OmniForm User’s Manual For Windows 95 and NT CAERE CORPORATION 100 Cooper Court Los Gatos, California 95032-3321 USA
Caere GmbH Innere Wiener Strasse 5 81667 München, Germany Caere UK Information Centre Abbey House 4 Abbey Orchard Street Westminster, London SW1P 2JJ Centre d’informations Caere 50 rue des Archives 75004 Paris, France Please Note To use this program, you should know how to work in the Microsoft Windows environment. Please refer to Windows documentation if you have questions about how to use menu commands, dialog boxes, scroll bars, edit boxes, and so on.
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 and 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. Design View Use OmniForm’s design view to design your own forms or edit existing forms. A variety of toolbars make formatting easy and convenient.
Using the Documentation Form Printing and Mailing You can print forms from OmniForm. You have a choice of printing just the form, or just the data entered in a form (useful when you have a preprinted form in your printer), or both the form and its information. Use electronic mail to send forms to other users if you have Microsoft Outlook/Exchange or Lotus cc:Mail/Notes installed. Microsoft Outlook/ Exchange users can also add routing slips to mailed forms.
Using the Documentation Courier font • The Courier font indicates text that you are supposed to enter; for example, “Type Sample1 in the File Name text box and click OK.” • The Courier font is also used to distinguish file paths and file and folder names from the rest of the text; for example, “Locate the Sample form in the OmniForm folder.” 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.
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: • Computer with an 80486 or higher processor • VGA or SVGA monitor • Windows-compatible mouse • CD-ROM drive • A minimum of 10MB hard disk space for OmniForm and up to a maximum of 36MB • A minimum of 4MB hard disk space for OmniForm Filler and up to a maximum of 16MB • A compatible scanner if you plan to scan documents Please see Scanner Setup Notes, which are included in the OmniForm package, f
Registering OmniForm The Add/Remove Programs Properties dialog box appears. • Click Install... in the Install/Uninstall tab. • Click Next> and then Finish. The OmniForm install screen appears. 3 Select OmniForm. 4 Follow all the instructions in the dialog boxes that appear. During installation, you will be prompted to enter a serial number. You can find the serial number on the label of the CD-ROM. OmniForm installs by default to the location c:\Program Files.
Registering OmniForm To register OmniForm by telephone: 1 Click the Register menu to open the Register dialog box. This dialog box appears automatically the first time you start OmniForm. You will be asked to provide your serial and key numbers. Closes the Register dialog box without registering. When you get your registration number, enter it here. Prints out your registration information. 2 Locate the phone number for your country in the drop-down list.
Starting OmniForm To register OmniForm at Caere’s Web site: 1 Click the Register menu to open the Register dialog box. 2 Open your Web browser and go to the following address: http://www.caere.com/registration 3 Enter the requested information in the fields provided. You will need to enter your serial number and key numbers that are listed in the Register dialog box. 4 Click Submit Information when you are finished entering the information. You will be given a registration number.
Starting OmniForm The Form Assistant dialog box appears. It contains six options. Each is a basic OmniForm procedure. 2 6 Installation and Setup Select an option and click Next>. Proceed to Chapter 4, OmniForm Procedures, for detailed information on the basic OmniForm procedures. Or, if you are new to OmniForm try the online tutorial. Click Cancel to close Form Assistant if you do not want to choose a particular option.
Chapter 3 Form Usage This chapter describes basic OmniForm concepts you should know before scanning, importing or designing a new form, including the following sections: • Using Form Assistant • Form Usage Options • International Settings Form Usage 1
Using Form Assistant Using Form Assistant This section describes Form Assistant and its basic OmniForm functions. Form Assistant is a dialog box that appears when launching OmniForm. If you are new to OmniForm, you might prefer to use the Form Assistant, which makes decision-making easy when processing a form. Later, you might choose to use the commands in the standard toolbar or menu. See Chapter 4, “OmniForm Procedures” for more information about using the commands.
Using Form Assistant The Form Assistant Options This section gives a brief description of each option in Form Assistant. Through a series of dialog boxes, the Form Assistant easily steps you through the process of converting your form into an electronic form. Scan a Form or Image File Select Scan a form or image file to scan a paper form or import an image file and to determine how you will work with the form in OmniForm.
Form Usage Options Form Usage Options This section describes form usage: how it affects the forms you scan in 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 See Chapter 5, Designing a Form, for information on importing graphics, creating objects, and using other design techniques. See Chapter 6, Filling a Form, for information on filling fields in fill view. Where to Select Form Usage Options Different form usage options are available depending on whether you open Form Assistant or choose Scan Form... in the File menu. If you use Form Assistant, you can choose between the designed form and original form options. If you use the Scan Form...
Form Usage Options Scan Form Dialog Box You can choose to scan in or import either a designed form or a nondesigned form in the Scan Form dialog box after choosing Scan Form... in the File menu. Select this option for a designed form. Deselect it for a nondesigned form. Changing Form Usage Choose Form Usage... in the View menu to change the way you can use a form. For example: • If you have an original form but decide to change the design, then you would change the form to a designed form.
International Settings 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. You can create, resize, move, delete, define, or change the appearance of fillable fields with this option.
International Settings 4 Click Current Form. The Language drop-down list displays the language being used for the currently open form. If you have the International English or German version of OmniForm or multiple dictionaries, a dictionary in this language will also be used during a spell check. You cannot change the language for this option if you open the Options dialog box in fill view. 5 Select a language for the current form.
International Settings How OmniForm Uses Language Selections The Current Form language selection affects: • The formatting of currency, number, and date entries in the currently open form. • Which dictionary is used for spell checking. (The International English version contains all available dictionaries. Other users can call 800-654-1187 to order additional dictionaries.) • The international symbol that appears in the status bar when a form is currently open.
International Settings Date If you select English (United States) as the Current Form language, the date 2/5/96 entered in an appropriately defined date field would display as February 5, 1996. If you select German (Standard) as the Current Form language, the date would display as 2. Mai 1996. The Scan Form Dialog Box The New Form language selection appears in the Scan Form dialog box. You cannot change the New Forms language if you select this option. New Forms language selection. Click Options...
