NUANCE OMNIFORM 3, OmniForm User Manual

Download

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.

OmniForm User’s Manual for Windows 95 and NT (Version 3.0)

800-1281-030, A

are trademarks of Caere

Corporation.

Many of the designations used by manufacturers and sellers to distinguish their products are claimed as trademarks. Such designations appearing in this manual have been printed in initial caps.

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.

This chapter contains the following sections:

• OmniForm Features

• Using the Documentation

Introduction 3

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 forms. A variety of toolbars make formatting easy and convenient. Use the scrapbook to store or copy form objects.

Fill View

Use OmniForm’s Information entered can easily be searched and sorted. In this view, you can take advantage of OmniForm’s validation and calculation features.

Save as a Mailable Filler

You can save your form as a mailable filler. This option is useful if you want your form to be filled out by a user who does not have OmniForm installed.

OmniForm Database

All information you enter into a form is stored as a part of an OmniForm database. You can create, duplicate, sort, and search records, and import and export database information.

Field Validation

You can set up OmniForm to OmniForm displays a prompt if you enter incorrect information.

design view

fill view

to design your own forms or edit existing

to fill a form with the information you need.

validate

a fillable field automatically.

Field Calculations

OmniForm’s built-in operators and functions let you define calculations that display the correct value as you fill the appropriate field(s) in a form. This automates data entry and reduces the possibility of errors.

Save to Microsoft Word

You can save your form to Microsoft Word format: either Word 95 or Word 97.

4 Introduction

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

This section explains the various instructional and formatting conventions used in this manual.

Online Help

OmniForm has both online help and context-sensitive help. There are also four online tutorials to step you through the basics, especially if you have never used OmniForm before (the tutorials are located in the Help menu under information on OmniForm topics.

Contents)

Using the Documentation

. Use the commands in the Help menu to find

Click the Help button in the OmniForm standard toolbar to turn your cursor into a question mark icon. Click any command, button, or portion of the window to open context-sensitive help for that topic.

Formatting

Two formatting conventions are used throughout the manual.

Italicized Text

• Labeled buttons, menu commands, dialog box text, and any text in an onscreen form are italicized; for example, “Choose

in the File menu.”

Open

Menu titles, icon names, dialog box names, and unlabeled buttons are not italicized.

• A new term may be italicized the first time it is used; for example, “This is a in the Glossary section of the manual.

• Variable entries are italicized; for example, “The entry n must be between 4 and 18.”

fill text

field.” These terms and others are defined

Introduction 5

Using the Documentation

Symbols

Courier font

• The Courier font indicates text that you are supposed to enter;

for example, “Type Sample1 in the

”

OK.

File Name

• 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.”

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.

text box and click

6 Introduction

Chapter 2

Installation and Setup

This chapter describes how to install OmniForm and begin using it. It contains the following sections:

• System Requirements

• Installing OmniForm and OmniForm Filler

• Registering OmniForm

• Starting OmniForm

Installation and Setup 1

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

Form package, for a list of tested scanners

• Total system memory of at least 8MB RAM for Windows 95 (16MB recommended) and 12MB for Windows NT 4.0 (32MB recommended).

Scanner Setup Notes

, which are included in the Omni-

OmniForm 3.0 for Windows 95 and Windows NT 4.0 is a 32-bit application and will not run on earlier versions of Windows. A 16-Bit version of OmniForm 2.01C is on your CD.

Installing OmniForm and OmniForm Filler

This section describes how to install OmniForm and OmniForm Filler on Windows 95 and on Windows NT 4.0.

Close all applications — including screen savers, virus checkers, and mail applications — to free up memory before installing OmniForm.

Installing on a Windows 95 or Windows NT 4.0 System

1 Start Windows 95 or Windows NT 4.0. 2 Insert OmniForm’s CD-ROM in the CD-ROM drive.

The Setup program should start automatically. If it does not, click Start in the Taskbar and choose

The Control Panel appears.

Settings

Control Panel



2 Installation and Setup

• Double-click

Add/Remove Programs.

Registering OmniForm

The Add/Remove Programs Properties dialog box appears.

• Click

3Select 4 Follow all the instructions in the dialog boxes that appear. Dur-

ing 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. You can select another location if you wish.

5 To install the OmniForm Filler repeat the preceding instruc-

tions, but select appears instead of

Registering OmniForm

Registering your copy of OmniForm entitles you to technical support, notification of special offers and upgrades, and the lowest price offered on the next OmniForm upgrade.

You can use OmniForm for 25 sessions without registering it. The Register dialog box appears the 26th time you launch OmniForm, and the program exits if you do not register at that time.

Install...

Next>

The OmniForm install screen appears.

OmniForm

in the

Install/Uninstall

and then

OmniForm Filler

OmniForm

Finish

when the install screen

tab.

If you purchased your product directly from Caere or if you are already a registered user, you should not be prompted to register again.

Installation and Setup 3

Registering OmniForm

You will be asked to provide your serial and key numbers.

When you get your registration number, enter it here.

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.

Closes the Register dialog box without registering.

Prints out your registration information.

2 Locate the phone number for your country in the drop-down

list.

3 Call the phone number and ask for a registration number.

You will be asked to provide your serial and key numbers that are listed in the Register dialog box.

4 Enter the registration number in the Register Number text box

and click OK. The Registration menu disappears from the menu bar after you

See “Caere Product Support” on page 9-14 for information on technical support.

4 Installation and Setup

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

5 Enter the registration number in the Registration Number text

Starting OmniForm

This section describes how to launch OmniForm after it is installed.

Install your scanner and test it in Windows OmniForm. Consult your scanner documentation or the scanner manufacturer to resolve any scanner problems that may occur.

To start OmniForm:

1 Click

Submit Information

information. You will be given a registration number.

box and click OK. The Register menu disappears from the menu bar after you

in the taskbar and choose

Start

tions

OmniForm 3.0



when you are finished entering the

using it with

before

Programs

Caere Applica-



Installation and Setup 5

Starting OmniForm

The Form Assistant dialog box appears. It contains six options. Each is a basic OmniForm procedure.

2 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.

6 Installation and Setup

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

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.

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.

• Form Assistant opens automatically the first time you open

OmniForm. Click

Applications

• If Form Assistant is not open, you can either click the Form

Assistant button in the standard toolbar at the top of the window, or choose

in the Taskbar and choose

Start

OmniForm



Form Assistant...

in the File menu.

Programs



Caere

2 Form Usage

The Form Assistant dialog box contains six options for basic OmniForm procedures as described in the next section. You can also select or deselect the option Form Assistant dialog box appears on startup.

Show on StartUp

, which determines whether the

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

Using Form Assistant

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.

Fill in a Form

Select

Fill in a form

to fill the currently open form or to open a form and

fill it. See Chapter 6, Filling a Form, for more information.

Print a Form

Select

Print a form

to print the currently open form or to open a form and

print it.

Search a Form for Information

Select

Search a form for information

to search the currently open form for

information or to open a form and search it.

Work on a Form’s Design

Select

Work on a form’s design

to redesign the currently open form or to open a form in design view. See Chapter 5, Designing a Form, for more information.

Create a New, Blank Form

Select

Create a new, blank form

to open a blank page in design view.

Setting the Form Assistant Startup Option

You can enable or disable Form Assistant at startup. You can deselect the

Show on StartUp

OmniForm will open a blank form the next time you launch it. Or, if you want the Form Assistant dialog box to show each time you

launch OmniForm, then make sure that the Assistant dialog box is selected.

on the Form Assistant dialog box and click

Show on StartUp

Close>

on the Form

Form Usage #

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.

Decide how you will use a form in OmniForm it: as a as described below.

OmniForm uses rectangles, lines, fillable areas, and graphics when it designs a form during scanning or import. The following table provides the three usage options — designed, original, and nondesigned form — and recommendations for your choice.

Choose Designed Form when you want:

full control over a form’s design

to edit all form elements in design view

designed

form, as an

Logical Form Recognition

Choose Original Form when you want:

partial control over a form’s design

to maintain a form’s original look

original

you scan or import

before

form, or as a

nondesigned

(LFR) to identify text,

Choose

Nondesigned Form

when you want:

to input a form of such

poor quality that it

would cause recogni-

tion problems

to draw new fillable

objects on the form in

design view

form image

to create new objects in design view

to fill fields in fill view to fill fields in fill view

4 Form Usage

to create new fillable objects on the form in design view

print or mail the form

only

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

If you use Form Assistant, you can choose between the designed form and original form options.

Scan Form...

Form Usage Options

in the File menu.

If you use the

Scan Form...

command, you can choose between the

designed form and nondesigned form options.

Form Assistant

You can choose to scan in or import either a designed form or an original form in Form Assistant.

Designed form option

Original form option

This dialog box is one of several in Form Assistant; it appears during the scanning or import process.

Form Usage #

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

Form...

in the File menu.

