Nuance OMNIFORM FILLER 4 User Manual

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OmniForm® Filler

User’s Manual

Version 4.0 for Windows 95, 98, 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

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

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)

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

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

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 DocumentsOmniForm Filler Readme



Programs



Caere

after

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.

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

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.



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

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, 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

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

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

Spelling

Cut

Paste

Copy

Highlight Fill Areas

Zoom

First

Record

Number

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

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.

Filling Fie lds

Or, click

Browse...

if you need to locate a file; select a file, and

click OK to return to the Fill Graphic dialog box.

Options

File Name

drop-down list.

to import the g rap hic without

The file name appears in the

4 Select an option in the

• Select

Maintain Original Size

changes.

• Select

Scale Proportionally

to fit the graphic in the fill graphic

field while keeping its exact proportions.

• Select

Stretch to Fit

to change your graphic’s original shape

and size to fit in the fill graphic field.

text box.

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

Specify Width & Height

to specify the graphic’s size. Enter measurements for your graphic in the text bo xe s und e r

Size.

The size of the fill graphic field is

Width

and

Height

displayed at the bottom of the Fill Graphic dialog box. If you enter a size larger than the fill graphic field, only part of the grap hic will be vi s ib le .

Working With Forms 21

Filling Fields

5 You can also enter offset measurements under

Offset.

This is useful if you want to position a graphic exactly in the field, crop a large graphic, or move the graphic away from a field border that would interfere with its design.

• Enter a number in

Left

to specify how far away from the left

side of the field to place the graphic.

• Enter a number in

Top

to specify how far away from the top of

the field to place the graphic.

6 Select or deselect

• Selec t

Transparen t

Transparent.

if you want to be able to see information behind the graphic. Whether a graphic prints transparently depends on your printer driver. See your printer documentation for informatio n.

• D eselect

Transparen t

if you want the graphic to be opaque.

You will not be able to see information behind the graphic.

7Click

OK.

OmniForm Filler imports the graphic and displays it in the fill graphic field.

To scan in a graphic:

1 Click the fill graphic field or tab to the field and press the Space

bar. The Fill Graphic dial og box app ears.

2 Select 3Click

TWAIN

Select Source

4 Select your TWAIN source and click

Source

in the

drop-d own lis t.

to open the Select Source dialog box.

to return to the Fill

Graphic dialog box .

22 Chapter 2

Filling Fie lds

List Fields

5 Type a file name in the

This is the file name the graphic will have after it is scanned and saved automatically by OmniForm Filler.

•Click

• Set a path in the Browse dialog box, type a name for the file,

6 Follow steps 4–6 of the section “To import an existing graphic:”

on page 20 and then return to step 7 on this page.

7 Place the page with the graphic that you want in your scanner,

making sure it is aligned correctly.

8 Click

OmniForm Filler scans the graphic and displays it in the fill graphic field.

To delete a graphic from a fill graphic field:

None

Select form and leave the fill graphic field empty.

Fields can contain a list of selectable entries. A drop-down list arrow appears when the cursor is in the field.

Browse...

and click OK to return to the Fill Graphic dialog box.

OK.

in the Fill Graphic dialog box to delete a graphic from the

File Name

if you need to locate a path for the file.

text box.

Click the arr ow to open the list

Select an entry. The entry appears in the field.

Working With Forms 23

Filling Fields

Fields Defined by a Calculation

The only time you would notice a calculation in fill view is when a field fills in automatically.

In the example below, the amounts entered in the firs t and second fields . Th e increase if the third and fourth fields were filled as well.

Field Validation

Fill text fields can be configured by the creato r to:

• Require that you enter information in a field and do not leave it blank.

• Require that you enter specific information in a field.

• Require both of the above.

• Require that you choos e from a list of choices.

This is consistent. For example, you may be required to enter a date in a validated OmniForm Fill e r if you attempted to e nter anything othe r than a date.

field validation

TOTAL

and en su r e s that in f orma tion ente red in a form is

Date

field. You would receive a reminder prompt from

field automaticall y added th e

TOTAL

would

• Click No to return to the field and enter t he expected inf ormation.

• Click

24 Chapter 2

Yes

to override field validation.

OLE Objects

Your form’s creator may have inserted OLE objec t s in the form. OLE stands for usually will appear as icons, pictures, or text. Usually, these objects have been inserted to provide the form with more i n formation. For example, you may see an icon in your form such as the one pictured below.

In the OmniF orm program , this object co uld be l aunche d as a docume nt in Microsoft Word. You can only view the icon in OmniForm Filler, however. See the want to know more a b out OLE objects.

object linking and embedding.

OmniForm User’s Manual

In OmniForm Filler, OLE objects

or your f orm’s creat or if you

Filling/Signing a Form That Has Security Properties

Security prop erties are set up by the creator of th e f orm and a Work Group Administrator. Security properties protect the person who fills out the form and the user who processes the form.

Filling Fie lds

The creator of the form designa t es the fields that will ha ve secu rity properties. For example, the creator of the form may set up a field or fields (text or comb fields) on a form that become locked once a signature field (which is a spe cializ ed tex t field) is filled.

The person who fills out the form first fills in the locked fields and then “signs” the signature field by using a password. Once t he signature field is signed, the locked fields cannot change unless the person who fills out the form unloc ks the fields by using a password. To “si g n” a form, you need to set up a password through your Work Group Administr ator. For more information about ho w Se cu rity works, please see the

OmniForm User ’s Manual

Security Information

OmniForm provides security information abou t a form in the Securi ty Information dialog box. Use this dialog box to find if a field has been signed and verified, or to access the database where the information is stored.

To obtain security information:

1 Open a form. 2 Choose

The Security Information dialog box appears.

Security...

in the Tools menu.

Working With Forms 25

Filling Fields

OmniForm provides information about whether a signature field is currently signed and verified.

3Click

Database...

to access a database where information (for

example, passwords, user names and full names) is stored. By accessing the database, you are online and your signature

can be readi ly verified. The Security Database dialog box appears.

4 Type the name of your database file in the

Or, click

Browse...

to locate you r file.

File name

• L ocate and select a file.

• Click OK to retu rn to th e Se c u ri t y Databa s e di al o g box. 5Click OK to close the Security Database dialog box. 6Click OK to close the Secu rity Information dialog box.

To fill/sign a signature field:

1 Obtain a password and user name from your Work Group

Administrator.

text box.

If you lose or forget your password it cannot be recovered. Do not use the following characters in your user name or full name: “/\ [ ] ; : | = , + * ? < >

2 Open and fill a form.

26 Chapter 2

Filling Fie lds

Field Security

has been turned on, the locked fields will hav e a

blue border. T o display the blue border, make sure

Field Security

is selected in the V iew menu . Like wise, if y ou do not wa nt to displa y the bl ue border around locked fields, make sure

Field Security

deselected.

3 Click the signature field.

• If you are online, the Signat ure R equir ed di al og box appears.

You will be prompted for a valid user name and password. A form is considered online if the security database can be found and opened. When online, signatures can be verified.

• If you are offline, the Signature Required (Offline) dialog box

appears. You will be prompted for a user name and password. A form is considered offline if a security dat abas e file nam e has not been specified, or if an error occurred when opening the database. When offline, signatures cannot be verified. To access the database, see the previous sect i on .

4 Enter your user name and password. 5 Click OK to close the dial o g box and return to the fo rm.

Your user’s full name will appear in the signature field. If

Security

has been turned on and you are online, your signature

Field

is verified and you will have a green icon next to your signature field. If you are offline your signature is not verified and you will have a red icon.

