Nuance OMNIFORM FILLER 4, OmniForm Filler - 4.0 - Windows 95 98 NT 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

i

Caere GmbH

Innere Wiener Strasse 5

81667 München, Germany

Caere UK Information Centre

3 Catherine Place

Westminster, London SW1E 6DX

Centre d’informations Caere

72, rue Baratte-Cholet 94100 Saint-Maur, France

Please Note

In order to use this program, you should know how to work in the Microsoft Windows environment, and be aware of many of the universal keyboard shortcuts. Please refer to Windows documentation if you have questions about how to use menu commands, dialog boxes, scroll bars, or edit boxes.

OmniForm Filler User’s Manual Version 4.0 for Windows 95, 98, and NT 800-1311-030A

Copyright© 1999 Caere Corporation. All rights reserved. CAERE®, Logical Form Recognition, and OmniForm®, and OmniForm Filler® are trademarks of Caere Corporation.

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

Product Serial Number:

_______________________________________________

(from CD-ROM rear case)

ii

Table of Contents

Welcome

 

Getting Online Help...........................................................................................................................

2

Help menu....................................................................................................................................

3

Context-Sensitive Help...............................................................................................................

3

Product Support .................................................................................................................................

4

Chapter 1

 

Installation and Setup

 

System Requirements ........................................................................................................................

6

Registering OmniForm Filler............................................................................................................

6

Installing OmniForm 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 Forms

 

Opening a Form................................................................................................................................

12

The OmniForm Filler Window.......................................................................................................

13

Customizing the Fill Toolbar...................................................................................................

14

The Fill Toolbar .........................................................................................................................

15

Moving Through Fields...................................................................................................................

16

Filling Fields......................................................................................................................................

17

AutoFill .......................................................................................................................................

17

Hyperlinks..................................................................................................................................

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

iii

Filling/Signing a Form That Has Security Properties.........................................................

25

Spell Checking ..................................................................................................................................

28

Checking the Form Language Selection .................................................................................

28

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

Selecting a Mail System............................................................................................................

32

Using the Send... Command.....................................................................................................

33

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

Deleting Records .......................................................................................................................

50

Refreshing Records ...................................................................................................................

51

Saving Records ..........................................................................................................................

51

Exporting Information..............................................................................................................

51

Using OmniForm Filler Data Files .........................................................................................

55

Importing Information .............................................................................................................

56

Chapter 4

 

Technical Information

 

General Troubleshooting Solutions...............................................................................................

62

Solutions to Try First ................................................................................................................

62

OmniForm Filler Setup Issues........................................................................................................

63

Memory and Installation..........................................................................................................

63

Installing OmniForm Filler 4.0 over Older Versions ...........................................................

63

Uninstalling OmniForm Filler........................................................................................................

63

Scanning Graphics into OmniForm Filler.....................................................................................

64

System Hang During Scan.......................................................................................................

64

Scanner Compatibility..............................................................................................................

64

iv

Operation...........................................................................................................................................

64

OmniForm Filler Limits ...........................................................................................................

64

Inserting OmniForm Filler Forms as OLE Objects ...............................................................

65

Low Memory .............................................................................................................................

65

Low Disk Space .........................................................................................................................

67

Right Mouse Button Functions................................................................................................

67

OmniForm Filler Compatibility .....................................................................................................

67

Error Messages..................................................................................................................................

68

Low Memory or Disk Space Errors ........................................................................................

68

Scanner Errors............................................................................................................................

68

Other Error Messages ...............................................................................................................

69

Glossary

v

vi

Welcome

Welcome to OmniForm Filler, and thank you for using our software! OmniForm Filler is the easy way to manage forms electronically. 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 installation and setup instructions, ways to work with forms, 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 conventions and has been designed for quick and easy information retrieval. Please see 2 for information on using the online help.

Readme File

The Readme file contains last-minute information about the software. Please read it before using OmniForm Filler. To open this text file, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents OmniForm Filler Readme after OmniForm Filler has been installed.

1

Getting Online Help

Using This Manual

This manual is written with the assumption that you know how to work in the Windows environment. Please refer to your Windows documentation if you have questions about how to use dialog boxes, menu commands, scroll bars, drag and drop functionality, shortcut menus, and so on.

The following conventions are used in this manual.

Convention

Purpose

 

 

Italicized text

• Emphasizes menu commands,

 

dialog box options, and

 

labeled buttons

 

For example:

 

“Choose Open... in the File

 

menu.”

 

• Emphasizes 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

 

 

Getting Online Help

In addition to using this manual, you can use OmniForm Filler’s online help topics to learn about features and procedures. Online help is available after you install OmniForm Filler.

OmniForm Filler’s online help follows the conventions of Microsoft Windows 95 Help. Choose How to Use Help in OmniForm Filler’s Help menu to get information on using Help.

2

Getting Online Help

Help menu

Use the commands in the Help menu to find information about OmniForm Filler topics.

