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OMNIFORM FILLER 4
User Manual
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Nuance OMNIFORM FILLER 4 User Manual

OmniForm® Filler
User’s Manual
Version 4.0 for Windows 95, 98, and NT
CAERE CORPORATION
100 Cooper Court
95032-3321 USA
i
Caere GmbH
Innere Wiener Strasse 5 81667 München, Germany
Caere UK Information Centre
3 Catherine Place Westminster, London SW1E 6DX
Centre d’informations Caere
72, rue Baratte-Cholet 94100 Saint-Maur, France
Please Note
In order to use this program, you should know how to work in the Microsoft Windows environment, and be awar e of many of the universal keyboard shortcuts. Plea se refer to Windows documentation if you have questions about how to use menu commands, di alog boxes, scr oll bars, or edi t boxes.
OmniForm Filler User’s Manual Version 4.0 for Windows 95, 98, and NT 800-1311-030A
Copyright© 1999 Caere Corporation. All rights reserved. CAERE®, Logical Form Recogniti on , and OmniForm® , and Om niF or m Filler® are tradem a rk s of Caere Cor por ation.
Many of the designations used by manufacturers and sellers to distinguish their products ar e claimed as trademarks. Such designations appearing in this manual have been printed in initial caps.
Product Serial Number: _______________________________________________
(from CD-ROM rear case)
ii
Welcome
Getting Online Help........................................................................................................................... 2
Help menu.................................................................................................................................... 3
Conte x t- S e ns i t i ve He l p....... .. ....... ... .. ............... .. ... .............. ... .. ............... .. ... .............. ... .. ....... ... .. 3
Produ c t S u p p or t ........ .. ... ....... .. ... .............. ... .. ............... .. ... .............. ... .. ............... .. .. ............... ... .. ....... 4
Chapter 1
Installation and Setup
Syst em Requirements ...... .. ............... .. ... .............. ... .. ............... .. ... .............. ... .. ............... .. ... ....... .. ... .. 6
Registering OmniForm Filler............................................................................................................ 6
Installing OmniFo rm Filler ...............................................................................................................7
Installing on a Windows 95, 98, or NT 4.0 Systems ............................................................... 7
OmniForm Filler Features............................ ...................... ................... ................. ........................... 8
Starting OmniForm Filler .................................................................................................................. 9
Chapter 2
Working With Fo rms
Opening a Form................................................................................................................................ 12
The OmniForm Filler Window....................................................................................................... 13
Customiz ing the Fill Too lba r...... .......... ....... .......... ............ .......... ....... .......... ............ .......... ..... 14
The Fill Toolbar ......................................................................................................................... 15
Movin g Th rough Fi e lds........ .. ... .............. ... .. ............... .. ... .............. ... .. ............... .. .. ............... .......... 16
Filling Fields........................................................................... ...................... .....................................17
AutoFill........... ...................... ...................... ..................... ...................... ...................... ............... 17
Hype rlinks................................... ...................... ...................... ...................... ................ ............. 17
Type Ahead................................................................................................................................ 18
Shrink Text to Fit Fields ........................................................................................................... 18
Fill Text ....................................................................................................................................... 18
Comb ........................................................................................................................................... 19
Check Box................................................................................................................................... 19
Circle Text................................................................................................................................... 19
Table............................................................................................................................................ 20
Fill Graphic................................................................................................................................. 20
List Fields ................................................................................................................................... 23
Fields Defined by a Calculation .............................................................................................. 24
Field Validation ......................................................................................................................... 24
OLE Objects................................................................................................................................ 25
Table of Contents
iii
Filling/Signing a Form That Has Security Properties......................................................... 25
Spell Checking .................................................................................................................................. 28
Checking the
Changing the Form Language ................................................................................................ 29
Spell Checking Your Form....................................................................................................... 29