A signed signature field

Working With Forms 27

Spell Check ing

Spell Checking

Checking the Form Language Selection

Use the spell-checking feature to verify that field entries are correct.

Before you check spelling make sure you have the correct dictionary for the form’s language as described below.

1 Choose

The Options dialog box appears.

Options...

in the Tools menu.

2Click the

The

Dictionaries for all supported languages are included in both the International Englis h and Unit ed S tate s versions of OmniForm Filler. You must h a ve a di ctionary that matches the language of a form to spell check it.

3Click OK to close the Op tions dialog box.

International

Language

tab.

selection is grayed out but readable.

28 Chapter 2

Changing the Form Language

You can change the selected language for a form in the full version of OmniForm. You may want to do this if:

• The form language does not match the selected language for the form. See the previous section for information.

• You have a form with more than one language.

Spell Checking

Contact your forms administrator if you have one, or see the

User’s Man ual

Changing the reformat data already entered.

for more information.

Current Form

Spell Checking Your Form

OmniForm Filler has two ways to spell check your form.

• OmniForm Filler automatically places a red wavy line under misspelled words and double entries. Y ou simply right-click the error and select the correction from the menu that appears.

If you want to turn off this automatic spell ch ecker, choose

Options...

the automatic spell checker.

• Y ou can also check the spelling of your form by using the Spelling dialog box.

To spell check your form by using the Spelling dialog box:

1 Click the Spelling button in the fill toolbar or choose

in the Tools menu. The Spelling dialog box appears with the first questionable

word after

in the Tools men u. In th e dial og box tha t appe ars, se lect

Spelling

tab. Des elect

Unknown Word

OmniForm

selection could cause OmniForm Filler to

Check spelling automatically

to turn off the

Spelling...

• The suggested spelling, if there is one, appears in the

text box.

• Other suggested spellings appear in the

Working With Forms 29

Suggestions

Change

list box.

Saving Your Form

You will notice that if you close a form after making data entries that OmniForm Filler does not prompt you to save the changes. This is because OmniForm Filler saves automatically. There is no save comm a n d b u t there is a

Use the different file name.

Printing a Form

This section describes how to print a form and how to print a form as a macro.

Printing Your Form

2 Select one of the foll owing opti ons as appropr iate:

All, Change, Change All, Add

3Click 4Click OK in the dialog box that tells you the spell check is done.

1 Click th e Pr in t button in the fi ll toolbar or choose

to end the spell check.

Save As...

File menu. The Print dialog box appears.

command to save a form to another location or w ith a

Suggest

, or

command.

Ignore, Ignore

Print...

in the

30 Chapter 2

Printing a Form

2 Select an option in the

• Select

Form and Data

Form/Data

drop-d own list.

to print all text, graphics, and any

information in fillable fields.

• Select

Data Only

to print just the information you have typed in the fillable fields. This is useful if you want to print data over a preprinted form.

• Select

Form Only

to print a blank fo rm, that is, without any

information in fillable fields.

3 Select an option in the

This option is only available if selected in the

• Select

Form/Data Current Record Only Current Record Set

Data

drop-d own lis t.

Form and Data or Data Only

drop-d own list.

to print just the current record.

to print the cu rrent found set of

records.

• Select

4 Select

All Records

Collate

to assemble multiple printed copies in the proper

to print every record in the database.

sequence. This option is avai lable if your form has more th an 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

Form/Data

the

drop-d own lis t.

Data On ly

is sel e c te d in

6 Select

Use macro to print form

if you have a macro programming utility installed and want to print a stored print file. This option is only available if the form was se t up with a macr o numb e r.

See “Printing Your Form as a Macro” in the next sec ti on .

7 Select

Print Paper Color

if you want to print the bac kgroun d color

of your form.

8 Select any other print options you want. 9 Click

OK.

OmniForm Filler prints your form with the sele cted 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

Working With Forms 31

OK.

if you

Fil e Na me

text

Mailing a Form

Printing Your Form as a Macro

OmniForm forms can be saved as a macro and then called as an overlay from a p rinte r’ s me mory , flas h memor y, or hard d isk . Omn iFo rm for ms are compatible with the Kelly FlashS IMM for Hew lett-Pa ckar d laser printers. Please contact Kelly Computer Systems at (415) 960-1010 for more information.

To print y our form as a macro, a ma cr o n u m b e r must hav e bee n assigned to the form in the OmniForm program. Consult your OmniForm admi nistrator or the form’s creator if you need to assign a macro number to a form.

Print a Macro

1 Launch OmniForm Filler and open the form you want to print.

Mailing a Form

Selecting a Mail System

2 Choose 3 Select 4 Select any other options you want and click

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

This section des cri bes h ow to s ele ct a mail sys tem and mail a fo rm f rom OmniForm Filler .

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

1 Choose

Print...

in the File menu to open the Print dialog b ox.

Use macro to print form.

Options...

in the Tools menu.

OK.

32 Chapter 2

The Options dialog box appears.

Mailing a Form

OK.

General

tab.

2 Click the

OmniForm Filler selects your installe d mail applica ti on by default if you have only one installed.

3 Select the program to use if you have more than one installed. 4 Click

Using the Send... Command

1 Open the form to send. 2 Choose

The Mail Options dialog box appears.

3 Select an option

• Select

Send...

in the File menu.

Form and Data

information in fillable fields.

Data Only

in the fillable fields.

Form Only

information in fillable fields.

to send all text, gr ap hics, and any

to send jus t the information you hav e typed

to send a blank form, that is, without any

Working With Forms 33

Mailing a Form

4Click

Range...

to open the Record Range dialog box if you want

to specify a range of recor ds to send.

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

• Select

• Selec t

All Records

to send all records in the current database.

Current Record Set

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

From

text box and the last record number to send i n the To text box to specify a range of records.

• Click OK to retu rn to th e Mail Opt i o n s di a log box .

5Click

in the Mail Options dialog box.

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

6 Enter the appropriate information in your mail program’s

dialog box. Refer to your mail program’s documentation for more information.

The foll owing box show s the L otus CC: M ail a pplic atio n di alog box.

7Click

34 Chapter 2

Send

to mail your information as specified.

Adding a Routing Slip

Microsoft Exchange/Outlook users can add a routing slip to mail. See the Microsoft Exchange/Outlook documentation for detailed information.

To add a routing slip:

1 Open the form to send.

Form Usa ge Options

2 Choose

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

•Click

Form Usage Options

This sec t ion describe s form usage: what is it and how to change it.

What Is Form Usage?

Form usage affects how a form appears and the way you can use it in OmniForm Filler . The form s you use were cre ated in the Omni For m pro gra m and d esi gned accor di ng to the wishe s of th e cr e at o r . A form may appear in one of three ways:

•As a

This is a fully designed form. Y ou can fill in highlighted fields. The form can be edited in the OmniForm program as well. Graphics on the original form do not appear on a designed form unless the creator placed them there manually.

•As an

This is a partially designed form. Yo u can fill in highlighted fields. Some of the form can be edited in the OmniForm program. An original form maintains its original look and graphics.

•As a

This form has no fillable fields unless the form’s creator added some. Otherwise, it is just a picture on your computer. You can print or mail a nondesigned form.

Add Routing Slip...

Route Add Slip

form.

designed

nondesigned

original

form

in the File menu.

to route the document.

to close the dialog box without routing the

form i m age

Working With Forms 35

Form Usage O ptions

Changing Form Usage

Choose form. For example:

To change form usage:

Form Usage...

• You have an original form but decide to use it as it was de signed in OmniForm b y another person.

