The VRS Desktop Productivity add-in for Lotus Notes gives you the ability to scan a document and save it automatically as an attachment to an email message. Once the add-in is activated, the following VRS scanning options are available from the Actions menu in Lotus Notes:
Fast Scan: Quickly scan and attach a document to a new email message using default settings
Scan with Preview: Scan and preview the results before attaching a document to a new email message
Configure: Configure settings, scan, and optionally preview the results before attaching a document to a new email message
Scan Using Profile: Select a scanning profile and then quickly scan and attach a scanned document to a new email message
Note The VRS Desktop Productivity add-in for Lotus Notes must be activated to access the VRS Desktop Productivity items on the Actions menu in Lotus Notes. The Desktop Productivity features are supported for Lotus Notes version 6.5 or later. For details, see Activating VRS Desktop Productivity Features on page 78.
Important A new mail message is created automatically when you select any of the VRS Desktop Productivity scanning options in Lotus Notes. For best results, do not create or open a mail message before you select a scanning option from the Actions menu. Otherwise, an extra mail message is created.
Fast Scan
With Fast Scan, you can scan a document and attach it quickly to an email message.
Note Scan settings and attachment file name options cannot be modified using Scan with Preview. The settings for the selected profile are applied, and the selected file name is assigned to the attachment. The Configure option supports the ability to update scan settings and file name options.
X To use Fast Scan
1 Place your document in the scanner.
2 Start Lotus Notes.
3 From the menu bar, select Actions| Fast Scan.
As the document is scanned, a new mail message is created. The scanned document is automatically saved as an attachment to the new message.
Note The first time you use the VRS Desktop Productivity features, the base file “Untitled” is selected by default. As you scan subsequent documents, VRS appends numeric sequence to the base file name (Untitled_0001,
Untitled_0002, and so on), unless you update the base file name, the selection defaults to the most recently used name. For more information, see File Name Formatting on page 118.
4 Complete the message and click Send.
Scan with Preview
With Scan with Preview, you can scan and preview the results before attaching a document to a new email message. The document is displayed in the VRS Thumbnail Viewer, where you can optionally apply image quality adjustments before the document is attached automatically to your email message.
Note You cannot use Scan with Preview to update scan settings and attachment file name options. The Configure option supports the ability to update scan settings and file name options.
X To use Scan with Preview
1 Place your document in the scanner.
2 Start Lotus Notes.
3 From the menu bar, select Actions| Scan with Preview.
The document is scanned and displayed in the VRS Thumbnail Viewer for preview purposes.
4 From the VRS Thumbnail Viewer, do one of the following:
If you are satisfied with the preview results, click Accept to save the document and attach it to your mail message.
If you want to apply image quality adjustments, use the controls in the VRS Thumbnail Viewer menu or toolbar, and then click Accept to save and attach the document to your mail message.
If the preview results are unacceptable, click Reject to discard the document and close the VRS Thumbnail Viewer.
Tip While the VRS Thumbnail Viewer is open, you can select Rescan or Scan to End from the toolbar to scan additional pages into the current document.
The same functions are also available from the Scan menu.
5 Once the scanned document is accepted, a new mail message is created. The scanned document is automatically saved as an attachment to the new message.
Note The first time you use the VRS Desktop Productivity features, the base file “Untitled” is selected by default. As you scan subsequent documents, VRS appends numeric sequence to the base file name (Untitled_0001,
Untitled_0002, and so on), unless you update the base file name, the selection defaults to the most recently used name. For more information, see File Name Formatting on page 118.
6 Complete the message and click Send.
Configure
The Configure option gives you access to the VRS Professional Scan window, which serves as a single-screen scanning application. From the VRS Professional Scan window, you can modify profile settings, scanner settings, and attachment options before scanning a document. Also, you can optionally preview the results in the VRS Thumbnail Viewer before the document is attached to a new email message.
X To use Configure
1 Place your document in the scanner.
2 Start Lotus Notes.
3 From the menu bar, select Actions| Configure.
The VRS Professional Scan window is displayed.
Figure 3-7. VRS Professional Scan window
4 Use the Profiles list to select a profile that is appropriate for the type of document to be scanned.
Note To update or remove a profile, see Updating a VRS Desktop Productivity Profile on page 109 or Removing a VRS Desktop Productivity Profile on page 111.
5 In the File Name field, do one of the following to specify the name for the attachment:
Accept the name as shown.
Enter a new name.
Note The first time you use the VRS Desktop Productivity features, the base file name “Untitled” is selected by default. As you scan subsequent
documents, VRS appends a numeric sequence to the base file name
(Untitled_0001, Untitled_0002, and so on). Thereafter, unless you update the base file name, the selection defaults to the most recently used name. For more information, see File Name Formatting on page 118.
6 To view or update the scanner settings, click to display the options and adjust the following settings as appropriate:
Color: Select the option that corresponds to the mode in which you want to save the document: Color, Black & White, or Grayscale.
Quality: Select the desired resolution as Draft (150 dpi), Normal (200 dpi), or High (300 dpi).
Sides: Select Single to scan one side of a document; select Double to scan both sides of a document.
Ignore Blank Sides: Select the check box to retain blank pages. Clear the check box to automatically discard blank pages.
Feeder: Select ADF or Flatbed to indicate whether you plan to scan with the scanner’s automatic document feeder or the flatbed feeder.
Note If you update the Scanner Settings, the current profile is affected and a notation is placed under the currently selected profile. To save the updated settings to the profile, see Updating a VRS Desktop Productivity Profile on page 109.
7 To view or update the File Options, click to display the settings and then select the file type appropriate for your scanned document: PDF (default), JPEG, Bitmap, PNG, Single-page TIFF, or Multi-Page TIFF.
For more information about file names and file types, see File Name Formatting on page 118.
Note If you update the File Options, the current profile is affected and a notation is placed under the currently selected profile. To save the updated settings to the profile, see Updating a VRS Desktop Productivity Profile on page 109.
8 Do one of the following:
Click Scan with Preview to scan and preview the results in the VRS Thumbnail Viewer.
Click Scan to scan the document and attach it to your mail message without previewing the results.
If you select Scan with Preview, a new message is created as soon as you click Accept in the VRS Thumbnail Viewer.
If you select Scan, a new message is created automatically.
The scanned document is saved as an attachment to the new message.
9 Complete the message and click Send.