, the lower part of the interface displays 

the pending tasks and their status. 

24


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. This 

way, IRISDocument can run unobtrusively in the background and 

without interference for long, uninterrupted periods of time on a 

computer that is also used for other tasks. 

Note that Microsoft .Net Framework version 1.1 is required. 

In order for the Watched Folders module to run as a Windows 

service, it must first be registered. 

Registering Watched Folders as a service 

From the Windows Start menu, click 

Programs>IRISDocument Server 9.5>Watched Folders 

Service - Register. 

Then, run the application services.msc from the Windows Run 

menu to view the Windows services. 

Search for IRISDocument Watched Folders Service in the 

Services list. 

If IRISDocument Watched Folders Service is not in the list, it did not 

register correctly. 

Check the status of IRISDocument Watched Folders Service. If 

the status does not say 'Started', then right-click IRISDocument 

Watched Folders Service and click Start. 

25


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. 

IRISDocument Watched Folders Service uses the settings you 

determined in the Watched Folders module. 

The Watched Folders Service automatically generates an HTML 

log file. Click the Show log file button to display it. 

It is located in the subfolder html of the work folder and lists the 

current tasks and processes. 

Note: Some (network) features of the Windows operating system are 

handled by services. The order in which different services are started 

may play a role in the proper operation of IRISDocument Server. 

26


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. 

IRISDocument by default processes the subfolders of the 

indicated folder. 

27

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. 

When you need to process many PDF documents from different 

sources, among which PDF documents that already contain text, 

and you want to generate PDF Image-Text output documents, it 

is useful to select the option Don't modify PDF containing text. 

By selecting this option, IRISDocument Server will not convert 

the PDF files that already contain text into PDF Image-Text files. 

Instead, IRISDocument will simply copy the original files to the 

output folder. This way, unnecessary processing is avoided. 

So this option is useful if your batches of input documents 

contain PDF files of which you do not know the content (text, 

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). That's why the following 

number of parameters need to be configured: 

• The selected output format must be PDF Image-Text (in the 

Output section, on the PDF tab) 

• In the Processing section, on the Barcode Reading tab: 

Enable barcode reading must not be selected (not selected 

by default). 

28


• 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. 

Do not apply Password security. 

Do not select Signature to apply. 

• In the Document Output section, on the PDF-iHQC tab: 




• 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. 

When processing PDF documents, IRISDocument first converts 

them into image files (This process is called rasterization). The 

image files are then processed and converted into output 

documents. 

29


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. 

Start the Watched Folders module from the Windows Start 


30 

o If you are using the standard version of IRISDocument 

Server and you are starting the Watched Folders module 

for the first time, you will be prompted to indicate a work 

folder in which IRISDocument will store temporary data 

such as log files. See the section The Watched Folders 

module. 

o If the Workgroup add-on is installed and you selected 

Workgroup initial data during the installation, then a


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). 

The pre-configured image folder of the Watched Folder is 

C:\IRISDocument_9.5\WatchedFolder01\Input. 

When configuring the Canon imageRUNNER, you will 

need to enter the name of the Watched Folder. In this case: 

\Input. Refer to the sections Configuring a Canon 

imageRUNNER with iSend functionality or 

Configuring a Canon imageRUNNER Advance for 

more information. 

When creating additional Watched Folders, make sure to 

apply the same settings as in the pre-configured one. 

Note: the Canon imageRUNNER must have reading and 

writing rights to the Watched Folder in order to be able to 

send documents to it. If the user account that is used to 

configure the Canon imageRUNNER (in the remainder of 

this documentation referred to as the MFP administrator) is 

not the same as the user account on which IRISDocument 

is installed and configured, then the Watched Folder must 

be shared with the MFP administrator. Refer to the section 

Sharing folders for more information on how to share 

folders. 

31


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. does not 

guarantee the proper operation of the Watched Folders module when 

monitoring a network folder. 

Image folder 

IRISDocument Server can either Process the root of a selected 

folder or Process the subfolders. 

When processing the root of a selected folder, the images are erased 

automatically from that folder once they have been processed. 

Otherwise, they would be processed over and over again. 

When processing the root, of a selected folder, IRISDocument also 

processes the images that are located at 1 level below the root. 

When processing the subfolders, the root folder is ignored and only 

the subfolders are processed. The images and subfolders are deleted 

after task creation by default, and stored in the work folder. You can 

also choose to keep a copy of the documents in their original folder by 

clearing the box Delete document after task creation. These 

documents will not be processed over and over since IRISDocument 

Server can detect which documents are already being processed by 

means of run files. 

32


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. As soon as IRISDocument Server 

encounters the file, it will know the task is completed and it will 

start the next one. All documents up to the eod file will be 

processed as part of a single task. Note: make sure to arrange you 

documents in the right order up to each eod file. Otherwise your 

output documents will be processed incorrectly. 

For each task indicated by an end of task file, IRISDocument Server 

creates a run file in the image folder, to indicate to the user that this 

specific task is being processed. 

All images for which a run file exists are ignored as the folder 

monitoring continues. This way, the images do not need to be 

removed from the source image folder. 

Note, however, that the End of task detection settings are not the 

only way to organize a stream of scanned documents. There are also 

specific document separation options to select. Refer to the section 

Document Separation to learn more. 

33


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. Should you want to load these documents in black-andwhite 

to reduce the processing time, then clear this option. 