Saving Your Form ............................................................................................................................ 30
Printing a Form................................................................................................................................. 30
Printing Your Form................................................................................................................... 30
Printing Your Form as a Macro............................................................................................... 32
Mailing a Form ................................................................................................................................. 32
Select in g a Ma il S ystem..... ....... .. ... .............. ... .. ............... .. ... .............. ... .. ............... .. .. .............. 32
Using the
Adding a Routing Slip.............................................................................................................. 35
Form Usage Options........................................................................................................................ 35
What Is Form Usage?................................................................................................................ 35
Changing Form Usage.............................................................................................................. 36
Chapter 3
Managing a Database
What Is a Database? ......................................................................................................................... 38
Managing Database Records .......................................................................................................... 39
Creating New Records ............................................................................................................. 39
Duplicating Records ................................................................................................................. 41
Moving Through a Database................................................................................................... 42
Searching Records for Information ........................................................................................ 43
Sorting Records ......................................................................................................................... 47
Recalculating Records .............................................................................................................. 48
Delet in g Re c ords ........ ............... .. ... .............. ... .. ............... .. ... .............. ... .. ............... .. .. ........ .. .... 50
Refreshing Re c o rds.... ... ....... .. ... .............. ... .. ............... .. ... .............. ... .. ............... .. ... .............. ... . 51
Saving Record s ...... ... ....... ... .. ............... .. .. ............... .. ... .............. ... .. ............... .. ... .............. ......... 51
Exporting Information.............................................................................................................. 51
Using OmniForm Filler Data Files ......................................................................................... 55
Importing Information ............................................................................................................. 56
Form
Language Selection................................................................................. 28
Send...
Comm a nd....... ... .. ............... .. ... .............. ... .. ............... .. .. ............... .. ... ........... 33
Chapter 4
Technical Information
General Troubleshooting Solutions...............................................................................................62
Solutions to Try First ................................................................................................................62
OmniForm Filler Setup Issues........................................................................................................ 63
Memo ry and Insta l la t i on..... .. ... .............. ... .. ............... .. ... .............. ... .. ............... .. ... .............. .... 63
Installing OmniForm Filler 4.0 over Older Versions ........................................................... 63
Uninstalling OmniForm Filler........................................................................................................ 63
Scanning Graphics into OmniForm Filler..................................................................................... 64
System Hang During Scan....................................................................................................... 64
Scanner Compatibility.............................................................................................................. 64
iv
Operation........................................................................................................................................... 64
OmniForm Filler Compa tib ility ....................... ................... ................. ...................... ................. ... 67
Error Messages.................................................................................................................................. 68
Glossary
OmniForm Filler Limit s ............................... .......... ....... ............... ....... .......... ....... ............... ..... 64
Inserting OmniForm Filler Forms as OLE Objects............................................................... 65
Low Me m ory ...... .. ... ....... .. ... .............. ... .. ............... .. ... .............. ... .. ............... .. .. ............... .......... 65
Low Disk Space .........................................................................................................................67
Right Mouse Button Functions................................................................................................ 67
Low Memory or Disk Space Errors ........................................................................................ 68
Scan ne r Er rors.............. ... .. ............... .. ... .............. ... .. ............... .. ... .............. ... .. ............... ....... .. ... 68
Othe r Er ro r M e s sa ge s ...... ... .............. ... .. ............... .. ... .............. ... .. ............... .. .. ............... ... .. . . ... 69
v
vi

