OmniForm Reference ® Version 2 for Macintosh CAERE CORPORATION 100 Cooper Court Los Gatos, California 95030-3321 European Offices: Caere GmbH Innere Wiener Strasse 5 81667 Munich Germany Caere UK Information Centre Abbey House, 4 Abbey Orchard Street Westminster, London SW1P2JJ, U.K.
Please Note To use this program, you should know how to work in the Macintosh environment. Please refer to your Macintosh documentation if you have questions about how to use menu commands, dialog boxes, scroll bars, and so on. OmniForm Reference Version 2.01 for Macintosh Copyright© 1997 Caere Corporation. All rights reserved. CAERE®, Logical Form Recognition, and OmniForm® are trademarks of Caere Corporation. Formonix is a trademark of Formonix, Inc.
Table of Contents Chapter 1 Introduction OmniForm Features ........................................................................................................................ 1-2 Using the Documentation .............................................................................................................. 1-3 Online Help............................................................................................................................... 1-3 Formatting...................................
Define the Calculations ........................................................................................................ . 3-37 Customize the Form .............................................................................................................. 3-41 Test the Form in Fill View..................................................................................................... 3-44 Tutorial 4 — The OmniForm Database..........................................................................
Creating a New Form ...................................................................................................................5-20 Creating a New Form With Form Assistant.......................................................................5-20 Using the New Command .....................................................................................................5-20 Opening a Form...................................................................................................................
Moving an Object ................................................................................................................... 6-34 Resizing an Object.................................................................................................................. 6-34 Deleting an Object.................................................................................................................. 6-35 Formatting Text...................................................................................
Chapter 8 Managing an OmniForm Database What is a Database? ........................................................................................................................ 8-2 Managing Database Records ......................................................................................................... 8-3 Creating New Records ............................................................................................................ 8-3 Duplicating Records .....................................
Lower .......................................................................................................................... ............. 9-19 Max (Maximum) .................................................................................................................. .. 9-20 Middle...................................................................................................................................... 9-20 Min (Minimum)....................................................................
Low Disk Space ......................................................................................................................10-6 OmniForm Limits...................................................................................................................10-6 Improving Performance ...............................................................................................................10-7 Document Quality.....................................................................................
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Chapter 1 Introduction OmniForm is the easy way to convert your paper forms to electronic forms. Use OmniForm to edit, design, and fill forms, manage information databases, and print or fax mail forms among other functions. This chapter gives an overview of the form creation and information management capabilities OmniForm provides, as well as an explanation of how to use the documentation.
OmniForm Features OmniForm Features OmniForm, an easy-to-use environment for working with forms, is more than just form-recognition software. OmniForm includes the following features: Form Input OmniForm uses Logical Form Recognition™ to convert your scanned paper forms or imported image files into electronic, editable forms. Fill View Use OmniForm’s Fill View to fill a form with the information you need. Information entered can easily be searched and sorted.
Using the Documentation Using the Documentation This section explains the various instructional and formatting conventions used in this manual. Online Help OmniForm has both online help and context-sensitive help. Use the commands in the Help menu to find information on OmniForm topics and on using Help itself. Click the Help button in the OmniForm standard toolbar to turn your cursor into a question mark icon.
Using the Documentation Symbols Two symbols are used in this manual to highlight text. This symbol means Note. It introduces a tip or an item of note. This symbol means Warning. It introduces cautionary text.
Chapter 2 Installation and Setup This chapter describes how to install OmniForm and begin using it.
System Requirements System Requirements To install and run OmniForm, you need the following setup: • Macintosh 68040 or higher processor, a Power Macintosh, or a Macintosh compatible of either of these versions. • System 7.1 or higher. • Free system memory of at least 12MB RAM. • Minimum of 10MB of free hard disk space. • CD-ROM drive and internal hard disk. Additional, but optional requirements include: • A monitor capable of displaying 256, thousands, or millions of colors.
Installing OmniForm Installing OmniForm This section describes how to install OmniForm. CD-ROM extensions must be loaded to use the CD-ROM drive. 1 With all extensions off (see the previous paragraph), insert the OmniForm CD in your computer’s CD-ROM drive. 2 Double-click to open the CD if it does not open automatically. 3 Double-click the Installer icon. 4 Follow installation instructions. 5 Enter the serial number found on the CD-ROM case when prompted. 6 Restart your computer.
Starting OmniForm Starting OmniForm This section describes how to launch OmniForm. Before you install OmniForm, please test your scanner to make sure it is running correctly with your computer system using the manufacturer’s scanning utility or imaging software. To start OmniForm: 1 Double-click the OmniForm icon in the OmniForm folder on your hard drive. Form Assistant appears. It contains six options. Each is a basic OmniForm procedure. 2 Select an option and click Next>.
Chapter 3 Tutorials These tutorials guide you through some of the main features of OmniForm. There are four sections in this chapter: • Tutorial 1 — Load and Fill a Form • Tutorial 2 — Edit Text and Add a Graphic • Tutorial 3 — Design Your Own Form • Tutorial 4 — The OmniForm Database Perform these exercises in order if you are new to OmniForm. Each new exercise builds upon skills learned in the previous one.
Tutorial 1 — Load and Fill a Form Tutorial 1 — Load and Fill a Form You will load the Sample form in this exercise in one of three ways: • Scan in the Sample form with a scanner if you have one. The form is supplied inside this manual. • Fax the Sample form to your computer’s fax modem if you have no scanner, use your fax software to save it as a PICT or TIFF file, and open it in OmniForm. The form is inside this manual. • Locate and open the Sample file if you have no scanner and no fax modem.
Tutorial 1 — Load and Fill a Form • See the next section if you have a scanner and want to scan the form. • See “Fax the Sample Form” on page 3-6 if you have a fax machine and a fax modem and want to fax the form to your computer. • See “Import an Image File” on page 3-6 if you do not have a scanner or a fax modem, or if you want to use this method instead of the other two methods. Scan the Sample Form 1 Select Scan in a form and then click Next>. 2 Select a source for the form in the next window.
Tutorial 1 — Load and Fill a Form 4 Select Letter in the next window if this option is not selected. The Sample form is a letter-sized page. 5 Click Next>. The next window offers two form usage options. 6 Select the second option. You will just fill the form in this exercise, not work on its design. 7 3-4 Tutorials Click Next>. The next window prompts you to place a page in your scanner.
Tutorial 1 — Load and Fill a Form 8 Make sure the page is aligned correctly in your scanner, and click Finish. OmniForm scans the form. The OmniForm window displays scanning, designing, and straightening progress. The Sample form opens as Untitled 1 in Fill View. It should look the same as the original copy of the form. 9 Click the Save button or choose Save in the File menu. The Save As dialog box appears. 10 Type Sample 1 in the Save document as text box and click Save.
Tutorial 1 — Load and Fill a Form Fax the Sample Form To fax the Sample form, you need the following: • a fax modem connected to your computer • fax software that is compatible with your fax modem • access to a regular fax machine To fax the form: 1 Make sure your fax modem is turned on and that your fax software is set up to receive a call. Refer to your fax documentation for information. 2 Place the Sample form in the fax machine. 3 Set faxing resolution to Fine or Best.
Tutorial 1 — Load and Fill a Form Load the Image File in OmniForm 1 Select Scan in a form in Form Assistant and then click Next>. 2 Select Fax or Image in the next window and then click Next>. 3 Click Select... in the next window. The Select dialog box appears.
Tutorial 1 — Load and Fill a Form • Select TIFF Files in the List Files of type pop-up menu if you want to import the Sample file. Locate and select the Sample file in the OmniForm:Sample Forms folder. • Locate and select your fax file if you created one in the previous exercise. • Click Open to return to Form Assistant. The file name appears in the File text box. 4 Click Next>. The next window offers two form usage options. 5 Select the second option.
Tutorial 1 — Load and Fill a Form 6 Click Finish>. The OmniForm window displays scanning, designing, and straightening progress. The Sample form opens as Untitled 1 in Fill View. 7 Click the Save button or choose Save in the File menu. The Save As dialog box appears. 8 Type Sample 1 in the Save document as text box and click Save. The next section shows you how to begin using OmniForm’s tools.
Tutorial 1 — Load and Fill a Form Filling in the Form The Sample 1 form opens in Fill View. Standard toolbar in Fill View Status text Fill View Overview The standard toolbar appears below the menus. The buttons correspond to various menu commands. 1 Place your cursor over one of the buttons and hold it there without clicking. A ToolTip describes the button’s function. Hold the cursor over any button in the toolbar to see its function.
Tutorial 1 — Load and Fill a Form 2 Click the Highlight button in the toolbar or choose Highlight Fill Areas in the View menu to turn off field highlighting. OmniForm highlights all recognized fields in yellow. This makes it easy to see which fields you can fill. 3 Click the button again to turn field highlighting back on. 4 Click the Zoom button and select a page view in the pop-up menu. Alternatively, choose Zoom in the View menu and select a view in the cascading menu.
Tutorial 1 — Load and Fill a Form 7 Fill in the Fax Number comb field. The next item is a table. A table contains cells and each cell contains a field. The cells in the table are all fill text fields. The headers in the table are text and cannot be changed in Fill View. • Click in the field under Description and type some text. • Press the Tab key to move to the field under Quantity and type a number. • Press the Tab key to move to the field under Cost and type another number.
Tutorial 1 — Load and Fill a Form Design View There are two views in OmniForm: Fill View and Design View. You fill in fields in Fill View. In Design View, you can create and format objects (these become fields in Fill View) and add graphics to a form, among other functions. Click the Design button in the standard toolbar or choose Design in the View menu. As a handy shortcut, Control-click to open a shortcut menu. Choose Design in this menu. OmniForm switches to Design View.
Tutorial 1 — Load and Fill a Form Create a Circle Text Field 1 Click the Circle Text tool in the drawing toolbar. 2 Draw a circle (or oval) around the word Yes next to the words Would you like to receive more information? You will select this circle later in Fill View. Return to Fill View 1 Click the Fill button in the standard toolbar to return to Fill View. The text in fill fields is now bold and the number in the table’s Cost cell is right-aligned.
Tutorial 2 — Edit Text and Add a Graphic Tutorial 2 — Edit Text and Add a Graphic You will scan or import the Sample form into OmniForm again in this exercise. You will verify and correct OCR, and add a graphic to the form. Scan or Import the Sample Form See page 3-16 instructions on importing the Sample file instead of scanning it. To scan the form: 1 Click the Scan Form button in the standard toolbar or choose Scan Form... in the File menu. The Scan Form dialog box appears.
Tutorial 2 — Edit Text and Add a Graphic To import the form as an image file: 1 Click the Scan Form button in the standard toolbar or choose Scan Form... in the File menu. The Scan Form dialog box appears. 2 Select Image File(s) in the Source pop-up menu. 3 Click Select Files.... • Locate the Sample file in the OmniForm:Sample Forms folder. • Select the file and click Add>> to place it in the Selected Files list. • Click Done to return to the Scan Form dialog box.