When you need to process many PDF documents from different 

sources, among which PDF documents that already contain text, 

and you want to generate PDF Image-Text output documents, it 

is useful to select the option Don't modify PDF containing text. 

By selecting this option, IRISDocument Server will not convert 

the PDF files that already contain text into PDF Image-Text files. 

Instead, IRISDocument will simply copy the original files to the 

output folder. This way, unnecessary processing is avoided. 

So this option is useful if your batches of input documents 

contain PDF files of which you do not know the content (text, 

34


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). That's why the following 

number of parameters need to be configured: 

• The selected output format must be PDF Image- 

Text (in the Output section, on the PDF tab) 

• In the Processing section, on the Barcode Reading 

tab: Enable barcode reading must not be selected 

(not selected by default). 

• 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 Indexing tab: 

Deselect XML Indexing (default option). 

Deselect Include recognized text (default 

option). 

• In the Document Output section, on the PDF tab: 




35


• In the Document Output section, on the PDFiHQC 

tab: 




• 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. 

When processing PDF documents, IRISDocument first converts 

them into image files (This process is called rasterization). The 

image files are then processed and converted into output 

documents. 

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. 

36


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. 

Note that the Workgroup add-on only applies to the Watched 

Folders module. 

Via the Workgroup tab you can define workgroups of users who 

will be using IRISDocument to process documents (possibly via a 

Canon imageRUNNER). 

For each user you create a profile, containing the user's identifier 

and the e-mail address, personal folder and FTP folder to which 

the documents must be exported after processing. These profiles are 

stored in a Workgroup XML file. By default, this file is located in 

C:\IRISDocument_9.5\Storage\system. 

The default workgroup file can be edited and new workgroup files 

can be added by means of the Workgroup Editor. 

To define a workgroup of users: 

Open the Input section and click the Workgroup tab. 

37


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. If you select this 

option, make sure that your documents carry the correct name. 

When you do not use this option, IRISDocument will extract the 

user information from the eod files that must be delivered with 

the input files. Note that when no eod files are delivered, 

IRISDocument will not be able to export the documents 

correctly. Also note that you must select the option File 

detection on the Watched Folder tab if you want to use this 

option. 

If you selected Workgroup initial data during the installation of 

the Workgroup add-on, then a pre-configured workgroup file 

will have been created: 

C:\IRISDocument_9.5\Storage\system\wkgp_00000.xml 

Click Edit to edit the pre-configured workgroup file, or click 

New to create a new one. 

38


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. 

When you select the option Extract user information from the 

input file name on the Workgroup tab, IRISDocument will use 

the identifier to know to which user the documents belong. 

The identifier can be up to 24 characters long. 

Note: when users are sending their documents via a Canon 

39


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. 

Important: IRISDocument must have reading and writing access to 

each user's personal folder. Otherwise IRISDocument will not be able 

to export the processed documents to that folder. In other words, each 

user's personal folder must be shared with the IRISDocument 

Administrator. 

To apply the correct sharing settings, refer to the section Sharing 

folders. 

To keep adding users manually, repeat this process. Then click 

OK and save the Workgroup file, by clicking File>Save. 

To add users at a later time, click User>New. 

You can also import users from the Active Directory. Active 

Directory is a technology created by Microsoft that provides a 

variety of network services, including domain members directory. 

40


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. 

41


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. 

SHARING FOLDERS 

(This section applies to the Watched Folders module when the 

Workgroup add-on has been installed.) 

In order for users to be able to drop their documents in a Watched 

Folder of IRISDocument, they must have writing access to that 

folder. 

Similarly, IRISDocument needs to have reading and writing access 

to users' personal folders if it is to export them via the Workgroup 

add-on. 

Thus it is important for these folders to be shared. 

Note that FTP folders must not be shared. 

Sharing a folder on a Windows XP-based computer: 

Locate the folder you want to share via Windows Explorer. 

Right-click the folder and then click Sharing and Security. 

42


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. 

Click Add and type in the name of the user you want to share the 

folder with. 

Then click Check Names and click OK. 

The name of the user you selected appears in the list of people 

you want to share the folder with. 

Check the Allow box next to Full Control. 

This way, the user in question will be allowed to view, change, add 

and delete files in the shared folder. 

Then click Apply to apply the settings. 

When the folder has been shared, send a link to the shared folder 

to the user in question. 

Sharing a folder on a Windows Vista-based computer 


Click the folder you want to share, and then, on the toolbar, click 

Share. 

43


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. 



When you are finished, click Share. 

When you receive confirmation that your folder is shared, you 

should send a link to the shared folder to the user's e-mail 

address. To do so, click E-mail link to automatically open a 

Windows Mail e-mail message with the link to the shared folder. 

Note: you can give a shared folder a share name that makes it 

easier for someone else to find it on your computer. Adding a share 

name is recommended when you are using IRISDocument in 

combination with Canon imageRUNNERS. 

To add a share name: 

Right-click a folder you have already shared, click Properties, 

click the Sharing tab and then click Advanced sharing. (You 

might be prompted for an administrator password or 

confirmation). 


Then enter the Share name and click Apply to confirm. 

To share the Watched Folder on a Windows 7-based computer: 


44


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. 

Under Permission level, click the arrow and then select 

Read/Write. 



When you are finished, click Share. 

When you receive confirmation that your folder is shared, you 

should send a link to the shared folder to the user's e-mail 

address. To do so, click E-mail link to automatically open a 

Windows Mail e-mail message with the link to the shared folder. 