Changing Form Usage

Scan

Select this option for a designed form. Deselect it for a nondesigned form.

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.

•If you have a

designed

form that you have edited but want to mail the original form to someone, then you would change the form to an original form.

There is no original view for a form that you design yourself in OmniForm.

To change form usage:

1 Choose

Form Usage...

in the View menu.

The Form Usage dialog box appears.

6 Form Usage

2 Select a form usage option.

International Settings

•Select 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 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. Changes you make to text, graphics, and nonfillable objects are not visible until you select

3 Click

Your form changes to reflect the selected option.

You can change the form usage from a form. However, the form will be blank except for any fillable objects you may have added.

International Settings

Use Designed Form

Use Original Form

Use Designed Form.

OK.

to view the form as it was designed

to view the form as it looked

nondesigned

form to a designed

OmniForm supports different language and cultural conventions. You can choose from 45 different 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.

locales

in the

Selecting a Language for Your Form(s)

1 If you are in fill view, click the Design button in the standard

toolbar or choose 2 Choose 3 Click the

There are two options:

Options...

International

Design

in the Tools menu.

in the View menu.

tab.

Current Form

International

and

New Forms.

tab in the Options

Form Usage #

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.

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

6 Click

The

selection.

New Forms.

Language

drop-down list displays the default language that

will be used for the next form you open, scan, or import. The language selected for a new form will also become the

Current Form

selection when that form opens in OmniForm.

7 Select a language for new forms. 8 Click

OK.

8 Form Usage

How OmniForm Uses Language Selections

International Settings

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.

The

New Form

language selection affects:

• The formatting of currency, number, and date entries in new forms you create by scanning or importing, or by choosing in the File menu.

• The international symbol that appears in the status bar when a form is not open.

Control Panel Selections

Selections made in the the

Regional Settings

Only the

List Separator

control panel.

displayed in OmniForm.

New

International

tab do not affect selections made in

option in these control panels affects how data is

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.) See the next section for formatting examples.

Formatting Examples

Currency

If you select

German (Austrian)

as the

Current Form

language, the

numbers 123456 entered in an appropriately defined currency field would display as öS 1.234,56.

If you select

German (Liechtenstein)

as the

Current Form

language, the

numbers would display as CHF 1’234.56.

Form Usage #

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)

would display as 2. Mai 1996.

The Scan Form Dialog Box

The

New Form

This becomes the

• Click

language selection appears in the Scan Form dialog box.

Current Form

Options...

to change the language for your new form.

You cannot change the

to Current Form

is checked because a language is already associated with the current form. A form can have only one language.

as the

Current Form

New Forms

selection. Click Options... to change the

New Forms

selection.

language, the date

You cannot change the

Forms

language if you select

this option.

language

New

language after the form is in OmniForm.

New Form

language selection if

Add Page(s)

10 Form Usage

• If you select changes to reflect the

The Object Definition Dialog Box Options

The

Current Form

language selection affects available formatting options for fillable objects defined as Definition dialog box. For example, the long-date format for English (United States) is MMMM dd, yyyy. The long-date format for German (Standard) is d.MMMM yyyy.

Allow Multiple Languages

The

How it Works

You can select

Allow Multiple Languages

multiple-language forms. OmniForm then recognizes all characters in all languages that it supports. The setting does not affect the language(s) selected for your form in the Options dialog box and vice versa.

Add Page(s) to Current Form

Current Form

language if it is different.

Number, Date, or Currency

Option

in the Scan dialog box for

, the

Language

display

in the Object

International Settings

When you select

Allow Multiple Languages,

OmniForm turns off dictionaries during optical character recognition (OCR) so that 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.

Selecting the

New Forms

Language

Determine which language composes the majority of your form and select that as the

Options...

in the Scan Form dialog box.

New Form

s language before scanning. To do so, click

Remember that the selected language affects sort order and how dates, numbers, and currency are formatted in fill view. See “Multiple Languages” on page 6-13 for information on spell-checking a form with multiple languages.

all

Form Usage #

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

This section describes how to use the 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...

1 Click the Scan button in the standard toolbar or choose

Form...

The Scan Form dialog box appears.

Command

in the File menu.

command to turn your

Scan

2 OmniForm Procedures

2Select 3 Click

brightness.

Scanner

Set Up Scanner...

in the Source box.

to choose a page size and adjust scanning

Scanning a Paper Form

Text on a shaded

background. Select

Auto (AccuPage).

• Select an option under Select Select

if the form is 8.5 by 11 inches.

Letter

if the form is 8.5 by 14 inches.

Legal

Page Size

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.

Select

Lighten

or if the background is smudged, shaded, or colored Select

Normal

if the form has very thick or run-together text,

if the form has crisp, black text and objects are

on a white background. Select

Darken

if the form has very thin or broken text such as

a poor-quality fax or a copy of a copy.

Thick, dark text.

Lighten.

Select

Crisp, black text

Select

Normal

Thin, broken text

Select

Darken

4 Click OK to return to the Scan Form dialog box. 5 Select an option in the

•Select

to have OmniForm determine orientation

Auto

Orientation

drop-down list.

automatically.

•Select

Portrait

Landscape

Flipped

for a vertically oriented page.

for a horizontally oriented page.

to automatically rotate a portrait page 180

degrees during the scan.

•Select

Flipscape

to automatically rotate a landscape page 180

degrees during the scan.

The

Flipped

and

Flipscape

options are useful for scanning pages in a

book that needs to be turned upside down or sideways.

OmniForm Procedures 3

Scanning a Paper Form

6 Select import options under the

•Select

Auto Form Design

to use Logical Form Recognition in

Settings

options.

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. This is useful if you just want to print or mail 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. This is useful if you scan a page in a large, unevenly cut, or

thick document that is difficult to position correctly.

•Select

Add Page(s) to Current Form

to make the newly scanned

page the next page in the current form. This option is only available if a form is open.

7 Verify that the selected language under

Language

want for your new form.

• To change the default language for the new form, click

Options...

to open a modified Options dialog box.

is the one you

• Select a language in the

Language

drop-down list.

See “International Settings” on page 4-7 for more information on the international options.

• Click OK to return to the Scan Form dialog box.

8 If your form contains more than one language that you want

OmniForm to recognize, select

Allow Multiple Languages

This setting does not affect the selected language for your form set in the previous step.

Do not select this setting for a single-language form as optical character recognition (OCR) may not be as efficient.

9 Click OK in the Scan Form dialog box to begin scanning.

OmniForm scans the form. The OmniForm window displays the scanning, designing, and straightening progress if you selected those options.

4 OmniForm Procedures

Scanning a Paper Form

How your form appears depends on whether you chose

Form Design

in the Scan Form dialog box.

10 Click the Save button in the standard toolbar or choose

Auto

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.

See Chapter 6, Filling a Form, for detailed information on the kinds of fields you may find on a form and how to fill them.

OmniForm Procedures 5

Importing an Image File

This section describes how to use the 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). 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 PCX or TIFF format. OmniForm offers the same import options for image files as it does for scanned forms.

Using the

Scan Form...

1 Click the Scan button in the standard toolbar or choose

Form...

The Scan Form dialog box appears.

2Select

supported image format.

Command to Import

in the File menu.

Image File(s)

in the Source box to recognize a form in a

command to import an

Scan

3 Click

4 Follow steps 5 through 8 in the preceding section “Using the

6 OmniForm Procedures

This could be a form created in another program or one received as a fax file.

Select Files

The Select Files dialog box appears.

• Locate and select a file.

• Click

• Click OK to return to the Scan Form dialog box when you are

Scan...

Add File

done.

Form Command.”

to add the file to the

Files to Process

list box.

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.

Filling a Form

Using the

6 Click the Save button in the standard toolbar or choose

in the File menu to name and save your file.

7 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.

See Chapter 6, Filling a Form, for detailed information on the kinds of fields you may find on a form and how to fill them.

This section describes how to use the fill it. You can also use the Form Assistant dialog box to fill a form. See “Using Form Assistant” on page 3-2.

Command

Fill

1 If you have a form open and are in design view, click the Fill

button in the standard toolbar or choose 2 Click in a field to place the cursor in the first field. 3 Type the information you want to enter.

command to open a form and

Fill

in the View menu.

Fill

Save...

4 Press the Tab key to move to the next field.

Press Shift-Tab to move to the previous field. 5 Continue to fill fields in this way.

See Chapter 6, Filling a Form, for more information.

OmniForm Procedures 7

Printing a Form

This section describes how to use the 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...

1 Click the Print button in the standard toolbar or choose

Command

in the File menu. The Print dialog box appears. This is how the dialog box looks in fill view.

command to print a form,

Print...

2 Select an option in the

8 OmniForm Procedures

Form/Data

•Select information in fillable fields.

•Select in the fillable fields. This is useful if you want to print data over a preprinted form.