You would change the form to a

• You have a form designed in OmniForm by anothe r person but decide to send the or i g inal for m to som e o ne .

You would change the form to an

in the View menu to change the wa y you can use a

designed

original

form.

1 Choose

The Form Usage dialog box appears.

2 Select a form usage option.

• Selec t

3Click

Your form changes to reflect the selected option.

Form Usage...

Use Designed Form

by another person.

Use Original Form

originally. This optio n is not available if the form was created in the OmniForm program, rather than having been imported or scanned in.

OK.

in the View menu.

to view the form as it was designed

to view the form as it looked

36 Chapter 2

Chapter 3

Managing a Database

This chapter introduces basic database concepts, including the following sections:

• What Is a Database?

• Managing Databa se Re cords

What Is a D at abase ?

What Is a Database?

The user who designed this dai ly planner creates a new record each day. So far, this user h as a da t abase containing three records.

The user can sort these records by date or other entries and search for information in any field.

A database is a collection of information stored as individual

records.

Each reco rd uses the same fo rm design but can co ntain differ ent information in its fields .

OmniFor m Filler automatically creates a database when you open a form. As soon as you fill in the form, it becomes the first record in a new database. Any user of this database can create a new, blank form using the record as a template and then fill in new information to create another re cor d. Th is ma kes it poss i ble to st ore a larg e amo unt of simi lar information and retrieve it quickly and easily.

Record 1

Record 2

Record 3

38 Chapter 3

Managing Database Records

This section tells you how to cr eat e a database of rec ords and man age its information. It contains the following topics:

• Creating New Records

• Duplicating Records

• Moving Through a Database

• Searching Re c o rd s f or Inf o rm a tion

• Sorting Records

• Recalculating Records

• Refreshing Records

•Saving Records

• Deleting Records

•Exporting Information

• Using OmniForm Filler Data Files

• Importing Information

The form you op e n b e co mes the f irst recor d o f a new d a ta base as so o n as you fill in a field. You can then create new records with the same layout and fields and fill them with different information.

Managing Dat abase Records

Creating New Records

If you have a form open and fill at least one field in the current record, you can cr e a te ne w re c ords.

You ca n n o t cre ate a new record if data p ro te ction was turned on in the form in t he OmniForm p rogram. Contact yo ur OmniFor m adminis trator or the form’s creator if you need data protection t u rned off.

Managing a Database 39

Managing Dat abase Records

To create a new record:

1Open a form.

2 Click in a field with the cursor or press Tab to place the cursor in

the first fillable field.

3 Enter informati on in the field.

OmniForm Filler cannot create a new record until you fill at least one field in an empty form. A form with fields filled only by automatic calculations (such as a date field) is still considered empty by OmniForm Filler. You must fill at least one field manually before you can create a new record.

4 Press Tab to move to the next fiel d.

Because a field is filled, you now have a databa se with on e record in it.

40 Chapter 3

5 Fill in as many fields as you like.

Managing Dat abase Records

6 Click the New button in the fill toolbar or choose

Records menu and OmniForm Filler creates and displays a new , empty r ecord with

the same form design as the first one. 7 Fill in this record with the appropriate information. 8 Co nti nue to create n e w reco rds i n th i s wa y as n e ce s sa r y.

Duplicating Records

You can duplicate any record in a database as long as it has information entered in at least one field. This is useful if you want to create records that will contain much of the same information.

A form with fields filled only by automatic calculations (such as a date field) is still considered empty by OmniForm Filler. You must fill at least one field manually before you can duplicate a record.

You cannot dupli cate a record if data protectio n was turned on in the form in t he OmniForm p rogram. Contact yo ur OmniFor m adminis trator or the form’s creator if you need data protection t u rned off.

New

in its cascading menu.

Go To

in the

Managing a Database 41

Managing Dat abase Records

To duplicate a record:

1Open a form. 2 Fill in the information you want duplicat ed. 3 Choose

Duplicate Record

OmniForm Filler duplicates and displays the new record.

To change an entry in a filled field, tab to a field or drag your cursor over the entry to highlight it and then type a new entry.

Moving Through a Database

Once you have multiple records, use the Record buttons in the fill toolbar or the commands in the Records menu to move through a database.

First R ecord Previous Record Next RecordRecord Nu mber Last Record New Recor

First Record

Click the First Record button or choose

First

in its c ascading menu to move to the first record i n your database.

Previous Rec or d

Click the Previous Record b ut ton or choose

and you are viewing. If you are viewing record 3, for exa mple, th e previ ous record is record 2.

in its cascading menu to move to the record before the one

in the Records menu.

Go To

in the Re cords m e nu and

Go To

in the Records menu

Record Numbe r

The Reco rd Nu mb er t ext box di spl ays the nu mber of the cur re nt r eco rd . Follow the se steps to move to another record:

1 Highlight the number in the Record Number text box. 2 Type a new number. 3 Press Enter to move to that recor d.

42 Chapter 3

Next Record

Click the Next Record button or choose

in its ca s ca ding me nu to mo ve to the re c ord afte r the one y ou a re viewing. If you are viewing record 3, for example, the next record is record 4 .

Last Record

Click the Last Record button or choose

Last

in its ca scading menu to mo ve to the last reco rd in your database.

New Record

Click the New Record button or choose

New

in its cascading menu to create and move to a new record.

Searching Records for Information

A database ca n contain a t remendou s amount of informa tion. I f you had to search manually through hundreds of records in your database to find a particular record, it could take hours. An OmniForm Filler search, however, can ret riev e record s with t he inf ormat ion you n eed in seco nds.

Managing Dat abase Records

Go To

in the Rec ords menu and

Go To

in the Reco rds men u and

Go To

in the Rec ords menu and

The fiel d to se ar c h How to search What to sear ch fo r

Which records to search

These retrieved records are called a export the found set if you wish.

To search for information:

1 Choose

Search...

in the Records menu.

The Search dialog box appears.

2 Select a field name in the

Field Name

This is the field that contains the information you want to find. All the fields in your form are listed here.

3 Select a condition in the

Condition

A condition describes how to look for information entered in the

Value

text box. For example, suppose you entered the words

Franich & Halsey in the

found set.

drop-d own list.

Value

text box.

You can print, mail, or

drop-d own lis t.

Managing a Database 43

Managing Dat abase Records

The foll owing bulleted items show the results of a search usi ng each available condition option. Proceed to step 4 on page 46 if you already know which condition to select.

is equ al to:

•

find an exact match of the

This finds records th at have

Customer

in the

field. Make sure you have no extra spaces after

Franich & Halsey

Value

entry.

and nothing else

your entry. If, for example, you typed in an extra space, then OmniForm Filler would search for the Franich & Halsey entry plu s a spac e .

is not equal to:

•

find anything but the

This finds records that have anything but

Customer

the

is greater than:

•

field.

find records of greater value than the

Value

entry.

Franich & Halsey

Value

entry. This finds records th at have entr ies in the

in the alphabet than the entry, for example,

Gallatron, Inc

is greater than or equal to:

• than the

Value

find record s of equa l or gre ater val ue

entry.

This search f inds records th at have entries in th e

Customer

Franklin or

Customer

field later

field beginning with the entry name itself up to the letter Z.

is less than:

•

find records of lesser value than the

This finds records that have entries in the

Value

Cust omer

entry.

field beginning with a symbol, a numb er, or letters earlier in the alphabet than the entry, for example,

France or Dharma Dogs

44 Chapter 3

Managing Dat abase Records

is less than or equal to:

•

Value

the

entry.