Note: you can give a shared folder a share name that makes it 

easier for someone else to find it on your computer. Adding a share 

name is recommended when you are using IRISDocument in 

combination with Canon imageRUNNERS. 

To add a share name: 

Right-click a folder you have already shared, click Properties, 

click the Sharing tab and then click Advanced sharing. (You 

might be prompted for an administrator password or 

confirmation). 


45


Then enter the Share name and click Apply to confirm. 

46


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. 



Set the image enhancement settings. 

Note: do not select options that do not apply, however, they only slow 

down the recognition process. 

47

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. 

Enable the option Detect text orientation to rotate pages 

automatically when they have been scanned at a 90°, 180° or 

270° angle. 

Despeckle 

This option is useful when you’re scanning documents with both 

portrait and landscape oriented pages. 

Despeckling images makes them both crisper and smaller in size. 

Move the slider to determine the maximum size of the dots you 

want to remove from black-and-white images. 

Adjust images 

Select the option Smoothen color images to render grayscale and 

color images more homogeneous. 

48


Smoothening is sometimes the only way to separate text from a 

colored background. 

49


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. 

All widespread barcode symbologies are supported: Codabar, Code 

128, Code 39, Code 39 extended, Code 39 HIBC, Code 93, 

Datalogic 2 of 5, Discrete 2 of 5, EAN-13, EAN-2, EAN-5, EAN-8, 

IATA 2 of 5, Interleaved 2 of 5, MSI pharmaceutical, MSI-Plessey, 

PDF-417, PostNet, PostNet 32, PostNet 52, PostNet 62, QR Code, 

Reverse 2 of 5, UCC-128, UPC-A, UPC-E and UPC-E extended. 

To enable barcode reading: 

Open the Processing section and click the Barcode Reading 

tab. 



51

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. 

Note that many symbologies limit the number of symbols that can be 

encoded. Use this option for those symbologies that do not put strict 

limits on the length of barcodes. 

52


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. 

53


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. 



Select the required character recognition options: 

55

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. 

IRISDocument also recognizes barcodes and banking fonts. Refer to 

the appendices to the User Guide for more information on barcodes 

and banking fonts. 

Note that the character recognition can also be limited to numeric 

digits. 

Secondary languages 

Next to the primary language, IRISDocument allows you to select 

up to 4 secondary languages. 

This way, IRISDocument uses mixed character sets, enabling it to 

recognize Western words that occur in Greek, Cyrillic and 

optionally Asian, Arabic or Hebrew documents. 

Select the required secondary languages in the list. 

Note that if you select multiple secondary languages they must be of 

the same language group. Languages that do not belong to the same 

group will be disabled automatically. 

Do not select languages that do not apply: the bigger the character set, 

the slower the recognition and the higher the risk of OCR errors. 

Character pitch 

The character pitch is the number of characters per inch in a 

typeface. 

56


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. 

Font type 

Note: the character pitch option does not apply to Asian or Arabic 

documents. 

IRISDocument distinguishes between "regular" and dot matrix 

printed documents. 

Dot matrix symbols (of the type 9 pin) are made up of isolated, 

separate dots. 

Special segmentation and recognition techniques are used to 

recognize such documents. 

57


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. 

Page range 

Note: the Font type option does not apply to Asian, Arabic or Hebrew 

documents. 

The character recognition can be applied to all pages, no pages and 

a certain number of pages. 

The third option allows you to mix text-based and image-based 

pages in a single PDF or XPS file. 

To create a mixed PDF/XPS file: 

Open the Processing menu and click the Character 


In the Page range section, select the option X first page(s). 

The number of pages you indicated will be recognized. The 

pages following that number will only be scanned. 

User lexicon 

This option increases the speed of the OCR process by avoiding the 

recognition of irrelevant pages and reduces the file size of the output. 

The OCR accuracy can be boosted by means of customized user 

lexicons. 

To create and use a user lexicon: 

From the Windows Programs menu, select IRISDocument 

Server 9.5. 

Launch the application User Lexicon Editor. 

58


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. 





Click the Browse button and select the correct user lexicon. 

Recognition 

Note that in order for IRISDocument to recognize the words in the 

user lexicon, the correct language must have been selected under the 

Character Recognition tab. 

The recognition slide toolbar allows you to select the right trade-off 

between OCR speed and OCR accuracy. 

Fast recognition can be used for documents with high-quality 

images while Accurate recognition should be preferred when the 

image quality is lower. 

59


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. 

These recognition engines handle - with very high accuracy and 

without substitution of the dubious symbols - the data input of the 

optical lines as are found on bearer bonds, coupons, checks, deposit 

slips, bank statements and other standardized financial (negotiable) 

documents. 

To enable bank font reading in the Batch OCR or Watched 

Folders module: 



Select the appropriate banking font in the Language drop-down 

list. 

60


IRISDocument Server supports OCR-A, OCR-B, E13B and CMC7 

bank fonts. 

Refer to the appendix on Banking Fonts for more information. 

61


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. 



Select the appropriate image compression options: 

Note: take your storage limitations into account when selecting these 

options. 

63

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. 

Resolution of output images 

The resolution used to scan images does not necessarily have to be 

the output resolution of the images. You can store images in 

resolutions of 75, 100, 150 and 200 dpi or keep their original 

resolution. 

Note, however, that reducing the resolution of grayscale and color 

images is a processor-heavy task. When generating color-grayscale 

images, reducing the resolution is not recommended. 

Compression of output images 

Use the slider to determine the compression factor of JPEG images. 

