In This Issue:

In this month's edition of the FileCenter Newsletter, read about:

Separators Part 5 »

Separators Part 6 »

Separators Part 5 – Separate at Intervals

In the last two issues, we've been de-mystifying separators. We conclude the series this month with two specialized separator features. The first is interval separation.

Let's suppose you have 100 documents that are each exactly four pages long. They could be forms, statements, surveys, etc. Instead of performing 100 individual scans or inserting 100 individual separators, you place a single separator on top of the stack, scan it, and FileCenter breaks it up at four-page intervals, giving you 100 separate files, each named and saved according to the information on the separator.

The savvy reader will recognize that you can do the same thing from the Scan dialog without using a separator (Scan > Begin New Document Every ___ Pages). So why use a separator? If you have a regular scanning job that involves saving the files to a specific location, using a separator can save you some work.

Create the Separator

Open FileCenter and click the Separators button. Click Add to create a new separator, give it a name and a destination (at this point, we assume you're comfortable with this).

Below the list of destinations, you'll see an option that says Automatically begin new document every ___ pages. Select it and enter your document size in the blank. In our case, that's four pages. Click OK to create the separator. FileCenter will ask if you want to print it now. Click Yes and print a copy.

Test the Separator

Now let's try it out. Get a stack of paper at least three times longer than the document length you specified. For example, if you chose to split the stack at four-page intervals, get a stack of about 12 pages. Put your separator on the very top of the stack and scan the whole bundle. Make sure Process Separators is selected when you scan.

As before, OCR will run after the scan is done. The difference this time is that you'll get a whole series of documents all named the same but with a counter after the name, saved to whatever folder you specified in your destination.

Some of you are now asking the obvious question: what if the number of pages you scanned doesn't break up evenly? For example, let's say you selected a four-page interval, but your stack has 13 pages? Simple. The last document in the stack will be short a few pages.

Separators Part 6 – Bookmarks

Ok, time for the last – and most unusual – separator feature. This one's unusual because it doesn't actually separate documents. It's the bookmark feature. Simply put, you can use separators to insert bookmarks into scanned PDFs.

For example, suppose that you prefer to group PDFs into one master file instead of many individual files. You'd like to scan a stack of documents into a single PDF but still have a way to navigate quickly to the individual documents in the PDF. Your solution? Bookmark separators. Simply insert separators at the beginning of each document then scan the stack. FileCenter will insert a bookmark everywhere it encounters a separator, but keep the stack intact. Sound interesting? Let's see how it works.

Create a Bookmark Separator

Open FileCenter and click the Separators button. Click Add and give the separator a name. Important: this will also be the name of your bookmark! Now click the option called Use as Bookmark Separator then OK to create the separator. FileCenter will ask if you want to print it now. Click Yes and print a copy.

Testing Your New Separator

Get a couple of pieces of paper and put your separator somewhere in the middle. Now scan the stack, remembering to select Process Separators. When it's done, open your PDF (if it isn't open already).

Now you need to show bookmarks. If you opened the PDF in FileCenter, click the Options button below the column of thumbnails (on the left), then select View > Bookmarks. If you opened the PDF in Acrobat, select the View menu > Navigation Panels > Bookmarks.

On the list of bookmarks, you should see the name of the separator you inserted. Click it. You'll jump to the page that had the separator on it. You'll also notice that the separator is gone. FileCenter removed the separator and inserted a bookmark in its place.

So there you have it – a quick, easy way to insert bookmarks into your scans.

Wrapping it Up

So in summary, we've learned what a separator is, the difference between a generic separator and a named separator, how to give a separator a relative path, and finally, how to use separators to split a document at fixed intervals or insert bookmarks.

This is as far as we go in this series, but believe it or not, we're still leaving some stones unturned. For example, did you know that you can insert separators after the fact (i.e. into existing documents) and even print multiple-choice separators, where you pick the destination on-the-fly? If this puts a bee in your bonnet, then we happily direct you to the excellent user manual included in FileCenter, where these – and hundreds of other features – have clear explanations. Go to the Help button > Scanning & OCR > Electronic Separators. Right above that topic you'll also see Standard Separators where you'll find a section called Choose among Destinations.

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