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PaperPort - Blank Page Job Separator with Duplex Scanning

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Joe Winograd, Fellow&MVE
50+ years in computer industry. Everything from development to sales. CIO. Document imaging. EE MVE 2015, EE MVE 2016, EE FELLOW 2017.
PaperPort is a popular document management/imaging product from Nuance Communications. It is in widespread use by both individuals and businesses. The current version of PaperPort is 14 (previous version was 12 – Nuance got superstitious and skipped 13). This Article documents how PP14 finally solved a nasty duplex scanning problem that has plagued PaperPort since the introduction of the Blank page is job separator capability in PP10.

The problem is that a blank back side of a page will act as a job separator during a duplex scan. This is extremely bad, since most double-sided documents have some single-sided pages, and they will terminate the document – not what you want! It makes the Blank page is job separator capability practically worthless for users doing duplex scanning. In other words, if you are using a duplex scanner and a page in the stack is not blank on the front, but is blank on the back, this should not be considered as a separator page. In the case of duplex scanning, a page should be blank on both sides in order for it to be treated as a separator page. Otherwise, you'll get what should be a single document broken into separate PaperPort items if that document happens to have some single-sided and some double-sided pages.

This "bug" (Nuance called it a "feature" when I reported it) existed in PP10, PP11, and PP12 (as mentioned above, there was no PP13). Nuance finally fixed it in PP14 with the addition of a new sub-option in the Settings for a Scanning Profile. In the SET tab under Blank page is job separator there is a new check-box that says Blank sheet is job separator on duplex scan, as shown in this screenshot:

PP14 Settings Scanning Profile SET Tab
This is what you want for duplex scanning with a duplex scanner – it means that the page must be blank on both sides to be treated as a separator page. Although it took three major releases and five years, my thanks to Nuance for finally fixing this!

If you find this article to be helpful, please click the thumbs-up icon below. This lets me know what is valuable for EE members and provides direction for future articles. Thanks very much! Regards, Joe
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12 Comments

Expert Comment

by:donjud
Joe,
Unless I’m missing something, Version 14 still seems to have a major bug if you want PaperPort to separate your documents in duplex mode. Or, I can’t figure out how to get it to work. PaperPort creates a new document every time it sees a single blank page.  Please help.

The problem is, "Blank page is job separator" must be on when "Blank sheet is job separator” is on. "Blank page is job separator" creates a new document every time it sees a single blank page. So, every time it sees a single blank page, it still creates a new document. We’re still getting the same results with "Blank sheet is job separator” turned on as in older version.

The simple solution in duplex would be turn "Blank sheet" on and "Blank page" off which seems impossible in PaperPort. I think we are right back where we started with this problem in previous versions. I've talked and sent PaperPort numerous examples and documents of the problem but they don't get it. I've also seen numerous posts of this bug on the internet. Any ideas on how to turn "Blank sheet" on, and "Blank page" off? We've invested two months and 100s of man hours training and testing only to find it doesn't work. Thanks so much for your help.
JD
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Author Comment

by:Joe Winograd, Fellow&MVE
Hi JD,
I just tested it here — works perfectly! I have Blank page is job separator and Blank sheet is job separator on duplex scan both checked (I also have Delete Blank Pages checked). I put a two-page doc in the ADF, each page with a blank second side. PaperPort created a single, two-page doc, as expected. I then put a sheet of paper that is blank on both sides between those two pages. PaperPort created two, one-page docs, as expected.

Here are some thoughts on why it may not be working for you:

(1) Perhaps you have Create single page items checked. If so, that's the problem — un-check it. But I doubt that this is the problem, since checking Create single page items un-checks the other two, which I'm sure you would have noticed.

(2) Maybe there's a bug in the particular Version/Build of PP14 that you're using. If you're on 14.0, 14.1, or 14.2, I recommend upgrading to PP14.5, as described in this EE article:
PaperPort 14 - Free Upgrade to Version 14.5

(3) Following up on (2) above, after you're on 14.5, I recommend installing Patch 1, as described in this EE article:
How to install the Patch 1 update for PaperPort 14.5

(4) If it still doesn't work, I suggest installing the PaperPort 14 Scanner Connection Tool, as described in this EE article:
PaperPort 14 Scanner Connection Tool - Fix Scanning Problems in PaperPort 14

Regards, Joe
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Expert Comment

by:donjud
Hi Joe,
My whole department and I really appreciate your help. Here's an update:

We tried installing all of the Patch 1 update and the Scanner Connection Tool as described above. Each time we got the following windows installer announcement:

Windows Installer
The upgrade patch cannot be installed by the Windows Installer service because the program to be upgraded may be missing, or the upgrade patch may update a different version of the program. Verify that the program to be upgraded exists on your computer and that you have the correct upgrade patch.
OK


We tried everything we know including various combination of shutting down and restarting PaperPort the computer, etc. with no luck. All we got was the above message. We got the same results on an older HP and brand new high end Dell. We purchased 4 copies of PP directly from Nuance of the software  with OmniPage Ultimate included and each machine under a different serial number.