64


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. 

To access the JPEG 2000 compression options: 

Open the Image Compression section and click the JPEG 2000 

tab. 



Select the options of your choice: 

65

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. 

Select a Quality factor to determine the degree of loss allowed 

during the compression process. 

Move the slide toolbar to select a value from 0 to 256: 0 guarantees 

the highest image quality, 256 the best compression. The default value 

is 128. 

Optimization 

Optimize quality of text zones maintains a high quality for text 

and table zones, reducing the quality of graphic zones in the 

output images. 

Optimize quality of graphic zones has the opposite effect. 

Note that character recognition must be enabled for these options to 

be available; otherwise the system can't detect which zones contain 

text and which areas contain graphics. 

66


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. 



Select the appropriate document separation options: 

When you are using a Canon imageRUNNER to send documents to 

IRISDocument, you are recommended to select Create one 

document per Input file. 

67

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. 

Separators 

Note that input files may contain multiple pages. 

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. A blank page only contains noise. 

Blank pages and pages containing barcodes can either be 

maintained in or removed from the output documents. 

68


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. 



Note: do not confuse the generation of an XML index file with the 

generation of XML output. 

The information in the XML file is used to export your processed 

documents to other applications. For more information see the section 

Export features. 

Other OCR statistics 

Next to an XML index file, IRISDocument automatically generates 

a log file and an OCR confidence file after document processing. 

These files are located in the output folder of IRISDocument. 

The log file lists all OCR parameters determined in IRISDocument. 

69

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. Have the settings been determined correctly? 

Do the scanned documents have a sufficiently high resolution? Has 

the correct language been selected? 

70


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. 



Click the Browse button to search for an appropriate output 

folder. 

Options 

Check the option Copy source document to output folder to 

create a back-up of the scanned files. 

Check the box Mirror structure of image folder in output folder 

to recreate any subfolders. 

71

72 

Chapter 11 – Output folder


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. 



Select the appropriate document naming options: 

o The Automatic naming option is selected by default. The 

documents that are processed are given an 8-digit serial 

number, starting with 00000000, 00000001, ... 

Any prefix can be added in front of this sequential name. 

o The naming option Use indexing fields only applies to 

IRISDocument Server for IRISPowerscan. In order to use 

an index field as document name, you must first create 

index fields in IRISPowerscan. 

o When you select Use Name of first image, all your output 

documents will start with the name of the first input file in 

the batch or watched folder that was processed by 

IRISDocument. E.g. SampleDocument, 

SampelDocument0, SampleDocument01, ... 

73

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. 

o Or you can use the content of the barcodes on the first page 

as document name. Select the option Use content of firstpage 

barcodes and indicate at which barcode 

IRISDocument must start. 

o The first sentence of the recognized text can also be used 

as naming option. 

o When generating PDF and PDF-iHQC output files at the 

same time, or XPS and XPS-iHQC output files at the same 

time, a suffix is added to the document name by default: 

e.g. document.ihqc.pdf. This way a clear distinction is 

made between regular PDF and XPS documents and their 

iHQC-compressed counterparts. This suffix can be 

changed to your liking. 

Note: when you are only generating PDF-iHQC output 

files, and no 'regular' PDF files, no suffix is added to the 

files. The same goes for XPS-iHQC files. 

74


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.) 

Based on this identifier, IRISDocument knows to which user the 

documents belong and to which destination the processed 

documents must be exported. 

The identifier will be added in front of the default name attributed 

by the MFP: e.g. DGI_20100430142523. The standard name 

consists of the year, month, day, hour, minute and second the 

document was processed by the MFP. 

75


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. 



Select the output formats you want IRISDocument to generate 

and determine their layout and other options. 

Note that all output formats can be enabled simultaneously. 

77

Chapter 13 – Output Formats 

PDF DOCUMENTS 

PDF Document types 

IRISDocument generates four types of PDF files: Text, Text- 

Image, 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. 



Select the desired PDF type in the Type drop-down list: PDF 

Image, PDF Image-Text, PDF Text or PDF Text-Image. 

PDF Image 

This format generates image-only PDF documents, it does not 

execute OCR. 

With IRISDocument it is also possible to mix text-based and imagebased 

pages in a single PDF file. See the Character Recognition 

section. 

78


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. 

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 PDF Image and Image- 

Text. 

PDF Text 

IRISDocument recognizes text and creates searchable PDF files. 

The page image is not contained in these single-layered PDF files. 

Tip: use text-only PDF files to save disk space. 

PDF Text-Image 

IRISDocument recognizes text and creates searchable PDF 

documents that contain the page image and the recognized text. 

The page image is contained beneath the text. 

The pixels of the recognized text are erased to create a legible document. 

Otherwise, the text would have a heavy shadow as illustrated below: 

79


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 1.4 is not compatible with Wavelet 

compression (which applies special compression to 

graphics). 

o In case you are using Adobe Acrobat to view PDF files: 

80


o It takes Adobe Acrobat 5.0 and higher to open PDF 1.4 

documents. 


documents. 


documents. 


documents. 

PDF Options 

Depending on the PDF type you have chosen, several options are 

available. 

IRISDocument allows you to create bookmarks, embed fonts, 

include graphics, JPEG 2000 compress images, retain colors of text 

and create PDF/A compliant files. 

To access the PDF options, open the Document Output section and 

click the PDF tab. 



81


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. 

Include graphics 

The option Include graphics includes the graphics in PDF Text 

documents. 

