The PDF Settings tab configures everything specific to PDF output: document metadata, compression, password encryption, digital signatures with optional timestamping, and watermarks. The tab appears only when the output format is a PDF produced by an OCR engine — the ABBYY searchable and compact PDFs and the OptimiDoc PDF formats. It is hidden for the basic (Without-OCR) PDF and for image and Office formats.
Screenshot: Scan Workflow editor — PDF Settings tab
How It Works
Metadata and compression live in an always-visible section at the top of the tab. Encryption, digital signature and watermark are independent collapsible sections, each turned on with its own switch — enable only the ones you need, and their options appear when the switch is on. Everything on this tab is stored as part of the workflow and applied to every PDF it produces.
Metadata
The Metadata section sets standard PDF document properties embedded in the file. They are shown in a viewer's document-properties dialog and can be used by document management systems for indexing.
|
Field |
Description |
|---|---|
|
Title |
Document title shown in PDF viewers |
|
Author |
Author name |
|
Subject |
Brief subject description |
|
Keywords |
Comma-separated keywords for search and classification |
Compression
The Compression section reduces PDF file size. Each option is independent, so they can be combined:
|
Setting |
Description |
|---|---|
|
Fast Web View |
Linearises the PDF so it can begin displaying before the whole file has downloaded — useful for documents opened over the web. |
|
Optimize Fonts |
Subsets fonts to include only the characters actually used. |
|
Pack Document |
Applies object-stream compression to the PDF structure. |
|
Enable MRC |
Mixed Raster Content compression — separates text from background/image layers for far smaller scanned PDFs. |
|
PDF Reducer |
Applies additional size-reduction processing. Works independently of MRC. |
When Enable MRC is switched on, two further options appear:
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Preserve Smoothing — keeps anti-aliased edges when building the MRC layers, trading a little size for smoother text.
-
Background Resolution — the DPI used for the background image layer (a lower value gives smaller files).
Image Quality sets the compression level applied to image content. It is chosen from five tiers — Low, Medium, High, Very high and Maximum. Higher tiers preserve more detail at the cost of file size; High is a good balance for most business documents.
Encryption
Switch on the Encryption section to password-protect the PDF. Choose where the password comes from:
-
Fixed password — enter a password directly in the configuration.
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From a parameter — enable Use Parameter and name a scan parameter whose value becomes the password. The user then supplies the password on the device panel, and each document is encrypted with their input.
Digital Signature
Switch on the Digital Signature section to sign PDFs with a certificate, proving authenticity and integrity.
Certificate
-
Upload a Certificate File in PFX / P12 format and enter its Certificate Password.
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Optionally fill in Reason, Location and Contact — these are embedded in the signature metadata.
Enable User-Specific Certificate to sign with each scanning user's own certificate instead of the shared workflow certificate.
Visible Signature
Enable Visible Signature to stamp a graphic onto the page:
-
Upload a Signature Image (PNG or JPEG).
-
Choose the Alignment — one of nine positions from Top Left to Bottom Right.
Timestamp
Enable Use Timestamp Server to add a trusted timestamp from a Time Stamp Authority (TSA):
-
Server URL — the TSA endpoint.
-
Login and Password — credentials, if the TSA requires them.
A timestamp proves the document existed at a specific moment, which matters for legal and compliance use.
Watermark
Switch on the Watermark section to overlay text or an image on every page. Choose the Watermark Type:
Text watermark
-
Text — the watermark text (for example "CONFIDENTIAL").
-
Font Family, Font Size and Font Color.
Image watermark
-
Upload a Watermark Image (PNG or JPEG).
Common settings
|
Setting |
Description |
|---|---|
|
Alignment |
One of nine positions on the page. |
|
Opacity |
Transparency from 0 to 100% — lower values are more subtle. |
|
Rotation |
Angle from −90 to +90 degrees; 45° gives the classic diagonal watermark. |
Best Practices
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Enable MRC for scanned documents — it dramatically reduces file size with little visible quality loss.
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Turn on Fast Web View for documents shared through web portals or e-mail.
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For legally binding documents, combine a Digital Signature with a timestamp for non-repudiation.
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Keep watermark opacity around 20–30% so it is visible without obscuring content.
In Summary
PDF Settings tailors the produced PDF end to end: descriptive metadata, size control through MRC / PDF Reducer / Fast Web View and a five-tier image quality, plus optional security in the form of password encryption, certificate signing with timestamps, and watermarks. Because the tab only appears for OCR-engine PDF formats, the options here always apply to the file the workflow will actually create.
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