This finds records that have entries in the

find r ecords of equal or lesse r val ue than

Customer

field beginnin g with a symbol, a number, or the letter A up to the entry name itself.

begins with:

• This search finds re co rds that h ave

find records that begin with the

Franich & Halsey

entry or at the b e g inning of an entry in the

does not begin with:

•

Value

entry or that d o not contain the value e ntry at all.

find records that do not begin with the

This sear ch fi nds r ecor ds th at do no t have the beginnin g of the en try in the do not contain

ends with:

•

Franich & Halsey

find records that have the

Customer

at all .

Value

entry.

as the

Customer

field

Franich & Halsey

field or records that

entry at the end of

the selected field. This search finds re co rds that h ave

entry or at the end of an entry in the

does not end with:

•

find records that do not have the

Franich & Halsey

Customer

field.

Value

as the

at the en d o f the sele ct e d field or rec o rds that do n o t co n t a in the value entry at all.

This search finds records that do not have the end of an entry in the

Customer

field.

Franich & Halsey

entry

Managing a Database 45

Managing Dat abase Records

contains:

•

find record s that contain the

This search f inds records th at have anywhere in the

Be careful when selecting In a search for the value

Customer

field.

contains

male

, for example, your s earch w ould

Value

entry.

Franich & Halsey

entered

as one of your conditions.

include any records that contain ed the word male. It would, therefore, also include records for

does not contain:

•

find records that do not contain the

female

Value

entry. This search finds records that do not have

entered any where in the

is empty:

• The

is not empty:

•

find record s that have no entry in the se lected field .

Value

text box is disabled if this is selected.

find records th at have an entry of any sort i n the

Customer

field.

Franich & Halsey

selected field.

Value

The

text box is disabled if this is selected.

4 Type the text to find in the

Value

text box.

Information is not case-sensitive. T yping Los Gatos is the s ame as typing los gatos.

How OmniForm Filler searches for the information in the text box depends on the selection in the

Condition

drop-d own

Value

list as described in the previous step.

5 Select an o p tion under

• Selec t

Search All Records in the Database

Scope of Search.

to search th e e ntire

record set.

• Selec t

Only Search Current Record Set

to search a subset of records. This option is only available when you have a found set open from a previous search.

6Click

46 Chapter 3

OK.

Click Clear Search to return to the full record set.

Search information: the found set contains three records.

Managing Dat abase Records

OmniForm Filler searches for and retrieves all records that contain the informatio n you specif ied in the Search dialog box .

Under the fill toolbar, OmniForm Filler displays the search informati on and numbe r of re cord s in the foun d set. If you need to narrow the search fu rther, choose

Search...

again.

You might, for example, want to search the Franich & Halsey recor d set for invoices from a specific month. You can search each new subset of records as many times as you need to find the specific information yo u want.

OmniForm Filler maint ains the current found set if it retrieves no records during a search.

7 Click

Clear Search

under the fill toolbar to return to the full

record set when you are done.

Sorting Records

You can sort records in OmniForm Filler in ascending, descending, or original order entry. This is useful for many situations. If you wanted to export mailing information, for example, you could sort records by postal code to reduce bu lk mailing costs. Or, you migh t want to sort invoices by date to find the most delinquent accounts.

You can print, mail, or export this information in the order in which it is sorted.

To sort records:

1 Choose

Managing a Database 47

Sort...

in the R e co rd s m e n u.

Managing Dat abase Records

The Sort dialog box appears.

2 Select t he fie ld by whi ch to sor t in the

All the fields in your form are listed here.

3 Select a sort order.

• Select

• Selec t

4Click

OmniForm Filler sorts the records in the order indicated.

Ascending Order

for example, from A–Z or from 0–100. Symbols precede numbers which precede letters: $40, 40, Forty

Descending Order

for example, from Z–A or from 100–0. Letters precede numbers which precede symbols: Forty, 40, $40

Original Order Entered

which you originally entered information in the selected field. This is useful to view the history of information entered.

OK.

Recalculating Records

Recalculating records applies any new or changed calculations to selected re cord s in a da tab ase. Unt il you u se t he new or changed calculations apply only to new rec ords .

This command reapplies You may not always want this to happen.

Field Name

to sort records from least to greatest;

to sort recor ds f rom greatest to least;

to sort records in the order i n

Recalcula te .. .

all

existing calculations to the selected records.

drop-down list.

command,

For example, suppose the mileage calculation in an expense form was changed t o re flect the la te st rate. (The pe rson who created the form in the OmniF orm program woul d make this cha ng e.)

All new records would use the new calculation and reflect this rate. Older records would not reflect the new calculation because the original rate was correct at the time.

48 Chapter 3

Managing Dat abase Records

If another new calcu latio n was added to the same expense f orm and you recalculated all records, the mileage rates on your old records would also change. They would then be incorrect. To prevent this, you could search the re cords for those records newer than the date that you changed the mileage calculation, and apply the new calculation only to the newer records.

See ”Searching Records for Information” on page 43 for information on searching.

You cannot recalculate records if data protection was turned on in the form in t he OmniForm p rogram. Contact yo ur OmniFor m adminis trator or the form’s creator if you need data protection t u rned off.

To recalculate records:

1 Choose

Recalculate...

in the Records menu.

The Recalculate dialog box appears.

2 Sel e c t th e rec o rd s to reca lculate .

• Select

All Records

to apply the new or changed calculation to either the current found set or to every record in the database if the ent ire record set is open.

• Select

Current Record Only

to apply the new or changed

calculation to just the record you are viewing.

• Select

From/To

to apply the new or changed calculation to a

range o f rec or ds. Enter a number in the

1 in the

From

text box and 5 in the To text box, for example,

From

and To text boxes. If you entered

OmniF o rm Filler wou ld recalcu l at e the fi rs t fi ve re co r ds in your database or found set.

You cannot undo a recalculation!

3 Click

Managing a Database 49

OK.

Managing Dat abase Records

Deleting Records

OmniForm Filler recalculates the records according to your specifications .

4Click OK in the dialog box that informs you how many records

were recalculated successfully .

This section describes h ow to delete one or more re cords in a database. Do this to get rid of old, unwanted, or duplicate records.

You cannot undo a record deletion!

You can export information from a record first if you want to delete a record but save its data. See ”Exporting Informati on” on page 51 for instruct ions.

You cannot delete a re cord if data protection was turned on in the form in the O mniForm prog ra m . Co n t ac t y o u r Om niFo rm admin ist ra tor or the form’s creator if you need data protection turned off.

To delete the current record:

1 Choose

A warning dialog box appears.

2Click

To delete all records:

1 To delete a found set of records instead of all records, click

Search...

See ”Searching Records for Information” on page 43 for more information.

2 Choose

A warning dialog box appears.

3Click

50 Chapter 3

Delete Record

Yes

to dele te the current record pe rm a n e nt l y.

in the Records me nu to find the rec o rd s to de l e te .

Delet e A ll Reco r d s

Yes

to dele te all records or th e found set perma ne ntly.

in the R ec ords menu.

in the Rec ords men u .

Managing Dat abase Records

To delete a found set of records:

1 To delete a found set of records instead of all records, cl ick

Search...

See page 43 for more information.

in the Records menu to find the records to delete.

2 Choose

A warning dialog box appears.

3 Click

Refreshing Records

Use this option to see if records have b e e n updated by other users. You can refresh records only if a form is shared and only in the form that is currently open.

To refresh a record or records:

1 Choose

menu. If you have chosen

automatically checks to see if any record has been updated and displays the fres hest reco rds. If you have chosen OmniForm Filler automatically checks to see if the record has been updated a nd di sp lays the freshest record.