International Settings When you select Allow Multiple Languages, OmniForm turns off dictionaries during optical character recognition (OCR) so that all recognizable characters are allowed. If dictionaries were on, special characters such as umlauts might be discarded or questionable words in one language could be mistaken for words in another language. Do not select Allow Multiple Languages for a single-language form. OCR may not be as efficient with dictionaries turned off.
International Settings 12 Form Usage
Chapter 4 OmniForm Procedures This chapter describes basic OmniForm procedures, including the following sections: • Scanning a Paper Form • Importing an Image File • Filling a Form • Printing a Form • Importing an Existing Electronic Form • Searching a Form • Creating a New Form • Opening a Form • Mailing a Form • Saving a Form OmniForm Procedures 1
Scanning a Paper Form Scanning a Paper Form This section describes how to use the Scan Form... command to turn your paper form into an electronic form. You can also use the Form Assistant dialog box to scan a form. See “Using Form Assistant” on page 3-2. 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. Using the Scan Form.
Scanning a Paper Form • 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). • Select how light or dark the scanned image will be under Brightness. Select Auto (AccuPage) if your scanner supports HP AccuPage and your form is printed on colored, shaded, or smudged paper, or if it has very small type.
Scanning a Paper Form 6 Select import options under the Settings options. • Select Auto Form Design to use Logical Form Recognition in order 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.
Scanning a Paper Form How your form appears depends on whether you chose Auto Form Design in the Scan Form dialog box. 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. See Chapter 5, Designing a Form, for detailed information on defining, moving, resizing, and creating fields, as well as other design functions.
Importing an Image File Importing an Image File This section describes how to use the Scan Form... command to import an image file as a recognized OmniForm form. You can also use the Form Assistant dialog box to import a form. See “Using Form Assistant” on page 3-2. OmniForm can import and recognize black-and-white forms in either PCX or TIFF format. Image resolution must be 200, 300, or 400 dots per inch (dpi).
Filling a Form 5 Click OK. OmniForm imports the form. The OmniForm window displays the scanning, designing, and straightening progress if you have selected these options. How your form appears depends on whether you chose to have OmniForm design the form during import. 6 Click the Save button in the standard toolbar or choose Save... in the File menu to name and save your file. 7 Begin to fill or edit your form.
Printing a Form Printing a Form This section describes how to use the Print... command to print a form, how to print to OmniForm, and how to print a form as a macro. You can also use the Form Assistant dialog box to print a form. See “Using Form Assistant” on page 3-2. Using the Print... Command 1 Click the Print button in the standard toolbar or choose Print... in the File menu. The Print dialog box appears. This is how the dialog box looks in fill view.
Printing a Form 3 Select an option in the Data drop-down list. This option is only available if Form and Data or Data Only is selected in the Form/Data drop-down list. • Select Current Record Only to print just the current record. • Select Current Record Set to print the current found set of records. • Select All Records to print every record in the database. 4 Select Collate to assemble multiple printed copies in the proper sequence.
Printing a Form 3 Select OmniForm from the Name drop-down list. 4 Click OK. OmniForm automatically scans in the form. The OmniForm window displays the scanning progress of the form. Your form opens in OmniForm. To make any corrections to the form, see Chapter 5, Designing a Form. Printing Your Form as a Macro OmniForm forms can be saved as a macro and then called as an overlay from a printer’s memory, flash memory, or hard disk.
Searching a Form Searching a Form This section describes how to use the Search... command to open a form in fill view and perform a search. You can also use the Form Assistant dialog box to search a form. See “Using Form Assistant” on page 3-2. Using the Search... Command 1 If you have a form open and are in design view, click the Fill button in the standard toolbar or choose Fill in the View menu. 2 Choose Search... in the Records menu.
Creating a New Form Creating a New Form This section describes how to use the New command to create a new form. You can also use the Form Assistant dialog box to create a form. See “Using Form Assistant” on page 3-2. See Chapter 5, Designing a Form, for detailed information on form design. Using the New Command 1 Click the New button in the standard toolbar or choose New in the File menu. OmniForm opens a blank form in design view.
Mailing a Form The Open dialog box appears. 3 Make sure OmniForm Form is selected in the Files of type dropdown list. 4 Locate and select a file. 5 Click Open. The form opens in the last view in which it was saved: design or fill. You can switch the view if you wish. 6 If you are in design view and want to switch to fill view, click the fill view button on the standard toolbar.
Mailing a Form The Options dialog box appears. 2 Click the General tab and select an option under Mail System. Select either Lotus cc: Mail/Lotus Notes or Microsoft Exchange/ Outlook. OmniForm selects your installed mail application by default if you have only one installed. 3 Click OK. Using the Send... Command 14 OmniForm Procedures 1 Open or scan in the form that you want to send. 2 Click either the design or fill view button in the standard tool bar.
Mailing a Form • Select Send the Form and Data to send all text, graphics, and any information in fillable fields. This option is available only in fill view. • Select Send the Data only to send just the information you have typed in the fillable fields. This option is available only in fill view. • Select Send the Form only to send the form as it would appear in design view, without any information in the fillable fields.
Saving a Form 9 Enter the appropriate information in your mail program’s dialog box. Refer to your mail program’s documentation for more information. The following box shows the Lotus CC: Mail application dialog box. 10 Click Send to mail your information as specified. Adding a Routing Slip Microsoft Exchange/Outlook users can add a routing slip to mail. See the Microsoft Exchange/Outlook documentation for detailed information. To add a routing slip: 1 Open or scan in the form to send.
Saving a Form Using the Save As... Command 1 Choose Save As... in the File menu. The Save As dialog box appears. 2 Select an option from the Save as type drop-down list. • Select OmniForm Form to save to OmniForm’s default format. • Select OmniForm 2.0 Form to save to OmniForm’s 2.0 version. This is useful if you have users with a 16-bit Filler. You save your form in 2.0 so that users of the 16-bit Filler can access the form. However, some features available in OmniForm 3.