•Select

Form and Data

Data Only

Form Only

to print all text, graphics, and any

to print just the information you have typed

to print a blank form.

drop-down list.

Printing a Form

3 Select an option in the

This option is only available if selected in the

•Select

Form/Data

Current Record Only

Current Record Set

drop-down list.

Data

Form and Data or Data Only

drop-down list.

to print just the current record.

to print the current found set of

records.

•Select

4Select

Collate

All Records

to assemble multiple printed copies in the proper

to print every record in the database.

sequence. This option is only available if your form has more than one

page and your printer supports collating.

5 Enter offset measurements under

wish

Print offsets for data

if you

This is useful if you want to position data in a specific place on the page. This option is only available if the

Form/Data

6Select

Use macro to print form

drop-down list.

if you have a macro programming

Data Only

is selected in

utility installed and want to print a stored print file. This option is only available if you have set a macro number.

See “Printing Your Form as a Macro” on page 4-10 for information.

7 Select any other print options you want. 8 Click

OK.

OmniForm prints your form with the selected settings. The Print to File dialog box appears after you click

have selected the

Print to file

option in the Print dialog box. Select a location for the file, type a file name in the box, and click

OK.

Importing an Existing Electronic Form

Using the print to OmniForm driver, you can print an electronic form (created from any application) to OmniForm. OmniForm adds this driver as a printer to the Windows Printer Group during installation. If you do not have this feature, reinstall OmniForm and make sure that the

Print to OmniForm Support

Components dialog box. Then, follow these instructions:

To print your Form to OmniForm

1 Open the form in the application in which it was created.

Remove any colored or shaded background from the form.

2 Choose

option is selected in the Additional

from the File menu.

if you

File name

text

OmniForm Procedures 9

Printing a Form

3Select

OmniForm

from the

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. OmniForm forms are compatible with the Kelly FlashSIMM for Hewlett-Packard laser printers. Please contact Kelly Computer Systems at (415) 960-1010 for more information.

Set up a Form as a Macro

1 Open or scan in the form you want to translate to a macro. 2 If the form opens in fill view, click the Design button in the

standard toolbar or choose to design view.

3 Choose

Print...

The Print dialog box appears. See “Using the Print... Command” on page 4-8 for detailed

information on the Print dialog box.

in the File menu.

drop-down list.

Name

Design

in the View menu to switch

4 Type a number in the 5Select 6 Use your macro program to locate the file and assign it the

same macro number that you entered in the Print dialog box.

7 Download the file to the flash device in your printer.

See your utility program’s documentation for detailed instructions.

Print a Macro

1 Launch OmniForm and open the form that you want to print. 2 Choose 3Select 4 Select any other options that you want and click

See your macro programming utility documentation for an explanation of the way a stored macro is printed.

Macro Number

Print to File

Print...

and click

in the File menu to open the Print dialog box.

Use macro to print form.

text box.

OK.

10 OmniForm Procedures

Searching a Form

This section describes how to use the 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

The field to search How to search What to search for

Which records to search

Search...

1 If you have a form open and are in design view, click the Fill

button in the standard toolbar or choose

2 Choose

The Search dialog box appears

3 Select the field to search in the 4 Select how to search for the information in the

down list.

Command

Search...

in the Records menu.

Field Name

command to open a form

in the View menu.

Fill

drop-down list.

Condition

drop-

5 Type the information to find in the 6 Select which records to search.

•Select

the current database.

•Select

found set of records. This option is only available after a search.

7 Click

OmniForm searches the records and finds any that contain the information you specified.

See “Searching Records for Information” on page 7-7 for detailed information on searching.

Search All Records in the Database

Only Search Current Record Set

OK.

text box.

Val ue

to search all records in

to search the current

OmniForm Procedures 11

Creating a New Form

This section describes how to use the 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

command to create a new

New

Command

1 Click the New button in the standard toolbar or choose

the File menu. OmniForm opens a blank form in design view.

New

Opening a Form

This section describes how to use the

To open a form:

12 OmniForm Procedures

2 Use the design view tools to create fields and objects on your

new form.

Open...

1 Click

Applications

Click

2 Click the Open button in the standard toolbar or choose

in the File menu.

in the Taskbar and choose

Start

OmniForm 3.0



Cancel

in the Form Assistant dialog box if it appears.

command to open a form.

Programs



Caere

Open...

The Open dialog box appears.

Mailing a Form

3Make sure

down list.

4 Locate and select a file. 5 Click

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. See Chapter 5, Designing a Form, for detailed information on

defining, moving, resizing, and creating fields, as well as other design functions.

7 If you are in fill view and want to switch to design view, click

the design view button on the standard toolbar. See Chapter 6, Filling a Form, for detailed information on the

kinds of fields you may find on a form and how to fill them.

This section describes how to select a mail system and use the command to mail a form from OmniForm.

OmniForm Form

Open

is selected in the

Files of type

drop-

Send...

Selecting a Mail System

You must have either Lotus cc:Mail (2.0 and above)/Lotus Notes or Microsoft Exchange/Outlook installed to mail a form.

1 Choose

Options...

in the Tools menu in either fill or design view.

OmniForm Procedures 13

Mailing a Form

The Options dialog box appears.

Using the

2 Click the

Select either

Outlook

OmniForm selects your installed mail application by default if you have only one installed.

3 Click

Send...

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. (You can also choose design view you have two options: you can send only the form or send the form as a mailable filler. In fill view you have several options: you can send only the form, only the data, form and data, or send the form as a mailable filler.

3 Choose

The following Mail Options dialog box is for fill view.

General

OK.

Command

Send

tab and select an option under

Fill

Lotus cc: Mail/Lotus Notes

Design

in the File menu.

Mail System

Microsoft Exchange/

in the View menu.) In

4 Select an option.

14 OmniForm Procedures

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.

•Select

Send as a Mailable Filler

to send the current form and

have it filled out by a user who does not have OmniForm.

•Select

Include the current record

to include the current record

that you have open. This option is available only in fill view.

5 If you are in design view or you are sending a mailable filler

proceed to step 8.

6 If you are in fill view and not sending a mailable filler you can

also specify a range of records to send. Click

Range...

to open the Record Range dialog box and specify

a range of records to send.

If you do not specify a range, OmniForm will send all records by default.

7 Specify a range.

•Select

All Records

Current Record Set

to send all records in the current database.

to send the current found set of

records. This option is available after a search. Type the first record number to send in the

text box and

From

the last record number to send in the To text box to specify a range of records.

• Click OK to return to the Mail Options dialog box.

8 Click OK in the Mail Options dialog box.

A dialog box with your mail application program (either Lotus CC: Mail/Notes or Microsoft Exchange/Outlook) appears.

OmniForm Procedures 15

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.

Adding a Routing Slip

Saving a Form

10 Click

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. 2 Choose

The Add Routing Slip dialog box appears. 3 Select the recipients and other routing information. 4 You can either send the document now or later.

• Click

•Click

This section explains how to save your form and how to use the

and

As...

an OmniForm Form, as a Word formatted form, or as a mailable filler.

Save As Mailable Filler...

to mail your information as specified.

Send

Add Routing Slip...

to route the document.

Route

Add Slip

to close the dialog box without routing the form.

in the File menu.

commands. You can save your form as

Save

Saving the Form

16 OmniForm Procedures

Click the Save button or choose

save your form at any time and in either fill or design View.

OmniForm saves your form in the default format: OmniForm

Form.

in the File menu. You can

Save

Saving a Form

Using the

1 Choose

2 Select an option from the

3 Type the name of your file in the 4 Click

Save As...

Command

Save As...

in the File menu.

The Save As dialog box appears.

drop-down list.

•Select

Save as type

OmniForm Form

to save to OmniForm’s default format.

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 3.0 may not be displayed or printed in the 2.0 version.

•Select

Microsoft Word (RTF)

to save the form in the Microsoft

Word format.

text box if necessary.

OmniForm 2.0

Save

• If you have selected

File name

OmniForm Form

OmniForm saves the form to your chosen format.

• If you have selected

Microsoft Word

format, the Word

Converter Settings dialog box appears. Proceed to step 5.

5 Select an option under

•Select

if you do not want the converter to change the text

None

to fit the lines.

•Select

Size line by Scaling

width of the characters to fit the lines.

Line Retention

(Word 97 only) in order to change the

OmniForm Procedures 17

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

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 then select

Forms

in the

Protect Document

Protect Document For

in the Tools menu, and

text box. If you

decide to modify the protected form’s design, you must select

Unprotect Document

in the Tools menu before you can modify the form. Please refer to your Microsoft Word documentation for more information.

Saving as a Mailable Filler

The mailable filler option is a

limited

function filler that allows other users who do not have OmniForm installed to receive and fill out OmniForm forms. This option is also a limited license usage, that is, you can use it for up to 100 licenses (and each license can be used once for a specific form).