Tutorial 2 — Edit Text and Add a Graphic Verifying OCR In this exercise, you will verify and correct OCR as necessary and copy a graphic to the new form. Edit the Text OCR is not always perfect. Text that is very small, very light or broken, or difficult to read in any other way can cause recognition problems. This is easily corrected in OmniForm. 1 Choose Form Image in the View menu. The screen splits to show the form both as it was designed with OCR and as it was scanned originally.
Tutorial 2 — Edit Text and Add a Graphic • Click the Selection tool in the drawing toolbar if it is not selected already. • Click any text object with erroneous text in the top window to select it. Your cursor turns into an I-beam when it is positioned over the editable area. • Use the cursor to select the portion of the text that does not match the original. • Retype the highlighted portion of the text so that it matches the original. 5 Correct any text as needed this way.
Tutorial 2 — Edit Text and Add a Graphic 3 To draw a box around the arrow, draw a box in the top window, using the bottom window as a guide. 4 With the new object still selected, click the Object Definition button in the standard toolbar or choose Object Definition... in the Format menu. The Graphic Definition dialog box appears. 5 Select Form Image in the Source pop-up menu. 6 Click OK.
Tutorial 2 — Edit Text and Add a Graphic The arrow appears in the top window. 7 Choose Form Image in the View menu to close the bottom window. Alternatively, double-click the horizontal bar or drag it all the way to the top or bottom of the Form window. You will learn more advanced design techniques by designing your own form in the next tutorial.
Tutorial 3 — Design Your Own Form Tutorial 3 — Design Your Own Form The previous two tutorials introduced you to the concepts of loading, filling in, and modifying a form. In this tutorial, you will create the personal job-tracking form shown below for a hypothetical free-lance editor/writer. See Chapter 6, Designing a Form, for detailed information on form design.
Tutorial 3 — Design Your Own Form Pre-Organization It is a good idea to draw a rough draft of a form before you begin to design it, complete with all fields and graphic elements. This makes the design process go faster and you will be less likely to have to go back and redo portions of the form. In this tutorial, the form pictured on the previous page can serve as your rough draft. You do not have to design the form exactly as it is pictured.
Tutorial 3 — Design Your Own Form Create the Text Objects 1 Click the Text tool in the drawing toolbar. You need text objects named Customer:, Contact:, Address:, City:, State:, Zip:, Job Type, Editing, Tech Writing, Marketing Writing, Advertising Copy, Rate:, Expenses:, Profit:, and Comments:. 2 Create the text objects in one of three ways: • Click the Lock tool in the drawing toolbar to keep the Text tool selected.
Tutorial 3 — Design Your Own Form 4 Line the fill text objects up with the Customer, Contact, Address, City, and State text objects. 5 Select the Customer fill text object. 6 Click the Object Definition button in the standard toolbar or choose Object Definition... in the Format menu. The Fill Text Definition dialog box appears. • Type Customer in the Name text box. • Select Name in the Type pop-up menu. 3-24 Tutorials 7 Click OK.
Tutorial 3 — Design Your Own Form Fill Lines 1 Draw a large fill text object. 2 Drag it beneath the text object Comments. 3 With the object still selected, click the Top Alignment button in the font/text toolbar. 4 With the object still selected, click the Left Alignment button in the font/text toolbar. Text entered in Fill View will align to the left and top of the field in Fill View.
Tutorial 3 — Design Your Own Form Select Black, a solid line, and 1/4 pt in the pop-up menus, and deselect Clear as pictured below. 6 Click OK. The bottom border disappears from the selected object and fill lines appear to show where lines of text will flow. 7 With the object still selected, click the Object Definition button in the standard toolbar to open the Fill Text Definition dialog box. • Type Comments in the Name text box.
Tutorial 3 — Design Your Own Form Create the Comb Objects You will draw a simple comb object for the zip code and use the Scrap Album to copy phone and fax numbers. Zip Code Comb Object 1 Click the Comb tool in the drawing toolbar. 2 Draw a comb object. 3 With the object still selected, click the Object Definition button or choose Object Definition... in the Format menu. The Comb Definition dialog box appears. 4 Click the Properties tab. Type Zip Code in the Name text box.
Tutorial 3 — Design Your Own Form Phone and Fax Number Comb Objects 1 Choose Scrap Album in the Tools menu. The Scrap Album opens. It contains scraps, copies of OmniForm components/objects. Four Scrap Albums were included in your OmniForm program, each with a different collection of scraps. 2 Select Special Fields in the Scrap Album pop-up menu. 3 Locate the Phone Number scrap in the Scrap Album. 4 Select the scrap and drag it into the form below the City objects.
Tutorial 3 — Design Your Own Form Your form-in-progress should look similar to this at this point: Create the Check Box Objects 1 Click the Check Box tool in the drawing toolbar. 2 Draw a check box. Hold down the Shift key to constrain the shape to a square. 3 With the object still selected, choose Copy and then Paste in the Edit menu. 4 Choose Paste two more times. You now have four check boxes of equal size.
Tutorial 3 — Design Your Own Form 6 With the objects still selected, click the Object Definition button in the standard toolbar or choose Object Definition... in the Format menu. The Check Box Definition dialog box appears. 7 Type job type in the Option Group pop-up menu box. 8 Click OK. 9 Click Yes in the dialog box that asks if you want OmniForm to create unique On-Values for you. Now you will be able to select only one check box at a time in Fill ViewFill View.
Tutorial 3 — Design Your Own Form Create the Table Object Create the Table 1 Click the Table tool in the drawing toolbar. 2 Draw a table. 3 With the table still selected, click the Object Definition button or choose Object Definition... in the Format menu. The Table Definition dialog box appears. • Type Task List in the Name text box. • Type 2 in the Number of Columns text box. • Type 2.5 in the Width of Columns text box. • Type 10 in the Number of Rows text box. • Type 0.
Tutorial 3 — Design Your Own Form • Select 3 pt in the Offset pop-up menu. This moves the shadow three points to the right and bottom of the border. 8 Click OK. A shadow appears behind the table. Use Table AutoFormat 1 With the table still selected, choose Table AutoFormat... in the Format menu. The Table AutoFormat dialog box appears. 2 Select the Yes option in the window to enable the Appearance list box. 3 Select Columns (Reverse Header).
Tutorial 3 — Design Your Own Form 7 Type Task. All fill text fields within cells in this column are automatically renamed Task1, Task2, and so forth. (You can verify this by selecting a cell and opening the Object Definition dialog box.) 8 Repeat for the second word but change its name to Completed. All fill text fields within the cells in this column are automatically renamed Completed1, Completed2, and so forth. 9 Make sure Change Header to Match Field Names is selected.
Tutorial 3 — Design Your Own Form The Text dialog box appears. • Click the Margins tab and type the measurements 0.04, 0.04, 0.02, and 0 as pictured above. This offsets your text from the border around each row, making it easier to read. • Click the Alignment tab and select Left and Bottom. Text entered in Fill View will align to the left and bottom of the cell. 3 Click OK. 4 Repeat steps 2–3 for the Completed column but select Right and Bottom for the alignment in the Text dialog box.
Tutorial 3 — Design Your Own Form • Select the desired date format in the Format pop-up menu. 6 Click OK. Numbers entered in this row will be formatted as right-aligned dates in the format you chose. 7 Drag the table above the Comments text object to the middle of the form.
Tutorial 3 — Design Your Own Form Create the Graphic Objects You will create both a graphic object and a fill graphic object. You can import a graphic into a graphic object in Design View. You can import a graphic into a fill graphic field in Fill View. Fill Graphic Object 1 Click the fill graphic tool in the drawing toolbar. It is the second-to-last button. 2 Draw a box in the upper right corner of the form. You will import a graphic into this field in Fill View later in the tutorial.
Tutorial 3 — Design Your Own Form Define the Calculations The final objects on this form are fill text objects that have calculations defined on them. In Fill View, these fields become part of a calculation that determines the profit this user makes on each job after expenses. These calculations are very simple but you have the ability to create much more complex ones. See Chapter 9, Using Calculations, for detailed information. Create and Define the Fill Text Objects 1 Click the Fill Text tool.
Tutorial 3 — Design Your Own Form 5 With the Rate object still selected, choose Copy and then Paste in the Edit menu. 6 Choose Paste twice more. 7 Use the Object Definition command to name the objects: Earnings, Expenses, and Profit. Because you copied and pasted the objects, the other settings are exactly the same as for the Rate object. 8 Draw another Fill Text object and use the Object Definition command to define it as pictured below: 9 Click OK.
Tutorial 3 — Design Your Own Form 4 Drag the objects so they are lined up approximately as shown: Rate field Hours field Earnings field Expenses field Profit field Set Up Calculations Calculate Earnings Earnings, on this form, equals the hourly rate (Rate field) times the number of hours (Hours field) spent on the job. 1 Select the Earnings fill text object. 2 Click the Calculation button in the standard toolbar or choose Calculation... in the Tools menu.
Tutorial 3 — Design Your Own Form 4 Locate Rate in the Fields list box. 5 Double-click Rate or select it and click Paste. The field name appears in the calculation toolbar. 6 Click the Multiplication (*) button in the Calculation Builder dialog box. It appears after [Rate] in the calculation toolbar. 7 Locate and double-click Hours in the Fields list box.
Tutorial 3 — Design Your Own Form Customize the Form Format Objects As a general rule, forms are easier to read if you use the same font format for all the text objects. Point size and style can be varied according to what you decide looks best and is most logical for the form you create. On the form shown on page 3-21, all text objects are 9-point Arial bold with the exception of the text objects under Job Type.
Tutorial 3 — Design Your Own Form Use the Drawing Tools You can use the Line, Oval, and Rectangle tools in the drawing toolbar to customize your form. To draw the rounded border around the outside of the form: 1 Click the Rectangle tool. 2 Draw a border around the outside edge of the form. 3 With the border still selected, click the Object Appearance button or choose Object Appearance... in the Format menu. The Object Appearance dialog box appears. • Click the Background tab and select Clear.
Tutorial 3 — Design Your Own Form Tab Order You can tab from field to field in Fill View. This is faster than moving the cursor to each field. When tabbing, OmniForm moves the cursor through the fields in the order in which they were created. This may not be the order you want. To change tab order: 1 Click the Tab Order button in the standard toolbar or choose Tab Order... in the Tools menu. The Tab Order window appears, and numbers appear by each field on the form. Both indicate current tab order.
Tutorial 3 — Design Your Own Form • Click Auto Order to have OmniForm order the fields for you. The tab order numbers on the form change correspondingly when you reorder a field in the Tab Order dialog box. 4 Repeat for each field you want to reorder. 5 Click the Tab Order button in the standard toolbar or choose Tab Order... in the Tools menu to close the Tab Order window. Test the Form in Fill View 1 Click the Fill button or choose Fill in the View menu.
Tutorial 3 — Design Your Own Form 5 Enter text in the fill text fields to see your formatting and to make sure the fields are large enough for text entered. 6 Select a check box under Job Type. 7 Click another check box to deselect the first. 8 Enter text in the table cells. • Verify that text is not flush against a border, making it hard to read. • Verify that text in the left column is left-aligned and text in the right column is right-aligned.