Saving a Form • Select Size line by Character Spacing in order to change the amount of space between the characters to fit the lines. 6 Click OK. OmniForm converts your form to the Microsoft Word format. Open the converted form in Microsoft Word and select Page Layout in the View menu. You can now modify the form’s design. To fill in the form’s fields, you must protect your form. To do so, first select Protect Document in the Tools menu, and then select Forms in the Protect Document For text box.
Chapter 5 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 “Redesigning Your Form” on page 5-34 for information on how you can change existing forms. To design a new form: 1 Choose New in the File menu to open a new, blank form. 2 Choose Page Setup... in the File menu.
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. To open a shortcut menu, click the right mouse button and choose Design in this menu. The design view window (after registration) contains four toolbars and seven menus. If you have not registered, the window will have eight menus, including one for registration.
The Design View Toolbars The Design View Toolbars This section describes each toolbar in design view and defines its buttons. There are five toolbars: • The standard toolbar • The font/text toolbar • The drawing toolbar • The arrange toolbar • The calculation toolbar (See Chapter 8, Using Calculations, for information on this toolbar and its functions.) You can drag these toolbars to any other location in the OmniForm window.
The Design View Toolbars The Font/Text Toolbar Use the font/text toolbar to format text. This toolbar is only active when a fill text, comb, comb element, circle text, or table cell object is selected. Center Center Alignment Alignment Bold Underline Horizontal Justify Vertical Font drop-down list Font Size drop-down list Italic Left Top Bottom Right Alignment Alignment Alignment Alignment The drop-down lists and buttons correspond to options in the Font or Text dialog boxes (choose Font... or Text...
Creating Objects The Arrange Toolbar Use the arrange toolbar to arrange and align objects on a form. Below is the toolbar and a brief explanation of each button’s function. These buttons correspond to the Align, Bring to Front, and Send to Back commands in the Format menu. The last six buttons on the toolbar are only active when multiple objects are selected. Each button gives a thumbnail example of how it aligns objects. Bring to Front — Move selected object(s) in front of other objects.
Creating Objects 2 Click anywhere on the form to create an object of a default size, or hold down the mouse button and drag the tool to make the object the size that you want. 3 While drawing, hold down the Shift key to: • Make a rectangular object a square. • Make an oval object a circle. • Make a horizontal, vertical, or 45-degree angle line object. 4 With the object still selected, you can: • Type text if it is a text or a circle text object. • Choose Object Definition...
Creating Objects To rotate a line: 1 Click the Selection tool and select the line to edit. A handle appears on each end of the line. 2 Place the cursor over one handle. 3 When the cursor turns into a crosshair, hold down the mouse key and drag the end of line where you want it. To rotate the line in 45-degree increments, hold down the Shift key while pulling one of the handles in the desired direction. Creating an Oval Object Use an oval object to highlight areas on a form or as a design element.
Creating Objects Creating a Graphic Object Use the Graphic tool to create a rectangular object for your graphics. You can copy, import, or scan graphics into this object. This is useful when you want the same graphic (such as a company logo) to appear in every copy of the form. To Copy a Graphic into a Graphic Object This command is only available when you want to copy a graphic from your original scanned in form. It is not available for forms that you design in OmniForm.
Creating Objects A corresponding box appears in the bottom window. Graphic box where graphic will be placed Graphic in original form 4 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. 5 Select Form Image in the Source drop-down list. 6 Proceed to “Graphic Definition Options” on page 5-12 to continue.
Creating Objects The screen splits to show the form both as it was designed with Logical Form Recognition and as it was originally scanned. Designed form without graphic Horizontal bar Original form with graphic Each view window has its own scroll bar so that you can scroll to the same place in each form.You can use the horizontal bar in-between the two windows to resize the view. Your cursor turns into a resize cursor over the bar. 2 Click the Graphic tool in the drawing toolbar.
Creating Objects To create a square graphic object, hold down the Shift key as you draw. The Graphic Definition dialog box appears. 3 Select Graphic File in the Source drop-down list. 4 Type a file name in the File Name text box. Or, click Browse... if you need to locate a file. • Locate and select a file. • Click OK to return to the Graphic Definition dialog box. The name of the selected file appears in the File Name text box. 5 Proceed to “Graphic Definition Options” on page 5-12 to continue.
Creating Objects • 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. Depending on the shape of the fill graphic field, your graphic may be stretched or compressed. You might want to use this for special effects.
Creating Objects To create a square field, hold down the Shift key as you draw. Creating a Comb Object Use a comb field to separate information into separate groups of elements while maintaining the field as a whole. For example, United States forms typically require that you enter zip code numbers in five or nine separate boxes. 1 Click the Comb tool in the drawing toolbar.
Creating Objects 1 Click the Circle Text tool in the drawing toolbar. 2 Draw a circle text object. To create a circle instead of an oval, hold down the Shift key as you draw. 3 With the object still selected, type the text that you want to replace the number in the object. Creating a Table Object Use a table to enter information for order forms, invoices, comparison charts, purchase orders, and so forth. A table consists of cells.
Defining Objects To create a square table, hold down the Shift key as you draw. Creating a Fill Graphic Object Use a fill graphic object as a way to illustrate text (such as a diagram), or as a design element (such as a company logo). You can only fill a fill graphic in fill view. A fill graphic can be different for every copy of a form in your file because it is filled in fill view. If you want the same graphic to appear in every copy of the form, then create a graphic object instead.
Defining Objects 2 Click the Object Definition button in the standard toolbar or choose Object Definition... in the Format menu. To open a shortcut menu, click the right mouse button over the selected object. Choose Object Definition... in this menu. The dialog box that appears varies depending on the selected object. See the following sections for descriptions of the definition options available for each type of fillable object in a form.