1 Choose

Save As Mailable Filler...

in the File menu.

Page

• The Save As dialog box appears.

2Select

OmniForm Mailable Filler

3 Type the name of your file in the 4 Click

Save

in the

File name

Save as type

text box.

text box if necessary.

OmniForm saves the form as a mailable filler. You can then send it electronically to a user to fill out and have the user return it to you in the same manner.

18 OmniForm Procedures

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.

This chapter contains the following sections:

• The Design Process

• The Design View Window

• The Design View Toolbars

• Creating Objects

• Defining Objects

• Changing Object Appearance

• Redesigning Your Form

• Using the Scrapbook

• Inserting OLE Objects in a Form

The OmniForm\Sample Forms folder contains several sample forms that you can use or redesign for your needs.

Designing a Form 1

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 2 Choose 3 Select page size, orientation, and margins, and click 4 Choose 5 Assign your form a name and location, and then click

Remember to save periodically so you do not lose any work.

6 Use the drawing toolbar to create objects on the form. See page

5-5 for more information.

7 Choose

objects that you have created. You can assign unique names, filling, and validation properties

for each object.

8 Choose

object’s appearance if necessary. You can set borders, background color, and other properties.

9 Use the font/text toolbar to format both text objects and fillable

objects. See page 5-5 for more information. Text entered in fill view will take on the formatting that you

specify in design view.

in the File menu to open a new, blank form.

New

Page Setup...

Save As...

Object Definition...

Object Appearance...

in the File menu.

in the Format menu to define the

in the Format menu to set the new

OK.

10 Drag the objects where you want them on the form and use the

11 Choose

12 Test your form in fill view.

2 Designing a Form

arrange toolbar to align them. See page 5-6 for more information.

Tab Or de r. ..

order for filling the form when it is in fill view.

in the Tools menu to set a logical tabbing

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

The Design View Window

in the View menu to switch to design view.

Standard toolbar

Font/text toolbar

Drawing toolbar

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.

Arrange toolbar

Status bar: displays current activity and settings.

The design view window also contains the calculation toolbar. Choose

Calculation

in the Tools menu to display this toolbar.

Use design view to edit and create fields on an existing form or to create an entirely new form.

Designing a Form 3

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 Standard Toolbar in Design View

Use the standard toolbar for basic file operations such as saving and printing. Use it also to define and format the fields you create.

All buttons correspond to menu commands of the same name. Refer to the online help for an explanation of each button/menu command.

New

Open

Save

Form

Assistant

Scan

Preview

Spelling

Cut

Copy

Paste

Design

Fill

Highlight

Fill Areas

Zoom

Object

Definition

Object

Appearance

Calculation

Size and

Position

Help

Ta b

Order

4 Designing a Form

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.

The Design View Toolbars

Font

drop-down list

The drop-down lists and buttons correspond to options in the Font or Text dialog boxes (choose button displays a thumbnail example of how it formats text.

Text entered in fill view displays the formatting that you specify in design view.

Refer to online help for an explanation of each button/menu command. See “Formatting Text” on page 5-36 for detailed information on each formatting option

The Drawing Toolbar

Use the drawing toolbar to create and select objects. Below is the toolbar and a brief explanation of each tool’s function. See “Creating Objects” on page 5-6 for detailed information on using the drawing tools.

Font Size

drop-down list

Bold Underline

Italic Left

Alignment

Font... or Tex t.. .

Center

Alignment

Horizontal

Right

Alignment

Center

Alignment

Justify

Ver tical

Top

Alignment

Bottom

Alignment

in the Format menu). Each

Selection tool — Select, move, and resize objects.

Text tool — Create a nonfillable text object. Line tool — Create lines. Oval tool — Create circles and ovals. Rectangle tool — Create squares and other rectangles. Graphic tool — Place graphics in your form in design view.

Fill Text tool — Create fillable text objects. Comb tool — Create fillable comb objects. Check Box tool — Create fillable check boxes. Circle Text tool — Create fillable ovals or circles. Table tool — Create fillable tables. Fill Graphic tool — Create graphic fields that you fill in fill view.

Lock On/Off — Lock the currently selected tool so you can use it more than once without reverting to the Selection tool.

Designing a Form 5

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,

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. Send to Back — Move selected object(s) behind other objects.

Align Left — Align selected objects by their left edges. Objects align to the outermost selected object.

Align Right — Align selected objects by their right edges. Objects align to the outermost selected object.

Center Horizontally — Align selected objects by their horizontal centers. Align Top — Align selected objects by their top edges. Objects align to the

outermost selected object. Align Bottom — Align selected objects by their bottom edges. Objects align to the outermost selected object.

Center Vertically — Align selected objects by their vertical centers.

and

Send to Back

Creating Objects

This section explains how to create objects. You can create fillable objects that a user fills in fill view, and nonfillable objects such as lines and rectangles that contribute to a form’s design.

This section discusses general creation guidelines and then lists all objects in the same order as they appear in the drawing toolbar. All instructions assume that you are in design view using either a new form or a designed form.

See “Defining Objects” on page 5-16 for information on how to define objects after you create them.

See Chapter 6, Filling a Form, for detailed information on how to fill objects (fields) in fill view.

General Creation Guidelines

Use the same basic steps to create most objects. Some require more steps as described in the following sections.

To create an object:

1 Click a tool in the drawing toolbar.

6 Designing a Form

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. See “Defining Objects” on page 5-16 for detailed information.

• Choose ject’s appearance. See “Changing Object Appearance” on page 5-29 for detailed information.

• Hold down the Ctrl key and drag the object to copy it.

5 Drag the object where you want it on the form.

When the object is complete and no longer selected, the drawing tool reverts to the Selection tool unless the Lock On/Off is on.

Creating a Text Object

A text object is most often used as a title, label, or header.

Text object used as label

1 Click the Text tool in the drawing toolbar. 2 Draw the text object. 3 With the object still selected, type the text that you want to

replace the word

Object Definition...

Object Appearance...

Label.

in the Format menu to define the

in the Format menu to set the ob-

The State fill text field

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.

To make sure a line is horizontal or vertical, hold down the Shift key while you draw.

Designing a Form 7

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.

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.

To create a square, hold down the Shift key as you draw.

8 Designing a Form

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. You must scan in a form before you begin the following steps.

Creating Objects

Designed form without graphic

Horizontal bar

Original form with graphic

1 Choose

Form Image

in the View menu.

The screen splits to show the form both as it was designed with Logical Form Recognition and as it was originally scanned.

Each view window has its own scroll bar so that you can scroll to the same place in each form. You can also use the horizontal bar in-between the two windows to resize the view, where your cursor turns into a resize cursor over the bar.

2 Click the Graphic tool in the drawing toolbar.

Your cursor changes to a graphic tool shape in the top window and a crosshair in the bottom.

3 Use the crosshair to draw a box around a graphic in the top

window.

Designing a Form 9

Creating Objects

Graphic box where graphic will be placed

Graphic in original form

A corresponding box appears in the bottom window.

4 With the object still selected, click the Object Definition button

in the standard toolbar or choose

Object Definition...

in the For-

mat menu.

The Graphic Definition dialog box appears.

5Select

Form Image

in the

Source

drop-down list.

6 Proceed to “Graphic Definition Options” on page 5-12 to con-

tinue.

A Shorter Way 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. You must scan in a form before you begin the following steps.

1 Choose

10 Designing a Form

Form Image

in the View menu.

Designed form without graphic

Horizontal bar

Original form with graphic

Creating Objects

The screen splits to show the form both as it was designed with Logical Form Recognition and as it was originally scanned.

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. 3 Select the graphic that you want to copy (in the bottom win-

dow) by holding down the mouse button and slowly dragging

the cursor across the graphic. Your cursor changes to a graphic

tool shape in this window. 4 Let go of the mouse button and your graphic appears in your

designed form (the top window) in the same place as in the

original form (the bottom window). 5 The Graphic Definition dialog box automatically appears. Pro-

ceed to “Graphic Definition Options” on page 5-12 to continue.

To Import a Graphic into a Graphic Object

1 Click the Graphic tool in the drawing toolbar. 2 Draw a graphic object.

Designing a Form 11

Creating Objects

To create a square graphic object, hold down the Shift key as you draw.

The Graphic Definition dialog box appears.

3Select

Graphic File

4 Type a file name in the

Or, click

Browse...

in the

Source

File Name

drop-down list.

text box.

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

5 Proceed to “Graphic Definition Options” on page 5-12 to con-

tinue.

To Scan a Graphic into a Graphic Object

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.

The Graphic Definition dialog box appears

3Select

Twai n

in the

Source

drop-down list.

File Name

text box.

12 Designing a Form

4 Proceed to the next section ”‘Graphic Definition Options” to

continue.

Graphic Definition Options

1 Select an option for the graphic.

•Select

Maintain Original Size

is.

to import the graphic exactly as it

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.