Welcome

Welcome to OmniForm Filler, and thank you for using our software! OmniForm Filler is the easy way to manage for ms elect ronic ally. Use OmniForm Filler to fill forms, manage information databases, print, and mail forms to other users.
The following documentation has been provided to help you learn about OmniForm Filler.
This User’s Manual
This manual introduces you to the basics of using OmniForm Filler. It includes i nstallation and setup instructions, ways to work with for ms, how to manage databases, and technical information.
OmniForm Filler Online Help
OmniForm Filler’s online help contains information on features and procedures. The online help conforms to Windows online help convention s and has been designed for quick and easy information retrieval. Please see 2 for information on using the online help.
Readme File
Readme
The Please read it before using OmniForm Filler. To open this text file, click
Start Applications
OmniForm Filler has been installed.
file co nta i ns last -m i n u te i n formation ab o u t the so f t wa re.
in the Windows taskbar and choose
Caere DocumentsOmniForm Filler Readme
Programs
Caere
after
1

Gettin g O n lin e He lp

Using This Manual
This manual is written with the assumption that you know how to work in the W in dows en v i ro nment . P le a se re f er to your Wi ndows document ation if you have que stions about how to use dialog boxes, menu commands , scroll bars, drag and drop functionali ty, shortcut menus, and so on.
The following conventions are used in this manual.
Convention Purpose
Italicized text
Getting Online He lp
In addition to using this manual, you can use Omni Form Filler’s online help topics to learn about features and procedures. Online help is available after you install OmniFo rm Fille r.
• Emphasi zes menu commands , dialog box options, and labeled buttons
For example: “Choose
menu.”
• Emphasize s new terms the first time they are used
• Emphasizes important words in a sentence
Note symbol Introduces a tip or an item of
note
Warning symbol Introduces important
information
Open...
in the File
OmniForm Fil ler’s online help follows the c onventions of Microsoft Windows 95 Help. Ch oose menu to get information on using He lp.
2
How to Use Help
in OmniForm Filler’s Help

Help menu

Use the commands in the Help menu to find information about OmniForm Filler topics.
OmniForm Filler Help
Select topics. Select
How to Use Help
Select
Getting Started
explain how to use and customize Help. Select out how to get product support services for OmniForm Filler. Select
About OmniForm Filler
OmniForm Filler .

Context-Sensitive Help

You can get on-the spot information about a particular OmniForm Filler command, toolbar button, or dialog box option in the following ways:
• Click the Help button in the OmniForm Filler fill toolbar to turn your curs or into a question mark icon. Click any command, button, or portion of the win dow to open context-sensitive help for that topic.
• Click the question-mark button in the upper-right corner of a dialog box and then click an item in the dialog box to get a pop-up explanation for that item.
• Som e di a log box e s h a ve a information about th at dialog box.
Getting Online Help
OmniForm Fi lle r Help is the first command in the Help menu. Use it to get contents and index listings for all Help topics.
to obtain OmniForm Filler’s main Help
for an ove r vi e w of how to fil l ou t a form.
to get Microsoft Windows Help topics th at
Product Support
to find
to get information ab ou t your version of
Help
button. Click
Help
to get
Welcome 3

Product Support

Product Support
For the fastest and easiest way to g e t hel p , please look for solutions in this manual or in the online Help. See “General Troubleshooting Solutions” on page 62 for troubleshooti ng tips.
If you need additional help, please use the following resources:
• Caere’s World Wide Web site
Go to Caere’s World Wide Web sit e for common questions and answers, updates, patches, troubleshooting procedures, and product information. Caere’s Web site address:
http://www.caere.com
Alternatively, you can go di rectly to Caer e’s pr oduct support Web site addre ss:
http://support.caere.com
• OmniForm Filler Readme file
Read the about the software. This is available after installing OmniForm Filler. T o open the file, click choose
OmniForm Filler Readme
• Caere Product Support document
Read the telephone numbers, including ones for international product support. This document has been provided to you as an electronic document in PDF format. To open this document, click Windows taskbar and choose
Caere Documents Product Support
OmniForm Filler Readme
Programs
Caere Product Support
Caere Applications Caere Documents
.
file for last-minute information
Start
in the Windows taskbar and
document to get a list of support
Start
Programs
Caere Applications
.
in the
You must have Adobe Acrobat Reader 3.01 or g reater installed if you want to read the PDF documents. To install the Reader, click taskbar and choose
Acrobat Reader.
4
Caere Product Support
Programs
Caere Applications Caere Documents
Scanner Setup Notes
and
Start
in the Windows
Chapter 1

Installation and Setup

This chapter describes how to install OmniForm Filler and begin using it, including the following sections:
• System Requirements
• Registering OmniForm Filler
• Installing OmniForm Filler
• OmniForm Filler Features
• Starting OmniForm Filler
5

System Requirements

System Requiremen ts
To install and run OmniFo rm Filler, you need the following set up:
• Computer with an 80486 or higher processor.
• VGA or SVGA monitor.
• Windows-compatible mouse.
•CD-ROM drive.
• A minimum of 10MB hard disk space, with a maximum of 20MB.
• Total system memory of at least 16MB RAM for Windows 95, 98 , and NT 4.0.
• A TWAIN-compatible scanner if you plan to scan graphics into a form.
Install your sc anner and test it in Windows according to the manufacturer’s instructions
OmniForm Filler 4.0 for Windows 95, 98, and Windows NT is a 32-bit application and will not run on earlier versions of Windows.
before
using it with OmniForm Filler.