This option is enabled by default for the PDF types Image, Imagetext 

and Text-Image and cannot be deselected. 

Including graphics is essential to create a true copy of source 

documents. 

82


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. 

This option is always enabled for PDF Text-Image output and can 

be selected when you have chosen PDF Text. 

Password-protected PDF 

Next to regular PDF output, IRISDocument offers passwordprotected 

PDF output. 

To apply password-protection: 

Open the Document Output section and click the PDF tab. 



Select Password security in the Security Method drop-down 

list. 

The Change Settings button becomes available. 

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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. They are 

very hard to forge as they contain encrypted information unique to 

the signer. 

The author signature is invisible: it appears in the Signatures tab of 

Adobe Acrobat and Adobe Reader. To ensure legibility of all 

scanned information, IRISDocument does not place a signature on 

the pages of recognized documents. 

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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: 


Check the box Signature to apply to apply a digital signature. 

Click the signature you wish to apply. 

The Details button will become available. 

Click the Details button to view all available information on the 

current signature. 

Click the Manage button to manage any digital signature 

installed on your PC. 

You can edit, remove, import and export the digital certificates. 

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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: 


Select the PDF file format of your choice in the Type drop-down 

list. 

Clear the JPEG 2000 compression option. 

The option Create PDF/A compliant files will become available. 

Select that option to create PDF/A compliant files. 

Important: When producing PDF Text files, IRISDocument 

embeds all fonts automatically in PDF/A output to ensure that 

documents can be opened and viewed as created in the future. 

When producing PDF Image-text files, however, IRISDocument 

now offers PDF/A files without embedded fonts. As the text is 

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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. 

It takes Adobe Acrobat 5.0 (or Adobe Acrobat Reader 5.0) or 

higher to generate and open PDF/A files. 

PDF - iHQC 

Next to four types of regular PDF files, IRISDocument also offers 

two types of PDF-iHQC output: PDF Image-text and PDF Image. 

iHQC stands for intelligent High-Quality Compression, I.R.I.S.' 

proprietary, efficient compression technology. iHQC is to images 

what MP3 is to music and what DivX is to movies. 

Level I Good Quality is provided for free with IRISDocument. 

Level I compressed files are about 100 times smaller than 

uncompressed images. To make full use of this compression 

technology, the iHQC add-on is required. 

Note that Adobe Acrobat 8 is recommended for viewing PDF-iHQC 

documents. 

To generate PDF - iHQC output: 

87


Open the Document Output section and click the PDF-iHQC 

tab. 



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 

88 

o 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 1.4 is not compatible with Wavelet 

compression (which applies special compression to 

graphics). 

In case you are using Adobe Acrobat to view PDF files: 

Options 


documents. 


documents. 


documents. 


documents. 

IRISDocument offers the same options for PDF-iHQC and regular 

PDF output. Refer to the section PDF Options. 

XPS DOCUMENTS 

XPS Document types 

IRISDocument generates four types of XPS files: Text, Text- 

Image, Image-Text and Image. 

IRISDocument can also apply iHQC compression (intelligent High- 

Quality Compression) to maximally reduce the file size of the XPS 

output. 

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To generate XPS output: 

Open the Document Output section and click the XPS tab. 



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. 

XPS Image-Text 

IRISDocument recognizes text and creates searchable XPS 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 consult 

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 XPS files. 

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XPS Text 


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. 

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. 

XPS Text-Image 

IRISDocument recognizes text and creates searchable XPS 

documents that contain the page image and the recognized text. 

The page image is contained beneath the text. 

The pixels of the recognized text are erased to create a legible 

document. Otherwise, the text would have a heavy shadow as 

illustrated below: 

XPS Options 

Depending on the XPS type you have chosen, several options are 

available. 

If necessary, refer to the section XPS Document types to learn how to 

activate XPS output. 

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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. 

Retaining colors of text 



The option is enabled by default for XPS Text-Image files and can 

be enabled for XPS Text files. 

XPS - iHQC 

Next to four types of XPS files, IRISDocument also offers two 

types of XPS-iHQC output: XPS Image-text and XPS Image. 

iHQC stands for intelligent High-Quality Compression, I.R.I.S.' 

proprietary, efficient compression technology. iHQC is what MP3 is 

to music and what DivX is to movies. 

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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. 



Select the compression level you want to apply. 

TEXT-BASED OUTPUT FORMATS 

Word, WordML, RTF and OpenDocument Text 

IRISDocument offers several types of text-based output formats: it 

generates versatile Word, WordML, RTF and OpenDocument 

Text output. 

To generate text-based output files: 

Open the Document Output section and click on the tabs of the 

desired output formats. 



93


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. 

Note that many of the options described below also apply to HTML 

output files. 

Open the Document Output section and click the tabs of the 

desired output formats to access the options. 



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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. 

These two options are also available for SpreadsheetML output. 

Recreate source document recreates a facsimile copy of the 

original document. 

You get a true copy of your source document, no longer a scanned 

image. 

Use columns instead of frames determines how the 

autoformatting will be done: the text blocks, tables and graphics 

can be stored in frames or flowing columns (if any). 

Columnized texts are easier to edit than documents containing several 

frames: the text flows naturally from one column to the next. 

Note: when the system is unable to detect columns in the source 

document, this formatting mode uses frames as a fallback position. 

Note that this option is not available for HTML output. 

Insert column breaks determines whether you insert hard 

column breaks at the end of each column. 