About-PaperPort-Version-PDF.pdf

No success on installing Patch 1. We decided to try the page separator again following your above example.  We have Blank page is job separator and Blank sheet is job separator on duplex scan both checked (We also have Delete Blank Pages checked). We put a two-page doc in the ADF, each page with a blank second side. Sadly, PaperPort created two single-page docs. Each and every blank page creates a new document.

We called in the big gun, another technician. He played around with it for several hours without luck. He even went in to the PaperPort settings file (profiles.xml) and manually turned  "Blank page is job separator" off, and "Blank sheet is job separator” on. Still no change.

Again, we have the same problem on two computers.

We then (with the Fuji technician guiding us) went in to our Fuji fi-7160 scanner and set it to "job separation" using the patch code pages. Still no luck. Fuji explained that it sends the job separation code to the software (PaperPort) which must read it properly to start a new document. In other words, PaperPort must know to create the new job. Still no luck.

We are going to work tomorrow on PP's Patch 1 tomorrow to see if we missed something there. And trying a Dell scanner. Sadly, it's been a long day with no results. But we really appreciate your looking into this. I think we are going to have to try new, fully updated versions of the program from Nuance. But, to date, they haven't been any help except to keep saying give them two days to send it to a higher level technician. They've repeatedly told us that for 4 weeks now. Your the only one who really knows the problem.

We'll update you tomorrow. Thanks again.

Best regards,
JD
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Author Comment

by:Joe Winograd, Fellow&MVE
Hi JD,

I've seen that installer error when it is a bundled (OEM) version of PP, but not with a retail copy from Nuance. It's possible that the version directly from Nuance is the latest-and-greatest, with Patch 1 and the Scanner Connection Tool already installed, which could certainly lead to its thinking that "the upgrade patch may update a different version of the program."

One other thought on that: I hope you noticed in the Patch 1 article that you must use a different download for the PP that is bundled with OmniPage Ultimate. It is this:
http://supportcontent.nuance.com/paperport/14/14_5/Patch1/Patch1__PP14UPRO_13223__v3.exe

It is not the "v4.exe" mentioned earlier in the article.

Btw, your Help>About shows a different Version and BUILDID from mine, but Nuance's conventions on those are such that I can't tell which is the more recent (mine is Version 14.5.15168.1450, BUILDID PP-1303-020-15451.1609).

> We have Blank page is job separator and Blank sheet is job separator on duplex scan both checked (We also have Delete Blank Pages checked).

Exactly what I did here — worked perfectly!

Here's another thought — make sure your Source setting in the Scan tab of the Scanning Profile is set on Duplex ADF:

Duplex ADF
If you don't have the Duplex ADF choice, see this EE article:
Automatic Duplex Scanning in PaperPort Versions 11, 12, 14

> He even went in to the PaperPort settings file (profiles.xml) and manually turned "Blank page is job separator" off, and "Blank sheet is job separator” on. Still no change.

No surprise there. The design is such that when "Blank sheet is job separator on duplex scan" is checked then "Blank page is job separator" is checked. Again, that works perfectly here.

> Fuji explained that it sends the job separation code to the software (PaperPort) which must read it properly to start a new document.

PP doesn't know how to deal with Fujitsu's job separation code. The only job separation method that it can handle, AFAIK, is the blank page.

It will be good to get Patch 1 in there, but keep in mind that the "Blank sheet is job separator on duplex scan" fix worked in the very first release of PP14.0 — before PP14.5 and before Patch 1, so I get the feeling that something else is going on in your environment.

Another idea: the Fujitsu fi-7160 has ISIS drivers, which are usually superior to TWAIN drivers (the tests I've been running for you have all been with an ISIS driver). You may download the latest ISIS drivers for the fi-7160 here:
http://www.fujitsu.com/global/support/products/computing/peripheral/scanners/fi/software/isis-fi-7x80.html

There was a very recent update to the driver, dated 9-Dec-2015. PP is very sensitive to drivers (more so than other scanning software I've used), so I think that's worth a shot (PP14 fully supports ISIS). There's also a 9-Dec-2015 update to the TWAIN drivers:
32-bit
http://www.fujitsu.com/global/support/products/computing/peripheral/scanners/fi/software/ps-ip-twain32.html
64-bit
http://www.fujitsu.com/global/support/products/computing/peripheral/scanners/fi/software/ps-ip-twain64.html

Also worth a try, but try ISIS first.

One other thing: in the Scan or Get Photo pane (Scan Settings), un-check these boxes:

Scan or Get Photo checkboxes
Regards, Joe
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Expert Comment

by:donjud
Thanks for the great suggestions. We tried them all. One of your other subscribers commented that it's hard to get good support. It can be very difficult.  Support is better than many other companies, but at times it's no help at all. I wish they would let lower level support know if there's a bug.