Defining Objects 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 field type in the Type drop-down list. The field type will be displayed in the status bar in fill view when the cursor is in that field. This information helps the user know what kind of entry is expected in each field.
Defining Objects • Enter help messages that will appear in the status bar in fill view. 2 Select List of Choices if you want to be able to select a field entry from a drop-down list of choices in fill view. • Type an entry in the text box below the option and click Add to place it in the list box. You can enter up to 500 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.
Defining Objects • If you select Can be Filled, then an empty field can be filled and a filled field can be changed in fill view. The Can be Filled option, when deselected, overrides the Must be Filled in option when it is selected in the Validation tab. 4 You can either select or deselect the Tab Stop. 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.
Defining Objects • Select the highest and lowest number to specify the highest and lowest number that a user can enter. 2 Select Must be Filled in to display a prompt in fill view if the user does not fill the field. 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.
Defining Objects 6 Select or deselect Allow user to override validation. If you deselect this option then you force the user to enter data in the selected field. Otherwise, users can choose to override the warning that appears if they enter either no or inappropriate information in a field (such as five instead of 5 in a Number field). 7 Click OK to apply the changes and close the dialog box. Defining a Comb Object Choose Object Definition...
Defining Objects A specific Interpret As setting is not necessary when you define the correct prefill elements in a comb object, such as a decimal point. OmniForm would know the entry in this case is a decimal number even if you select the General option in the Interpret As drop-down list. Element Options You have three element options: number of elements, width of elements, and inter-element spacing: 1 Click the Properties tab. 2 Type a number in the Number of Elements text box.
Defining Objects Defining a Comb Element Object Choose Object Definition... in the Format menu to open the Comb Element Definition dialog box when a comb element is selected. This dialog box allows you to: • Designate the border height of the element. • Create a prefill element. • Enter a number to designate the amount of allowable numbers for each element. To define a comb element: 24 Designing a Form 1 Select left and right border measurements under Border Height.
Defining Objects 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. This dialog box allows you to set property, filling, and validation options for your selected check box. 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.
Defining Objects Set Filling Options 1 Click the Filling tab. 2 Select a mark for the check box: a check mark, an X, or a fill. 3 Deselect Can be Filled so an empty field cannot be filled and a filled field cannot be changed in fill view. 4 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.
Defining Objects Defining a Table Object Choose Object Definition... in the Format menu to open the Table Definition dialog box when a table object is selected. This dialog box lets you: • Set tabbing properties so that you can tab either from left to right or top to bottom. • Select the amount and width of columns. • Select the amount and height of rows. 1 Define the table object. Click the Properties tab and type a unique name in the Name text box. Each table object must have a unique name.
Defining Objects If you have unequal row height and would like all the rows to be the same height, then select Make Rows Equal Height. OmniForm resizes rows to an equal height without changing table size. If you had two rows, one four centimeters high and the other two centimeters high, for example, each would be resized to three centimeters high. 8 Click OK to apply the option. Defining a Table Cell A table cell contains a fill text object by default.
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 5-6 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 5 Make sure that Clear is deselected so that your selected colors and pattern appear as the object’s background. See “Paint Order” on page 5-32 for a description of how paint order affects color and pattern display. Set the Border 30 Designing a Form 1 Click the Border tab. 2 For a border color, select a color in the Color drop-down list. 3 To change a line style, select Style from the drop-down list.
Changing Object Appearance 10 To offset the shadow from the border, select the amount of points in the Offset drop-down list. 11 Click OK to apply the changes. Set Fill Lines Options in this tab are only active for selected fill text objects. Text alignment must be set to Left and Top or Exactly in the Text dialog box before fill lines can be set. See “Formatting Text” on page 5-36 for information. 1 Click the Fill Lines tab. Fill lines appear inside the object much like lines appear on writing paper.
Changing Object Appearance 6 Select Start Fill Line at First Line Indentation to indent the first fill line the same amount as the first line of text entered in the field. See “The Text... Command” on page 5-37 for more information. 7 Click OK to apply the changes and close the dialog box. The Visible Tab 1 Click the Visible tab. 2 Select how you want the selected object to appear to the user. • Select Always if you want the field/object to always appear on screen and when printed.
The Shared Form Property You can use the Send to Back and Bring to Front commands in the Format menu to change paint order. The Shared Form Property You can set up a shared form whenever you need to do so. By creating a shared form, you allow other users to have access to the form. You also allow multiple uses to open and fill the form at the same time. To set up a shared form: 1 Open a form to design view. 2 From the File menu, select Properties.... A Properties dialog box appears.
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 Choose Delete in the Edit menu or 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 5-5 for information about each button in the toolbar. The Font... Command 1 Select the text/fill objects that you want to format.
Redesigning Your Form The Text... Command 1 Select the text/fill objects that you want to format. Text entered in fill view takes on formatting assigned to fill objects in design view. 2 Choose Text... in the Format menu. The Text dialog box appears. 3 Click the Alignment tab. 4 Select a horizontal alignment option: Left, Center, Right, or Justify. 5 Select a vertical alignment option: Top, Center, Bottom, or Exactly. 6 Click the Spacing tab and select a line-spacing option: Single, 1.
Redesigning Your Form • Select Flow Text Across Lines to enter text in a field with automatic word-wrapping. • Select Make Text Fit to Lines to fit text to the size of the line. This can alter the appearance of text. Each line can be selected separately and resized. Press Enter to create a new line of text. Each new line can be resized separately from other lines. OmniForm uses the Make Text Fit to Lines option to design forms during scanning and importing.
Redesigning Your Form 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. 4 Select an appearance option for your table. 5 Click Next> if it is available to open the Naming window. Depending on your appearance selection, the Naming window may not be available. In that case, click Finish.
Redesigning Your Form You cannot regroup the objects once you break them apart. For this reason, you might want to save your table before you break it apart; and if you do not like what you have created, you can always revert to the saved copy. To break a table apart: 1 Select a table in your form. 2 Choose Break Table Apart in the Format menu. You can now select and drag sections of your table to rearrange in the order that you want.