Any text you edit, add or remove, remains inside its column; no text 

ever flows automatically across a column break. 

95


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. Otherwise, the text would have a heavy shadow as 

illustrated below: 

This option increases the file size of the output files substantially, 

however. 

Note: this option is not available for WordML files. 

The format PDF Text-Image provides the same result for PDF files. 

The option Retain colors of background provides a less drastic, 

more compact alternative, as illustrated above. 

Note that IRISDocument detects any web page URLs and e-mail 

addresses in scanned documents and recreates them as hyperlinks in 

the output. 

Options 

Merge lines into paragraphs enables automatic paragraph 

detection. 

IRISDocument wordwraps the recognized text until a new paragraph 

starts and reglues hyphenated words at the end of a line. 

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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. 

Retain colors of text maintains the original colors of the text 

across the recognition. 

Retain colors of background maintains the spot colors of the 

page background across the recognition. 

A uniform background color - if there is one in the source document - 

is created per paragraph in the output file. 

This option also recreates inverted drop letters. 

The option Add image as page background offers a more drastic, 

less compact alternative, as illustrated above. 

Retaining the colors of the background implies that the colors of the 

text are maintained simultaneously. 

When you recognize tables and save the document as a 

SpreadsheetML worksheet, this option maintains the background color 

of each cell. 

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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. 

As documents often contain more than only tables, it is useful to 

activate SpreadsheetML as a "secondary" format alongside 

(an)other format(s). It is only used for those pages that contain 

tables, for all other pages the SpreadsheetML output format is 

disabled. 

To generate SpreadsheetML Output: 

Open the Document Output section and click the 

SpreadsheetML tab. 

98




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. 





The option Retain colors of background recreates the 

background color of each cell. 

The option Ignore all text outside the tables saves the tables 

and ignores all other recognition results. 

All data inside the tables is recaptured; any data outside the table(s) is 

not. 

99


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. 

Create one worksheet per 

The option Create one worksheet per Page sees to it that one 

worksheet is created per scanned page. 

If a page contains tables and text, all will be placed on the same 

worksheet. 

Note that only the figures inside the tables are encoded as numbers. 

When the option Convert data to numbers is enabled, text inside and 

outside the table remains text. 

The option Create one worksheet per Table places each table 

in a separate worksheet and includes the recognized text (outside 

the tables) in yet another worksheet. 

If the recognized document contains several pages, you'll see that 

structure repeated per page. 

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(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: 

Option 

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 UTF- 

8 output. 

Unicode UTF-8 is a web-based text format. 

Merge lines into paragraphs enables automatic paragraph 

detection. 



HTML documents 

IRISDocument offers HTML output. 

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To generate HTML output: 

Open the Document Output section and click the HTML tab. 



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. 

To generate XML output: 

Open the Document Output section and click the 

XML/WordML tab. 



Select the file type of your choice: 

o Compact XML creates the smallest XML documents. 

The text is legible to the human eye as it is stored line by line, block 

by block. 

Any application capable of parsing XML files (e.g. Internet 

Explorer) can be used to study the OCR results. 

Any XML parser can be used to edit and parse the XML documents. 

o Detailed XML adds much detail to the recognized text. 

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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. 

To generate image output: 

Open the Document Output section and click the Image files 

tab. 

Select the appropriate file format in the drop-down lists to 

generate bitonal and/or color-grayscale images: 

o The following graphic formats are supported for bitonal 

images: TIFF and multipage TIFF (both with Group 4 

compression) and Windows bitmaps. 

o The following graphic formats are supported for colorgrayscale 

images: JPEG, JPEG 2000, TIFF and 

multipage TIFF (both with JPEG and JPEG 2000 

compression) and Windows bitmaps. 


improve the image quality. 

Warning: Windows bitmaps do not offer any compression. A single 

A4 color page may take some 25 MB disk space on your hard disk. 

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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. 

104


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. 

For information on how to define a workgroup of users, refer to the 

section Defining a Workgroup of users. 

Optionally, documents can also be exported to Microsoft 

SharePoint, by means of the Export to SharePoint add-on. 

Document can also be exported to Therefore document solutions 

by means of the Export to Therefore add-on. 

Refer to the sections below for more information about these export 

features. 

105

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. 

To export documents to other applications, the custom export 

feature makes use of the XML index that IRISDocument generates 

by default. As a result, you need to select custom export 

applications that are capable of parsing the XML index files 

generated by IRISDocument. 

Note: when the Workgroup add-on is installed and the options 

Extract subfolder name from first-page barcodes or Extract 

subfolder name from barcode are selected, the export application 

will be disabled on the Export tab. 

To select an export application: 

Open the Export section and click the Browse button to search 

for an appropriate application. 

Any external application that is capable of parsing XML index files is 

supported. Select Internet Explorer (Iexplore.exe) for instance. 

Internet Explorer will parse the XML index and will display the 

documents as soon as they have been processed by IRISDocument. 

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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. If the Workgroup add-on is 

not installed, these tabs are not available in the interface) and in 

the Therefore tab (provided that the Export to Therefore addon 

is installed). Note, however, that this option will not be 

selected visibly in the other tabs. 

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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. 

Operation 

Note: in order to make use of the document types within a template, 

the software versions IRISDocument for IRISPowerscan or 

IRISDocument Server for IRISPowerscan are required. Visit the 

I.R.I.S. website for more information. 

Click New to create a new template or click Edit to modify the 

default template. 