OmniForm Filler Help is the first command in the Help menu. Use it to get contents and index listings for all Help topics.

Select OmniForm Filler Help to obtain OmniForm Filler’s main Help topics. Select Getting Started for an overview of how to fill out a form. Select How to Use Help to get Microsoft Windows Help topics that explain how to use and customize Help. Select Product Support to find out how to get product support services for OmniForm Filler. Select About OmniForm Filler to get information about your version of 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 cursor into a question mark icon. Click any command, button, or portion of the window 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.

Some dialog boxes have a Help button. Click Help to get information about that dialog box.

Welcome

3

Product Support

Product Support

For the fastest and easiest way to get help, please look for solutions in this manual or in the online Help. See “General Troubleshooting Solutions” on page 62 for troubleshooting tips.

If you need additional help, please use the following resources:

Caere’s World Wide Web site

Go to Caere’s World Wide Web site 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 directly to Caere’s product support Web site address:

http://support.caere.com

OmniForm Filler Readme file

Read the OmniForm Filler Readme file for last-minute information about the software. This is available after installing OmniForm Filler. To open the file, click Start in the Windows taskbar and choose Programs Caere Applications Caere DocumentsOmniForm Filler Readme.

Caere Product Support document

Read the Caere Product Support document to get a list of support 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 Start in the Windows taskbar and choose Programs Caere ApplicationsCaere Documents Product Support.

You must have Adobe Acrobat Reader 3.01 or greater installed if you want to read the Caere Product Support and Scanner Setup Notes

PDF documents. To install the Reader, click Start in the Windows taskbar and choose Programs Caere Applications Caere DocumentsAcrobat Reader.

4

Chapter 1

Installation and Setup

This chapter describes how to install OmniForm Filler and begin using it, including the following sections:

System Requirements

Registering OmniForm Filler

Installing OmniForm Filler

OmniForm Filler Features

Starting OmniForm Filler

5

System Requirements

System Requirements

To install and run OmniForm Filler, you need the following setup:

Computer with an 80486 or higher processor.

VGA or SVGA monitor.

Windows-compatible mouse.

CD-ROM drive.

A minimum of 10MB hard disk space, 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 scanner and test it in Windows according to the manufacturer’s instructions before using it with OmniForm Filler.

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.

Registering OmniForm Filler

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

Please complete and send in the registration card included in your

OmniForm Filler package.

See ”Product Support” on page 4 for information on technical support.

6

Chapter 1

Installing OmniForm Filler

Installing OmniForm Filler

This section describes how to install OmniForm Filler on Windows 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

1Start Windows 95, 98, or Windows NT 4.0.

2Insert OmniForm Filler’s CD in the CD-ROM drive.

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

The Control Panel appears.

Double-click Add/Remove Programs.

The Add/Remove Programs Properties dialog box appears.

Click Install... in the Install/Uninstall tab.

Click Next> and then Finish.

The OmniForm Filler install screen appears.

3Choose Yes when asked if you wish to install OmniForm Filler.

4Follow all the instructions in the dialog boxes that appear. During installation, you will be prompted to enter a serial number. You can find the serial number on the label of the 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

OmniForm Filler Features

OmniForm Filler Features

OmniForm Filler, an easy-to-use environment for working 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 information to and from other databases.

Field Validation

A form can be set up by the person who created it to validate a fillable field automatically. For example, the 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 Calculations

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. This automates data entry and reduces the possibility of errors.

Form Printing

You can print forms from OmniForm Filler. You have a choice of printing just the form, just the 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 electronic mail to send your 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

Starting OmniForm Filler

This section describes how to launch OmniForm Filler and open a form.

To start OmniForm Filler:

1Click Start in the Taskbar and choose Programs Caere Applications OmniForm Filler 4.0.

The OmniForm Filler window appears.

2Click the Open button or choose Open... in the File menu. The Open dialog box appears.

3Select a form to open and click Open.

4Press Tab to place the cursor in the first fillable field and type information in that field.

See Chapter 2, “Working With Forms,” for detailed information on what you can do with your form.

Installation and Setup

9

Starting OmniForm Filler

10

Chapter 1

Chapter 2

Working With Forms

This chapter describes the basics of working with 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 Options

11

Opening a Form

Opening a Form

This section describes how to open a form. You can open multiple forms in OmniForm Filler.

To open a form:

1Click Start in the Taskbar and choose Programs Caere Applications OmniForm Filler 4.0.

2Click the Open button in the fill toolbar or choose Open... in the File menu.

The Open dialog box appears.

3Make sure OmniForm Form is selected in the Files of type dropdown list.

4Locate and select a file.

5Click Open.

The form opens.

12

Chapter 2

The OmniForm Filler Window

The OmniForm Filler Window

This section describes the OmniForm Filler window and its fill toolbar.

The Filler window contains a fill toolbar 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.