Tutorial 4 — The OmniForm Database Tutorial 4 — The OmniForm Database This tutorial is a brief introduction to the OmniForm database. A database is a collection of information stored as individual records. Each record uses the same form design but can contain different information in its fields. OmniForm automatically creates a database when you scan in or import a form. In the previous tutorial, for example, you created the Job Tracking form.
Tutorial 4 — The OmniForm Database To duplicate a record: 1 Locate and open the Job Tracking form you created in the previous tutorial. 2 Enter the customer information shown below. Suppose you did another job for this company but this time instead of editing it was marketing writing. You do not have to retype all the same information for just one change. 3 Choose Duplicate Record in the Records menu. 4 Click OK in the dialog box that informs you that a record has been added to the set.
Tutorial 4 — The OmniForm Database 4 Type Zimmer DTP in the Customer fill text field in the new record. Fill in other information if you like. 5 Use the Record buttons in the toolbar to scroll through your records. First Record Previous Record Record Number Next Record Last Record Search the Database Records It is not hard to find information when you only have a few records, but depending on your database, you may have thousands. OmniForm makes it easy to find the information you need quickly.
Tutorial 4 — The OmniForm Database 2 Click OK. 3 OmniForm searches the database and retrieves the two records that match the search criteria. This is called the found set. Status text just below the toolbar shows the search results information. You can narrow a search further by searching a found set for more specific information. For example, you might want to find only editing jobs you had done for Franich & Halsey.
Tutorial 4 — The OmniForm Database 3 Click OK in the dialog box that tells you how many records were sorted. You could also sort a subset of retrieved search records. You might, for example, find all a certain customer’s records and then sort those records by date or any other way you choose. Database Changes You have changed individual records in Fill View in this tutorial. Changes to one record did not affect changes to another record. However, changes in Design View do affect your records.
Tutorial 4 — The OmniForm Database Deleting Records You may want to delete an old or obsolete record. To delete a record: 1 Return to Fill view if you are not in it already. 2 Choose Delete Record in the Records menu. 3 Click Yes in the warning dialog box that appears. The record you are viewing is deleted permanently from the database. Use the command Delete All Records to permanently destroy all database records. You can also use the command to delete a subset of retrieved search records.
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Chapter 4 Views and Form Usage This chapter describes basic OmniForm concepts you should know before scanning, importing, or designing a new form. It contains the following sections: • Using Form Assistant • The Design View Window • The Fill View Window • Form Usage Options Proceed to Chapter 5, OmniForm Procedures, if you want to begin working with forms immediately.
Using Form Assistant Using Form Assistant This section describes Form Assistant and its basic OmniForm functions. Form Assistant is a dialog box that appears the first time you launch OmniForm. Form Assistant makes decision-making easy when processing a form. This section contains the following topics: • Opening Form Assistant • The Form Assistant Options • Setting the Form Assistant Startup Option Opening Form Assistant There are several ways to open Form Assistant.
Using Form Assistant The Form Assistant Options This section gives a brief description of each option in Form Assistant. A cross-reference after each description points you to step-by-step instructions for the procedure. Scan in a form Select Scan in a form to scan a paper form or import an image file and to determine how you will work with the form in OmniForm. See “Scanning a Paper Form” on page 5-2 or “Importing an Image File” on page 5-8 for instructions.
Using Form Assistant Setting the Form Assistant Startup Option You can enable or disable Form Assistant at startup. To do so: 1 Choose Preferences... in the Tools menu. A form must e open for this menu to be active. The Preferences dialog box appears. 2 Deselect the Show Form Assistant at Startup option if you do not want Form Assistant to appear at startup. OmniForm will open a blank form instead the next time you launch it.
The Design View Window The Design View Window This section provides an overview of the Design View window. If a form is open in Fill View, click the Design button in the standard toolbar or choose Design in the View menu to switch to Design View. As a handy shortcut, Control-click over a blank area in the form to open a shortcut menu. Choose Design in this menu. The Design View window contains four toolbars and seven menus.
The Fill View Window The Fill View Window This section provides an overview of the Fill View window. If you are in Design View, click the Fill button in the standard toolbar or choose Fill in the View menu to switch to Fill View. As a handy shortcut, Control-click to open a shortcut menu. Choose Fill in this menu. The Fill View window contains a toolbar and seven menus. Standard toolbar Status bar: displays current activity and settings.
Form Usage Options Form Usage Options This section describes form usage: how it affects the forms you scan or import as image files, how to select form usage, and how to change it. This section contains the following topics: • Choosing a Form Usage Option • Where to Select Form Usage Options • Changing Form Usage Choosing a Form Usage Option Form usage affects the way you can use a form once it is in OmniForm.
Form Usage Options Non-designed Form This type of form has no fillable fields and no editable text. Basically, it is just an image, or picture, on your computer. Use this option if you want to be able to: • input a form of such poor quality that it would cause recognition problems • draw new fillable objects on the form in Design View • print or fax the form only See Chapter 6, Designing a Form, for information on adding graphics, creating objects, and using other design techniques.
Form Usage Options Scan Form Dialog Box If you use the Scan Form... command, you can choose between the designed form and non-designed form options. Select this option for a designed form. Deselect it for a non-designed form. Changing Form Usage Choose Form Usage... in the View menu to change the way you can use a form. For example: • You have an original form but decide to change the design. You would change the form to a designed form.
Form Usage Options To change form usage: 1 Choose Form Usage... in the View menu. The Form Usage dialog box appears. 2 Select a form usage option. • Select Use Designed Form to view the form as it was designed by OmniForm on import along with any changes you have made to the form’s design. You can edit all text and fields, and add graphics to the form. • Select Use Original Form to view the form as it looked originally, before you scanned or imported it to OmniForm.
Chapter 5 OmniForm Procedures This chapter describes basic OmniForm procedures: how to turn your paper forms into electronic forms; how to fill, print, and fax forms; how to open forms to fill, redesign, and search for information.
Scanning a Paper Form Scanning a Paper Form This section describes how to use both Form Assistant and the Scan Form... command to turn your paper form into an electronic form. You can scan paper forms directly into OmniForm if you have a scanner. Forms should be blank with crisp, dark text on a white background for best results. You can use the Sample Form included with your OmniForm package as a test page if you like. Scanning With Form Assistant 1 Double-click the OmniForm icon in the OmniForm folder.
Scanning a Paper Form 9 Make sure the page is aligned correctly in your scanner, and click Finish. OmniForm scans the form. The OmniForm window displays scanning, designing, and straightening progress. How your form appears in OmniForm depends on the form usage option you chose in Form Assistant. 10 Click the Save button in the standard toolbar or choose Save... in the File menu to name and save your file. 11 Begin to fill or edit your form.
Scanning a Paper Form Using the Scan Form... Command 1 Click the Scan button in the standard toolbar or choose Scan Form... in the File menu. The Scan Form dialog box appears. 2 Select Scanner in the Source pop-up menu. 3 Click Set Up Scanner... to choose a page size and adjust scanning brightness. • Select an option under Page Size: Select Letter if the form is 8.5 by 11 inches. Select Legal if the form is 8.5 by 14 inches. Select A4 if the form is 21 by 29.7 centimeters (European).
Scanning a Paper Form Select Lighten if the form has very thick or run-together text, or if the background is smudged, shaded, or colored. Select Normal if the form has crisp, black text and objects on a white background. Select Darken if the form has very thin or broken text such as with a poor-quality fax or a copy of a copy. Text on a shaded background. Select Auto (AccuPage). Thick, dark text. Select Lighten. Thin, broken text. Select Darken. Crisp, black text. Select Normal.
Scanning a Paper Form • Deselect Auto Form Design to scan a form without recognizing form design. Text and fillable fields are not recognized. This results in a non-designed form. This is useful if you just want to fax a form, or if the form is of such poor quality that it would cause recognition problems. • Select Auto Form Straightening to have OmniForm automatically straighten a crooked page.
Scanning a Paper Form OmniForm scans the form. The OmniForm window displays scanning, designing, and straightening progress if you selected those options. How your form appears depends on whether or not you chose Auto Form Design in the Scan Form dialog box. 9 Click the Save button in the standard toolbar or choose Save... in the File menu to name and save your file. 10 Begin to fill or edit your form.
Importing an Image File Importing an Image File This section describes how to use both Form Assistant and the Scan Form... command to import an image file as a recognized OmniForm form. OmniForm can import and recognize black-and-white forms in either PICT or TIFF format. Image resolution must be 200, 300, or 400 dots per inch (dpi). If you have a fax modem, for example, you can receive a faxed form and use the fax program’s software to save the file in PICT or TIFF format.
Importing an Image File 8 Select form usage in the last window. • Select the first option if you want to edit or redesign a form. • Select the second option if you do not want to edit or redesign a form, just fill it in. 9 Click Finish>. The OmniForm window displays scanning, designing, and straightening progress. How your form appears in OmniForm depends on the form usage options you chose in Form Assistant. 10 Click the Save button in the standard toolbar or choose Save...
Importing an Image File Using the Scan Form... Command to Import 1 Click the Scan button in the standard toolbar or choose Scan Form... in the File menu. The Scan Form dialog box appears. 2 Select Image File(s) in the Source pop-up menu to recognize a form in a supported image format. This could be a form created in another program or one received as a fax file. 3 Click Select Files... to open the Select Files dialog box. • Locate and select a file.
Importing an Image File The Flipped and Flipscape options are useful for scanning pages in a book to avoid turning it upside down or sideways. 5 Select import options. • Select Auto Form Design to use Logical Form Recognition to recognize text and fillable fields in the form. This gives you full control over a form’s design. Graphics are not retained but you can import them. • Deselect Auto Form Design to scan a form without recognizing form design. Text and fillable fields are not recognized.
Importing an Image File 8 Click OK. OmniForm imports the form. The OmniForm window displays scanning, designing, and straightening progress if you selected these options. How your form appears depends on whether or not you chose to have OmniForm design the form during import. 9 Click the Save button in the standard toolbar or choose Save... in the File menu to name and save your file. 10 Begin to fill or edit your form.
Filling a Form Filling a Form This section describes how to use both Form Assistant and the Fill command to open a form and fill it. Filling Fields With Form Assistant 1 Double-click the OmniForm icon in the OmniForm folder. Click the Form Assistant button in the standard toolbar if OmniForm is already open. Form Assistant appears. 2 Select Fill in a form and click Next>. 3 Select which form to use in the next window. • Select the first option and click Select... to open a form.
Printing or Faxing a Form Printing or Faxing a Form This section describes how to use both Form Assistant and the Print... command to print or fax a form. You must have fax hardware and software installed to fax a form. Refer to your fax documentation for instructions on how to set up your equipment for faxing. Faxing uses the Print... command. The word print in these instructions describes both printing and faxing.
Printing or Faxing a Form • Select the first option to print the form as it was designed by OmniForm during import or by the person who designed it in OmniForm. • Select the second option to print the form as it appeared when it was a hard copy, without any edits or redesign. 8 Click Finish. The Print dialog box appears. 9 Select the desired print options and click OK. See the next section for more information on print options. OmniForm prints or faxes your form with the settings you chose.