Saving Records

You can save your current record anytime during the filling-out process. This option is useful when you are filling out long forms. You do not need to finish filling out a form before you can save a record of it. Records are au tomati c all y save d when you move fr om rec or d to recor d.

Delete All Records

Yes

to delete the found set of records permanently.

Ref resh Record

in the Records menu.

Refresh All Records

Refresh all Records

in the Records

, OmniForm Filler

Refresh Record

To save a record:

1 Choose

OmniForm Filler saves your record to the database.

Save Record

in the Records menu.

Exporting Information

This section explains the benefits of exporting information and how to export information from an open OmniForm Filler database.

See ”Importing Information” on page 56 for information on how to import inform ation int o a data base.

Managing a Database 51

Managing Dat abase Records

The Benefits of Exporting Information

Export information from records to:

• Share information with other OmniForm Filler databases. Information exported as a database file takes up considerably less

disk space than th e database its elf. It can be copied or mailed more quickly than the entire database.

• Share information from different databases. For example, you might have a FoxPro database and decide that

you need information already entered in an OmniFor m Filler database. Simply export the needed information from OmniForm Filler in the appropriate format and use FoxPro’s commands to import it.

• Save other database users th e time of entering data manually by sending the m an Om niForm Filler Data or other database f ile.

To export information:

1 Choose

Export...

in the File menu.

The Export Setup dialog box appears.

2 Select a database file type in the

• Select

OmniForm Databa se

Export To

drop-d own list.

to export information to an

OmniForm Filler Data file.

• Selec t

ODBC Database

Data Sources

to sele c t a da t a source i n th e

list box.

See ”ODBC Option s” on p age 55 for more i nfor mat ion on this dialog box.

3Click

OK.

Available

52 Chapter 3

The Export As dialog box appears.

Managing Dat abase Records

• A file name appears in the

File name

text box.

The file is named by default with the name of the currently open data b a se. You can change the file n a me if you want.

• The database file type you s elected i n the previous dialog box appears in the

4 Use the 5 Click

Save in

Save.

Save as type

drop-d own list to select a location for the f ile.

Save File a s Type)

(or

drop-down list.

The Export dialog box appears.

All the fields in your currently open database appear in the

Fields in

list box.

6 Select each field that contains the information to export and

click

Add>>

to move i t to th e

Fields to Export

list box.

Managing a Database 53

Managing Dat abase Records

• Shift-click to select or deselect multiple adjacent records, or hold down the mouse button and drag the cursor over adjacent records.

• Ctrl-click to select or deselect multiple non-adjacent records.

• Select a field on the right and click

<<Remove

if you deci de no t

to export its information.

7 If you want to specify a range of records to import, Click

Range.. .

to open the Record Range dialog box.

Otherwise, OmniForm Filler exports all records by default.

• Selec t

• Select

All Records

to export all rec ords i n the cur ren t data base.

Current Record Set

to export the current found set of

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

From

text box

and the last record number to export in the To text box.

• Click OK to retu rn to the E xp o r t d ia l o g box.

8Click

OK.

OmniForm Filler exports the information in the selected fields to the specified file.

9Click OK in the dialog box t hat tel ls y ou how man y r ecor ds wer e

successfully exported.

54 Chapter 3

Managing Dat abase Records

ODBC Options

Installed ODBC database drivers appear in the box when you select Depending on your database driver, you can export up to 255 fields at a time.

To export you r data to an avai l able data source :

ODBC Databa se

in the

Available Data Sources

Expor t To

drop-down l ist.

list

1 Select

2 Select 3 Select a source from the

4 Enter a file name in the

5 The database file type that you selected in the previous dialog

6 Follow steps 7 through 9 in the previous section “To export

Export

in the File menu.

The Export Setup dialog box appears.

ODBC Database

An Export As dialog box appears.

automaticall y.

box appears in the

information.”

in the

File name

Save as type

Using OmniForm Filler Data Files

This section explains how to use OmniForm Filler Data files to open shared forms an d how to se t up a shared form location. A shared form is one other users can access.

When you export OmniForm Filler data from a form, the form’s file name is stored inside the Data file. OmniForm Filler uses the file name information as well as pathway information in the Options dialog box to locate and open a copy of the original form. The form automatically imports information from the Data file. This is useful for sharing data, especially if you want to send another user just part of a database.

Export To

Available Data Sources

drop-d own list.

drop-d o w n l i s t.

text box if it does not appear

list box and click

Managing a Database 55

Managing Dat abase Records

To set up the shared form location:

1 Select or create a folder for your shared OmniForm Filler forms.

tab.

Option s...

File Types

in the Tools menu.

drop-d own list.

Open

in its folder’s

Location

text

2 In OmniForm Filler, choose

The Options dialog box appears. 3Click the 4 Select 5 Type the path to your shared form(s) folder in the

box. 6Click

To export the data:

• Use the

OmniForm Filler Data file. See ”Expor ting Inf ormat ion” on page 51 for information.

• Use the

(as an attach e d Omni F o rm Filler D a ta file) to an other user. See ”Mailing a Form” on page 32 for information.

To use an OmniF orm Filler Data fil e to ope n a sha red form :

1 Locate the OmniForm Filler Data file to use. 2 Double-c lick the file or select it and choose

File menu.

A copy of the shared OmniForm Filler Form from which the

OmniForm Filler Data file was exported opens. OmniForm

Filler automatically imp orts the info rma tion in the Omni Form

Filler Data file into the form.

File Locations

Shared Forms

OK.

Export...

Send...

in the

command in the File menu to create an

command in the File menu in fill view to mail data

Importing Information

This section explains how to import field data (information) into an OmniForm Fill e r database from another database sour ce. You can import data f rom three sourc e s:

• Another OmniForm Filler Form.

The selected form must be closed.

• An OmniForm Filler Data file.

This contains inform ation expo rte d from an OmniFor m Filler database.

• Any supported database source, such as FoxPro.

Available sources depend on the installed database drivers.

• An OmniForm Mailab le Filler.

56 Chapter 3

Managing Dat abase Records

Data consists of information entered in fields, such as text, check marks, and calculations. Importing data saves you the time of entering the same data manually and allows you to sha re data with other database users.

You must first e xport data from another database in order to import it into OmniForm Filler. See ”Exporting Informat io n” on page 51 for information. See your database documentation if you are exporting from another database program.

You cannot import information if data protection was turned on in the form in t he OmniForm p rogram. Contact yo ur OmniFor m adminis trator or the form’s creator if you need data protection t u rned off.

To import field information:

1 Open a form. 2 Choose

Import...

in the File menu.

The Import Setup dialog box appears.

3 Select the type of database information to import in the

From

drop-d own list.

• Select

OmniForm Database

to import information from an

OmniFor m Form or from an OmniForm Data fil e.

• Select a data source in the

Available Data Sources

list box to

import files from another database source. You can also add, de lete, and set up data sourc es.

4 Click

OK.

The type of dialog box that appears nex t depends on t he type o f data b a se f i le yo u se le cted .

Import

Managing a Database 57

Managing Dat abase Records

The Select Import Files dialog box appears if you selected

OmniForm Database

An OmniForm Data (OFD) file has a different icon than a Form

(OFM) fil e . T he fi r s t New Address file in the picture above is a

data file. 5 Locate and select a Data file to import. 6Click

OK.

Depending on the database source you chose, more dialog

boxes may appear. Select the appropriate options.

The Import dialog box appears after you select a file.

• Fields in the open OmniForm Filler database appear on the left.

• Fields you can import from the other database appear on the right.

7 Link fields on the left to fields on the right.

This tells OmniForm Filler which field data to import from the other database and where to import it in the current database.