Fillable fields

The fill toolbar

The Status bar displays current activity and settings.

A form contains fields. 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 Highlight Fill

Areas in the View menu to turn field highlighting on and off.

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 Filler Window

Customizing the Fill Toolbar

You can customize the fill toolbar by choosing the Customize... command in the Tools menu and then selecting the Toolbars tab.

You can view and get a description of each button in the toolbar by choosing Customize... in the Tools menu and then selecting the

Commands tab.

To customize the fill toolbar using the Toolbars tab:

1Choose Customize... in the Tools menu. The Customize dialog box appears

2Click the Toolbars tab if it is not selected.

If you want ToolTips to appear, select the Show ToolTips option. Likewise, if you do not want ToolTips to appear, make sure Show ToolTips is deselected.

Click New if you want to create a new toolbar.

The New Toolbar dialog box appears. Type the name of your new toolbar in the Toolbar name text box and click OK to apply 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.

Click Delete if you want to delete a toolbar that you have created. Select the toolbar you want to delete in the Toolbars list box and then click Delete.

Click Reset if you want to return a toolbar to its original state. For example, suppose you have created a new toolbar and have dragged some buttons from the fill toolbar. To return the fill toolbar to its original state with all its buttons, select the Design toolbar in the Toolbars window and then select Reset. The fill toolbar will return to its original state.

3Click OK to close the dialog box and apply your selections.

14

Chapter 2

The OmniForm Filler Window

The Fill Toolbar

All buttons in the fill toolbar correspond to menu commands of the same name. Clicking a button is the same as choosing its corresponding menu command.

 

 

 

 

Highlight

Previous

Next

New

Open

Print

 

 

Preview

Cut

Paste

Fill Areas

Record

Record

Record

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

First

Record

Last

Help

Print Spelling Copy

Zoom

 

 

 

 

 

 

 

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.

Working With Forms

15

Moving Through Fields

Moving Through Fields

You can click in any field to place the cursor there or you can use the following keyboard commands to move the cursor within a form.

Action

Key Combination

 

 

 

 

Place the cursor in

When a form first opens, press Tab to place the cursor in the first

a field

field.

 

 

Next field

Press Tab

 

 

Previous field

Press Shift-Tab

 

 

Next line in a fill

Press Enter to move to the next line in a multiple-line fill text field

text field

 

 

 

End of a line in a fill

Press End

text field

 

 

 

Beginning of a line

Press Home

in a fill text field

 

 

 

End of all text in a

Press Ctrl-End

fill text field

 

 

 

Beginning of all text

Press Ctrl-Home

in a fill text field

 

 

 

Next word in a field

Press Ctrl-right arrow

 

 

Previous word in a

Press Ctrl-left arrow

field

 

 

 

16

Chapter 2

Filling Fields

Filling Fields

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 Calculation

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 contain a field that has a drop-down list of choices. After you make your selection from a drop-down list, other fields 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 the OmniForm User’s Manual.

Hyperlinks

Hyperlinks are connections from your form to a Web site. These are set 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, graphic objects, text objects and inside a text object (embedded within the text). Nonetheless, a good 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 automatically complete the word. This option works only when there is previously filled information that matches the word you are entering.

Type Ahead also works for dates, times, and pop-up lists.

1Choose Options... in the Tools menu. The Options dialog box appears.

2Click the Filling tab.

Select Enable Type Ahead if you want this option.

Deselect Enable Type Ahead if you do not want this option.

3Click OK.

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 your text automatically fit your fields.

To shrink text to fit fields:

1Choose Options... in the Tools menu. The Options dialog box appears.

2Click the Filling tab.

Select Automatically shrink text to fit within fields if you want this option.

Deselect Automatically shrink text to fit within fields if you do not want this option.

3Click OK.

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 First Name and Last Name fill text fields.

18

Chapter 2

Filling Fields

Comb

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 contain a different number of characters.

prefill 3-character prefill

8-character

element

element

element

element

You do not have to tab from element to element in a comb field. Just type 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 check mark, an X, or a fill.

Check boxes are commonly used for Yes/No questions and for selecting an item in a group, as in the next two examples.

Fill Check

Check boxes may be grouped; this means that only one can be selected. To move through grouped check boxes, use the arrow key on your keyboard. Selecting one check box automatically deselects another checked box in the group as in the next example.

Circle Text

Click a circle text field to fill it. A border appears around the filled field. A circle text field can contain text and other characters, or it can function much like a check box (see the previous topic “Check Box”).

Working With Forms

19

Filling Fields

Table

A table field consists of individual cells. Table cells are fill text fields by default. Enter characters in these cells just as you would in fill text fields.

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 imported graphic from a form.

To import an existing graphic:

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

The Fill Graphic dialog box appears.

2Select Graphic File in the Source drop-down list.

3 Enter a file name in the File Name text box.

20

Chapter 2

+ 58 hidden pages