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 center. 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 to the right of the form and numbers appear by each object on the form. Both indicate current tab order.
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. • You can also change the tab order within a cell if it contains multiple fillable fields. To do so, click a field with a plus sign in front of it to display its list of contained fields.
Using the Scrapbook 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 Scrapbook Opening a Scrapbook 1 Current scrapbook Choose Scrapbook in the Tools menu. The scrapbook opens to the left of the OmniForm window. Scrapbook Commands icon Stored graphic file (a scrap) 2 Select a scrapbook to view in the Scrapbook drop-down list, or create your own. See “Creating a New Scrapbook” on page 5-46 for information. Copying Objects to the Scrapbook 1 Open the desired scrapbook. 2 Select one or more objects on your form and drag them into the scrapbook.
Using the Scrapbook Placing Scraps in a Form 1 Open the desired scrapbook. 2 Select a scrap and drag it into your form. Or, select a scrap and choose Copy Scrap in the Scrapbook Commands icon menu. You can select only one scrap at a time. The selected scrap appears as the original object in your form. Renaming a Scrap 1 Select a scrap. 2 Choose Rename Scrap in the Scrapbook Commands icon menu. 3 Type a new name for the scrap and press Enter to accept the name.
Using the Scrapbook A new, empty scrapbook appears. Renaming a Scrapbook 1 Open the scrapbook to rename. 2 Choose Rename Scrapbook... in the Scrapbook Commands icon menu. 3 The Rename Scrapbook dialog box appears. 4 Type a name in the New Name text box. 5 Click OK. The new scrapbook name appears in the Scrapbook drop-down list. Deleting a Scrapbook 1 Open the scrapbook to delete. 2 Choose Delete Scrapbook in the Scrapbook Commands icon menu.
Inserting OLE Objects in a Form Inserting OLE Objects in a Form This section describes how to use object linking and embedding (OLE) to insert objects in a form. Inserting objects is a convenient way to place information from other sources in OmniForm. OmniForm supports objects created in a variety of applications. For example, instead of scanning a page of text into OmniForm, you could create a Microsoft Word Document object and insert it in the form either as fully displayed text or as a launchable icon.
Inserting OLE Objects in a Form How to Insert OLE Objects 1 Choose Insert New Object... in the Edit menu. The Insert Object dialog box appears. 2 Select an object type in the Object Type list box. 3 Select one of the following. • To create a new object of the type selected and embed it in your form, select Create New. Proceed to step 4. • To import a file of the type selected and either embed it or link it to your form, select Create From File. The dialog box changes.
Inserting OLE Objects in a Form Creating a New OLE Object See the previous section, “How to Insert OLE Objects” on page 5-49 if you need to insert an object. How your object appears depends on the options you selected in the Insert Object dialog box. If you selected Display As Icon in step 4 in the previous section, the source application launches. Use its commands and tools to create your object. Choose Exit in the File menu to insert the object as an icon.
Inserting OLE Objects in a Form Creating an OLE Object From a File See steps 1–3 in the section “How to Insert OLE Objects” on page 5-49 if you need to create an object. The Insert Object dialog box changes when you select Create from File. 1 Type a file name in the File text box. Or, click Browse to locate a file. Select a file, and click OK to return to the Insert Object dialog box. 2 Select Link if you want to link the object to its source file. Otherwise, the object will be embedded.
Inserting OLE Objects in a Form 3 Open a form in OmniForm. 4 Choose Paste Link in the Edit menu. OmniForm pastes the information as a linked OLE object. Use the Links... command in the Edit menu to set linking options for any linked object. See the next section for information. Using the Links... Command This section describes the Links... command. This command is only active if you have linked objects in the current form. Use the Links...
Inserting OLE Objects in a Form • To change the source file to which the object is linked, click Change Source. The Change Source dialog box appears. Select a new source file for the object and a file type in the Files of type drop-down list. Item Name is assigned automatically by the server application, if one exists. Click OK to return to the Links dialog box. You can use the Convert... command to assign a new name to the object after its source has changed. See “Convert...
Inserting OLE Objects in a Form Open Choose Open in the Object cascading menu to view a selected OLE object in its source application. • Linked objects and objects displayed as icons open in the source application. Choose Exit in the File menu when you are done. • Unlinked objects not displayed as icons open in the window in which you created them. Click outside this window when you are done.
Inserting OLE Objects in a Form 4 Click Change Icon... when Display As Icon is selected if you want to select a new icon or change its name. The Change Icon... button appears when Display As Icon is selected. Click it to select a new icon for the object or to change the icon’s name. By default, an object appears with the object type name if it is unlinked and the source file name if it is linked. 5 Click OK. The object is converted.
Inserting OLE Objects in a Form 56 Designing a Form
Chapter 6 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. This chapter contains the following sections: • The Fill View Window • Moving Through Fields • Filling Fields • Spell Checking • Saving in Fill View You must first open, scan, or import a form to fill it.
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. To open a shortcut menu, click the right mouse button and choose Fill in this menu. The fill view window contains a toolbar and seven menus. Standard toolbar Status bar: displays current activity and settings.
The Fill View Window The Standard Toolbar in Fill View Use the standard toolbar for basic file operations such as saving and printing. Use it also to move through records in a database. New Save Form Print Assistant Preview Open Scan Form Print Spelling Cut Paste Copy Fill Design Highlight Previous Fill Areas Record Zoom First Record Next Record Record Number New Record Last Record Help All these buttons correspond to menu commands of the same name.
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.
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: • Type Ahead • 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.
Filling Fields Comb Enter characters in a comb field: letters, numbers, or symbols appropriate to the field. Phone numbers and zip codes are commonly used comb fields. A comb field consists of individual comb elements. Each element can contain a different number of characters. prefill 3-character prefill element element element 8-character element You do not have to tab from element to element in a comb field.