58 Chapter 3

Managing Dat abase Records

• To link individual fields, select a field on the left, select its corresponding field on the right, and click

•Click

Auto

to autom atic ally link all f iel ds w ith th e s ame nam e.

Link

Some fields will not have matching names but contain the same information. Or, you may not want to import all fields.

Linked fields appear in the

Links

list box.

• Select a link in the

•Click

• Select

Unlink All

to unlink all fields.

Recalculate Imported Records According to Form’s

Calculations

when it is selectable to apply existing calculations

Links

list box and click

Unlink

to unlink it .

to the imported records.

8 Click

Range...

to open the Reco rd Range dialog box to sp e cify a

range of records to import. Otherwise, OmniForm Filler imports all records by default.

• Type the first record number to import in the

From

text box and

the last record number of the range to import in the To text box.

•Click OK to return to the I mp ort dialog box.

9 Click OK when you are done linking fields.

OmniForm Filler imports the information into the selected fields, c reat ing as many new r eco rds as necess ary in t he pr ocess.

10 Click OK in the dialog box that tells you how many records were

imported success fully.

Managing a Database 59

Managing Dat abase Records

60 Chapter 3

Chapter 4

Technical Information

This chapter explains how to troub leshoot co mmon problems you may encounter. It also provides technical information on such topics as program operation and compatible file formats.

This chapter contains the following sections:

• General Troubleshooting Solutions

• OmniForm Fille r Setup Issues

• Uninstalling OmniForm Filler

• Scanning Graphics into OmniForm Filler

•Operation

• OmniForm Filler Compatibility

• Error Messages

General Troubleshooting Solutions

If you have a problem with OmniForm Filler, first check that your computer, scanner, and other applications are functioning properly.

Make backups of OmniForm Filler files regularly, preferably in a location other than your hard drive. This could save you hours or days of work if the unexpected happens: file deletion or corruption caused by disk crashes, viruses, or user error.

Solutions to Try First

Try these possible solutions if you experience problems using OmniForm Filler:

• Restart your computer and make sure other applications are functioning properly.

• Make sure that your system meets all requirements as listed in “System Requirements” on page 6.

• If you are using a scanner, make sure the scanner is plugged in and turned on, and that all cable connec tions are secure.

• Tu rn off your computer, restart your scanner, and then restart your computer.

• Use the software that came with your scanner to verify that it works properly in Windows before using it with OmniForm Filler .

• Fix Windows problems before using OmniForm Filler again.

• Run viru s- chec ki ng so f tw a re regularl y.

• D efragment your hard disk occasionally. See your Wi ndows online help for more informa tion .

• Run ScanDisk for Windows 95 or 98 or CheckDisk for Windows NT to che c k you r hard disk for erro rs . See Window s o n lin e he lp for more information.

• Uninstall and Reinstall OmniForm Filler.

62 Chapter 4

OmniForm Fille r Setup Issues

This section con tains informat ion on some common insta ll ation problems and information on how to optimize the installation process:

• Memory and Installation

• Installing Omniform Filler 4.0 over Older Versions.

Memory and Installation

Close all applications — including screen savers and mail applications — to free up memory before starting the OmniForm Filler setup program.

Installing OmniForm Filler 4.0 over Older Versions

Select your current OmniForm Filler folder during installation to install OmniForm Filler 4.0 over a 3.x, 2.x, or 1.x version. OmniFo rm Fille r prompts you to confirm that you want to overwrite the previous version.

You will no longer be able to run an older version of OmniForm Filler in this case.

Uninstalling OmniForm Filler

OmniForm Filler Setup Issues

Follow these steps to remove OmniForm Filler from your system.

The steps listed here remove all OmniForm Filler files from your computer. Back up files and records outside your Omnifill folder if you w ant to save them.

To uninstall OmniForm Filler in Windows 95, 98 or NT:

1 Exit from OmniForm Filler. 2 Click

3 Select 4 Double-click 5 Click

Technical Informat io n 63

Start

in the Taskbar and choose

The Add/Remove Programs Properties dialog box appears.

OmniForm Filler 4.0

Add/Remove...

Yes

in the confir mation dialog box.

Windows removes OmniForm Filler from your system.

in the

Settings

Install/Uninstall

Control Panel.



tab.

Scanning Graphics into OmniForm Filler

Scanning Graphics into Om niForm Filler

This sec tion descri bes com mon sca nning proble ms that may oc cur i f you use a scanner to import a graphic into a fill graphic field:

• S yst em Hang During Scan

• Scanner Com pa tibil ity

System Hang During Scan

A system hang during a scan could have several p ossible causes:

• An inte rrupt co n fl ict betw e e n yo u r scanne r a n d a n o the r devic e such as a bus mouse or network card .

Check interrupt addresses for a possible con flict. See your device documentation.

• A SCSI termination problem. Make sure the scanner is terminated properly. See your scanner

documentation.

• A memory-related problem. Try closing open windows and applications to free up memory.

Scanner Compatibility

If you experience a problem between OmniForm Filler and your scanner, make sure your scanner is a TWAIN-compatible scanner, such as Canon, Epson, or Microtek.

Operation

This section provides troubleshooting techniques for potential operational problems as well as additional technical information:

• OmniForm Filler Limits

• Inserting OmniForm Filler Forms as OLE Objects

•Low Memory

• L ow Disk Space

• Right Mouse Button Functions

OmniForm Filler Limits

The following limits apply in OmniForm Filler:

• Pages in a form: 100

• Open forms: 20 (depends on your system)

• Records in a database: 10,000 or approximately 5.4 MB of data across al l reco rds.

64 Chapter 4

Inserting OmniForm Filler Forms as OLE Objects

You can inser t an Omn iF orm F iller for m i n most pr ogra ms th at su ppor t object linking and embedding (OLE).

If you create a new object rather t han creating one from a file, O mniForm Filler launches and the Open dialog box appears. Select an OmniForm form in the dialog box and click documentation for mor e in formation about using OLE ob jects in that program.

Open.

See the other program’s

Low Memory

Low memory can cause a number of problems, from persistent lowmemory error messag es to system h angs. Yo u nee d a mini mum of 16 MB RAM for Windows 95, 98 and Windows NT.

More memory is recomm ended if you run multiple applicatio ns.

Close Open Applications and Windows

You may receive out- of-me mory err or message s or find th at OmniForm Filler works slowly and a ccesse s the hard drive frequent ly. Try closi ng open OmniForm Filler windows and other applications to free up memory.

Operation

Amount of Memory Available

You can find out how much memory you have and h o w much is currently available.

To check available memory in Windows 95 or 98:

1 Click the Start button in the Taskbar and choose

Settings

2 Double-click

The System Properties dialog box appears.

Control Panel.



System

in the Control Panel.

Technical Informat io n 65

Operation

3Click the

Performance

tab.

All memory information appears in this tab. See your Windows documentation or the Windows online help for more information.

You can click

Virtual Memory...

if you want to change virtual memory set tings but it is recommended that users let Windows manage the virtual memory settings.

4Click

to close th e System P roper ties dial og box and ret urn to

the Control Panel.

Virtual Memory

OmniF o rm Fi l le r use s virtua l me m o ry w h e n me m o ry ru ns low. Windows uses disk space to simulate the RAM it does not have availa b le . Your sy s t e m ru ns more sl ow l y when i t ha s to u se virtual memory.

Try closing any ot her open applic ations and resta rting your com puter or Windows to free up memory so OmniForm Filler does not use virtual memory. If you often work wi th long, complex forms or need to have many forms open at a time, add more RAM to your syste m.