Printing or Faxing a Form • Select All Records to print every record in the database. 4 Enter offset measurements under Print offsets for data if you want. This is useful if you want to position data in a specific place on the page. This option is only available if Data Only is selected in the Form/Data pop-up menu. 5 Click OK. OmniForm prints or faxes your form with the selected settings.
Searching a Form Searching a Form This section describes how to use both Form Assistant and the Search... command to open a form and perform a search. Searching With Form Assistant 1 Double-click the OmniForm icon in the OmniForm folder. Click the Form Assistant button in the standard toolbar if OmniForm is already open. Form Assistant appears. 2 Select Search a form for information and click Next>. 3 Select which form to use in the next window. • Select the first option and click Select...
Searching a Form • Select Search All Records in the Database to search all records in the current database. • Select Only Search Current Record Set to search the current found set of records. This option is available after a search. 9 Click OK. OmniForm searches the records and finds any that contain the information you specified. See “Searching Records for Information” on page 8-7 for detailed information on searching. Using the Search...
Opening a Form to Design Opening a Form to Design This section describes how to use both Form Assistant and the Design command to open a form in Design View. See Chapter 6, Designing a Form, for detailed information on designing and editing forms. Opening a Form in Design View With Form Assistant 1 Double-click the OmniForm icon in the OmniForm folder. Click the Form Assistant button in the standard toolbar if OmniForm is already open. Form Assistant appears.
Creating a New Form Creating a New Form This section describes how to use both Form Assistant and the New command to create a new form. See Chapter 6, Designing a Form, for detailed information on form design. Creating a New Form With Form Assistant 1 Double-click the OmniForm icon in the OmniForm folder. Click the Form Assistant button in the standard toolbar if OmniForm is already open. Form Assistant appears. 2 Select Create a new, blank form. 3 Click Finish.
Opening a Form Opening a Form This section describes how to use the Open... command to open a form. You can have up to 20 forms open at the same time. To open a form: 1 Double-click the OmniForm icon in the OmniForm folder. 2 Click Cancel in Form Assistant if it appears. 3 Click the Open button in the standard toolbar or choose Open... in the File menu to open the Open dialog box. 4 Make sure OmniForm Form is selected in the List Files of type pop-up menu.
International Settings International Settings This section describes how OmniForm supports different language and cultural conventions. You can choose from 45 different locales in the International tab in the Preferences dialog box. A locale — as defined for OmniForm usage — is a combination of a language and a region. The language you select for a particular region affects how your form displays currency, numbers, and dates.
International Settings 5 Select a different language for the current form if you like. Changing the language of the current form could cause OmniForm to misinterpret any data already entered in that form. OmniForm warns you of this if at least one field is filled and you change the Current Form selection. 6 Click New Forms. The Language pop-up menu displays the default language that will be used for the next form you open, scan, or import.
International Settings The Options Dialog Box Readouts Below the Language selection, OmniForm displays readouts: the international symbol for the selected language (which appears in the status bar); and currency, number, and date conventions specific to that language. The readouts show: • How OmniForm expects data to be entered in Fill View. • How OmniForm will format data in Fill View if it is not entered correctly. (Formatting takes place after you move the cursor out of a field.
International Settings • Click Preferences... to change the language for your new form. You cannot change the New Form language selection if Add Page(s) to Current Form is checked because a language is already associated with the current form. A form can have only one selected language. • If you select Add Page(s) to Current Form, the Language display changes to reflect the Current Form language if it is different.
Menu Shortcuts Menu Shortcuts Use a Control-click to access the two available OmniForm shortcut menus. Select a command in a shortcut menu just as you would in the regular menu bar. Where to Click Available Commands an empty spot in the form Cut, Copy, Paste, Design, Fill, Go To Page a selected object Cut, Copy, Paste, Object Appearance, Object Definition, Size and Position, Font, Text, Table AutoFormat (when clicking on a table) Use the online help for a description of each menu command.
Chapter 6 Designing a Form This chapter discusses how to design new forms and edit existing ones in OmniForm. OmniForm contains numerous tools in Design View that let you create fields and objects, define calculations, and decide how your form will look.
The Design Process The Design Process This section gives a brief overview of how to design a new form. A form can be as simple as you need or as complex as OmniForm allows. Although the steps below are not required, they are recommended. See “Tutorial 3 — Design Your Own Form” on page 3-21 for step-by-step instructions on designing a form. See “Redesigning Your Form” on page 6-33 for information on how you can change existing forms. To design a new form: 1 Open a new, blank form. 2 Choose Page Setup...
The Design View Toolbars The Design View Toolbars This section describes each toolbar in Design View and defines its buttons. Design view contains five toolbars: • the standard toolbar • the font/text toolbar • the drawing toolbar • the arrange toolbar • the calculation toolbar (See Chapter 9, Using Calculations, for information on this toolbar and its functions.) Choose Toolbars... in the View menu to open the Toolbars dialog box and select the toolbars to view.
The Design View Toolbars The Font/Text Toolbar Use the font/text toolbar to format text. This toolbar is only active when a text, fill text, comb, comb element, circle text, or table cell object is selected. Font pop-up menu Font Size pop-up menu Left, Center Horizontal, Right, and Justify Alignment buttons Bold, Italic, and Underline Font Style buttons Top, Center Vertical, and Bottom Alignment buttons The pop-up menus and buttons correspond to options in the Font or Text dialog boxes (choose Font...
The Design View Toolbars The Drawing Toolbar Use the drawing toolbar to create and select objects. Selection tool Text tool Line tool Oval tool Rectangle tool Graphic tool Fill Text tool Comb tool Check Box tool Circle Text tool Table tool Fill Graphic tool Lock On/Off tool See “Creating Objects” on page 6-6 for detailed information on using the drawing tools.
Creating Objects Creating Objects This section explains how to create objects. You can create fillable objects that a user fills in Fill View, and non-fillable objects such as lines and rectangles. You will learn how to use all the tools in the drawing toolbar. See “Defining Objects” on page 6-16 information on how to define objects after you create them. See Chapter 7, Filling a Form, for detailed information on how to fill objects (fields) in Fill View.
Creating Objects Creating a Text Object A text object is most often used as a title, label, or header. Text object used as label The State fill text field 1 Click the Text tool in the drawing toolbar. 2 Draw the text object. 3 With the object still selected, type the text you want to replace the word Label. Creating a Line Object Use a line object to separate sections of a form or as a design element. 1 Click the Line tool in the drawing toolbar. 2 Draw a line.
Creating Objects Creating an Oval Object Use an oval object to highlight areas on a form or as a design element. See how the rectangle object is used in the next example. 1 Click the Oval tool in the drawing toolbar. 2 Draw an oval. To create a circle, hold down the Shift key as you draw. Creating a Rectangle Object Use a rectangle object to highlight areas on a form or as a design element. 1 Click the Rectangle tool in the drawing toolbar. 2 Draw a rectangle.
Creating Objects Importing a Graphic 1 Click the Graphic tool in the drawing toolbar. 2 Draw a graphic object. To create a square graphic object, hold down the Shift key as you draw. 3 With the object still selected, click the Object Definition button in the standard toolbar or choose Object Definition... in the Format menu. The Graphic Definition dialog box appears. 4 Select Graphic File in the Source pop-up menu. 5 Click Select... to open the Select dialog box. • Locate and select a file.
Creating Objects Copying a Graphic From the Original Form 1 Choose Form Image in the View menu. This command is only available when a form has an original view. It is not available for forms you design in OmniForm. The screen splits to show the form both as it was designed with Logical Form Recognition and as it was scanned originally. 2 Locate the graphic you want to copy from the original form. Each view window has its own scroll bar so you can scroll to the same place in each form.
Creating Objects A corresponding box appears in the top window. Graphic box where arrow will be placed Arrow in original form 6 With the object still selected, click the Object Definition button in the standard toolbar or choose Object Definition... in the Format menu. The Graphic Definition dialog box appears. 7 Select Form Image in the Source pop-up menu. 8 Proceed to “Graphic Definition Options” on page 6-12.
Creating Objects Graphic Definition Options 1 Select options for the graphic. • Select Maintain Original Size to import the graphic without changes. • Select Scale Proportionally to fit the graphic in the fill graphic field while maintaining its exact proportions. • Select Stretch to Fit to change your graphic’s original shape and size to fit in the fill graphic field. This option does not maintain a graphic’s original proportions.
Creating Objects original graphic, OmniForm cannot load it and it will not appear in the form until you reimport it. This option only appears if Graphic File is selected in the Source pop-up menu. 2 Click OK. OmniForm scans or loads the graphic, depending on the selected source. The graphic appears in the Graphic object box. Creating a Fill Text Object Use a fill text field wherever you want to enter text in Fill View.
Creating Objects Creating a Check Box Object Use check boxes for Yes/No questions and for selecting one or more choices on a form. 1 Click the Check Box tool in the drawing toolbar. 2 Draw a check box. To create a square check box, hold down the Shift key as you draw. Creating a Circle Text Object Use circle text objects for Yes/No questions and for selecting one or more choices on a form (see the example in the previous section). 1 Click the Circle Text tool in the drawing toolbar.
Creating Objects You can convert these objects to any other kind of object. You can insert any object in a table cell. Cells can contain multiple objects. See “Redesigning a Table” on page 6-38 and “Placing Objects in Table Cells” on page 6-42 for more information on tables. To create a table object: 1 Click the Table tool in the drawing toolbar. 2 Either click anywhere on the form to create a table, or hold down the mouse button and drag the cursor slowly.
Defining Objects Defining Objects This section describes the options in the Object Definition dialog box and how they affect a selected object. The dialog box varies according to the selected object and form language. Each definable object is described in this section in the order it appears in the drawing toolbar. When you define an object you can: • Give it a unique name that is useful when sorting or searching records, arranging tab order, or defining calculations.
Defining Objects Defining a Fill Text Object Choose Object Definition... in the Format menu to open the Fill Text Definition dialog box when a fill text object is selected. Set Property Options 1 Click the Properties tab. 2 Type a unique name in the Name text box. Each object must have a unique name. A descriptive name such as Address makes a field easy to find when sorting, searching, defining calculations, and so forth. 3 Select a type in the Type pop-up menu.
Defining Objects takes effect after you move the cursor out of a field in Fill View. • A General format leaves the field entry exactly as it is entered. In the above example, 7889 entered in the field would be displayed as 7889. • Field type also affects field validation. You can require that the field entry match the field type. See “Set Validation Options” on page 6-20 for information. The next two options are enabled when Number, Currency, or Percentage is selected in the Type pop-up menu.
Defining Objects You can enter up to 100 entries. Each entry can be up to 100 characters long. • Select an entry in the list and click Move Up or Move Down to reorder it. • Select an entry in the list and click Remove to remove it. • A field with a list of choices looks like this in Fill View: A pop-up menu arrow appears when the cursor is in the field. Click the arrow to open the list and select an entry. The entry appears in the field.