Note that you must always use the template settings to configure the 

SharePoint settings. The SharePoint settings cannot be configured in 

the initial screen. 

When you selected a new template, enter the name of the 

template. 

Click Enable this template to activate it. 

Copy the url of your SharePoint server in your internet browser 

and paste it in the SharePoint Server box. 

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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. To create a new folder in the selected SharePoint 

document library, click Make new folder. 

110


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. 

Operation 

Start the Batch OCR or Watched Folders module from the 

Windows Start menu>Programs>IRISDocument Server 9.5. 

Click the Export section and then click the Therefore tab. 

111



In order for the export to Therefore to work, select the option 

Export to Therefore. 


they have been processed. If you select this option, your 


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. If the Workgroup add-on is 

not installed, these tabs are not available in the interface) and in 

the SharePoint tab (provided that the Export to SharePoint 

add-on is installed). Note, however, that this option will not be 

selected visibly in the other tabs. 

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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. 

Note that you must always use the template settings to configure the 

Therefore settings. The Therefore settings cannot be configured in the 

initial screen. 

When you selected a new template, enter the name of the 

template. 

Click Enable this template to activate it. 

The button Define field mappings only applies when you are 

using IRISDocument for IRISPowerscan. 

Click OK to close the template settings. 

The next time you process your documents, they will be sent to 

Therefore. 

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EXPORT TO E-MAIL ADDRESSES 


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. You can either send documents to e-mail 

addresses belonging to the different users of the workgroup, or to a 

fixed e-mail address. 

Operation 

Note that in order for the export to users' e-mail addresses to work, the 

workgroup file must be configured correctly and the documents must 

contain the correct name. Refer to the section Defining a Workgroup 

of users to learn how to configure the workgroup file correctly. 



Click the Export section and then click the E-mail tab. 

114



To enable export to e-mail addresses, select the option Send by 

E-mail. 


they have been sent. If you select this option, your documents 

will be kept in the Output folder. 

If you select this option on this tab, it will also be selected 

automatically in the Folder and FTP tabs and in the SharePoint 

tab (provided that the Export to SharePoint add-on is 

installed) as well as in the Therefore tab (provided that the 

Export to Therefore add-on is installed). Note, however, that 

this option will not be selected visibly in the other tabs. 

Export settings 

When you select Use workgroup E-mail addresses, 

IRISDocument will use the information in the workgroup file 

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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. Should 

the e-mail address of the default user be configured incorrectly, then 

the processing is interrupted for the current document. 

To learn how to configure the workgroup file, refer to the section 

Defining a Workgroup of users. 

You can also export documents to a fixed e-mail address by 

selecting the option Use fixed e-mail address. Then enter the e- 

mail address you want to send your documents to. 

SMTP settings 

Enter the SMTP server of your company in the Server field. 

The standard Port 25 is selected by default. 

Select Use SSL (Secure Sockets Layer) to encrypt the data you 

send by e-mail, and provide extra security to them. 

Click the Credentials button if you want to use a specific 

account to connect to the SMTP server. 

o Select Use specific credentials. 

o Then enter your username and password and click OK. 

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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. 

EXPORT TO FTP FOLDERS 


that the Workgroup add-on is installed) 


IRISDocument Server configuration, the FTP tab will be available 

in the Export section of the Watched Folders module. 

The settings on this tab allow you to export documents to an FTP 

folder. You can either export documents to FTP folders belonging 

to the different users of the workgroup, or export documents to a 

fixed FTP folder. 

Operation 

Note that in order for the export to users' FTP folders to work, the 






Click the Export section and then click the FTP tab. 

117



To enable export to FTP folders, select the option Send to FTP. 


they have been sent. If you select this option, your documents 

will be kept in the Output folder. 


automatically in the E-mail and Folder tabs and in the 

SharePoint tab (provided that the Export to SharePoint addon 

is installed) as well as in the Therefore tab (provided that the 




When you select Use workgroup FTP folders, IRISDocument 

will use the information in the workgroup file you configured 

and send the processed documents to the different users' 

corresponding FTP folders. 

Based on the document name, IRISDocument knows to which 

user the documents belong and it will send them to the 

corresponding FTP folder. 

118


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. 



You can also export documents to a fixed FTP folder by 

selecting the option Use FTP address. Then enter the FTP 

address you want to send your documents to. 

FTP server settings 

The FTP server's standard command port 21 is selected by 

default. 

Click the Credentials button if you want to use a specific 

account to connect to the FTP server. 

o Select Use specific credentials. 

o Then enter your username and password and click OK. 

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EXPORT TO PERSONAL FOLDERS 

(This section only applies to the Watched Folders when the 

Workgroup add-on is installed) 


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. You can either export 

documents to personal folders belonging to the different users of the 

workgroup, or you can create personal folders based on barcodes. 

Operation 

Note that in order for the export to users' personal folders to work, the 




Also note that: 

In order for the 'barcode' options to be available, the option Barcode 

Reading must be selected in the Processing section on the Barcode 

Reading tab. 

In order to generate personal folders based on barcodes, the 

documents you process need to contain barcodes, which in turn, need 

to contain the full path where the personal folders must be created. 

E.g. C:\IRISDocument\PersonalFolder01. 



Click the Export section and then click the Folder tab. 

120



To enable export to personal folders, select the option Export to 

folder. 


they have been exported. If you select this option, your 



automatically in the E-mail and FTP tabs and in the SharePoint 

tab (provided that the Export to SharePoint add-on is 

installed) as well as in the Therefore tab (provided that the 




Select Use workgroup personal folders to send documents to 

the personal folders of the users you configured in the 

workgroup file. 