Registering OmniForm Filler

Registering your copy of OmniForm Filler entitles you to technical support, notif icati on of s pecial offe rs and upgrades , an d the lo west price offered on the next OmniForm Filler upgrade.
Please comp lete and send in the re g istration card included in your OmniForm Filler package.
See ”Product Support” on page 4 for information on technical support.
6 Chapter 1

Installing OmniForm Filler

This section des cribe s how to install Om ni For m Filler on Windo w s 95, 98, and NT 4.0.
Close all applications — including screen savers and mail applications — to free up memory before installing OmniForm Filler.

Installing on a Windows 95, 98, or NT 4.0 Systems

1 Start Windows 95, 98, or Windows NT 4.0. 2 Insert OmniForm Filler’s CD in the CD-ROM drive.
The Setup prog ram should start automatically. If it does not,
Start
click The Control Panel appears.
•Double-click The Add/Remove Programs Properties dialog box appears.
•Click
•Click The OmniForm Filler install screen appears.
in the Taskbar and choose
Install... Next>
Add/Remove Programs.
Install/Uninstall
in the
and th e n
Finish
.
Instal li n g O m n iF o rm Fi ller
Settings
tab.
Control Panel
.
3 Choose 4 Follow all the instructions in the dialog boxes that appear.
During installation, you will be prompted to enter a serial number. You can find the serial nu mb er on the label of the CD­ROM.
OmniForm Filler installs by default to the location c:\Program Files\OmniForm Filler. You can select another location if you wish.
Installation and Setup 7
Yes
when asked if you wish to install OmniForm Filler .

OmniForm Filler Features

OmniForm Filler Features
OmniForm Filler, an easy-to- use environment for work ing with forms, includes the following features:
Form Filling
You can fill a form with the information you need and print or mail it. Information entered can easily be searched and sorted in the OmniForm Filler database.
OmniForm Filler Database
All information you enter into a form is stored as a part of an OmniForm Filler database. You can create, duplicate, search, and sort records, and import and export database i nformation to and fr om other databases.
Field Validation
A form can be set up by the person who created it to field automatically. For example, th e validation could specify that a field must contain a specific type of information. OmniForm Filler would display a prompt if you tried to enter incorrect information.
Field Calc u la tio ns
A form can be set up by the person who created it to perform calculations automatically and display the correct value as you fill the appropriate field(s) in the form. T his automates da ta e ntry and reduce s the possibility of errors.
validate
a fillable
Form Printing
You can print forms from OmniForm Filler. You have a choice of printi ng ju st the form, just th e data entered in a form, or both the form and its information. If you choose to print just a form’s data, you can print it over a preprinted form placed in your printer.
Form Mailing
Use elect ronic mail to send yo ur forms to other users if you have Microsoft Exchange/Outlook or Lotus cc:Mail/Notes installed. Microsoft Exchange/Outlook users can also add routing slips to mailed forms .
8 Chapter 1

Starting OmniForm Filler

This section describes how to launch OmniForm Filler and open a form.
To start OmniForm Filler:
Starting OmniForm Filler
1 Click
2 Click the Open button or choose
Start
in the Taskbar and choose
Applications
The OmniForm Filler window appears.
The Open dialog box appears.
OmniForm Filler 4.0
Programs
.
Open...
Caere
in the File menu.
3 Select a form to open and click 4 Press Tab to place the cursor in the first fillable field and type
information in that field.
See Chapter 2, “W orking W ith Forms, ” for det ailed i nformation on what you can do wi t h y ou r fo rm .
Installation and Setup 9
Open.
Starting Om n iForm Filler
10 Chapter 1
Chapter 2

Working With Forms

This cha p t e r d e sc ribes the b a sics of wor k i ng w i th forms, including:
•Opening a Form
• The OmniForm Filler Window
• Moving Through Fields
• Filling Fields
• Spell Checking
•Saving Your Form
•Printing a Form
• Mailing a Form
• Form Usage Opti ons
11