Defining Objects In the example below, the help message tells the user how to fill the field. A help message can be up to 100 characters long. Set Validation Options 6-20 Designing a Form 1 Click the Validation tab. 2 Select Must be Filled in to display a prompt in Fill View if the user does not fill the field.
Defining Objects The Can Be Filled option in the Filling tab, when deselected, overrides the Must be Filled in option when it is selected. 3 Select Data Must Match Field Type to display a prompt in Fill View if the user enters incorrect information in the field. If the field type is Number, for example, the user cannot enter text in the field; 5 is acceptable but five is not. 4 Select an option under Number Checking to display a prompt in Fill View if a user enters numbers outside the set range.
Defining Objects This dialog box contains most of the same options as the Fill Text Definition dialog box with these exceptions: • It contains an Interpret As pop-up menu instead of a Format popup menu. • It contains an Elements section. • It contains a Fill Right to Left option. These options are described in this section. See “Defining a Fill Text Object” on page 6-17 for detailed information on the other options.
Defining Objects Fill Right to Left Option 1 Click the Filling tab. 2 Select Fill Right to Left if you want the first character in the comb field to appear in the rightmost element and move left as other characters are added. You would still read this entry from left to right. This is useful for entering decimal numbers, such as percentage and currency amounts, in fields with a prefill decimal point element. When entering $598.07 in a field, for example, 07 would always appear after the decimal point.
Defining Objects 3 Type a number in the Length text box. This tells OmniForm how many characters to allow in the selected element before moving to the next element. In some countries, for example, the length of the area code element in a phone number is 3. 4 Click OK to apply the changes. Defining a Check Box Object Choose Object Definition... in the Format menu to open the Check Box Definition dialog box when a check box object is selected.
Defining Objects 4 Select or enter an option in the On-Value pop-up menu. The on-value is stored in the database when the check box is selected. This is the value OmniForm records when a check box is “on,” or selected. The value is exported along with other information during export. It can also be used in calculations. Grouped check boxes must have unique on-values. You can let OmniForm create a unique on-value for each new check box added to a group.
Defining Objects Defining a Circle Text Object Choose Object Definition... in the Format menu to open the Circle Text Definition dialog box when a fill circle object is selected. This dialog box has the same options as the Check Box Definition dialog box. See “Defining a Check Box Object” on page 6-24 for information. Defining a Table Object Choose Object Definition... in the Format menu to open the Table Definition dialog box when a table object is selected. 1 Type a unique name in the Name text box.
Defining Objects 2 Type the number of columns you want in the table in the Number of Columns text box. 3 Set column width: • Type the column width in the Width of Columns text box. • Select Make Columns Equal Width to resize all columns to the same width. OmniForm resizes columns to an equal width without changing table size. If you had two columns, one four centimeters wide and the other two centimeters wide, for example, each would be resized to three centimeters wide.
Defining Objects 1 Type a unique name in the Name text box. Each object must have a unique name. A descriptive name such as Logo makes a fill graphic field easy to find when importing, exporting, and changing tab order. 6-28 Designing a Form 2 Select Tab Stop so that the cursor automatically moves to the selected field when the user presses the Tab key. Deselect Tab Stop so that the cursor tabs past the selected field.
Changing Object Appearance Changing Object Appearance This section describes the options in the Object Appearance dialog box and how they affect a selected object. See the section “Creating Objects” on page 6-6 to learn how to create objects. To change object appearance: 1 Select an object or objects in Design View. 2 Click the Object Appearance button in the standard toolbar or choose Object Appearance... in the Format menu.
Changing Object Appearance 3 Select a background pattern for the object in the Pattern pop-up menu. 4 Select a color for the background pattern in the Pattern Color pop-up menu. 5 Deselect Clear to have the selected colors and pattern appear as the object’s background. See “Paint Order” on page 6-32 for a description of how paint order affects color and pattern display. Set the Border 6-30 Designing a Form 1 Click the Border tab. 2 Select border color in the Color pop-up menu.
Changing Object Appearance 7 Select Rounded to round the corners of the border. To round or square individual corners, click the corners of the rectangle after selecting Rounded. 8 Enter a measurement from 0 to 14 in the Rounded text box to indicate the degree of border curve. 9 For a shadow effect, select an option in the Location pop-up menu in the Shadow section. 10 Select how many points to offset the shadow from the border in the Offset pop-up menu.
Changing Object Appearance Options in this tab are only active for selected fill text objects. Fill lines appear inside the object much as lines appear on writing paper. 2 Select a color for the fill lines in the Color pop-up menu. 3 Select a line style in the Style pop-up menu. 4 Select line thickness in the Weight pop-up menu. 5 Deselect Clear to display the fill lines. The next section, “Paint Order,” describes how paint order affects fill line display.
Redesigning Your Form Redesigning Your Form This section describes how to redesign a form using the Design View tools and commands. Once you have created objects, you may want to move, resize, or convert them. You may also want to make changes to a newly scanned or imported form.
Redesigning Your Form • Choose Select Special... in the Edit menu to select all objects of the same type. Moving an Object You can move a selected object or objects in several ways. • Hold down the mouse button and drag the selected object to another location. • Choose Size and Position... in the Format menu to position the selected object precisely on the form. • Use the Align commands in the Format menu or the corresponding button in the Arrange toolbar to align selected objects.
Redesigning Your Form Deleting an Object Press the Delete key on your keyboard to delete one or more selected objects. Formatting Text Use the Font... and Text... commands in the Format menu or the corresponding buttons in the font/text toolbar to format selected objects. See “The Font/Text Toolbar” on page 6-4 for information about each button in the toolbar. The Font... Command 1 Select the text and/or fill objects you want to format.
Redesigning Your Form 6 Select an option in the Effects box. • Select Strikeout to place a line through all characters. • Select Underline to underline all characters. 7 Select a color for the selected font by using the Color dropdown list. A preview of your choices appears in the Sample box. 8 Click OK to apply the formatting. The Text... Command 1 Select the text and/or fill objects you want to format. Text entered in Fill View takes on formatting assigned to fill objects in Design View.
Redesigning Your Form • Click Exactly and enter a point size in the text box to align a paragraph a specific amount from the top of a field. 6 Click the Spacing tab and select a line-spacing option. You can change the vertical spacing between paragraph lines. Vertical spacing is dependent on selected font size; a singlespaced paragraph with 12-point text would have 12 points between each line in the paragraph. • Select Single for a single-spaced paragraph. • Select 1.
Redesigning Your Form OmniForm uses the Make Text Fit to Lines option to design forms during scanning and import. Generally, you would want to use the Flow Text Across Lines option when formatting text and circle text objects. Redesigning a Table Use the Table AutoFormat... command to format a selected table. To format a table: 1 Select a table. 2 Choose Table AutoFormat... in the Format menu. The Table AutoFormat dialog box appears. 3 Select the Yes option to enable the Appearance list box.
Redesigning Your Form 7 Select Yes, change the row names if it is available and you want to change the row names. • Select a row name, click Rename, and type in a new name. • Repeat these steps for each row name to change. 8 Select Change Header to Match Field Names if you want the header to have the same name as its corresponding column/row. 9 Click Finish to apply the changes to your table.
Redesigning Your Form • Select Center Horizontally to align the selected objects by their horizontal centers. Horizontal centers Horizontal centers’ alignment midpoint • Select Top to align all selected objects by their top edges. • Select Bottom to align all selected objects by their bottom edges. • Select Center Vertically to align the selected objects by their vertical centers. Vertical centers Vertical centers’ alignment midpoint The objects align according to the chosen command.
Redesigning Your Form Changing Tab Order Tab order is the order in which the cursor moves from field to field on a form in Fill View. You may want to change tab order if you have added, deleted, or moved fillable objects in Design View. To change tab order: 1 Click the Tab Order button in the standard toolbar or choose Tab Order... in the Tools menu. The Tab Order window appears and numbers appear by each object on the form. Both indicate current tab order. 2 Select the field to reorder.
Redesigning Your Form • Click Auto Order to place all fields in the original creation order on a form designed by OmniForm during scanning or import. If you created the form in OmniForm, the program uses “smart” auto ordering. OmniForm generally reorders fields from left to right and top to bottom. • Click a field with a triangle in front of it to display its list of contained fields. A table, for example, opens to display a list of cells. You can click each cell to display the object(s) it contains.
Redesigning Your Form 2 Select Snap Object(s) to Fit Table Cell. 3 Click OK. 4 The object resizes to fit the cell exactly. Converting an Object You can convert any selected object to another type of object. You might, for example, want to convert objects in table cells to check boxes. Be careful when converting objects in an existing form. If the old object contained information, you will permanently lose that object’s information in every record.
Using the Scrap Album Using the Scrap Album This section describes the OmniForm Scrap Album and how to use it. What is the Scrap Album? The Scrap Album is a convenient place to store frequently used or complex objects. Objects stored in Scrap Albums are called scraps. You can copy these scraps into any form. You can use one of the several Scrap Album files provided with OmniForm or create your own. Opening a Scrap Album 1 Current Scrap Album Choose Scrap Album in the Tools menu. The Scrap Album opens.
Using the Scrap Album Copying Objects to the Scrap Album 1 Open the desired Scrap Album. 2 Select one or more objects on your form and drag them into the Scrap Album. Alternatively, select one or more objects and choose Paste Scrap in the Scrap Album Commands icon menu. Small thumbnails of the objects appear as Scrap 1, Scrap 2, and so forth in the Scrap Album. Placing Scraps in a Form 1 Open the desired Scrap Album. 2 Select a scrap and drag it into your form.
Using the Scrap Album Deleting a Scrap 1 Select a scrap. 2 Select Delete Scrap in the Scrap Album Commands icon menu. You can also press the Delete key to delete a selected scrap. OmniForm prompts you to confirm your choice. You cannot undo the Delete Scrap command! Creating a New Scrap Album 1 Select New Scrap Album... in the Scrap Album icon pop-up menu. The New Scrap Album dialog box appears. 2 Type a name in the Scrap Album Name text box. 3 Click OK. A new, empty Scrap Album appears.
Using the Scrap Album 4 Type a name in the New Name text box. 5 Click OK. The new Scrap Album name appears in the Scrap Album popup menu. Deleting a Scrap Album 1 Open the Scrap Album to delete. 2 Choose Delete Scrap Album in the Scrap Album Commands icon menu. 3 OmniForm prompts you to confirm your choice. You cannot undo the Delete Scrap Album command! You can also delete a Scrap Album file directly from the hard drive. Scrap Album files are stored in Scrap Album folder in the OmniForm folder.
6-48 Designing a Form
Chapter 7 Filling a Form This chapter describes what kinds of fields a form can contain, how to fill those fields, how to move through fields on a form, and how to use the standard toolbar. See Chapter 5, OmniForm Procedures, if you need information on how to start working with a form. You must first open, scan, or import a form in order to fill it.