Filling Fields Circle Text Click a circle text field to fill it. A border appears around the filled field. A circle text field can contain text and other characters, or it can function much like a check box (see the previous section “Check Box”). Table A table field consists of individual cells. Table cells are fill text fields by default. Enter characters in these cells just as you would in fill text fields.
Filling Fields 8 Filling a Form 2 Select Graphic File in the Source drop-down list. 3 Enter a file name in the File Name text box. Or, click Browse to locate a file; select a file, and click OK 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 drop-down list. • Select Maintain Original Size to import the graphic without changes.
Filling Fields • Select Stretch to Fit to change your graphic’s original shape and size to fit in the fill graphic field. Depending on the shape of the fill graphic field, your graphic may be stretched or compressed. You might want to use this for special effects. • 5 6 7 Select Specify Width & Height to specify the graphic’s size. Enter measurements for your graphic in the Width and Height text boxes under Size.
Filling Fields To import a graphic from a TWAIN source: 1 Click the fill graphic field or tab to the field and press the Space bar. The Fill Graphic dialog box appears. 2 Select TWAIN in the Source drop-down list. 3 Click Select Source to open the Select Source dialog box. 4 Select your TWAIN source and click OK to return to the Fill Graphic dialog box. 5 Type a file name in the File Name text box.
Filling Fields List Fields Fields can contain a list of selectable entries. A drop-down list arrow appears when the cursor is in the field. Click the arrow to open the list Select an entry. The entry appears in the field. 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.
Spell Checking This is field validation and ensures that information entered in a form is consistent. For example, you may be required to enter a date in a validated Date field. You would receive a reminder prompt from OmniForm if you attempted to enter anything other than a date. • Click No to return to the field and enter the expected information. • Click Yes to override field validation. See “Set Validation Options” on page 5-20 for detailed information on field validation.
Spell Checking The Language selection is grayed out but readable in fill view. 4 If the language selection for Current Form is incorrect, click Cancel and proceed to “Selecting a Language for Your Form(s)” on page 3-7. 5 Click OK if the language is correct. Multiple Languages You may have scanned in a form with the Allow Multiple Languages option selected. (See “The Allow Multiple Languages Option” on page 3-10.
Saving in Fill View Spell Checking Your Form 1 2 Click the Spelling button in the standard toolbar or choose Spelling... in the Tools menu. 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.
Chapter 7 Managing an OmniForm Database This chapter introduces basic database concepts, including the following sections: • What Is a Database? • Managing Database Records • Protecting Your Database See Chapter 5, Designing a Form, for detailed information on defining fields in a form so that all your records contain the proper information. See Chapter 8, Using Calculations, for detailed information on using calculations. Calculations automate data entry and reduce potential user errors.
What Is a Database? What Is a 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. 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 filling 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 necessary.
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 that 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 that is 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 To simplify searches, give each field a more descriptive 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 5-16 for detailed information. 4 8 Managing an OmniForm Database Select a condition in the Condition drop-down list. A condition describes how to look for information entered in the Value text box.
Managing Database Records • 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. • is less than or equal to: find records of equal or lesser value than the Value entry. This finds records that have entries in the Customer field beginning with a symbol, a number, or the letter A up to the entry name itself.
Managing Database Records This search finds records that have Franich & Halsey entered anywhere in the Customer field. Be careful when selecting contains as one of your conditions. In a search for the value male, for example, your search would include any records that contained the word male. It would, therefore, also include records for female. does not contain: find records that do not contain the Value entry.
Managing Database Records 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. Search information: the found set contains five records. Under the standard toolbar, OmniForm displays the search information and number of records in the found set. If you need to narrow the search further, choose Search... again.
Managing Database Records The Sort dialog box appears. 3 Select the field by which to sort in the Field Name drop-down list. All the fields in your form are listed here. To make sorting as easy as possible, give each field a unique name after it is created. Otherwise, you could have fields named FillText1, FillText2, and so forth, making it difficult to figure out which fields contain what information. See “Defining Objects” on page 5-16 for detailed information. 4 5 Select a sort order.
Managing Database Records This command reapplies all existing calculations to the selected records. You may not always want this to happen. For example, suppose you changed the mileage calculation in an expense form to reflect the latest rate. All new records would use the new calculation and reflect this rate. You do not want older records to use the new calculation because the original rate was correct at the time.
Managing Database Records 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 You cannot delete a record if data protection is turned on. See “Protecting Your Database” on page 7-25 for information. To delete the current record: 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 Delete Record in the Records menu. A warning dialog box appears. 3 Click Yes to delete the current record permanently.
Managing Database Records To refresh a record or 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 Refresh Record or Refresh All Records in the Records menu. If you have chosen Refresh all Records, OmniForm automatically checks to see if any record has been updated and displays the freshest records.
Managing Database Records The Benefits of Exporting Information Export information from records to: • Share information with other OmniForm databases. Information exported as a database file takes up considerably less disk space than the database itself. It can be copied or mailed more quickly than the entire database. • Share information from different databases. For example, you might have a FoxPro database and decide that you need information already entered in an OmniForm database.
Managing Database Records The Export Setup dialog box appears. 3 4 18 Managing an OmniForm Database Select a database file type in the Export To drop-down list. • Select OmniForm Database to export information to an OmniForm Data file. • Select ODBC Database to select a data source in the Available Data Sources list box. See “ODBC Options” on page 7-20 for more information on this dialog box. Click OK. The Export As dialog box appears. • A file name appears in the File name text box.
Managing Database Records The Export dialog box appears. All the fields in your currently open database appear in the Fields in list box. 7 8 Select each field that contains the information to export and click Add>> to move it to the Fields to Export list box. • Shift-click to select or deselect multiple adjacent records, or hold down the mouse button and drag the cursor over adjacent records. • Ctrl-click to select or deselect multiple nonadjacent records.
Managing Database Records Type the first record number to export in the From text box and the last record number to export in the To text box. • 9 Click OK to return to the Export dialog box. Click OK. OmniForm exports the information in the selected fields to the specified file. 10 Click OK in the dialog box that tells you how many records were successfully exported.
