To automate the conversion of incoming scanned pages or different file types into PDF, you can set up a Watched Folder or a Scan Inbox. Both are available only in Power PDF Advanced. Only one Scan Inbox and one Watched Folder can be specified. The folders can be at any level in the file structure that you can access from your computer.
A watched folder can take input from a wide range of file types and almost immediately converts them to PDF. By contrast, a Scan Inbox accepts only PDF and TIFF files; these can enter the folder from a scanner or by file transfer.
Watched Folder
This folder is monitored by Power PDF Advanced and results are directed to a destination folder you define. Only one destination folder is allowed at a time. It can reference the same folder as the watched folder (not recommended, because PDF files may arrive causing possible naming conflicts). Typically the watched folder would be at a network location and the destination folder on your local computer. Incoming documents can be image files, internet files or editable files from MS Office.
The Watched Folder dialog box lets you define folders, set monitoring rules and specify conversion settings.
To set up a Watched Folder
Choose Watched Folder at Advanced Processing > Batch > Watched Folder to call the Watched Folder dialog box.
Select the checkmark Enable Watched Folder at the top of the panel.
Click the Source button and locate the folder to be monitored, with or without sub-folders.
Choose the file type from the drop-down list. Choose all supported file types or only one.
Click the Destination button and locate the folder where you want the converted files to be delivered.
Choose a File Type for the converted output files. Choose TIFF (single or multi-page), PDF (Normal or Searchable - including different standards like PDF/E, PDF/UA, PDF/X and PDF/A levels), or Unicode Text.
Optionally click Settings and modify default parameters, for instance on how to handle image-only pages using OCR.
For saving to PDF, in the Compatible with list click the desired PDF (PDF, PDF/A, PDF/X, PDF/UA, PDF/E) substandard, or click PDF As Is to use the format of the source file. Then click the accompanied, smaller Settings button, if applicable, to select a Color profile. For details on different PDF standards see About PDF versions.
Optionally select the Optimize for Web Viewing check box to produce Linearized PDF, what better suits for online reading. For details on different PDF standards see About PDF versions.
Optionally select the Remove tags check box to eliminate original tags found in the source documents. This check box is available only when PDF or Searchable PDF is selected in the File Type list, and PDF As Is is selected in the Compatible with list.
Optionally select the Convert to gray check box to turn the output into black and white.
Optionally select the check box Use Workflow and browse for a workflow file. See below.
Specify how to handle finished source files after conversion:
Keep: Preserve source files in the watched folder.
Delete: Delete source files from the watched folder.
Move to folder: Move sources files to a folder your browse to locate.
Auto Clear Results: automatically clear the file list from the Watch and Convert dialog box task view.
Choose CPU Options to control CPU workload. Set Limit Worker Process Count to 1 for sequential processing, or set to a greater number for parallel task processing. (Higher value means higher CPU load.) The maximal value is adjusted to your hardware capabilities. When conversions from other file types are performed, the process count may not be more than two.
Confirm Watched Folder setup by clicking OK. Using a workflow means applying a defined set of actions to all incoming files. The check box becomes active only when at least one workflow has been created. This process is automated, so all steps in the workflow requiring interaction are not performed.
To use the watched folder
Whenever a valid file enters the watched folder, the program waits a few seconds to see if further files are arriving. When files stop arriving it begins conversion and displays progress in the Watch and Convert dialog box. You can
Track conversion progress in the list
Pause, Resume or Delete a task
Clear finished tasks from the task view
Retry running a failed task
View a conversion log
Hide this dialog box. Once hidden, click the Watch and Convert icon in the notification area of the Windows taskbar to restore it.
To temporarily disable the watched folder, deselect the checkmark at the top of the dialog box.
Scan Inbox
To make scanning results automatically available in Power PDF, set up a Scan Inbox. Only one Scan Inbox can function at a time.
A Scan Inbox is a specific type of watched folder: to browse to the scan target folder of your scanning device and identify it as your scan inbox to receive notifications on incoming files. There is no automatic file conversion involved in this functionality. When you access your incoming scans you open them from this dedicated folder or browse this folder from inside Power PDF.
To set up a Scan Inbox
Open File > Options and in the Preferences dialog box choose Automation > Server Connections > Scan Inbox / Quick Connect.
Enable Scan Inbox Notification: turn this on to have a notification shown when new files are placed in your scan inbox folder. The notification icon appears in the notification area at the right of the Windows taskbar.
Specify the source for scanning:
Automatic Inbox Agent (ShareScan only); browse for a location. Contact your system administrator if necessary.
Home directory: Type in a path or contact your system administrator.
Manual: Set the source folder manually on your computer.
If your work environment uses Kofax eCopy ShareScan network scanning, you can manage Quick Connect Settings as well as including enabling notifications, choosing a folder and specifying additional Quick Connect folders.
Browse Inbox: Click Scan Inbox to show all files in a separate dialog window.
Open Next: Click Scan Inbox to open the latest file in a new window.
Auto Delete Document: This checkmark lets you keep all scanned PDF or TIFF documents or delete the files from the Scan Inbox folder after you have opened them in Power PDF. File deletion happens after a save prompt.
To use Scan Inbox
A Scan Inbox icon appears in the notification area of the taskbar. It advises you whenever a new TIFF or PDF file enters the Scan Inbox. Click the notification bubble to open the Scan Inbox dialog box. You can also open this at any time, as follows:
Click Scan Inbox at Advanced Processing > File for the Scan Inbox dialog box.
This lists either all non-deleted files in the Inbox, or only the latest, depending on your preference set in File > Options > Automation Server Connections > Scan Inbox / Quick Connect.
The dialog box displays a thumbnail of the first page of the selected document.
Use the controls under the Preview window to move to other pages.
Click Open to open the document in Power PDF or Cancel to exit.
When Open is selected, PDF files open directly and TIFF files are converted to PDF – this may take some time. Once a file is opened, it will be deleted from the Scan Inbox if you requested this as a preference. If you did this, you should be sure to save the PDF to its desired location. If you try to close it without saving, you will receive a warning.