The Fill View Window The Fill View Window This section describes the standard toolbar and its commands. The standard toolbar is the only toolbar in Fill View. It is somewhat different than the standard toolbar in Design View. Standard toolbar The Standard Toolbar Use the standard toolbar for basic file operations such as saving and printing. Use it also to move through records in a database.
Filling Fields Filling Fields This section describes each type of fillable field in OmniForm, how to fill it, and how to check spelling. It contains the following topics: • Fill Text • Comb • Check Box • Circle Text • Table • Fill Graphic • List Fields • Fields Defined by a Calculation • Field Validation These instructions assume that the cursor is already in a field. The way information is displayed in a field depends on the current form language selection and object definition.
Filling Fields Check Box Click a check box field to fill it. A check box field can be defined to contain one of three elements: a check mark, an X, or a fill. If OmniForm designs your form and recognizes a check box, it defines the box to contain an X by default. Check boxes are commonly used for Yes/No questions and for selecting an item in a group, as in the two examples below: Fill Check Check boxes may be grouped; this means that only one can be selected.
Filling Fields A table cell can also contain any other type of field, even multiple fields of the same or different types. In the example below, the table cells on the right contain check box fields. The user clicks this cell to fill it in the same way as a check box field. See Chapter 6, Designing a Form, for more information on tables. Fill Graphic This section describes both how to import a graphic into a fill graphic field and how to delete a graphic in a fill graphic field.
Filling Fields • Select a file format in the Files of Type pop-up menu. • Select a file and click Open to return to the Fill Graphic dialog box. The file name appears in the File Name text box. 4 Select an option in the Options pop-up menu. • Select Maintain Original Size to import the graphic without changes. • Select Scale Proportionally to fit the graphic in the fill graphic field while keeping its exact proportions.
Filling Fields If you enter a size larger than the fill graphic field, only part of the graphic will be visible. 5 Enter offset measurements under Offset if you want. This is useful if you want to position a graphic exactly in the field, crop a large graphic, or move the graphic away from a field border that would interfere with its design. • Enter a number in Left to specify how far from the left side of the field to place the graphic.
Filling Fields Fields Defined by a Calculation The only time you would notice a calculation in Fill View is when a field fills in automatically. In the example below, the TOTAL field automatically added the amounts entered in the first and second fields. The TOTAL would increase if the third and fourth fields were filled as well. You define a calculation on a field in Design View. See Chapter 9, Using Calculations, for detailed information on calculations.
Spell Checking Spell Checking Use the spell-checking feature to verify that field entries are correct. Before you check spelling make sure you have selected the correct language for your form in the Options dialog box as described below. Proceed to “Spell Checking Your Form” on page 7-11 if: you have a single-language form; the Current Form language selection is correct; you have a dictionary for that language. Checking the Current Form Language Selection 1 Choose Preferences... in the Tools menu.
Spell Checking Changing the Language Selection 1 Click the Design button in the standard toolbar or choose Design in the View menu. 2 Choose Preferences... in the Tools menu. The Preferences dialog box appears. 3 Click the International tab if it is not displayed. 4 Select the correct language for your form in the Current Form pop-up menu. This also selects the correct dictionary for spell checking. 5 Click OK. 6 Click the Fill View button in the standard toolbar or choose Fill in the View menu.
Spell Checking Spell Checking Your Form 1 Click the Spelling button in the standard toolbar, choose Check Spelling... in the Tools menu, or use the Command= shortcut. The Spelling dialog box appears with the first questionable word after Unknown Word. • The suggested spelling, if there is one, appears in the Change To text box. • Other suggested spellings appear in the Suggestions list box.
Moving Through Fields Moving Through Fields You can click in any field to place the cursor there or you can use the following keyboard commands to move the cursor within a form. Action Key Combination Place the cursor in a field When a form first opens, press the Tab key to place the cursor in the first field. Next field Press the Tab key. Previous field Press Shift-Tab. Next line in a fill text field Press Return to create a new line in a multiple-line fill text field.
Chapter 8 Managing an OmniForm Database This chapter introduces basic database concepts. It explains what a database is, how to create one automatically by scanning or importing a form, how to create and maintain records in a database, and how to protect the vital information entered in your database records.
What is a Database? What is a Database? A database is a collection (file) of information stored as individual records. Each record uses the same form design but can contain different information in its fields. OmniForm automatically creates a database when you scan in or import a form. As soon as you fill in the form, it becomes the first record in a new database. Any user of this database can create a new, blank form using the record as a template and then fill in new information to create another record.
Managing Database Records Managing Database Records This section tells you how to create a database of records and manage its information.
Managing Database Records To create a new record: 1 Open or scan in a form. 2 If the form opens in Design View, click the Fill button in the standard toolbar or choose Fill in the View menu to switch to Fill View. 3 Click in a field with the cursor or press Tab to place the cursor in the first fillable field. 4 Enter information in the field. OmniForm cannot create a new record until you fill at least one field in an empty form.
Managing Database Records 6 Fill in as many fields as you like. 7 Click the New button in the standard toolbar or choose Go To in the Records menu and New in its cascading menu. OmniForm creates and displays a new, empty record with the same form design as the first one. 8 Fill in this record with the appropriate information. 9 Continue to create new records in this way as you need.
Managing Database Records To duplicate a record: 1 Open or scan in a form. 2 If the form opens in Design View, click the Fill button in the standard toolbar or choose Fill in the View menu to switch to Fill View. 3 Fill in the information you want duplicated. 4 Choose Duplicate Record in the Records menu. OmniForm duplicates and displays the new record. To change an entry in a filled field, tab to a field or drag your cursor over the entry to highlight it and then type a new entry.
Managing Database Records Next Record Click the Next Record button or choose Go To in the Records menu and Next in its cascading menu to move to the record after the one you are viewing. If you are viewing record 3, for example, the next record is record 4. Last Record Click the Last Record button or choose Go To in the Records menu and Last in its cascading menu to move to the last record in your database.
Managing Database Records 3 Select a field name in the Field Name pop-up menu. This is the field that contains the information you want to find. All the fields in your form are listed here. To simplify searches, give each field a unique name. Otherwise, you will have fields named FillText1, FillText2, and so forth, making it difficult to determine which fields contain what information. See “Defining Objects” on page 6-16 for detailed information. 4 Select a condition in the Condition pop-up menu.
Managing Database Records • is greater than or equal to: find records of equal or greater value than the Value entry. This search finds records that have entries in the Customer field beginning with the entry name itself up to the letter Z. • is less than: find records of lesser value than the Value entry. This finds records that have entries in the Customer field beginning with a symbol, a number, or letters earlier in the alphabet than the entry, for example, France or Dharma Dogs.
Managing Database Records • does not end with: find records that do not have the Value entry at the end of the selected field or records that do not contain the value entry at all. This search finds records that do not have Franich & Halsey at the end of an entry in the Customer field. • contains: find records that contain the Value entry. This search finds records that have Franich & Halsey entered anywhere in the Customer field. • does not contain: find records that do not contain the Value entry.
Managing Database Records 6 Select an option under Scope of Search. • Select Search All Records in the Database to search the entire record set. • Select Only Search Current Record Set to search a subset of records. This option is only available when you have a found set that is open from a previous search. 7 Click OK. OmniForm searches for and retrieves all records that contain the information you specified in the Search dialog box. Click Clear Search to return to the full record set.
Managing Database Records Sorting Records You can sort records in OmniForm in ascending, descending, or original order entry. This is useful for many situations. If you wanted to export mailing information, for example, you could sort records by postal code to reduce bulk mailing costs, or invoices by date to find the most delinquent accounts. To sort records: 1 If you are in Design View, click the Fill button in the standard toolbar or choose Fill in the View menu to switch to Fill View. 2 Choose Sort.
Managing Database Records 5 Click OK. OmniForm sorts the records in the order indicated. Recalculating Records Recalculating records applies any new or changed calculations to selected records in a database. Until you use the Recalculate... command, new or changed calculations apply only to new records. See Chapter 9, Using Calculations, for detailed information on creating calculations. This command reapplies all existing calculations to the selected records. You may not always want this to happen.
Managing Database Records The Recalculate dialog box appears. 3 Select the records to recalculate. • Select All Records to apply the new or changed calculation to either the current found set or to every record in the database if the entire record set is open. • Select Current Record Only to apply the new or changed calculation to just the record you are viewing. • Select From/To to apply the new or changed calculation to a range of records. Enter a number in the From and To text boxes.
Managing Database Records Deleting Records This section describes how to delete one or more records in a database. Do this to get rid of old, unwanted, or duplicate records. You can export information from a record first if you want to delete a record but save its data. See “Exporting Information” on page 8-16 for instructions. You cannot delete a record if data protection is turned on. See “Protecting Your Database” on page 8-26 for information.
Managing Database Records Exporting Information This section explains the benefits of exporting information, how to prepare for export, and how to export information from an open OmniForm form. See “Importing Information” on page 8-21 for information on how to import information into a database. The Benefits of Exporting Information Export information from records to: • Share information with other OmniForm databases.
Managing Database Records To export information: 1 If you are in Design View, click the Fill button in the standard toolbar or choose Fill in the View menu to switch to Fill View. 2 Choose Export... in the File menu. The Export Setup dialog box appears. 3 Select a database file type in the Export To pop-up menu. • Select OmniForm to export information to an OmniForm Data file. • Select Text File to export information to a tab- or commaseparated text file.
Managing Database Records The filename limit on the Macintosh is 32 characters, so long file names will be truncated. Do not change the filename to be the same name as an open file. 5 Select a location for the file. 6 Click Save. The Export dialog box appears. All the fields in your currently open database appear in the Fields in list box. 7 Select each field that contains the information to export and click Add>> to move it to the Fields to Export list box.
Managing Database Records • Select a field on the right and click <
Managing Database Records • Select Commas in the Fields Separated By: pop-up menu to export information to a comma-separated text file. Information in each field will be separated by a comma and enclosed in quotes. • Select Tab in the Fields Separated By: pop-up menu to export information to a tab-separated text file. Information in each field will be separated by a tab and enclosed in quotes.
Managing Database Records To export the data: • Use the Export... command in the File menu to create an OmniForm Data file. See “Exporting Information” on page 8-16 for information. To use an OmniForm Data file to open a shared form: 1 Locate the OmniForm Data file to use. 2 Double-click the Data file. A copy of the shared OmniForm Form from which the OmniForm Data file was exported opens. OmniForm automatically imports the information in the OmniForm Data file into the form.
Managing Database Records To import field information: 1 Open or scan in a form. 2 If you are in Design View, click the Fill button in the standard toolbar or choose Fill in the View menu to switch to Fill View. 3 Choose Import... in the File menu. The Import Setup dialog box appears. 4 Select the type of information to import in the Import From popup menu. • Select OmniForm Database to import information from an OmniForm Form or from an OmniForm Data file.
Managing Database Records 7 Click Open. The Import dialog box appears. • Fields in the open OmniForm database appear on the left. • Fields you can import from the other database appear on the right. 8 Link fields on the left to fields on the right. This tells OmniForm which field data to import from the other database and where to import it in the current database. • To link individual fields, select a field on the left, select its corresponding field on the right, and click Link.