•Select

Just Change the Options for this Graphic

ject already contains a graphic. This changes how the graphic appears without reimporting it.

•Select

Store a Copy of the Graphic with the Form

of the graphic directly in the form. This increases form size depending on graphic file size. Otherwise, OmniForm loads the graphic each time you open the form. If you move the original graphic, OmniForm cannot load it and it will not appear in the form until you reimport it.

This option only appears if drop-down list.

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. Fill text fields are commonly used for information such as name, company, address, comments, and so forth.

1 Click the Fill Text tool in the drawing toolbar.

Graphic File

if the graphic ob-

to place a copy

is selected in the

Source

2 Draw the fill text object.

Designing a Form 13

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. 2 Either click anywhere on the form to create a four-element

comb field, or move the cursor to anyplace on the form and hold down the mouse button as you slowly drag the cursor.

The number of elements in the comb field increases as you drag the mouse. Let go of the mouse button when the comb field contains the number of elements that you want.

Many sample forms included with your OmniForm package, such as the Objects form, contain comb objects that you can copy and paste into your own form.

Creating a Check Box Object

Use check boxes for 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.

Ye s /N o

Creating a Circle Text Object

questions and for selecting one or more

Use circle text objects for choices on a form.

14 Designing a Form

Yes/No

questions and for selecting one or more

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. Each cell contains a fill text object by default, with the exception of the header. The header cells contain text objects by default.

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 5-38, “Placing Objects in Table Cells” on page 5-43, and “Breaking a Table Apart” on page 5-39 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 move the

cursor to anyplace on the form and hold down the mouse but-

ton as you slowly drag the cursor.

The number of rows and columns in the comb field increase as

you drag the mouse. Let go of the mouse button when the table

contains the number of rows and columns that you want.

Designing a Form 15

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.

To create a fill graphic object:

1 Click the Fill Graphic tool in the drawing toolbar. 2 Draw the fill graphic object.

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:

See the previous section, “Creating Objects” on page 5-6 to learn how to create objects. See “International Settings” on page 3-7 for information on selecting a form language.

To define an object:

To create a square, hold down the Shift key as you draw.

• Give it a unique name that is useful when sorting or searching records, arranging tab order, or defining calculations.

• Provide filling options such as a list of possible entries and help messages that appear in fill view.

• Set validation options such as whether a field must be filled or can be skipped.

1 Select a fillable object on your form, a fillable object in a table

16 Designing a Form

cell, or a comb element in design view. You cannot define nonfillable objects such as lines.

2 Click the Object Definition button in the standard toolbar or

choose

Object Definition...

To open a shortcut menu, click the right mouse button over the selected object. Choose

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 a Graphic Object

Click the Object Definition button in the standard toolbar (or choose

Object Definition...

in the Format menu) to open the Graphic Definition Dialog box when a graphic object is selected. This dialog box lets you select how you want the graphic object to appear in the fill graphic field. See “Creating a Graphic Object” on page 5-9 for detailed information.

Defining a Fill Text Object

in the Format menu.

Object Definition...

Defining Objects

in this menu.

Click the Object Definition button in the standard toolbar (or choose

Object Definition...

in the Format menu) to open the Fill Text Definition dialog box when a fill text object is selected. This dialog box allows you to set property, filling, and validation options. The properties tab allows you to:

• Provide a name for your field.

• Select a field type.

• Select a data format and define the format further.

Set Property Options

1 Click the

Properties

tab.

Designing a Form 17

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

drop-down list.

Typ e

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. Field type also helps OmniForm match data when sorting records and when importing and exporting information.

4 Select a display format in the

Format

drop-down list.

The format you select affects how field information is displayed in fill view. Options vary according to the

• If you select select

$0.00

Currency

as the format. If you enter 7889 in the field,

as the

for example, you might

Ty pe ,

Ty pe

selection.

OmniForm would format the entry as $7889.00. Formatting takes effect in fill view after you move the cursor out of the field.

•A

General

format leaves the field entry exactly as it is

entered. In the previous 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 5-20 for information.

5 The next two options are enabled when

Percentage

•Select

with a separator specific to the form’s language. See “International Settings” on page 3-7 for detailed informa-

tion on selecting a language for a form.

•Select

numbers within parentheses in the field; for example, -123 would display as (123).

Set Filling Options

1 Click the

• Enter a list of possible field entries so that the user can select

from a drop-down list in fill view.

• Designate whether a field can be filled.

• Set tab stops to allow the user to automatically move to the

next field.

is selected in the

Use 1000’s Separator

drop-down list.

Typ e

to separate a series of three digits

Enclose Negatives in Parentheses

Filling

tab. The Filling tab allows you to:

Number, Currency,

to display negative

18 Designing a Form

Defining Objects

• Enter help messages that will appear in the status bar in fill view.

2Select

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 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

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 drop-down list 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.

3 Deselect or select

Can be Filled

Add

• If you deselect

Can be Filled

, then an empty field cannot be

filled and a filled field cannot be changed in fill view. This option is particularly useful for fields such as calcula-

tions where you do not want the person who fills out the form to be able to change it.

Designing a Form 19

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 it is selected in the

4 You can either select or deselect the

option, when deselected, overrides the

Validation

tab.

Tab St op

. Select

Must be Filled

Tab St op

that the cursor automatically moves to the selected field when the user presses the Tab key. Deselect

Tab Sto p

so that the cursor

tabs past the selected field.

5Select a

Maximum Length

option from the drop-down list. This option lets you set the length of allowable characters in a field. You can set the length from 5 to 100, or select

6Select

Help Message

and type a message in the field box if you

Unlimited

wish. This message will appear in the status bar in fill view when the cursor is in that field.

In the example below, the help message tells the user how to fill the field.

Set Validation Options

1 Click the

20 Designing a Form

A help message can be up to 100 characters long.

Validation

tab.

The validation option allows you to:

• Select whether a field must be filled in, the data must match

the field type, or the data must be in the list of choices.

Defining Objects

• Select the highest and lowest number to specify the highest and lowest number that a user can enter.

2Select

Must be Filled in

to display a prompt in fill view if the

user does not fill the field.

The

Can be Filled

the

Must be Filled in

3Select

option in the

Filling

option when it is selected.

Data Must Match Field Type

tab, when deselected, overrides

to display a prompt in fill

view if the user enters incorrect information in the field. If the selected field type is

Number,

enter text in the field; 5 is acceptable but

4Select

Data Must be in List of Choices

choice from the field’s drop-down list. (Use the

for example, the user cannot

is not.

five

to force the user to enter a

Filling

create a List of Choices.)

5 Select the options under

Number Checking

to set parameters for

lowest and highest allowable numbers in a field. Omniform displays a prompt in fill view if a user enters num-

bers outside the set range.

Number Checking

is the selected type in the

age

is enabled when

Properties

Number, Currency,

tab.

tab to

Percent-

•Select

Lowest Number

and enter a number in the text box.

Numbers entered in the selected field must be equal to or greater than this number.

•Select

Highest Number

and enter a number in the text box.

Numbers entered in the selected field in fill view must be equal to or lesser than this number.

Designing a Form 21

Defining Objects

6 Select or 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

7 Click OK to apply the changes and close the dialog box.

Defining a Comb Object

Choose Definition dialog box when a comb object is selected.

Object Definition...

Allow user to override validation.

instead of 5 in a Number field).

five

If you deselect

in the Format menu to open the Comb

This dialog box contains most of the same options as the Fill Text Definition dialog box, but with these additions:

• It contains an

Interpret As

drop-down list instead of a

Format

drop-down list.

• It contains an

• It contains a

Elements

Fill Right to Left

section.

option.

These options are described in this section. See “Defining a Fill Text Object” on page 5-17 for detailed information on the other options.

Interpret As

The

Drop-Down List

Interpret As

selection determines the way information entered in the comb field will be used when searching, sorting, importing, and exporting. Available options vary according to the

For example, suppose you select

0.00

in the

Interpret As

drop-down list. If you enter 1234 in the field in

Number

in the

Type

selection.

Type

drop-down list and

fill view, OmniForm would interpret this number as 12.34 even if the comb did not contain a decimal point as a

element. A search for

prefill

12.34 would return this record.

22 Designing a Form

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

Element

Options

General

option in the

Interpret As

drop-down list.

You have three element options: number of elements, width of elements, and inter-element spacing:

1 Click the

Properties

2 Type a number in the

tab.

Number of Elements

text box.

A zip code field for the United States, for example, would have either five or nine elements.

3 Type a number in the

Width of Elements

text box to set how wide

all comb elements will be. You can resize individual elements later if you want to change

their width.

4 Type a number in the

Inter-Element Spacing

text box to set the

amount of space between each comb element. You can resize individual elements later if you want to change

inter-element spacing.