After weeks of spending our time providing them with mountains of information and nothing in return, we finally put our foot down and demanded (nicely) to be moved up to higher support at PP.
The fact that we could tell them we are working with you and trying your suggestions helped get us to someone who knows something. They are familiar with the problem and working on it. Apparently, some versions work and some (even later) don't. But, at least someone there acknowledged the problem and told us something. We're back to the old "we'll have an answer in one to two days" but so far nothing.

Thanks for your wonderful help. Perhaps you have more sway with them than we do. Please let me know if you have other suggestions as well. We'll keep you posted. Thanks again,
JD
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Author Comment

by:Joe Winograd, Fellow&MVE
JD,
You're very welcome. I'm glad that telling Nuance you're working with me has helped. I do have a good relationship with Nuance Technical Support, although I wouldn't characterize it as having any "sway" with them. They know about me because I am the Owner/Manager/Moderator of two PaperPort user groups (Google and Yahoo) and a PaperPort wiki. I've published many articles and videos about PaperPort (and other Nuance imaging software, such as Power PDF), but at the end of the day, I'm simply another user/customer with an arms-length relationship — no affiliation with the company and no financial interest in it whatsoever.

In terms of other suggestions, here are two:

(1) Scan without using Blank page is job separator and without Delete Blank Pages. Write a program that does the separation for you — shouldn't be difficult to do. You could install it on the Send To Bar, as explained in these EE videos:
PaperPort Send To Bar - Part 1
PaperPort Send To Bar - Part 2

So it would be a single mouse-click (or drag-and-drop) after scanning to split it up properly.

(2) Try using the Capture Assistant (check the Show Capture Assistant box). I always run without it, because I really like one-click scanning, but perhaps using it will bypass whatever bug is causing Blank sheet is job separator on duplex scan to fail for you.

Regards, Joe
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Expert Comment

by:donjud
Joe,

Sorry to be gone so long. I'm out of town on business a lot. I prefer to work on the problem when I'm at the office and have everything in front of me. Then, while gone early last week, I had to have a root canal. Holy cow has that been an experience. Thank God for pain killers. I may have to go out of town again to see the dentist because the pain is still there. I just opened your message and am trying to concentrate with the tooth problem. Give my staff and me a day or so to go through it. I always look forward to your replies because your advice goes further than just the problem at hand. You are doing great!

Best regards,
JD
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Author Comment

by:Joe Winograd, Fellow&MVE
Ouch! Sorry to hear about your root canal. Hope you start feeling better soon. Regards, Joe
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Expert Comment

by:donjud
Joe,
Nuance was never able to solve the problem. Nuance now verifies that they are getting the same bugged results we get. It's apparently something that crept into a later version. They sent a new version but later verified that the problem has not been fixed.  It remains a mystery to us and Nuance that your version works perfectly.

We ended up using the Fujitsu scanner's program PaperStream Capture. It allows us to insert a page between each document that PaperStream calls a patch code. It's simply a sheet of paper that says "Patch Code, Job Separator" with bar codes on the border of the page. Each time the scanner sees this page, it creates a new document. Despite your excellent suggestions, PaperStream Capture was a simple fix so we stuck with it. We don't use PaperPort at all in the scanning process, only for indexing and viewing documents. It's sad that we spent so much time with their support department, but hey, that's water under the bridge.

Your help was invaluable, particularly verifying that we were doing the right things to "try" to get it to separate documents. The bottom line is that we have the Fujitsu program that's getting the job done.

Best regards,
JD
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Author Comment

by:Joe Winograd, Fellow&MVE
Hi JD,

> It remains a mystery to us and Nuance that your version works perfectly.

My guess — drivers.

> patch code

Patch codes have been around for a long time. I worked for a company in the high-end document management/imaging arena starting in 1994, and way back then all of our customers were using patch codes (and all with very high performance scanners).

> PaperStream Capture was a simple fix so we stuck with it.

Glad to hear it.

> Your help was invaluable, particularly verifying that we were doing the right things to "try" to get it to separate documents.

Thanks for the kind words — I appreciate it!

Regards, Joe
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Expert Comment

by:donjud
Joe,
I realize this is a bit off topic, but you have so helpful I wanted to ask you first. I am also new to Experts Exchange and wasn't sure if I should start a new Topic.
 The folder we have added to Paper Port is on our server so that it can be accessed and modified by multiple users in our office. The problem we have run in to is that, when someone makes any changes or adds a new document and adds it to the All in One search index, the new document is still not indexed on the other computers so, each user has to re-index the folder in order to find it using the (AIO) search. We have set Paper Port to index every night but, we would like for the document to be indexed on all of the computers as soon as the changes are made.
Is there a setting that would automatically index all incoming or modified documents to the Paper Port Folder or is there a way to run Paper Port on the server? We have spent several days trying to come up with a solution to this problem and haven’t had any luck.
Thanks,
J.D.
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Author Comment

by:Joe Winograd, Fellow&MVE
Hi J.D.,
I was working on a (lengthy!) reply to your same question in the message system, which I just sent (before seeing this). Regards, Joe
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