Managing Database Records Using OmniForm Data Files This section explains how to use OmniForm Data files to open shared forms and how to set up a shared form location. A shared form is one other users can access. When you export OmniForm data from a form, the form’s file name is stored inside the Data file. OmniForm uses the file name information as well as pathway information in the Options dialog box to locate and open a copy of the original form.
Managing Database Records 2 Double-click the file or select it and choose Open in its folder’s File menu. 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. Importing Information This section explains how to import field data (information) into an OmniForm database from another database source.
Managing Database Records The Import Setup dialog box appears. 4 5 Select the type of database information to import in the Import From drop-down list. • Select OmniForm Database to import information from an OmniForm Form or from an OmniForm Data file. • Select a data source in the Available Data Sources list box to import files from another database source. You can also add, delete, and set up data sources. Click OK.
Managing Database Records The Import dialog box appears after you select a file. 8 • Fields in the open OmniForm database appear on the left. • Fields you can import from the other database appear on the right. 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.
Protecting Your Database 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. • Type the first record number to import in the From text box and the last record number of the range to import in the To text box. • Click OK to return to the Import dialog box. 10 Click OK when you are done linking fields.
Protecting Your Database The Protection dialog box appears. 3 Select Protect Data. 4 If you wish, type a password in the Password text box. Passwords are case sensitive. You will be prompted to reenter your password for confirmation. The next time anyone tries to change the data, a dialog box appears, informing the user of the form’s protection status. The user will not be able to make any changes unless the user knows the password and can turn off the protection.
Protecting Your Database Protecting the Form The form layout you create in design view is used by every record in a database. Any change 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.
Protecting Your Database A dialog box appears. 7 Click OK to close the dialog box. Users can change viewing preferences and use most basic file commands such as Print and Save but cannot format or redesign the form in any way. Repeat steps 2–4 in the preceding instructions but deselect Protect Form in the Protection dialog box to turn off form protection. OmniForm Filler You can have other users use the OmniForm Filler program to open any OmniForm form.
Chapter 8 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 the online tutorial 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 4 • 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. (Functions are sorted by category. Click the plus sign in front of a category to open it.) Double-click a function to insert it in the calculation text box, or select it and click Paste. See “Functions” on page 8-12 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 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 4 5 6 Using Calculations Accept or cancel OmniForm’s proposed calculation. • 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 The Calculation List The Calculation List dialog box lists all of your form’s calculations and allows you to make changes to the calculations. Changing your calculations 1 Click the Calculation List button in the calculation toolbar. The Calculation List dialog box appears. 2 Double-click the Field Name that you want to change. Or, select the Field Name that you want to change and click Edit. 3 The calculation that you want to change appears in the Calculation Edit text box.
Calculation Overview Calculation Guidelines Keep these guidelines in mind as you work with calculations: 8 Using Calculations • Brackets ( [] ) must enclose a field name that contains a space. [Quantity Ordered] * [Unit Price] OmniForm will not accept the calculation otherwise. • Parentheses ( () ) must enclose an entire function. Sum([Price1],[Price2]) This tells OmniForm where the function begins and ends. You may have more than one function in a calculation.
Operators 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.
Operators You must insert the proper parentheses, brackets, and commas when you create a function manually or OmniForm will not accept the calculation. See “Calculation Guidelines” on page 8-8 for detailed information. OmniForm automatically inserts commas, parentheses, and brackets when you create a calculation with the Calculation Builder or the Auto button, and when you click the Accept Calculation button.
Operators Operators — Quick Reference See “Usage Conventions” on page 8-9 for information on how to interpret the examples in the following table.
Functions Functions 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. Please refer to the online help for a definition of each function and instructions on how to use a function in a calculation. See “Creating a Calculation” on page 8-2 for instructions on creating calculations.
Functions Functions — Quick Reference See “Usage Conventions” on page 8-9 for information on how to interpret the examples in the following table. Or, refer to online help for an example of each function. The following table lists a brief description and usage of each function. Function Type Abs mathematical Absolute Value: returns the value of num Abs(num) Avg statistical Average: returns the average for num1, num2, and so forth Avg(num1, num2, ...
Functions ln mathematical Natural Logarithm: returns the natural logarithm (base e — approximately 2.71828) of num; inverse of Exp function of num ln(num) Log mathematical Base 10 Logarithm: returns the base 10 logarithm of num Log(num) text Lower: converts the str to lowercase Lower(str) statistical Maximum: returns the maximum (highest) value for num1, num2, and so forth Max(num1, num2, ...
Functions Replicate text Replicate: repeats a str for num times Replicate(str, num) Right text Right: returns characters for str beginning from the right and proceeding to the left for num characters Right(str, num characters) Round mathematical Round: returns the value of num rounded to the specified num of decimal places Round(num, num of decimal places) Second time Second: returns the second for a given time Second(time) Sign mathematical Sign: returns the sign of num.
Functions Functions Sorted by Type This section lists each function by type. (The Calculation Builder dialog box contains folders for each type of function listed.
Chapter 9 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.
General Troubleshooting Solutions General Troubleshooting Solutions 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 • Setup Program Requests the Same Disk • Integrating OmniForm with PaperPort™ • Installing OmniForm 3.0 over Older Versions Memory and Installation Close all applications — including screen savers, virus checkers, and mail applications — to free up memory before starting the OmniForm setup program.
Uninstalling OmniForm Uninstalling OmniForm Follow these steps to remove OmniForm permanently from your system. The steps listed here remove all OmniForm files from your computer. Back up files and records outside your OmniForm folder if you want to save them. To uninstall OmniForm: 1 Exit from OmniForm. 2 Click Start in the Taskbar and choose Programs Caere Applications Uninstall OmniForm 3.0 3 Click Yes to confirm that you want to remove OmniForm. Windows removes OmniForm from your system.