66 Chapter 4

Low Disk Space

Check your Temp folder for unnecessary files if you seem to be running out of disk space too quickly. Files are stored here especially after a system hang or crash. Usually the path to this folder is:

c:\Win95\Temp (Windows 95)

Right Mouse Button Functions

Some pr ogram s al low you to re c onfigu re y o u r rig ht mous e but to n f or various func tions . Th is may pr eve nt you fro m using cer tain OmniFo rm Filler functions, such as the right-mouse-but ton click to open the shortcut menu. Use you r other sof tware to retu rn the ri ght mouse but ton to its defaul t state if you wish to use these right- mou se-button OmniForm Filler functi ons.

OmniForm Fille r C ompatibility

This section provide s Omn iForm Filler com patibili ty lis ts.

Database Information Exchange

OmniForm Filler uses industry-standard ODBC to exchange information with the following databases:

• Microsoft Access (2.x or higher)

• dBase (III or higher)

• Excel (3.0 or higher)

• FoxPro (2 .0 or higher)

• Paradox (3.x or higher)

• text-based and CSV files

• SQL server ODBC

OmniForm Filler Compatibility

E-mail Programs

• Microsoft Exchange/Outlook

• Lotus cc:Mai l/Notes (32-bit applications and higher)

Technical Informat io n 67

Error Mes s ages

Graphic Formats

OmniForm Filler can import the following file types into a graphic object or a fill graphic field:

•BMP

•GIF

•JPEG

•PCX

•TIFF

• Macintosh PICT

Image File Formats

OmniForm Filler can imp ort and rec ogniz e black -and-w hite for ms in either PCX or TIFF format. Image resolution must be 200, 300, or 400 dots per inch (dpi) for black-and-whi te forms, and 300 dpi for color forms.

Scanners

Make sure your scanner is a TWAIN-compatible scanner, such as Canon, Eps on, or Microtek.

Error Messages

Low Memory or Disk Space Errors

Scanner Errors

Where possible, OmniForm Filler error messages attempt to pinpoint a problem an d offer a soluti on. Sometimes one solution may not work or there may be more inf ormation that do e s not fit into the dialog box.

If an error me ssage contains the instructi on “Close open windows and applications to free up memory” see “Low Memory” on page 65. If an error mess age says y ou are low on disk space , see “Low Disk Spac e” on page 67.

If a scanner error message appears, always check scanner connections, and make sure the scanner is not in use by another application. Test your scanner i n Windows with the manufac turer’s so ftware to make sure th at it works properly.

68 Chapter 4

Other Error Messages

The following messages are listed alphabetically.

Printer error . Unable to use macro to print form. Make sure you have as si g ne d a Ma cro Number. If this ha s be en a ss ig n ed, t he n the current printer may not support macros.

See ”Printing Yo ur For m as a Macr o” on pa ge 32 for infor matio n on thi s feature.

The current word cannot be added to the dictionary because it contains invalid characters.

The word contains a character such as a caret (^) that Omni Form does not allow in the dictionary.

This form is protected. Turn off form or data protection to make changes.

Form/data protectio n is ac tive. Contact your OmniForm adminis trator or the form’s creator to turn off data p rotection.

This program has performed an illegal operation and will be shut down. If the problem persists, contact the program vendor.

This is a Windows-generated message. Click box and exit OmniForm. You will lose any unsaved changes in your form.

to close the dialog

Error Messages

Contact Caere Product Support if the problem is

reproducible;

sequence of events. Click the error before calling. A technician may ask you for this information.

Technical Informat io n 69

that is, you can always make it occur with the same

Details>>

to see techn ical information about

persistent and

Error Mes s ages

70 Chapter 4

Glossary

automatic document feeder (ADF) A device that allows you to scan

multiple pages without having to place each page in the scanner. Some ADFs are built into scanners; others are add-on products.

bitmapped image A collection of bits (do ts or pixe ls) in memo ry that

represent a scanned image. The display on the screen is a visible bitmapped image.

calcula tio n In OmniForm, a mathematical, comparati ve, logical, or

textual operation that returns a value based on an existing formula. OmniForm calculates the result automatically as you fill the form.

cell The basic unit of a table field. You can fill each cell separately. comb element The basic unit of a comb field. You can fill each element

separately.

cursor A symbol, displayed on the screen, marking where the next action

will take effect or where the next typed character will appear.

data The plural of datum; used here to refer to any information entered

in a field such as text and numbers.

databas e A collection of simi lar information stored as reco rds. Each

record in an OmniForm Fille r dat ab ase contains the same fields but the fields in each record can contain different information.

designed form A form with fillable fields that can be edited in the

OmniForm program. This type of form does not retain graphics from the original form.

device driver A program that manages the transfer of information

between the computer and a peripheral device.

download To receive information from another computer using a

modem.

embedding To place an object in a form so th at it becomes part of the

form.

Glossary 71

fax Short f or facsi mile ma chine . Fa xes sca n a p ag e , conver t th e i m a g e to

digital data, and sen d t h e d ata over a phone line to an other fax machine or computer. The receiving machine then recreates the fax image on paper or stores the data on disk as a fax fil e .

field A form element in fill view into which you can enter information. A

field mig ht contain text, such as you r name in a

Name

field, or preformatted OmniForm Filler informati on, such as a check t hat appears when you click a check box field.

fie l d v a lidation In OmniForm, a feature that prompts a user to enter

specific data in a field or to not leave a specific field empty.

form usage In OmniForm, how y o u can view and us e a form. found set A subset of records in a database retrieved duri ng a se arch.

Each record contains at least one piece of inf o rmation that matche s criteria set during a search such as the same name in a

Customer

fiel d .

image An electronic picture of text and/or graphics such as a scanned

docume nt or graphic file.

link To match field data exported from a database to cor responding fields

in the import database. This ensures that OmniForm imports the proper information into the proper fi e lds.

Also, to place an OLE object in a form so that it retains a connection to the original source file.

nondesi gned fo rm A form in OmniForm Filler that is just an image

without fillable fields. You can print, fax, or mail this type of form.

Glossar y 72

Object Li nk in g an d Em b ed ding (OLE) A feature th at e nables users to

insert and use ob je cts created i n other applicati ons into a form.

ODBC An acronym for

Open Data Base Connectivity.

OmniForm uses an ODBC data source, such as FoxPro, to import and export information to and from a da ta b a s e. D at abase drivers are instal l e d d uring Omni Form installation.

original form A form that retains both graphics and its ori gin al look

when in OmniForm Filler .

PCX A graphic file format produced by some scanners. recalculate To reapply new or changed calculations to all selected

records in a database.

record In OmniForm, a collection of all the information on a form.

Whenever you import or open a new form and fill it in, you have a n ew database that consists of one record. You can create a new, blank record using the first form as a template. The record looks exactly like the first record, but it can be filled with different information.

smar t naming A n OmniForm feature that automati cally defines fields as

a part of Logical Form Recognition and places them in a logical order on the form. If you scanned in an blank form, for example, OmniForm would re co gnize a automatic a l l y assig n th e n a m e

Customer

field to be a fill text field. It would

Customer

to this field.

sort To arrange records by a field category, in ascending, descending, or

creation order. You might, for example, sort invoices by an Amount Owed field to facilitate billing.

standard t oo lba r The toolbar that con tains buttons for basic file

operation such as saving and printing, and for moving throu gh records in a database.

text file A file containing information in text form; its contents are

interpreted as characters encoded using the ASCII (or comparable) format.