Managing Database Records Linked fields appear in the Links list box. • Select a link in the Links list box and click Unlink to unlink it. • Click Unlink All to unlink all fields. • Select Recalculate Imported Records According to Form’s Calculations when it is selectable to apply existing calculations to the imported records. 9 Click Range... to open the Record Range dialog box to specify a range of records to import. Otherwise, OmniForm imports all records by default.
Managing Database Records OmniForm imports the information into the selected fields, creating as many new records as necessary in the process. 11 Click OK in the dialog box that tells you how many records were imported successfully. You can import Data files created in the Windows version of OmniForm. Convert the Windows file to a Macintosh-compatible format using PC Exchange before you import it.
Protecting Your Database Protecting Your Database This section describes how to protect both your data and form design from deletions or changes. Remember, the form layout you create in Design View is used by every database record. Changes made in Design View affects all records in Fill View. This is important to remember if the database has multiple users. Deleting a fillable field in Design View deletes all information entered in that field in Fill View.
OmniForm Filler OmniForm Filler You can have other users use the OmniForm Filler program to open any OmniForm form. Filler is an easy-to-use version of OmniForm that has a Fill View but no Design View. Therefore, Filler users cannot edit the form’s design in any way. The data protection option, when set for a form in OmniForm, is also enabled for that form in OmniForm Filler. It cannot be turned off in OmniForm Filler.
8-28 Managing an OmniForm Database
Chapter 9 Using Calculations This chapter describes how to use OmniForm’s calculation features. OmniForm automatically performs calculations when you fill in the appropriate field(s). Use calculations to automate data entry and prevent errors. For example, the average person might find it time-consuming to add a column of 100 numbers, and easy to make an error, but OmniForm can return an error-free sum in a fraction of a second.
Calculation Overview Calculation Overview This section gives an overview of how to create calculations. It contains the following topics: • Creating a Calculation • Calculation Guidelines • Using the Recalculate... Command • Usage Conventions See “Tutorial 3 — Design Your Own Form” on page 3-21 for step-by-step instructions on creating a simple calculation. Creating a Calculation Calculations are created in Design View. You can create a calculation for fill text, comb, check box, and circle text objects.
Calculation Overview • Calculation Builder button Click this to open the Calculation Builder dialog box and create your own calculation. • Auto Calculation button Click this to have OmniForm attempt to define a calculation automatically. OmniForm can determine an auto calculation for an entire table in some circumstances. • Calculation text box The calculation for the selected field appears here. Click in the text box to edit a calculation manually.
Calculation Overview • Functions list This list contains all available functions that can be used in a calculation. Double-click a function to insert it in the calculation text box, or select it and click Paste. See “Functions” on page 9-11 for detailed information. Operators List of available functions List of fields in your form 2 Select the operators, fields, and functions that you need for your calculation.
Calculation Overview Example Suppose you wanted to create a calculation for a Subtotal field in an invoice. The Subtotal field is the sum of the Price1 and Price2 fields. There is often more than one way to create a calculation. Here are two calculations you could create: • [Price1]+[Price2] • Sum([Price1],[Price2]) Both calculations return the same result. The first calculation is simple addition. It is easy for new users to create.
Calculation Overview The Auto Calculation dialog box appears if OmniForm proposes an auto calculation. 3 Accept or cancel OmniForm’s proposed calculation. • Select Apply similar calculation to rest of table to apply the proposed calculation to similar fields in a table. • Click OK to accept the calculation. The calculation appears in the toolbar’s text box. • Click Cancel to close the dialog box without creating a calculation.
Calculation Overview Using the Recalculate... Command Recalculating records applies any new or changed calculations to all selected records in a database. Until you use the Recalculate... command, new or changed calculations apply only to new records or to current records whose relevant field entries change. See “Recalculating Records” on page 8-13 for detailed information.
Calculation Overview Usage Conventions Substitute the appropriate field name where you see num and str in the function examples. Parentheses are required where indicated. Below is a list of conventions showing operator and function usage. 9-8 Using Calculations date date value: the expression must evaluate to a valid date time time value: the expression must evaluate to a valid time num number or numeric expression, num1, num2, etc.
Operators Operators Operators represent mathematical, comparison, logical, and text operations to be performed within a calculation. You must have an operator between fields in a calculation. For example, a calculation for a Total field might look like this: [Price1] + [Price2] + [Price3] The plus signs between the field names are the Addition operators in the calculation. The calculation could also look like this: Sum([Price1],[Price2],[Price3]) The parentheses are the operators in the calculation.
Operators Operators — Quick Reference See “Usage Conventions” on page 9-8 for information on how to interpret the examples in the following table.
Functions Functions This section defines each OmniForm function and shows how to use it in a calculation. Functions are listed alphabetically. See “Functions — Quick Reference” on page 9-33 for an overview of each function. Functions are single words used by OmniForm to represent operations within a calculation. Functions can use field values, information you enter, and information from outside sources such as the computer date.
Functions Avg (Average) The Avg function returns the average value of a set of numbers and/or numeric expressions. The average value is determined by adding all the values and dividing by the number of values. Usage Example Avg([num1,num2] ...) If the field entries are 11, 14, and 20 Then the calculation Avg([num1],[num2],[num3]) returns 15 In the example below, the average of sales for the past six months is calculated. It appears in the Average field.
Functions DayName The DayName function returns the name of the day of the week for a given date. Usage Example DayName(Date()) If the current date is February 14, 1996 Then the calculation DayName(Date())returns Wednesday In the example below, the name of the day of the week is calculated using the Cur Date field and put in the Day Name field. DayOfMonth The DayOfMonth function returns the number for the day of the month for a given date.
Functions DayOfWeek The DayOfWeek function returns a number for the day of the week for a given date. The values returned are: Sunday1, Monday2, Tuesday3, Wednesday4, Thursday5, Friday6, and Saturday7. Usage Example DayOfWeek(Date()) If the current date is February 14, 1996 Then the calculation DayOfWeek(Date())returns 4 (Wednesday) In the example below, the day of the week from the Date field appears in the Day of Week field.
Functions Exp (Exponentiation) The Exp function returns the value of the constant e to the power of a number or numeric expression. The value of e, the base of natural logarithms, is approximately 2.71828. This function is the inverse of the Ln function. Usage Example Exp([num1]) If the field [num1] = 3 Then the calculation Exp([num1]) returns 20.08553692 In the example below, the Exp field is calculated using the number in the Value field.
Functions Hour The Hour function returns the hour (HH) portion of a given time (HH:MM:SS). The hour is based on a 24-hour clock and ranges from 0– 23. Usage Example Hour(Time()) If the current time is 18:05:05 Then the calculation Hour(Time()) returns 18 In the example below, the hour is taken from the Time field and put in the Hour field. If The If function evaluates a logical expression and returns the true expression if it evaluates to true (“yes” or “true”).
Functions Int (Integer) The Int function returns the integer portion of a number or numeric expression. Usage Example Int([num1]) If the field [num1] = 16,184.35 Then the calculation Int([num1]) returns 16,184.00 In the example below, the total amount (dollar portion only) is put in the Total Sales field. Left The Left function returns characters from a given string from the first character on the left to the right for the specified number of characters.
Functions Length The Length function returns the number of characters in a given string. The calculation counts all characters in a string including spaces. Usage Example Length([str1]) If the field [str1] = John Doe Then the calculation Length([str1]) returns 8 In the example below, the length of the name in the Name field is put in the Length of Name field. Ln (Natural Logarithm) The Ln function returns the natural logarithm (base e) of a number or numeric expression.
Functions Log (Base 10 Logarithm) The Log function returns the common logarithm (base 10) of a number or numeric expression. The number or numeric expression must be greater than 0. Usage Example Log([num1]) If the field [num1] = 3 Then the calculation Log([num1]) returns 0.47712125 In the example below, the common logarithm is calculated using the Log Value field and put in the Logarithm field. Lower The Lower function returns the lower case of a given string.
Functions Max (Maximum) The Max function returns the maximum (highest) value of a set of numbers and/or numeric expressions. Usage Example Max([num1],[num2] ...) If the numbers in the fields are 150, 200, and 45 Then the calculation Max([num1],[num2],[num3]) returns 200 In the example below, the Top Sales field displays the highest sales made.
Functions Min (Minimum) The Min function returns the minimum (lowest) value of a set of numbers and/or numeric expressions. Usage Example Min([num1],[num2] ...) If the numbers in the fields are 90, 95, 82 and 78 Then the calculation Min([num1],[num2],[num3],[num4]) returns 78 In the example below, the minimum test score is picked out of a list of scores and put in the Minimum Score field. Minute The Minute function returns the minute (MM) portion of a given time (HH:MM:SS). The minute ranges from 0–59.
Functions Mod (Modulus (Remainder)) The Mod function returns the remainder of a number or numeric expression divided by another number or numeric expression. A positive number is returned if the dividend is positive, and a negative number is returned if the dividend is negative.
Functions MonthName The MonthName function returns the full name of the month for a given date. Usage Example MonthName(Date()) If the current date is February 14, 1996 Then the calculation MonthName(Date()) returns February In the example below, the name of the month is put in the Month Name field using the current system date calculated in the Today’s Date field. Pi The Pi function returns the value of the constant Pi (approximately 3.14159265).
Functions PMT (Payment) The PMT function returns the payment amount required for a given principal at a fixed interest rate per period, for a fixed number of payment periods. It assumes payments are made at the end of each period. Usage Example PMT([principal num],[interest rate num],[num periods]) If the principal is $30,000, the annual interest rate is 9% (.75% monthly), and the number of years is 30 Then the calculation PMT([principal num],[interest rate num],[num periods]) returns 241.
Functions Proper The Proper function returns the given string with the first character of each word converted to upper case and the rest of the characters in each word converted to lower case. Usage Example Proper([str1]) If the field [str1] = john doe Then the calculation Proper([str1]) returns John Doe In the example below, the Proper function places the Student Name entry in the Proper Name field with the first letter of each name capitalized.
Functions RecordCount The RecordCount function returns the number of records in the current database. Usage Example RecordCount() If a field contains the function RecordCount() and the database contains 156 records Then the value returned is 156 In the example below, the number of records appears in the Number of Records field. Replace The Replace function returns a replacement string for a given source string starting at the specified position from the left in the source string for the specified length.
Functions Replicate The Replicate function returns a given string repeated the specified number of times. The maximum length returned is 16,000 characters. Usage Example Replicate(str1, num of times to replicate) If the field [str1] = * Then the calculation Replicate(“*”, 10) returns ********** In the example below, the Start Date field is put into the Target Date field with leading and trailing asterisks.
Functions Round The Round function returns the value of a number or numeric expression rounded to the specified decimal places in the second parameter. Usage Example Round([num1], num of decimal places) If the field [num1] = 2404.685 Then the calculation Round([num1],2) returns 2404.68 In the example below, the value in the Total field is extracted and rounded to two decimal places in the Price field. Second The Second function returns the second (SS) portion of a given time (HH:MM:SS).