Scanning and Recognition System Hang During Auto Form Design System hangs may be related to incompatibilities with memory-resident applications or device drivers. Use a text editor to comment out any memory-resident device drivers and applications from your autoexec.bat and config.sys file not used by Windows, DOS, OmniForm, your scanner, or your hard drive, and then restart your system. Do not remove a device driver unless you are aware of its function and know that it may be removed safely.
Operation Operation This section provides troubleshooting techniques for potential operational problems as well as additional technical information: • OmniForm Limits • Low Memory • Low Disk Space • Right Mouse Button Functions • Object Linking and Embedding (OLE) Automation Support OmniForm Limits The following limits apply in OmniForm: • Pages in a form: 100 • Open forms: 20 (depends on your system) • Records in a database: 10,000 or approximately 5.
Operation 3 Click the Performance tab. All memory information appears in this tab. See your Windows documentation or the Windows online help for more information. You can click Virtual Memory... if you want to change virtual memory settings but it is recommended that users let Windows manage the virtual memory settings. 4 Click OK to close the System Properties dialog box and return to the Control Panel. Virtual Memory OmniForm uses virtual memory when memory runs low.
Improving Performance Low Disk Space Check your Temp folder for unnecessary files if you seem to be running out of disk space too quickly. Files are stored here especially after a system hang or crash. Usually the path to this folder is: c:\Win95\Temp (Windows 95) Right Mouse Button Functions Some programs allow you to reconfigure your right mouse button for various functions. This may prevent you from using certain OmniForm functions, such as the right-mouse-button click to open a shortcut menu.
Improving Performance Document Quality OmniForm recognizes characters in almost any font from 6 to 72 points in size. However, keep the following in mind when using OmniForm: • The print should be reasonably clean and crisp. Characters must be distinct: separated from each other and not blurry or overlapping. • The document should be free of notes, lines, or doodles. Anything that is not a printed character slows recognition, and any character distorted by a mark will be unrecognizable.
OmniForm Compatibility HP AccuPage 2 HP AccuPage 2 is a technology developed and licensed by HewlettPackard. It improves the combined performance of the HP ScanJet scanner and OmniForm. To use HP AccuPage 2 with OmniForm, you must have an HP ScanJet Plus scanner or above. Use HP AccuPage 2 to: • Improve the recognition of forms printed on colored or shaded backgrounds, or on smudged paper. • Improve the recognition of forms with very small type. To select HP AccuPage for scanning: 1 Choose Scan Form...
Error Messages E-mail Programs • Microsoft Exchange/Outlook • Lotus cc:Mail/Notes 2.0 and above Graphic Formats OmniForm can import the following file types into a graphic object or a fill graphic field: • BMP • GIF • JPEG • PCX • TIFF • Macintosh PICT Image File Formats OmniForm can import and recognize black-and-white forms in either PCX or TIFF format. Image resolution must be 200, 300, or 400 dots per inch (dpi). Scanners See Scanner Setup Notes included in the OmniForm package.
Error Messages Scanner Errors If a scanner error message appears, always check scanner connections, make sure the scanner is not in use by another application, and verify that your scanner is supported by OmniForm. See Scanner Setup Notes (included in the OmniForm package) for a list of supported scanners. Test your scanner in Windows with the manufacturer’s software to make sure that it works properly. Other Error Messages The following messages are listed alphabetically.
Error Messages Calculation Error: Missing '('. The calculation is missing a left parenthesis. (The same message with a right parenthesis appears if that is missing.) Parentheses must enclose an entire function. It is easy to leave out a parenthesis in a long, manually created calculation containing multiple functions. Try using the Calculation Builder instead so that OmniForm inserts parentheses automatically. Printer error. Unable to use macro to print form. Make sure you have assigned a Macro Number.
Caere Product Support This program has performed an illegal operation and will be shut down. If the problem persists, contact the program vendor. This is a Windows-generated message. Click Close to close the dialog box and exit OmniForm. You will lose any unsaved changes in your form. Contact Caere Product Support if the problem is persistent and reproducible; that is, you can always make it occur with the same sequence of events. Click Details>> to see technical information about the error before calling.
Caere Product Support Information We Need From You For the most efficient response, please have the following information on hand and be near your computer if you call: • OmniForm serial number • OmniForm version • Windows version • Network operating system, if applicable • Scanner manufacturer and model • Amount of RAM in your system • Make and model of your computer system and peripheral devices (printers, monitors, and so forth), if applicable Technical Information 15
Caere Product Support 16 Technical Information
Glossary ADF See automatic document feeder. arrange toolbar The toolbar that contains buttons for aligning and moving multiple selected objects. auto calculation A calculation automatically created by OmniForm when you select a field and click the Auto button in the calculation toolbar. The calculation is based on field name and type, column header labels, and the names of surrounding fields.
cursor A symbol, displayed on the screen, marking where the next action will take effect or where the next typed character will appear. data The plural of datum; used here to refer to any information entered in a field such as text and numbers. database A collection of similar information stored as records. Each record in an OmniForm database contains the same fields but the fields in each record can contain different information. define a calculation To create a calculation for a selected object.
font In typography, a complete set of type in one size and style of character. In computer usage, a collection of letters, numbers, punctuation marks, and other typographical symbols with a consistent appearance; the size can be changed readily. font/text toolbar The toolbar that contains buttons for formatting characters and paragraphs. Form Assistant A dialog box that is set by default to open automatically upon OmniForm launch.
Object Linking and Embedding (OLE) A feature that enables users to insert and use objects created in other applications into a form. OCR See Optical Character Recognition. ODBC An acronym for Open Data Base Connectivity. OmniForm uses an ODBC data source, such as FoxPro, to import and export information to and from a database. Database drivers are installed during OmniForm installation. OLE See Object Linking and Embedding.
database that consists of one record. You can create a new, blank record using the first form as a template. The record looks exactly like the first record, but it can be filled with different information. redesign To edit a form in design view. You can create, delete, convert, reposition, and resize objects, among other features. resolution The fineness with which a scanner, printer, or other device stores or prints information. It is expressed in dots per inch (dpi).
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