Opening a Form

Opening a Form
This section describes how to open a form. You can open multiple forms in OmniForm Filler.
To open a form:
1Click
2 Click the Open button in the fill toolbar or choose
3Make sure
4 Locate and select a file. 5Click
Start
in the Taskbar and choose
Applications
File menu. The Open dialog box appears.
down list.
Open
The form opens.
OmniForm Filler 4.0
OmniForm Form
.
is selected in the
.
Programs
Files of type
Caere
Open...
in the
drop-
12 Chapter 2

The OmniF o rm Filler Window

This section describes the OmniForm Filler window and its fill toolbar. The Filler window contains a fill toolba r and seven menus.
A full fill toolbar appears in the OmniForm Filler window after you open a form. Use the toolbar’s buttons as shortcuts to commonly used menu commands.
The fill toolbar
The OmniForm Filler Window
Fillable fields
The Stat u s bar displays current activity and settings.
A form co n t ains
field s .
You can enter information in a field, such as text
in a Name field or a check mark in a check box field. By default, fillable fields are highlighted in yellow. Choose
Areas
in the View menu to turn field highlighting on and off.
Highlight Fi ll
How the form appears in the window depends on how it was created. See ”Form Usage Options” on page 35 for more information.
Working With Forms 13
The OmniForm Fil ler Window

Customizing the Fill Toolbar

You can customize the fill toolbar by choosing the in the Tools menu and then selecting the
You can view and get a description of each button in the toolbar by choosing
Commands
Customize...
tab.
in the Tools menu and the n selecting the
Toolbars
Customize...
tab.
command
To customize the fill toolbar using the
1 Choose
The Customize dialog box appears
2Click the
• If you want ToolTips to appear, select the
• Click
• Click
• Click
Customize...
Too lbars
option. Likewise, if you do not want ToolTips to appear, make
Show Tool Ti p s
sure
New
if you wan t to cre a t e a ne w to o lb a r. The New Toolbar dialog box appears. Type the name of your new toolbar in the your name.
Your new toolbar appears on your desktop. Drag buttons from the fill toolbar to the new toolbar. If you want, you can drag the new toolbar to another location on your desktop.
Delete
created. Select the toolbar you want to delete in the list box and then click
Reset
For example, suppose you have created a new toolbar and have drag ged some butt ons from the f ill too lbar. To re turn th e fill toolbar to its original state with all its buttons, select the
Design
toolbar i n the
The fill toolbar will return to its original state.
in the Tools menu.
tab if it is not selected.
is deselected.
Toolba r n a me
if you want to delete a toolbar that you have
Delete
if you want to return a toolbar to i ts or iginal stat e.
Toolbars
text box and click OK to apply
.
window and then select
Toolbars
Show Tool Ti ps
tab:
Toolbars
Reset
.
3Click OK to close the dialog box and apply your selecti ons.
14 Chapter 2

The Fill Toolbar

All buttons in the fill toolbar correspond to menu commands of the same name. Click ing a butt on is the sa me as c hoosing it s corre spondi ng menu command.
The OmniForm Filler Window
Open
Preview
Print
Print
Spelling
Cut
Paste
Copy
Highlight Fill Areas
Zoom
Previous
First
Record
Record
Record
Number
Next
Record
Record
All these corresponding menu commands are explained in online help. You can also drag the fill toolbar to any other location in the OmniForm
Filler window .
Last
New
Record
Help
Working With Forms 15

Moving Through Fields

Moving Through Fields
You can click in any field to place the cursor there or you can use the following keyboard commands to move the cursor within a form.
Action Key Com bination
Place the cursor in a field
Next field Press Tab Previous fi el d Press Shi ft- Tab Next line in a fill
text field End of a lin e in a fill
text field Beginning of a line
in a fill text field End of all text in a
fill text field Beginning of all text
in a fill text field Next word in a field Press Ctrl-right arrow Previous word in a
field
When a form first opens, press Tab to place the cursor in the first field.
Press Enter to move to the next line in a multiple-line fill text field
Press End
Press Home
Press Ctrl-End
Press Ctrl-Home
Press Ctrl-left arrow
16 Chapter 2

Filling Fields

Filling Fie lds
This section describes each type of fillable field in OmniForm Filler, how to fill it, and how to check spelling. It contains the following topics:
• AutoFill
• Hyperlinks
• Type Ahead
• Shrink Text to Fit Fields
• Fill Text
•Comb
•Check Box
• Circle Text
•Table
• Fill Graphic
• List Fields
• Fields Defined by a Calc ula tion
• Field Validation
• OLE Objects
• Filling/Signing a Form That Has Security Properties
These instructions assume that the cursor is already in a field. The way information is displayed in a field depends on the current form
language selection. See ”Checking the Form Language Selection” on page 28.