Based on the document name, IRISDocument knows to which 

121


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. Should the personal folder of the default user be 

configured incorrectly, then the processing is interrupted for the 

current document. 



Or select one of the 'barcode' options to generate personal 

folders based on the barcodes in your documents: 

If the folder path is spread across multiple barcodes on the first 

page of your document, select Extract full folder path from 

first page barcodes. 

If the folder path is contained in a specific barcode, select 

Extract full folder path from barcode and indicate which 

barcode in your document contains the folder path. 

If you want to create subfolders to an existing folder, then select 

one of the two 'extract subfolder' options. 

Note: if the barcodes you indicate do not contain a valid path, no 

personal folder will be created and the processed documents will not 

be removed from the output folder. An error message will be added to 

the log file. 

122


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. 

The Watched Folders module has extra error handling functionalities, 

meaning the application will not stop even if an error is encountered. 

The problem will be noted and IRISDocument will continue working 

on the other tasks. 

Do not select a network folder as input, output or storage folder. 

The input, output and storage folders may be shared but MUST be 

located locally, on the same machine as IRISDocument Server. 

Otherwise IRISDocument Server will be susceptible to network 

errors. 

Tip: if, for any reason, you still decide to use network paths*, define 

them as UNC paths. 

(*) No product support offered in this case. 

Provide sufficient disk space. 

123

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. 

Not only do they slow down the recognition process, they also 

increase the risk of OCR errors. 

o Limit the number of Watched Folders to 10. 

The more Watch Folders you have the more time is needed for 

IRISDocument to check for content changes. 

o The Watched Folders Tasks must be of reasonable size. 

Prefer more tasks to bigger tasks. 

o Do not use a single folder as input and output folder. 

o Do not use the work folder as input folder. 

o Make sure IRISDocument Server does not reboot 

automatically, e.g. after automatic Windows updates. 

124


INDEX 

A 

Abort monitoring ..................... 24 

B 

Banking fonts ........................... 60 

Barcode reading ....................... 51 

Batch OCR ............................... 19 

Batch OCR image folder .......... 27 

Batch report ............................. 21 

Bitmaps .................................. 103 

Bitonal images ....................... 103 

Black-and-white images ......... 103 

Blank pages .............................. 68 

C 

Character pitch ......................... 56 

Character recognition ............... 55 

Color images .......................... 103 

Confidence file ......................... 69 

D 

Deskew ..................................... 48 

Despeckle ................................. 48 

Detect text orientation .............. 48 

Digitally signed PDF ................ 84 

Document naming .................... 73 

Document output ...................... 77 

Document separation ................ 67 

E 

Embedded fonts ........................ 87 

End of task file ......................... 33 

Export application .................. 106 

Export to e-mail ...................... 114 

Export to FTP folders ............. 117 

Export to personal folders ....... 120 

Export to SharePoint ............... 107 

Export to Therefore ................ 111 

125

Chapter 15 – IRISDocument Golden Rules 

F 

Font type .................................. 57 

G 

General image compression ..... 63 

golden rules ............................ 123 

Grayscale images ................... 103 

H 

HTML .................................... 101 

HTML log file .......................... 26 

I 

Image compression ............ 63, 65 

Image enhancement ................. 47 

Image files ............................. 103 

Index file .................................. 69 

Installation ............................... 14 

IRISDocument Wizard ............. 20 

J 

JPEG ...................................... 103 

JPEG 2000 ............................... 65 

L 

Languages ................................ 56 

Layout options ......................... 94 

Lexicon ..................................... 58 

Log file ..................................... 70 

M 

Microsoft .Net Framework ....... 25 

Microsoft SharePoint .............. 107 

Mixed character set ................... 56 

Multipage TIFF ...................... 103 

O 

OCR .......................................... 56 

OpenDocument Text ................ 93 

Output folder ............................ 71 

P 

Page range ................................ 58 

Password-protected PDF .......... 83 

PDF document types ................. 78 

PDF options .............................. 81 

PDF/A ...................................... 86 

PDF-iHQC ................................ 87 

Pitch .......................................... 56 

Product support ......................... 17 

R 

Registration .............................. 16 

126


RTF .......................................... 93 

Run file .................................... 33 

S 

Secondary languages ................ 56 

Separators ................................ 68 

sharing folders.......................... 42 

Smoothen color images ............ 48 

Software installation ................ 14 

Software registration ................ 16 

SpreadsheetML ........................ 98 

Statistics ................................... 69 

Supported graphics and file 

extensions ................................ 12 

Supported languages ................ 56 

Supported output formats ......... 77 

System requirements ................ 13 

T 

Task menu ................................ 25 

Text ........................................ 101 

Text-based output formats ....... 93 

Therefore ................................ 111 

TIFF ........................................ 103 

Timeout .................................... 33 

U 

Uninstalling .............................. 16 

User lexicon .............................. 58 

W 

Watched Folders ....................... 21 

Watched Folders Service .......... 25 

Watched image folder ............... 30 

Windows services ..................... 25 

Word ......................................... 93 

WordML ................................... 93 

Workgroup ............................... 37 

X 

XML ....................................... 102 

XML indexing .......................... 69 

XPS document types ........... 89, 92 

XPS options .............................. 91 

XPS-iHQC ................................ 92 

127

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