Fill Right to Left

The

Fill Right to Left

Option

option allows you to designate whether you want

the user to fill the comb elements from right to left.

1 Click the 2Select

Fill Right to Left

Filling

tab.

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. This would not always happen if the numbers were entered from left to right.

3 Click OK to apply the changes and close the dialog box.

See “Defining a Comb Element Object” in the next section for information on prefill elements.

Designing a Form 23

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:

1 Select left and right border measurements under

Border Height.

This sets the left and right border height of each element. You might, for example, select

to use the popular half-border

1/2

height often seen on forms. See “Changing Object Appearance” on page 5-29 for more information.

24 Designing a Form

2Select

Prefill element

to place a hyphen (the default character) or other characters, such as a period, comma, or parenthesis in the selected element. You will need to delete the hyphen and type the character that you want.

This is useful for phone numbers and other hyphenated numbers. You can select this element in design view and change it to another character such as a parenthesis.

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

Defining Objects

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

2 Type a unique name in the

tab.

Name

text box.

Each object must have a unique name. A descriptive name such as

Yes Ch ec k Bo x

makes a field easy to find when sorting, search-

ing, defining calculations, and so forth.

3 Type a group name in the

Option Group

drop-down list if the

check box belongs to an option group. Creating an option group restricts you to one selection per

check box group. Selecting a check box in an option group automatically deselects any checked box in the same group.

The group name you enter automatically appears in the

drop-down list of the next check box you create. Select

Group

this name to include the check box in the group.

4 Select or enter an option in the

On-Value

drop-down list.

The on-value is stored in the database when the check box is selected. It 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.

5 Select or enter an option in the

Off-Value

drop-down list.

The off-value is stored in the database when the check box is deselected. It is exported along with other information during export. It can also be used in calculations. This option is not available for grouped check boxes.

Option

Designing a Form 25

Defining Objects

Set Filling Options

1 Click the 2 Select a mark for the check box: a check mark, an X, or a fill.

Filling

tab.

3 Deselect

Can be Filled

filled field cannot be changed in fill view.

4Select

Tab St op

so that the cursor automatically moves to the

selected field when the user presses the Tab key. Deselect

5Select

Tab St op

Help Message

bar in fill view when the cursor is in that field. See page 5-20 for an example of a help message.

6 Click OK to apply the changes and close the dialog box.

Set Validation Options

There are two validation options:

override validation

1Select

Must be Filled in

box.

2 Select or 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

so an empty field cannot be filled and a

so that the cursor tabs past the selected field.

to type a message that appears in the status

Must be Filled in

and

Allow user to

to require that the user fill in the check

Allow user to override validation.

If you deselect

instead of 5 in a Number field).

Defining a Circle Text Object

26 Designing a Form

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 5-25 for information.

Defining a Table Object

Defining Objects

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

unique name in the

Name

text box.

Properties

tab and type a

Each table object must have a unique name. A descriptive name such as

Order Information

makes a field easy to find when

sorting, searching, changing tab order, and so forth.

2 Select the

Bottom

3 Click the

Ta bb in g

. Click OK to apply the option.

Columns

want in the table in the

option that you want:

Left to Right

tab. Type the number of columns that you

Number of Columns

text box.

4 Set column width:

• Type the column width in the

Width of Columns

text box.

• If you have unequal column widths and would like them to be the same width, select

Make Columns Equal Width

OmniForm resizes columns to an equal width without chang-

ing 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. 5 Click OK to apply the option. 6 Click the

the table in the

tab. Type the number of rows that you want in

Rows

Number of Rows

text box.

7 Set row height:

Type the row height in the

Height of Rows

text box.

Top to

Designing a Form 27

Defining Objects

If you have unequal row height and would like all the rows to be the same height, then select

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. See “Defining a Fill Text Object” on page 5-17 for more information. See any relevant entry in this section if the table cell contains another type of object.

A table cell can contain more than one object. It can also contain graphics. See “Placing Objects in Table Cells” on page 5-43 for information.

Defining a Fill Graphic Object

Make Rows Equal Height

Choose

Object Definition...

in the Format menu to open the Fill Graphic

Definition dialog box when a fill graphic object is selected.

1 Type a unique name in the

Name

text box.

Each graphic object must have a unique name. A descriptive name such as

makes a fill graphic field easy to find when

Logo

importing, exporting, and changing tab order.

2 You can either select or deselect the

Tab St op

. Select that the cursor automatically moves to the selected field when the user presses the Tab key. Deselect

Tab Sto p

so that the cursor

tabs past the selected field.

3Select

Help Message

and type a message in the text box. This message will appear in the status bar in fill view when the cursor is in that field.

See page 5-20 for an example of a help message.

Tab St op

4 Click OK to apply the changes.

28 Designing a Form

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

To open a shortcut menu, click the right mouse button over the selected object. Choose

The Object Appearance dialog box appears. The next four sections describe Available options depend on the selected object.

Object Appearance...

Background, Border, Fill Line,

in the Format menu.

Object Appearance...

Changing Object Appearance

in this menu.

and

Visible

options.

Set the Background

1 Click the

2 For background color of the object, select a color from the

drop-down list.

3 For background pattern of the object, select a pattern from the

Pattern

drop-down list.

Background

tab.

Color

4 For a color for the background pattern, select a pattern color

from the

Pattern Color

drop-down list.

Designing a Form 29

Changing Object Appearance

5 Make sure that

is deselected so that your selected colors

Clear

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

1 Click the

Border

tab.

2 For a border color, select a color in the 3 To change a line style, select

from the drop-down list.

Style

4 To change the border thickness, select

drop-down list.

Color

Weight

from the drop-

down list.

5Select

to hide the border and OmniForm will display any

Clear

paint layers beneath it. See“Paint Order” on page 5-32 for an explanation of how paint

order affects border display.

6The

Borders

The rectangle in the your object selected, click each side of the

section lets you remove borders from your object.

Borders

section represents your object. With

Borders

rectangle that

you want to remove.

7 To round the corners of the border, select

Rounded

To round or square individual corners, click the corners of the rectangle after selecting

Rounded.

8 To indicate the degree of border curve, enter a measurement

from 0 to 14 in the

Rounded

9 For a shadow effect, select an option in the

list in the

Shadow

section.

text box.

Location

drop-down

30 Designing a Form

Changing Object Appearance

10 To offset the shadow from the border, select the amount of

points in the

drop-down list.

Offset

11 Click

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

To p

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.

2 Select a color for the fill lines in the 3 Select a line style in the 4 Select line thickness in the 5 Deselect

to display the fill lines.

Clear

drop-down list.

Style

Weight

drop-down list.

Color

See “Paint Order” on page 5-32 for information on how paint order affects fill line display.

Designing a Form 31

Changing Object Appearance

The

6Select

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.

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.

•Select

if you do not want the field/object to appear in

Never

fill view. However as the designer of the form, you can see the object in design view.

•Select

Print Only

if you want the field/object to appear on the

printed form, but not on the screen.

•Select

Screen Only

when you want the field/object to appear

on the screen, but not when printed.

3 Click OK to close the dialog box when you are done.

Paint Order

OmniForm uses a specific paint order. For example, a table object itself is painted first, then the cells inside the table, and then objects inside the cell. This makes it possible to have three layers of paint. The last layer painted in an object overrides all other layers. Because objects inside a cell are painted last, they will cover up the cells and portions of the table.

If an object’s background or border is

however, then that part of

Clear,

the object is transparent and an object painted below can show through.

32 Designing a Form

The Shared Form Property

You can use the menu to change paint order.

Send to Back

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

A Properties dialog box appears. Select the

Sharing

and

Bring to Front

Properties...

tab and click

Shared

commands in the Format

3 Click OK to apply the change.

The shared form settings are not applied until the form is saved and closed.

Designing a Form 33

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.

This section contains the following topics:

• Selecting an Object

• Moving an Object

• Resizing an Object

• Deleting an Object

• Formatting Text

• Merging Text

• Redesigning a Table

• Breaking a Table Apart

• Aligning Objects

• Sending Objects Front or Back

• Changing Tab Order

• Placing Objects in Table Cells

• Converting an Object

Selecting an Object

You can select one or more objects in several ways.

• Click an object to select it.

• Shift-click to select multiple objects.

• Click an object such as a table once to select it, and then click again to select an individual table cell. Do the same to select an individual comb element.

• Hold down the mouse button and drag the cursor around or through all objects to select them.

• Choose

Select All

in the Edit menu to select all objects on a form.

34 Designing a Form

Redesigning Your Form

• Choose 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 selected object precisely on the form.

• Use the ing button in the arrange toolbar to align selected objects.

Select Special...

Size and Position...

commands in the Format menu or the correspond-

Align

in the Edit menu to select all objects of the

in the Format menu to position the

• Use the menu or the corresponding buttons in the arrange toolbar to layer overlapping objects.