Functions Sign The Sign function returns a value of 1 if a number or numeric expression is positive, -1 if it is negative, and 0 if it is 0. Usage Example Sign([num1]) If the field [num1] = -100 Then the calculation Sign([num1]) returns -1 In the example below, the Invoice Amount field is evaluated and a message is put in the Warning field if it is negative. The Sign function is used to determine if the value is negative.
Functions Sum The Sum function returns the total value of a set of numbers and/or numeric expressions added together. Usage Example Sum([num1],[num2], ...) If the numbers in the fields are 3, 6, and 8 Then the calculation Sum([num1],[num2],[num3]) returns 17 In the example below, test scores are added together and put in the Total Scores field. Time The Time function returns the current time based on the current system clock. The time is returned as HH:MM:SS.
Functions Trim The Trim function returns a given string with all leading, trailing, and extra blank spaces removed. Usage Example Trim([str1]) If the field [str1] = Jane Doe Then the calculation Trim([str1]) returns Jane Doe In the example below, the Supervisor 1 field or Supervisor 2 field is placed in the Manager field depending on which box is checked. The name is trimmed of all extra blank spaces.
Functions Upper The Upper function returns a given string as uppercase. Usage Example Upper([str1]) If the field [str1] = Samantha Morrison Then the calculation Upper([str1]) returns SAMANTHA MORRISON In the example below, the Salesperson field is converted to all upper case and put in the Salesperson Last Name field. Year The Year function returns the numeric year for a date. The year is returned as CCYY.
Functions Functions — Quick Reference See “Usage Conventions” on page 9-8 for information on how to interpret the examples in the following table. A brief description and usage of each function is listed. Function Type Abs mathematical Absolute Value: returns the value of num Abs(num) Avg statistical Average: returns the average for num1, num2, etc. Avg(num1, num2, ...
Functions Left text Left: returns the characters for str beginning from the left and proceeding to the right for num characters Left(str, num) Length text Length: returns the number of characters in str Length(str) Ln mathematical Natural Logarithm: returns the natural logarithm (base e — approximately 2.
Functions PV financial Record Count database Present Value: returns the present value of an investment given a payment num, interest rate num, and num of periods PV(payment num, interest rate num, num of periods) Record Count: returns the number of records in the current database RecordCount() Replace text Replace: replaces the source str beginning at start position num for num of characters with the replacement str Replace(source str, start position num, num of characters, replacement str) Repl
Functions Functions Sorted by Type This section lists each function by type.
Chapter 10 Technical Information This chapter explains how to troubleshoot common problems you may encounter. It also provides technical information on such topics as how to improve Optical Character Recognition (OCR) and scanning performance.
Before You Begin Before You Begin If you have a problem with OmniForm, first check that your computer, scanner, and other applications are functioning properly. Make backups of OmniForm files regularly, preferably in a location other than your hard drive. This could save you hours or days of work if the unexpected happens: file deletion or corruption caused by disk crashes, viruses, or user error.
OmniForm Setup Issues OmniForm Setup Issues This section contains information on some common installation problems and information on how to optimize the installation process: Memory and Installation Close all applications — including screen savers and mail applications — to free up memory before starting the OmniForm setup program. Linking OmniForm with Visioneer PaperPort™ To link OmniForm with Visioneer PaperPort, locate the OmniForm Link file in your OmniForm Folder.
Scanning and Recognition Scanning and Recognition This section describes common scanning and recognition problems and possible solutions. System Hang During Scan A system hang during a scan could have several possible causes: • A SCSI termination problem. Make sure the scanner and any other peripheral devices connected to the scanner are terminated properly. See your scanner documentation. • A memory-related problem. Try closing open windows and applications to free up memory.
Operation Operation This section provides troubleshooting techniques for potential operational problems as well as additional technical information: • Low Memory • Low Disk Space • OmniForm Limits Low Memory Low memory can cause error messages, slow performance, or system hangs. A minimum of 12MB RAM is required to run OmniForm. More is recommended for optimum performance or if you plan to have multiple applications open. Choose About This Macintosh... in the Apple menu to check the amount of free memory.
Operation 5 Type a larger number in the Preferred size box if you want to allocate more memory to OmniForm. The program will use the amount specified if extra memory is available. 6 Close the OmniForm Info dialog box. Virtual Memory Check your Macintosh documentation for information on using virtual memory. Virtual memory is hard disk space used temporarily as free RAM by your computer. Performance is significantly slower with virtual memory on.
Improving Performance Improving Performance If you scan typeset, high-quality printed pages, text recognition accuracy should be very high. With lesser-quality pages, however, text recognition may not be as accurate. This section discusses a number of factors that affect scanning and recognition performance: • Document Quality • Scanning Angle • Scanner Glass Cleanliness • Paper Transparency • HP AccuPage Document Quality OmniForm recognizes characters in almost any font from 6 to 72 points in size.
Improving Performance Scanner Glass Cleanliness The sheet of glass on the flatbed of the scanner must be clean. If it gets dirty, wipe it gently with a soft, damp, lint-free cloth or tissue. Be sure that it is completely dry before you put pages on it. See your scanner documentation for more information on proper scanner maintenance. Paper Transparency Some paper is thin enough that the scanner sees text printed on the opposite side of a two-sided page.
OmniForm Compatibility OmniForm Compatibility This section provides OmniForm compatibility lists. Database Information Exchange OmniForm can exchange information with the following databases: • Macintosh and PC OmniForm Database files • comma- or tab-separated text files Graphic Formats OmniForm can import the following file types into a graphic object or a fill graphic field: • TIFF • PICT • GIF • JPG Image File Formats OmniForm can import and recognize black-and-white forms in either PICT or TIFF format.
Error Messages Error Messages Where possible, OmniForm error messages attempt to pinpoint a problem and offer a solution. Sometimes one solution may not work or there may be more information that does not fit into the dialog box. Many calculation errors are the result of improperly constructed calculations. See “Calculation Guidelines” on page 9-7 for detailed information.
Error Messages Calculation Error: Cannot resolve circular references. This message appears if two or more fields are logically connected in a closed loop so that no value can be returned. For example, suppose you selected the field Cost1 and created this calculation for it: Sum([Cost1];[Cost2]) A circular reference error message would appear because the selected field cannot be involved in returning its own sum. Calculation Error: Invalid Field Name ([field name]).
Error Messages Scrap Album error. Try freeing up hard disk space, and close open forms and applications to free up memory. If disk space or memory is not low, this message may appear because the Scrap Album file you selected is missing or corrupted. A Scrap Album file moved or deleted from the OmniForm: Scrap Albums folder while OmniForm is open will still appear in the Scrap Album pop-up menu. If you select it, this message appears.
Caere Product Support Caere Product Support Product support is available if you need help. First, please check this manual to find the information you need, or look in the online help if you can run OmniForm. You may save yourself a phone call. World Wide Web Caere’s home page is located at: http://www.caere.com Our Web site contains product information, lists of common questions and answers, the latest release notes and online help files, and all known issues regarding Caere products.
10-14 Technical Information
Index A Align commands 6-39 Arrange toolbar 6-4 Arrowr file 3-44 Auto calculations 9-5 to 9-6 B Books, scanning 5-5, 5-11 Bounding box 6-39 Brightness options 5-4 Bring to Front command 6-40 C Calculation see also Functions Auto calculations 9-5 to 9-6 Calculation Builder dialog box 9-3 to 9-5 calculation overview 9-2 command 9-2 creating 9-2 to 9-6 filling a field defined by a calculation 7-8 function examples 9-11 to 9-32 functions quick reference chart 9-33 to 9-35 functions, sorted by type 9-36 guideli
changing object appearance 6-29 to 6-32 creating objects 6-6 to 6-15 defining objects 6-16 to 6-28 overview 4-5 redesigning a form 6-33 to 6-43 toolbars 6-3 to 6-5 tutorial 3-13 to 3-14 using the Scrap Album 6-44 to 6-47 window overview 4-5 Designed form usage option 4-9 Designing forms aligning objects 6-39 changing tab order 6-41 converting objects 6-43 formatting text 6-35 to 6-37 moving objects 6-34 overlapping objects 6-40 placing objects in table cells 6-42 resizing objects 6-34 selecting objects 6-33
Form design aligning objects 6-39 changing tab order 6-41 converting objects 6-43 formatting text 6-35 to 6-37 moving objects 6-34 overlapping objects 6-40 placing objects in table cells 6-42 resizing objects 6-34 selecting objects 6-33 table redesign 6-38 to 6-39 Form image closing 3-20 horizontal bar 3-17, 6-10 select source 6-10, 6-11 Form Image command 3-17, 6-10 Form usage Auto Form Design option 5-6 changing 4-9, 4-10 choosing an option 4-7 to 4-8 selecting an option 4-8 Use Designed Form option 4-10
import options 3-36 tutorial 3-36 when to use 6-15 Graphics copy from original to designed form 6-10 filling a fill graphic field 7-5 to 7-7 form image source 6-10 graphic file source 6-9 graphic object tutorial 3-18 to 3-20 import options 7-6 to 7-7 importing into a graphic object 6-8 to 6-13 options for import 6-12 to 6-13 supported formats 10-9 Guidelines calculation 9-7 creating objects 6-6 H Highlight Fill Areas command 3-11 Horizontal bar resize form image windows 3-17, 6-10 use to close form image 3-
creating 6-6 to 6-15 creation guidelines 6-6 defining 6-16 to 6-28 filling objects in fill view 7-3 to 7-8 formatting text 6-35 to 6-37 importance of defining 3-49 moving 6-34 overlapping 6-40 paint order 6-32 placing in table cells 6-42 redesign a table 6-38 to 6-39 resizing 6-34 scaling graphics 3-36 select multiple 3-41 selecting 6-33 sending to front or back 6-40 Shift key, using 6-6 table tutorial 3-31 to 3-35 tutorial on creating objects 3-23 to 3-36 OCR correct text 3-18, 6-10 recognition problems 3-
S Sample form fax form to computer 3-6 to 3-9 faxing tutorial 3-6 hard copy 3-2 importing tutorial 3-6 to 3-8 location of TIFF file 3-2 scanning tutorial 3-3 to 3-5 Save command in fill view 7-12 Scan Form command 5-4 to 5-7, 5-10 to 5-12 Scan Form dialog box Auto Form Design option 4-8 form usage options 4-8 language selection in 5-24 settings 5-4 Scanner see also Scanning error messages 10-10 glass clarity 10-8 hardware 10-4 options in Scan Form dialog box 5-4 supported scanners 10-9 Scanning and paper th
low memory error messages 10-10 memory and installation 10-3 OmniForm limits 10-6 operation 10-5 to 10-6 paper transparency 10-8 PaperPort files 10-3 product support 10-13 recognizing underlined text 10-7 scanner error messages 10-10 scanner glass clarity 10-8 scanning problems 10-4 system hang 10-4 system setup checklist 10-2 try this first 10-2 uninstalling OmniForm 10-3 unrecognizable characters 10-7 U Uninstalling OmniForm 10-3 Unrecognizable characters 10-7 US product support number 10-13 V View menu c
Index-8