AutoFill

An autofill is an automatic filling of fields on your form. For example, your form may co ntain a field that has a d rop-down list of choi ces. Aft er you make your se lection from a drop- down list, othe r f ields on your form may be filled in automatically. The form designer sets up these autofills in OmniForm. For more information, see the form designer or
OmniForm User’s Manual
the
.

Hyperlinks

Hyperlinks are connections from your form to a Web site. These are s et up by the form designer so they may not look the same on every form you will fill out. Hyperlinks, therefore, can appear as rectangle objects, oval objects , g raphic objects, text objects and inside a text object (embedded within the text). Nonetheless, a g ood form designer will label them so that you know they are hyperlinks.
Working With Forms 17
Filling Fields

Type Ahead

As you begin to enter a word in a fill text object, OmniForm Filler will automati call y com pl ete th e wo rd . This opti on wo rk s o nly wh en th ere i s previously filled information that matches the word you are entering. Type Ahead also works for dates, times, and pop-up list s.
1 Choose
The Options dialog box appears.
2Click the
• Selec t
• Deselect
3Click OK.
Options...
Filling
Enable Type Ahead

Shrink Text to Fit Fields

When filling a form, the text you enter may not always fit in the fill text fields . You can make yo ur te x t a u to matic a l ly fit you r fie lds.
To shrink text to fit fields:
1 Choose
The Options dialog box appears.
2Click the
• Selec t
• Deselect
3Click OK.
Options...
Filling
Automatically shrink text to fit within fields
this optio n.
not want this option.
in the Tools menu.
tab.
if you want this opti on.
Enable Type Ahead
in the Tools menu.
tab.
Automatically shrink text to fit within fields
if you do not want this option.
if you want
if you do

Fill Text

Enter characters in a fill text field: letters, numbers, symbols, dates, and so forth. Fill text fields can contain any sort of textual information. The example below shows
18 Chapter 2
First Name
and
Last Name
fill text fields.

Comb

Filling Fie lds
Enter characters in a comb field: letters, numbers, or symbols appropriate to the field. Phone numbers and zip or postal codes are commonly used comb fields. A comb field consists of individual comb
elements.
Each element can cont a in a different number of characters.
prefill
element
You do not have to tab from elem ent to element in a comb field. Just t ype the required amount of information and OmniForm Filler automatically moves the cursor to the next element as appropriate.

Check Box

Click a check box field to fill it. A check box field can contain one of three marks: a ch eck mark, an X, or a fill.
Check boxes are commonly used for an item in a group, as in the next two examples.
Check boxes may be To move through grouped check boxes, use the arrow key on your keyboard . S electing one check box aut o matically de selects another checked box in the group as in the next example.
3-character
element
Check Fill
prefill
element
grouped;
8-character
element
Yes/No
ques ti ons an d fo r sele ct in g
this means that only one can be selected.

Circle Text

Click a circle text field to fill it. A border appears around the filled field. A circle text field can contain text and ot her charac ters, or it can f unction much like a check box (see the previous topic “Check Box”).
Working With Forms 19
Filling Fields

Table

A table field consists of indiv idual default. Enter characters in these cells just as you would in fill text fields.
A table cell can also contain any other type of field, even multiple fields of the same or different types. In the next example, the table cells on the right contain check box fields.
You would click this cell to fill it in the same way as a check box field.

Fill Graphic

A fill graphic field contains a graphic you select. You can import an existing graphic, or you can use a TWAIN-compatible scanner to scan an image directly into the fill graphic field. This section describes both options, as well as how to delete an impo rted graphic from a form.
cells
. Table cells are fill text fields by
To import an existing graphic:
1 Click the fill graphic field or tab to the field and press the Space
bar.
Fill Graphic
The
2 Select
3 Enter a file name in the
20 Chapter 2
Graphic File
dialog box appears.
Source
in the
File Name
drop-d own list.
text box.
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