• Hold down the Shift Key and drag a line handle to rotate it in 45-degree increments.

• Use the nudge/arrow keys to move the object(s).

Resizing an Object

You can resize a selected object in one of two ways. Click any handle on the selected object, hold down the mouse button

and resize the object as needed. Hold down the Shift key before clicking a handle to:

• Constrain an oval or a fill circle object to a circle shape

• Keep a line object straight

• Constrain any other object to a square shape.

Or, choose measurements for an object’s size.

Size and Position...

Bring to Front

and

Bring to Back

commands in the Format

in the Format menu to enter exact

Designing a Form 35

Redesigning Your Form

Deleting an Object

Choose

Delete

to delete one or more selected objects.

Formatting Text

Use 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.

Text entered in fill view takes on formatting assigned to fill objects in design view.

2 Choose

The Font dialog box appears.

in the Edit menu or press the Delete key on your keyboard

and

Font...

commands in the Format menu or the

Text...

in the Format menu.

3 Select a font in the 4 Select a style for the selected font in the 5 Select a point size for the selected font in the 6 You can also select two options in the

7 Click OK to apply the formatting.

36 Designing a Form

list.

Font

Font style

box.

Effects

• To place a line through all characters, select

• To underline all characters, select

A preview of your choices appears in the

Underline

Sample

list.

Size

Strikeout

box.

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.

Redesigning Your Form

2 Choose

in the Format menu.

Te xt .. .

The Text dialog box appears.

3 Click the

Alignment

4 Select a horizontal alignment option:

tify

5 Select a vertical alignment option:

Exactly

6 Click the

Lines, Double

Spacing

, or

tab.

Left, Center, Right

To p, Center, Bottom

tab and select a line-spacing option:

Exactly

, or

Single, 1.5

You can change the vertical spacing between paragraph lines. Vertical spacing is dependent on selected font size. A singlespaced paragraph with 12-point text, for example, would have 12 points between each line in the paragraph.

, or J

us-

7 If you want to indent the first line of each paragraph, type a

measurement in the

8 Click the

Margins

Left, Right, Top,

Paragraph Indentation

tab and enter margin measurements in the

and

Bottom

text boxes.

text box.

This measurement is the amount a paragraph will be offset within its

bounding box.

You may want to use margins if you

have field borders that would interfere with reading the text.

9 Click the

Tex t F lo w

tab and select how you want text to flow

within the set margins of a field. This option is available only for text and circle text objects.

Designing a Form 37

Redesigning Your Form

Each line can be selected separately and resized.

OmniForm uses the scanning and importing. Generally, you would want to use the

Across Lines

•Select

Flow Text Across Lines

to enter text in a field with auto-

matic word-wrapping.

•Select

Make Text Fit to Lines

to fit text to the size of the line. This

can alter the appearance of text.

Press Enter to create a new line of text. Each new line can be resized separately from other lines.

Make Text Fit to Lines

option to design forms during

Flow Text

option when formatting your text and circle text objects.

•In the

Orientation

box, select how you want the text posi-

tioned: Select the first box to position the text from left to right. Select the middle box to position the text from bottom to

top. Select the last box to position the text from top to bottom.

10 Click

Merging Text

You can merge text objects by choosing This option is useful if you want to combine text from different locations on your form.

To merge text:

1 Shift-click each text object that you want to combine. 2 Choose

Your selected text merges. The merged text will acquire the attributes of the top-left selected text (except for the font type and size).

Redesigning a Table

Use the selected table.

Table AutoFormat...

to apply the changes.

Merge Text

in the Format menu.

command in the Format menu to format a

Merge Text

in the Format menu.

38 Designing a Form

To format a table:

1 Select a table.

Redesigning Your Form

2 Choose

Table AutoFormat...

in the Format menu.

The Table AutoFormat dialog box appears.

3 Select the

option to enable the

Ye s

Appearance

4 Select an appearance option for your table.

5 Click

if it is available to open the

Next>

Naming

Depending on your appearance selection, the may not be available. In that case, click

Finish.

list box.

window.

Naming

window

6Select

Yes, change the column names

want to change the column names.

• Select a column name, click

• Repeat these steps for each column name to change.

7Select

Yes, change the row names

change the row names.

• Select a row name, click

• Repeat these steps for each row name to change.

8 Click

Finish

See “Placing Objects in Table Cells” on page 5-43 for additional information on tables.

Breaking a Table Apart

Use

Break Table Apart

sections. This option is useful if you need to rearrange the elements of your table.

if it is available and you

Rename,

and type in a new name.

if it is available and you want to

Rename,

and type in a new name.

to apply the changes to your table.

in the Format menu to break a selected table in

Designing a Form 39

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

You can now select and drag sections of your table to rearrange in the order that you want.

Aligning Objects

Use the Align commands in the Format menu or the corresponding buttons in the arrange toolbar to move and align multiple selected objects. See “The Drawing Toolbar” on page 5-5 for information about each button in the toolbar.

Each selected object aligns to the edge of its bounding box, the imaginary box that surrounds all objects. A bounding box appears when you select an object and hold down the mouse button. Objects align to the outermost selected object.

To align objects:

Break Table Apart

Bounding box

in the Format menu.

1 Select the objects to align. 2 Choose

40 Designing a Form

in the Format menu and an alignment command

Align

in its cascading menu, or click the appropriate button in the align toolbar.

•Select

to align all selected objects by their left edges.

Left

to align all selected objects by their right edges.

Right

Redesigning Your Form

•Select

Center Horizontally

horizontal centers.

Horizontal centers’ alignment midpoint

•Select

to align all selected objects by their top edges.

To p

Bottom

to align all selected objects by their bottom edg-

es.

•Select

Center Vertically

vertical center.

Vertical centers

to align the selected objects by their

Horizontal centers

to align the selected objects by their

The objects align according to the chosen command.

Sending Objects Front or Back

You can use the menu to layer overlapping objects.

Choose

Bring to Front

objects on a form. Choose

Send to Back

objects on a form.

Bring to Front

to move one or more selected objects in front of all

to move one or more selected objects behind all

Vertical centers’ alignment midpoint

Send to Back

commands in the Format

Designing a Form 41

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.

2 Select the field to reorder.

3 Reorder the field in one of the following ways:

42 Designing a Form

Note that the corresponding object on the form is selected.

• Select a field in the window and drag it up or down to change its tab order.

• Click the

Move Up

button to move the selected field up. Click

as many times as needed to move it into place.

• Click the

Move Down

button to move the selected field down.

Click as many times as needed to move it into place.

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. Select one of the objects within the cell and either drag it or use the or

Move Down

buttons.

4 The corresponding tab order numbers on the field change

when you reorder a field in the Tab Order dialog box.

5 Click the Tab Order button in the standard toolbar or choose

Tab Order...

in the Tools menu to close the Tab Order window.

Placing Objects in Table Cells

Each table cell contains one fill text object by default (except for column headers which contain a text object). A cell can contain more than one object, fillable or nonfillable.

Move Up

To place objects in a table cell:

1 Select a tool in the drawing toolbar. 2 Your cursor changes to reflect that object. 3 Move the cursor over the cell to fill so that it highlights the cell. 4 Click to place the object in the cell, or hold down the mouse

button and draw an object to the size that you want.

To resize an object to fit a cell exactly:

1 With the object in the table cell still selected, choose

Position

in the Format menu.

Size and

The Size and Position dialog box appears.

2Select

Snap Object(s) to Fit Table Cell.

3 Click

OK.

Designing a Form 43

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.

You can also convert objects that were not defined properly during import; for example, OmniForm might define a line with space above it as a fill text field. You could convert this to a line.

To convert a selected object:

1 Choose

The Convert dialog box appears.

2 Select an object type in the

The object is converted.

Use the a specific type.

Select Special...

Using the Scrapbook

This section describes the OmniForm scrapbook and how to use it.

What Is the Scrapbook?

The scrapbook is a convenient place to store frequently used or complex objects. Objects stored in the scrapbooks are called these scraps into any form. You can use one of the several scrapbook files provided with OmniForm or create your own.

Convert...

in the Edit menu.

Convert Object(s) To

command in the Edit menu to select all objects of

list and click

scraps.

You can copy

OK.

44 Designing a Form

Opening a Scrapbook

Using the Scrapbook

Stored graphic file (a scrap)

1 Choose

Scrapbook

in the Tools menu.

The scrapbook opens to the left of the OmniForm window.

Scrapbook Commands iconCurrent scrapbook

2 Select a scrapbook to view in the

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. Or, select one or more objects and choose

Scrapbook Commands icon menu.

Small thumbnail sketches of the objects appear as forth in the scrapbook.

You cannot store an OLE object in the scrapbook.

Scrapbook

Scrap 1, Scrap 2,

drop-down list, or

Paste Scrap

in the

and so

Designing a Form 45

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 mands 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.