TIFF An abbreviation for tagged image file format. This is a standard

graphic file format for grayscale and high-resolution bitmapped images. (OmniForm only imp orts black-a nd -whi te images .)

Glossary 73

Glossar y 74

Index

Add Routing Slip command 35 Adobe Acrobat Reader, installing 4 AutoFill 17

Caere Product Support 4 Calculation, filling a field defined by

24 Check Box field 19 Circle Text field 19 Clear Search button 46 Comb field 18 Conventions in this manual 2 Creating a new toolbar 14 Customize command 14

Database

databases supported 67 defined 38 deleting record(s) 50 found s et 43, 47 moving through 42 recalculating records 48 records management 39

59 refreshing records 51 saving records 51

searching records 43 sorting records 47

Delete a found set of records 51 Delete All Records command 50 Delete Record command 50 Dictionaries 28 Disk space, low 67 Duplicate Record command 42

E-mail

add routing slip 35 mailing forms 32

programs su pport ed 67

Error messages

all 68

69 low disk space 68 scanner 68

Export

benefits of exporting

information 5 2

exporting database information

Record Range dialog box 34, 54

Export As dialog box 52 Export command 52 Export dialog box 53 Export Se tup dialog box 52

Field validation 24 Fields

check box 19 circle text 19 comb 18 defined by a calculat ion 24 fill graphic 20 fill text 18 filling 17

24 filling a validated field 24 filling automatically 17 hyperlinks 17 moving through 16 spell checking 28

30 table 19 type ahead 18

File formats, supported 68 File menu commands

Add Routing Slip 35 Export 52 Import 57 Open 12 Send 33

34 Fill Graphic dialog box 20 Fill Graphic field

filling 20 import options 21

importing a graphic from a

TWAIN source 22 Fill Text field 18 Fill Toolbar

customizing 14

Fill view

filling fields 17

moving through fields 16

Filling fields 17

24 Flash storage device 32 Form language 28 Form Usage command 36 Form Usage dialog box 36 Form usage, changing 36 Forms

form usage opti ons 35 mailing 32 opening 12 printin g 30

31 saving changes 30 shared 55

Go To command 42 Graphics

filling a fill graphic field 20

Help

context-sensitive 3 online 2

Home page for Caere 4 Hyperlinks 17

Image files

supported formats 68

Import command 57 Import dialog box 58 Import Setup dialog box 57

Index 75

Importing

Auto linking 59

data 56

59 data sources 56 graphics 20 linking field names 58

Installation

installing version 4.0 over

version 3.x, 2.x and 1.x 63

on Windows 95, 98, or

Windows NT 4.0 systems 7 system requirements 6 technical information/

troubles hooting 63 uninstalling OmniForm Filler

Language, selected for form 28 Linking

Auto linking 59 field names for import 58

List fields 23 Low disk space 67 Low memory

error messages 68 general troubleshooting 65

Macro printing 32 Mail

add routing slip 35 forms 33

select mail system 32

Memory

amount available in Windows

95 65 and installation 63 error messages 68 virtual 66

Microsoft Exchange/Outlook and

routing slips 35

OmniForm Data file

expo rt in g inf o rm a ti on to 52

54 icon 58 importing to database 56

use to open shared form 55

OmniForm Filler

features 8 installation 7 limits 64 standard toolbar 15 starting 9

system requirements 6 Online help 2 Open command 12 Open dialog box 12 Options dialog box

selected form language 28

shrink text to fit within fields 18

type ahead 18

Print dial og box 30 Printing

a form as a macro 32

forms 30

Product suppo rt

error messages 68

Product support services 4

RAM, amount available 65 Recalculate command 49 Recalculate dialog box 49

Recalculating records 48

50 Record Rang e dialog box 34, 54, 59 Records

buttons in toolbar 42 create new 39 deleting 50 duplicating 41 management of 39

59 refreshing 51 saving 51 search 43

Records menu commands

Delete All Records 50 Delete Record 50 Duplicate Record 42 Go To 42 Recalculate 49 Refresh All Records 51 Refresh Record 51 Save Record 51

Search 43

Sort 47 Refresh All Records command 51 Refresh Record command 51 Right mouse button

unable to us e with OmniForm

Routing slip 35

Save

form(s) 30

record(s) 51 Save As... command 30 Scanner

error messages 68

hardware 64 Scanning

problems 64

system hang during 64 Search

Clear Search button 46

conditions 43

46 found s et 43, 47 procedur e 43

results 46

Search command 43 Security

filling/signing a signature field

26 obtaining information 25 passwords 26

Security properties

filling/signing a form that has

Select Import Files dialog box 58 Send command 33

Setup

installing OmniForm Filler 7 technical information/

troubles hooting 63

Shrink text to fit fields 18 Sort command 47 Sort dialog box 47 Sorting database records 47

Spell checking and form language

Spelling

check form language first 28

76 Index

checking in fill view 28 to 30

Spelling command 28

30 Spelling dialog box 29 Standard toolbar 15 Support services 4 Supported languages, dictionaries

for 28

System requirements 6

Table field 19 Taskbar, starting OmniForm 9 Technical information

see Troubles h ooting Technical support services 4 Temp directory 67 Tools menu commands

Spelling 28

Troubleshooting

back up files 62

error messages 68

69 installation and setup 63 installing version 4.0 over

version 3.x, 2.x and 1.x 63

low disk space error messages

68 low disk space, fixing 67 low memory error messages 68 low memory, fixing 65

66 memory and installation 63 memory, amount available 65 OmniForm Filler limits 64 operation 64

67 product support services 4 right mouse button, unable to

use 67 scanner error messages 68 scanning problems 64 solutions to tr y first 62 system hang 64 temp directory 67 uninstalling OmniForm Filler

63 virtual memory 66

TWAIN, scanning in a graphic with

Validation, fields configured with 24 View menu commands

Form Usage 36

Virtual memory 66

Web

Caere site 4

Web sites

linking to 17

Windows 95/98/NT and

Omni Fo rm F i lle r ins t a lla t i on 7

World Wide Web

see Web

Uninstalling OmniForm Filler 63

78 Index

Nuance OMNIFORM FILLER 4 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Welcome

Gettin g O n lin e He lp

Help menu

Context-Sensitive Help

Product Support

Installation and Setup

System Requirements

Registering OmniForm Filler

Installing OmniForm Filler

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

OmniForm Filler Features

Starting OmniForm Filler

Working With Forms

Opening a Form

The OmniF o rm Filler Window

Customizing the Fill Toolbar

The Fill Toolbar

Moving Through Fields

Filling Fields

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 Calculation

Field Validation

OLE Objects

Filling/Signing a Form That Has Security Properties

Spell Check ing

Checking the Form Language Selection

Changing the Form Language

Spell Checking Your Form

Saving Your Form

Printing a Form

Printing Your Form

Mailing a Form

Printing Your Form as a Macro

Selecting a Mail System

Using the Send... Command

Adding a Routing Slip

Form Usa ge Options

What Is Form Usage?

Changing Form Usage

Managing a Database

What Is a D at abase ?

Managing Database Records

Creating New Records

Duplicating Records

Moving Through a Database

Searching Records for Information

Sorting Records

Recalculating Records

Deleting Records

Refreshing Records

Saving Records

Exporting Information

Using OmniForm Filler Data Files

Importing Information

Technical Information

General Troubleshooting Solutions

Solutions to Try First

OmniForm Fille r Setup Issues

Memory and Installation

Installing OmniForm Filler 4.0 over Older Versions

Uninstalling OmniForm Filler

Scanning Graphics into OmniForm Filler

System Hang During Scan

Scanner Compatibility

Operation

OmniForm Filler Limits