Copy Scrap

in the Scrapbook Com-

2 Choose 3 Type a new name for the scrap and press Enter to accept the

name.

Press Esc to cancel the command and leave the name as it is.

Rename Scrap

Deleting a Scrap

1 Select a scrap. 2 Choose

You can also press the Delete key to delete a selected scrap.

You cannot undo the

3 OmniForm prompts you to confirm your choice.

Delete Scrap

Creating a New Scrapbook

in the Scrapbook Commands icon menu.

Delete Scrap

command!

1 Choose

2 Type a name in the

3 Click

46 Designing a Form

New Scrapbook...

The New Scrapbook dialog box appears.

OK.

in the Scrapbook icon drop-down list.

Scrapbook Name

text box.

A new, empty scrapbook appears.

Renaming a Scrapbook

1 Open the scrapbook to rename.

Using the Scrapbook

2 Choose

menu.

3 The Rename Scrapbook dialog box appears.

4 Type a name in the 5 Click

The new scrapbook name appears in the list.

Rename Scrapbook...

OK.

Deleting a Scrapbook

1 Open the scrapbook to delete. 2 Choose

Delete Scrapbook

in the Scrapbook Commands icon

New Name

in the Scrapbook Commands icon menu.

text box.

Scrapbook

drop-down

You cannot undo the

3 OmniForm prompts you to confirm your choice.

You can also delete a scrapbook file directly from the hard drive. Scrapbook files are stored in the location c:\OmniForm\Scrapbooks. Always close OmniForm before deleting any OmniForm files from the hard drive.

Delete Scrapbook

Changing the Scrapbook View

1 Choose 2 Select a view in its cascading menu.

• Choose stored objects.

• Choose

Scraps are listed in the order they were created in both

views.

List

in the Scrapbook Commands icon menu.

View

to view the scraps as thumbnail sketches of the

Icons

to view the scraps as a list.

List

command!

and

Icon

Designing a Form 47

Inserting OLE Objects in a Form

This section describes how to use 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. This saves you scanning and editing time. An OLE object displayed as an icon also saves form and disk space.

Linking and Embedding

You can either link or embed an object when you insert it. This section describes both methods.

Object Linking

A linked object retains a connection, or file is the file you select to insert as an OLE object.

The source file stores the linked data. The OmniForm form stores the location of the source file and displays the linked object. Changes to the source file are reflected in the linked object.

object linking and embedding

to the source file. The source

link,

(OLE) to

Use linking when:

• The source file is likely to change.

• The source file is on a network or needs to be accessed by others.

• The source file is shared by more than one document.

• The source file is very large and you do not want to increase your form’s file size significantly.

Object Embedding

An embedded object becomes part of the OmniForm form. It is not linked to the source document.

Use embedding when:

• It is unlikely the object will need to be changed or updated.

• The source document is unavailable for linking.

• You are not concerned about the file size of your OmniForm form.

48 Designing a Form

How to Insert OLE Objects

Inserting OLE Objects in a Form

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. Proceed to “Creating an OLE Object From a File” on page 5-51.

4Select

Display As Icon

to display the object as an icon, rather

than displaying its actual content. The

Change Icon...

button appears when 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.

How the object appears depends on the options that you selected. See “Creating a New OLE Object” on page 5-50 for detailed information.

You cannot store an OLE object in the scrapbook.

Display As Icon

Designing a Form 49

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.

Source application menus

OmniForm form

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

If you did not select

in the File menu to insert the object as an icon.

Exit

Display As Icon,

an OLE window appears (some applications do not support OLE windows and the object will launch in the application itself). The OmniForm window changes to reflect the application window for the selected object type:

• The name in the title bar changes to that of the source application.

• The embedded object appears as an empty OLE window within the application window. Create your object here.

• All menus but the File and Windows menus change to those of the source application.

• All toolbars change to those of the source application.

If you selected

Bitmap Image,

for example, you can use the Microsoft

Paint menu commands and tools and some OmniForm commands.

OLE window with newly created bitmap image to be embedded

Paint tools used to create object

50 Designing a Form

Create your object in the available window. Click outside the window or press the Esc key to embed the object in your form when you are done.

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.

Inserting OLE Objects in a Form

1 Type a file name in the

Or, click

Browse

to locate a file. Select a file, and click OK to

return to the Insert Object dialog box.

2Select

if you want to link the object to its source file.

Link

Otherwise, the object will be embedded.

3Select

Display As Icon

than displaying its actual content. The

Change Icon...

4 Click

OK.

The object appears in your form.

Pasting a Linked OLE Object

You can paste information from another application into OmniForm as a linked OLE object. For example, you could copy cells from an Excel spreadsheet to the Clipboard. When you open OmniForm, the command in the Edit menu will be active. The object, once pasted, is linked to the copied cells.

text box.

File

to display the object as an icon, rather

Display As Icon

Paste Link

To paste a linked OLE object:

1 Open a document in an application that supports links to its

documents.

2 Select the portion to link and leave it selected.

Designing a Form 51

Inserting OLE Objects in a Form

3 Open a form in OmniForm.

Use the linked object. See the next section for information.

Using the

This section describes the active if you have linked objects in the current form. Use the command to update or break links, open an OLE object, or change an OLE source file.

To use the

4 Choose

OmniForm pastes the information as a linked OLE object.

Links...

Paste Link

command in the Edit menu to set linking options for any

Command

Links...

1 Choose 2 The Links dialog box appears.

Links...

in the Edit menu.

Links...

command:

in the Edit menu.

command. This command is only

Links...

52 Designing a Form

3 Select a link and click

•Select each time you open a form.

This is useful if the source file is updated frequently by you or other users and you want to keep the linked object current.

•Select

date Now

This is useful if you do not want the linked object to reflect all changes made to the source file.

4 Select a link and click a button to perform a linking procedure:

• To update the selected link to reflect any changes made to its source file, click

• To launch the selected link in its source application, click

Source

Automatic

Manual

to update only the selected link by using the

button in the Links dialog box.

Automatic or Manual.

to update the selected link automatically

Update Now

Open

Up-

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.

Using the

The object is selected. It changes according to the selected object. The commands in its cascading menu change as well. This section describes each command.

Select a new source file for the object and a file type in the

of type

the server application, if one exists. Click OK to return to the Links dialog box. You can use the

Convert...

source has changed. See “Convert...” on page 5-54 for information.

• To permanently unlink an object from its source file and convert it to a static OLE object, click

An object converted to a static OLE object cannot be edited, opened, reconverted, or played.

The procedure.

5 Click

Object

drop-down list.

command to assign a new name to the object after its

Cancel

button changes to

when you are done.

Item Name

Commands

command in the Edit menu is only available when an OLE

is assigned automatically by

Break Link

after you complete a linking

Files

Designing a Form 53

Inserting OLE Objects in a Form

Open

Edit

Choose

in the Object cascading menu to view a selected OLE object

Open

in its source application.

• Linked objects and objects displayed as icons open in the source application. Choose

in the File menu when you are done.

Exit

• Unlinked objects not displayed as icons open in the window in which you created them. Click outside this window when you are done.

Choose

in the Object cascading menu to edit a selected OLE object

Edit

in its source application or in the OLE window in which it was created. Or, double-click the OLE object to open it.

• Linked objects and objects displayed as icons open in the source application. Edit the object and choose

in the File menu

Exit

when you are done.

• Unlinked objects not displayed as icons open in the window in which you created them. Edit the object and click outside the window when you are done.

Convert...

Use the

Convert...

command to convert a selected OLE object to another type of object or to an icon, to choose a different icon, or to rename an icon.

1 Select the object and choose

Convert...

in the Object cascading

menu. The Convert dialog box appears.

An object converted to a static OLE object cannot be edited, opened, reconverted, or played.

2 Select an option in the

Object Type

list box.

The available options depend on the selected object. There may be no available options.

3Select

Display As Icon

if you want to display the object as an

icon, rather than displaying its actual content.

54 Designing a Form

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

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.

Play

Choose

in the Object cascading menu to play a selected OLE object

Play

in its source application or in the OLE window in which it was created. This command is only available for video clip, media clip, and MIDI

sequence objects.

• Linked objects and object displayed as icons open in the source application. Play the object and choose

in the File menu

Exit

when you are done.

• Unlinked objects not displayed as icons open in the window in which you created them. Play the object and click outside the window when you are done.

Designing a Form 55

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.

Filling a Form 1

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

in the View menu to switch to fill view.

Fill

Standard toolbar

To open a shortcut menu, click the right mouse button and choose this menu.

The fill view window contains a toolbar and seven menus.

Fill

Status bar: displays current activity and settings.

2 Filling a Form

Use fill view to enter data in fields, create a records database, import and export information to and from records, and print or mail forms.

See Chapter 7, Managing an OmniForm Database, for detailed information on database creation and management.

NUANCE OMNIFORM 3, OmniForm User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual