Nuance ScanSoft OmniForm Filler User’s Manual

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OmniForm® Filler

User’s Manual

Version 3.0 for Windows 95 and NT

CAERE CORPORATION

100 Cooper Court

Los Gatos, California USA

95032-3321

Caere GmbH Innere Wiener Strasse 5 81667 München, Germany

Caere UK Information Centre Abbey House 4 Abbey Orchard Street Westminster, London SW1P 2JJ

Centre d’informations Caere

50 rue des Archives 75004 Paris, France

Please Note

To use this program, you should know how to work in the Microsoft Windows environment, 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 3.0 for Windows 95 and NT

800-1284-030, A

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)

Chapter 1

Introduction

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.

This chapter gives an overview of the form filling and information management capabilities OmniForm Filler provides, as well as an explanation of how to use the documentation.

This chapter contains the following sections:

• OmniForm Filler Features

• Using the Documentation

Introduction 1

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 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.

validate

a fillable

2 Introduction

Using the Documentation

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

Online Help

OmniForm Filler has both online help and context-sensitive help. Use the commands in the Help menu to find information on OmniForm Filler topics and on using Help itself.

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

Formatting

Two formatting conventions are used throughout the manual.

Italicized Text

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

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

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

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

fill text

Using the Documentation

Open

field.” These terms and others are defined in the

Courier font

• The Courier font indicates text that you are supposed to enter; for example, “Type Sample1 in the

• The Courier font is also used to distinguish file paths and file and folder names from the rest of the text; for example, “Locate the Sample form in the OmniForm folder.”

File Name

text box and click

Introduction 3

OK.

”

Using the Documentation

Symbols

Two symbols are used in this manual to highlight text.

This symbol means Note. It introduces a tip or an item of note.

This symbol means Warning. It introduces cautionary text.

4 Introduction

Chapter 2

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

• Starting OmniForm Filler

Installation and Setup 1

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 4MB hard disk space, with a maximum of 16MB.

• Total system memory of at least 8MB RAM for Windows 95 and 12MB for Windows NT 4.0.

• A 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

OmniForm Filler 3.0 for Windows 95 and Windows NT is a 32-bit application and will not run on earlier versions of Windows.

using it with OmniForm.

before

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 “Caere Product Support” on page 5-11 for information on technical support.

2 Installation and Setup

Installing OmniForm Filler

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

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

The Setup program should start automatically. If it does not, 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

Start

Install...

Next>

Add/Remove Programs.

in the

Install/Uninstall

and then

Finish

Installing OmniForm Filler

Settings

tab.

Control Panel



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

OmniForm Filler

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 3

Starting OmniForm Filler

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

To start OmniForm Filler:

1 Click

Applications

The OmniForm Filler window appears.

2 Click the Open button or choose

The Open dialog box appears.

in the Taskbar and choose

Start

OmniForm Filler 3.0



Programs

in the File menu.

Open...



Caere

4 Installation and Setup

3 Select a form to open and click 4 Press the Tab key to place the cursor in the first fillable field and

type information in that field.

See Chapter 3, Working With Forms, for detailed information on what you can do with your form.

Open.

Chapter 3

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

Working With Forms 1

Opening a Form

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

To open a form:

1 Click

Applications

2 Click the Open button in the standard toolbar or choose

in the File menu. The Open dialog box appears.

3Make sure

down list. 4 Locate and select a file. 5 Click

The form opens.

in the Taskbar and choose

Start

OmniForm Filler 3.0



OmniForm Form

Open

Programs

is selected in the

Caere



Files of Type

Open...

drop-

2 Working With Forms

The OmniForm Filler Window

This section describes the OmniForm Filler window and its standard toolbar. The Filler window contains a standard toolbar and seven menus.

A full standard 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 standard toolbar

The OmniForm Filler Window

Fillable fields

Status bar: displays current activity and settings.

A form contains

You can enter information in a field, such as text

fields.

in a Name field or a check mark in a check box field. By default, fillable fields are highlighted in yellow. Choose

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

Areas

Highlight Fill

How the form appears in the window depends on how it was created. See “Form Usage Options” on page 3-22 for more information.

Working With Forms #

The OmniForm Filler Window

The Standard Toolbar

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

Open

Preview

Spelling

Cut

Paste

Copy

Zoom

Highlight

Fill Areas

First

Record

Number

Record

All these corresponding menu commands are explained in online help. You can also drag the standard toolbar to any other location in the

OmniForm Filler window.

Last

New

Record

Help

4 Working With Forms

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

Moving Through Fields

Place the cursor in a field

Next field Press the Tab

Previous field Press Shift-Tab

Next line in a fill text field

End of a line 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 the Tab key to place the cursor in the first field.

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

Press the End key

Press the Home key

Press Ctrl-End

Press Ctrl-Home

Press Ctrl-left arrow

Working With Forms #

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:

• Type Ahead

• Fill Text

•Comb

•Check Box

•Circle Text

•Table

• Fill Graphic

• List Fields

• Fields Defined by a Calculation

• Field Validation

• OLE Objects

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 3-14.

Type Ahead

Fill Text

6 Working With Forms

As you begin to enter a word in a fill text object, OmniForm Filler will automatically complete the word. This works only when there is previously filled information that matches the word you are entering. This option also works for dates, times, and pop-up lists.

1 Choose

The Options dialog box appears. 2 Click the

•Select

• Deselect

3 Click OK.

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

Options...

Filling

Enable Type Ahead

in the Tools menu.

tab.

if you want this option.

Enable Type Ahead

First Name

and

if you do not want this option.

Last Name

fill text fields.

Comb

Filling Fields

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

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 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. Selecting one check box automatically deselects another checked box in the group as in the next example.

3-character

element

Check Fill

prefill

element

grouped;

8-character

element

questions and for selecting

Ye s/ N o

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 other characters, or it can function much like a check box (see the previous topic “Check Box”).

Working With Forms #

Filling Fields

Table

A table field consists of individual 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.

. Table cells are fill text fields by

cells

8 Working With Forms

To import an existing graphic:

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

bar.

The

Fill Graphic

2Select

Graphic File

dialog box appears.

in the

drop-down list.

Source

Filling Fields

3 Enter a file name in the

Or, click

to return to the Fill Graphic dialog box.

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

Browse

The file name appears in the

4 Select an option in the

•Select

Maintain Original Size

File Name

Options

changes.

•Select

Scale Proportionally

to fit the graphic in the fill graphic

field while keeping its exact proportions.

text box.

drop-down list.

to import the graphic without

•Select

Stretch to Fit

to change your graphic’s original shape

and size to fit in the fill graphic field.

Depending on the shape of the fill graphic field, your graphic may be stretched or compressed. You might want to use this for special effects.

•Select

Specify Width & Height

Enter measurements for your graphic in the text boxes under

Size.

to specify the graphic’s size.

and

Width

The size of the fill graphic field is

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 graphic will be visible.

Working With Forms #

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

to specify how far away from the left

Left

side of the field to place the graphic.

• Enter a number in

to specify how far away from the top of

To p

the field to place the graphic.

6 Select or deselect

•Select

Transparent

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 information.

• Deselect

Transparent

if you want the graphic to be opaque. You

will not be able to see information behind the graphic.

7 Click

OK.

OmniForm Filler imports the graphic and displays it in the fill

graphic field.

To import a graphic from a TWAIN source:

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

bar.

The Fill Graphic dialog box appears.

10 Working With Forms

2Select 3 Click

TWAIN

Select Source

in the

drop-down list.

Source

to open the Select Source dialog box.

4 Select your TWAIN source and click

Graphic dialog box.

to return to the Fill

Filling Fields

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

6 Follow steps 4–6 “To import an existing graphic:” on page 3-9

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

To delete a graphic from a fill graphic field:

Select

None

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.

OK.

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

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

if you need to locate a path for the file.

Browse

File Name

text box.

Click the arrow to open the list

Select an entry. The entry appears in the field.

Working With Forms #

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 first and second fields. The increase if the third and fourth fields were filled as well.

Field Validation

Fill text fields can be configured by the creator 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 choose from a list of choices.

This is consistent. For example, you may be required to enter a date in a validated OmniForm Filler if you attempted to enter anything other than a date.

field validation

TOTAL

and ensures that information entered in a form is

field. You would receive a reminder prompt from

Date

field automatically added the

TOTAL

would

12 Working With Forms

• Click No to return to the field and enter the expected information.

• Click

to override field validation.

Ye s

OLE Objects

Your form’s creator may have inserted OLE objects 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 information. For example, you may see an icon in your form such as the one pictured below.

In the OmniForm program, this object could be launched as a document in Microsoft Word. You can only view the icon in OmniForm Filler, however. See the you want to know more about OLE objects.

object linking and embedding.

OmniForm Reference

Filling Fields

In OmniForm Filler, OLE objects

manual or your form’s creator if

Working With Forms #

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.

2 Click the

The

Dictionaries for all supported languages are included in both the International English and United States versions of OmniForm Filler. You must have a dictionary that matches the language of a form to spell check it.

3 Click OK to close the Options dialog box.

International

Language

selection is grayed out but readable.

tab.

14 Working With Forms

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

Reference

Changing the reformat data already entered.

manual for more information.

Current Form

Spell Checking Your Form

1 Click the Spelling button in the standard toolbar or choose

Spelling...

The Spelling dialog box appears with the first questionable word after

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

• Other suggested spellings appear in the

in the Tools menu.

Unknown Word

text box.

OmniForm

selection could cause OmniForm Filler to

Change

Suggestions

list box.

2 Select one of the following options as appropriate:

All, Change, Change All, Add

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

to end the spell check.

, or

Suggest

Ignore, Ignore

Working With Forms #

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 command but there is a

Save As...

command.

Printing a Form

Printing Your Form

Use the different file name.

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

Save As...

1 Click the Print button in the standard toolbar or choose

in the File menu. The Print dialog box appears.

command to save a form to another location or with a

Print...

16 Working With Forms

Printing a Form

2 Select an option in the

•Select

Form and Data

Form/Data

to print all text, graphics, and any

drop-down list.

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 form, 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

drop-down list.

Data

Form and Data or Data Only

drop-down list.

to print just the current record.

to print the current found set of

records.

•Select

4Select

Collate

All Records

to assemble multiple printed copies in the proper

to print every record in the database.

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

and your printer supports collating.

5 Enter offset measurements under

wish

Print offsets for data

if you

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

Form/Data

drop-down list.

Data Only

is selected in

6Select

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 set up with a macro number.

See “Printing Your Form as a Macro” in the next section.

7 Select any other print options you want. 8 Click

OK.

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

have selected the

Print to file

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

OK.

Working With Forms #

File Name

if you

Printing a Form

Printing Your Form as a Macro

OmniForm forms can be saved as a macro and then called as an overlay from a printer’s memory, flash memory, or hard disk. OmniForm forms are compatible with the Kelly FlashSIMM for Hewlett-Packard laser printers. Please contact Kelly Computer Systems at (415) 960-1010 for more information.

To print your form as a macro, a macro number must have been assigned to the form in the OmniForm program. Consult your OmniForm administrator 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. 2 Choose 3Select 4 Select any other options you want and click

Use macro to print form.

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

in the File menu to open the Print dialog box.

Print...

OK.

18 Working With Forms

Mailing a Form

Selecting a Mail System

Mailing a Form

This section describes how to select a mail system and mail a form from 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

The Options dialog box appears.

Options...

in the Tools menu.

Using the

2 Click the

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

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

Send...

1 Open the form to send. 2 Choose

The Mail Options dialog box appears.

General

OK.

Command

Send...

tab.

in the File menu.

Working With Forms #

Mailing a Form

3 Select an option

•Select

Form and Data

to send all text, graphics, and any

information in fillable fields.

•Select

Data Only

to send just the information you have typed

in the fillable fields.

•Select

Form Only

to send a blank form, that is, without any

information in fillable fields.

4 Click

Range...

to open the Record Range dialog box if you want

to specify a range of records to send.

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

•Select

All Records

Current Record Set

to send all records in the current database.

to send the current found set of

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

text box and

From

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

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

20 Working With Forms

5 Click

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).

Mailing a Form

6 Enter the appropriate information in your mail program’s

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

The following box shows the Lotus CC: Mail application dialog box.

7 Click

Send

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. 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

•Click

Add Routing Slip...

Route

Add Slip

to mail your information as specified.

in the File menu.

to route the document.

to close the dialog box without routing the form.

Working With Forms #

Form Usage Options

This section describes 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 forms you use were created in the OmniForm program and designed according to the wishes of the creator. A form may appear in one of three ways:

•As a This is a fully designed form. You 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. You 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.

original

form

designed

nondesigned

form image

Changing Form Usage

22 Working With Forms

Choose form. For example:

Form Usage...

• You have an original form but decide to use it as it was designed in OmniForm by another person.

You would change the form to a

• You have a form designed in OmniForm by another person but decide to send the original form to someone.

You would change the form to an

in the View menu to change the way you can use a

original

form.

designed

To change form usage:

Form Usage Options

1 Choose

Form Usage...

in the View menu.

The Form Usage dialog box appears.

2 Select a form usage option.

•Select

Use Designed Form

to view the form as it was designed

by another person.

•Select

Use Original Form

to view the form as it looked

originally. This option is not available if the form was created in the

OmniForm program, rather than having been imported or scanned in.

3 Click

OK.

Your form changes to reflect the selected option.

Working With Forms #

Form Usage Options

24 Working With Forms

Chapter 4

Managing a Database

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

• What Is a Database?

• Managing Database Records

Managing a Database 1

What Is a Database?

The user who designed this daily planner creates a new record each day. So far, this user has a database 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 record uses the same form design but can contain different information in its fields.

OmniForm 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 record. This makes it possible to store a large amount of similar information and retrieve it quickly and easily.

Record 1

Record 2

Record 3

2 Managing a Database

Managing Database Records

This section tells you how to create a database of records and manage its information. It contains the following topics:

• Creating New Records

• Duplicating Records

• Moving Through a Database

• Searching Records for Information

•Sorting Records

• Recalculating Records

• Refreshing Records

• Saving Records

• Deleting Records

• Exporting Information

• Using OmniForm Filler Data Files

• Importing Information

The form you open becomes the first record of a new database as soon 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 Database Records

Creating New Records

If you have a form open and fill at least one field in the current record, you can create new records.

You cannot create a new record if data protection was turned on in the form in the OmniForm program. Contact your OmniForm administrator or the form’s creator if you need data protection turned off.

Managing a Database 3

Managing Database 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.

4 Managing a Database

3 Enter information 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 field.

Because a field is filled, you now have a database with one record in it.

5 Fill in as many fields as you like.

Managing Database Records

6 Click the New button in the standard toolbar or choose

the Records menu and OmniForm Filler creates and displays a new, empty record with

the same form design as the first one. 7 Fill in this record with the appropriate information. 8 Continue to create new records in this way as necessary.

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 duplicate a record if data protection was turned on in the form in the OmniForm program. Contact your OmniForm administrator or the form’s creator if you need data protection turned off.

in its cascading menu.

New

Go To

Managing a Database 5

Managing Database Records

To duplicate a record:

1Open a form. 2 Fill in the information you want duplicated. 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 standard toolbar or the commands in the Records menu to move through a database.

First Record Previous Record Next RecordRecord Number Last Record New Recor

First Record

Click the First Record button or choose

in its cascading menu to move to the first record in your database.

First

Previous Record

Click the Previous Record button or choose and

you are viewing. If you are viewing record 3, for example, the previous record is record 2.

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

in the Records menu.

in the Records menu and

Go To

in the Records menu

Go To

6 Managing a Database

Record Number

The Record Number text box displays the number of the current record. Follow these 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 record.

Next Record

Managing Database Records

Click the Next Record button or choose

in its cascading menu to move to the record after the one you are

viewing. If you are viewing record 3, for example, the next record is record 4.

Last Record

Click the Last Record button or choose

in its cascading menu to move to the last record in your database.

Last

New Record

Click the New Record button or choose

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

New

Searching Records for Information

A database can contain a tremendous amount of information. If 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 retrieve records with the information you need in seconds.

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

To search for information:

1 Choose

Search...

The Search dialog box appears.

in the Records menu.

Go To

found set.

in the Records menu and

You can print, fax, mail, or

The field to search How to search What to search for

Which records to search

2 Select a field name in the

Field Name

drop-down list.

This is the field that contains the information you want to find.

All the fields in your form are listed here.

Managing a Database 7

Managing Database Records

3 Select a condition in the

Condition

drop-down list.

A condition describes how to look for information entered in the Franich & Halsey in the

text box. For example, suppose you entered the words

Value

text box.

Value

The following bulleted items show the results of a search using each available condition option. Proceed to step 4 on page 4-11 if you already know which condition to select.

•

is equal to:

This finds records that have in the

find an exact match of the

Customer

field. Make sure you have no extra spaces after

Value

Franich & Halsey

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 plus a space.

•

is not equal to:

This finds records that have anything but the

Customer

•

is greater than:

find anything but the

Value

entry.

Franich & Halsey

field.

find records of greater value than the

entry. This finds records that have entries in the

Customer

in the alphabet than the entry, for example,

Gallatron, Inc

field later

Franklin or

Value

8 Managing a Database

•

is greater than or equal to:

than the

Value

entry.

This search finds records that have entries in the

find records of equal or greater value

Customer

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

Managing Database Records

•

is less than:

This finds records that have entries in the

find records of lesser value than the

Customer

Value

field

entry.

beginning with a symbol, a number, or letters earlier in the alphabet than the entry, for example,

•

is less than or equal to:

the

Va lu e

entry.

find records of equal or lesser value than

This finds records that have entries in the

France or Dharma Dogs

Customer

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

•

begins with:

This search finds records that have entry or at the beginning of an entry in the

•

does not begin with:

Value

This search finds records that do not have the beginning of the entry in the do not contain

find records that begin with the

Franich & Halsey

entry.

Value

Customer

as the

field

find records that do not begin with the

entry or that do not contain the value entry at all.

Franich & Halsey

field or records that

Franich & Halsey

Customer

at all.

•

ends with:

find records that have the

the selected field. This search finds records that have

entry or at the end of an entry in the

entry at the end of

Value

Franich & Halsey

Customer

field.

Managing a Database 9

as the

Managing Database Records

•

does not end with:

find records that do not have the

Va lu e

at the end of the selected field or records that do not contain the value entry at all.

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

•

contains:

find records that contain the

Customer

field.

This search finds records that have anywhere in the

Customer

Be careful when selecting In a search for the value

field.

contains

male

as one of your conditions.

, for example, your search would

Franich & Halsey

entry.

Value

Franich & Halsey

entered

include any records that contained 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 anywhere in the

Customer

field.

Franich & Halsey

entry

10 Managing a Database

•

is empty:

The

Value

•

is not empty:

selected field. The

Value

find records that have no entry in the selected field.

text box is disabled if this is selected.

find records that have an entry of any sort in the

text box is disabled if this is selected.

Managing Database Records

Click

Clear Search

to the full record set.

Search information: the found set contains three records.

to return

4 Type the text to find in the

Value

text box.

Information is not case-sensitive. Typing Los Gatos is the same as typing los gatos.

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

Condition

drop-down

list as described in the previous step.

5 Select an option under

•Select

Search All Records in the Database

Scope of Search.

to search the entire

record set.

•Select

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.

6 Click

OK.

OmniForm Filler searches for and retrieves all records that contain the information you specified in the Search dialog box.

Value

Under the standard toolbar, OmniForm Filler displays the search information and number of records in the found set. If you need to narrow the search further, choose

Search...

again.

You might, for example, want to search the Franich & Halsey record 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 you want.

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

Managing a Database 11

Managing Database Records

7 Click

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 bulk mailing costs. Or, you might want to sort invoices by date to find the most delinquent accounts.

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

To sort records:

1 Choose

The Sort dialog box appears.

2 Select the field by which to sort in the

list. All the fields in your form are listed here.

Clear Search

in the Records menu.

Sort...

under the standard toolbar to return to the

Field Name

drop-down

12 Managing a Database

3 Select a sort order.

•Select

4 Click

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.

to sort records from least to greatest;

to sort records from greatest to least;

to sort records in the order in

Recalculating Records

Recalculating records applies any new or changed calculations to selected records in a database. Until you use the new or changed calculations apply only to new records.

Managing Database Records

Recalculate...

command,

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

For example, suppose the mileage calculation in an expense form was changed to reflect the latest rate. (The person who created the form in the OmniForm program would make this change.)

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.

If another new calculation was added to the same expense form 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 records 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 4-7 for information on searching.

You cannot recalculate records if data protection was turned on in the form in the OmniForm program. Contact your OmniForm administrator or the form’s creator if you need data protection turned off.

existing calculations to the selected records.

all

Managing a Database 13

Managing Database Records

To recalculate records:

1 Choose

Recalculate...

in the Records menu.

The Recalculate dialog box appears.

2 Select the records to recalculate.

•Select

All Records

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

•Select

Current Record Only

to apply the new or changed

calculation to just the record you are viewing.

•Select

From/To

to apply the new or changed calculation to a

range of records. Enter a number in the

in the

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

From

and To text boxes. If you entered 1

From

OmniForm Filler would recalculate the first five records in your database or found set.

14 Managing a Database

You cannot undo a recalculation!

3 Click

OK.

OmniForm Filler recalculates the records according to your specifications.

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

were recalculated successfully.

Deleting Records

This section describes how to delete one or more records 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 Information” on page 4-17 for instructions.

You cannot delete a record if data protection was turned on in the form in the OmniForm program. Contact your OmniForm administrator or the form’s creator if you need data protection turned off.

To delete the current record:

Managing Database Records

1 Choose

A warning dialog box appears.

2 Click

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 4-7 for more information.

2 Choose

A warning dialog box appears.

3 Click

Delete Record

to delete the current record permanently.

Ye s

in the Records menu to find the records to delete.

Delete All Records

to delete all records or the found set permanently.

Ye s

in the Records menu.

Managing a Database 15

Managing Database Records

To delete a found set of records:

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

Search...

See page 4-7 for more information.

in the Records menu to find the records to delete.

2 Choose

A warning dialog box appears.

3 Click

Refreshing Records

You refresh records to see if records have been updated. You can refresh records in a form that is currently open. This option is available only when the form has sharing properties.

To refresh a record or records:

1 Choose

menu. If you have chosen

matically checks to see if any record has been updated and displays the freshest records. If you have chosen OmniForm Filler automatically checks to see if the record has been updated and displays 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 automatically saved when you move from record to record.

Delete All Records

to delete the found set of records permanently.

Ye s

Refresh Record

in the Records menu.

Refresh All Records

Refresh all Records

in the Records

, OmniForm Filler auto-

Refresh Record

16 Managing a Database

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 4-22 for information on how to import information into a database.

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 the database itself. It can be copied or mailed more quickly than the entire database.

• Share information from different databases.

For example, you might have a FoxPro database and decide that you need information already entered in an OmniForm Filler database. Simply export the needed information from OmniForm Filler in the appropriate format and use Microsoft FoxPro’s commands to import it.

• Save other database users the time of entering data manually by

sending them an OmniForm Filler Data or other database file.

Managing Database Records

To export information:

1 Choose

The Export Setup dialog box appears.

Export...

in the File menu.

Managing a Database 17

Managing Database Records

2 Select a database file type in the

•Select

OmniForm Database

to export information to an

Export To

drop-down list.

OmniForm Filler Data file.

•Select

Data Sources

ODBC Database

list box.

to select a data source in the

Available

See “ODBC Options” on page 4-20 for more information on this dialog box.

3 Click

OK.

The Export As dialog box appears.

• A file name appears in the

File name

text box.

The file is named by default with the name of the currently open database. You can change the file name if you want.

• The database file type you selected in the previous dialog box appears in the

Save as type

(or

Save File as Type)

drop-down list.

18 Managing a Database

4Use the 5 Click

Save in

Save.

drop-down list to select a location for the file.

The Export dialog box appears.

All the fields in your currently open database appear in the

Fields in

list box.

Managing Database Records

6 Select each field that contains the information to export and

click

to move it to the

Add>>

Fields to Export

list box.

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

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

• Select a field on the right and click

<<Remove

if you decide not

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.

•Select

All Records

Current Record Set

to export all records in the current database.

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 return to the Export dialog box.

Managing a Database 19

Managing Database Records

8 Click

OK.

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

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

were successfully exported.

ODBC Options

Installed ODBC database drivers appear in the box when you select

ODBC Database

in the

Available Data Sources

Export To

drop-down list. Depending on your database driver, you can export up to 255 fields at a time.

To export your data to an available data source:

1Select

in the File menu.

Export

The Export Setup dialog box appears.

list

20 Managing a Database

2Select

ODBC Database

3 Select a source from the

in the

Export To

drop-down list.

Available Data Sources

list box and click

An Export As dialog box appears.

4 Enter a file name in the

File name

text box if it does not appear

automatically.

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

box appears in the

Save as type

drop-down list.

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

information.”

Using OmniForm Filler Data Files

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

When you export OmniForm 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.

To set up the shared form location:

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

Managing Database Records

2 In OmniForm Filler, choose

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

box. 6 Click

To export the data:

• Use the

OmniForm Filler Data file. See “Exporting Information” on page 4-17 for information.

•Use the

(as an attached OmniForm Filler Data file) to another user. See “Mailing a Form” on page 3-19 for information.

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

Options...

tab.

File Types

in the Tools menu.

drop-down list.

Location

text

Managing a Database 21

Managing Database Records

To use an OmniForm Filler Data file to open a shared form:

1 Locate the OmniForm Filler Data file to use. 2 Double-click 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 imports the information in the OmniForm Filler Data file into the form.

Importing Information

This section explains how to import field data (information) into an OmniForm Filler database from another database source. You can import data from three sources:

• Another OmniForm Filler Form. The selected form must be closed.

• An OmniForm Filler Data file. This contains information exported from an OmniForm Filler

database.

• Any supported database source, such as FoxPro. Available sources depend on the installed database drivers.

• An OmniForm Mailable Filler.

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 share data with other database users.

in its folder’s

Open

22 Managing a Database

You must first export data from another database in order to import it into OmniForm Filler. See “Exporting Information” on page 4-17 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 the OmniForm program. Contact your OmniForm administrator or the form’s creator if you need data protection turned off.

To import field information:

1Open a form. 2 Choose

Import...

in the File menu.

The Import Setup dialog box appears.

Managing Database Records

3 Select the type of database information to import in the

drop-down list.

From

•Select

OmniForm Database

to import information from an

OmniForm Form or from an OmniForm Data file.

• Select a data source in the

Available Data Sources

list box to

import files from another database source. You can also add, delete, and set up data sources.

4 Click

OK.

The type of dialog box that appears next depends on the type of database file you selected.

The Select Import Files dialog box appears if you selected

OmniForm Database

Import

An OmniForm Data (OFD) file has a different icon than a Form (OFM) file. The first New Address file in the picture above is a data file.

Managing a Database 23

Managing Database Records

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

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.

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

• Click

to automatically link all fields with the same name.

Auto

Link

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

24 Managing a Database

Managing Database Records

Linked fields appear in the

• Select a link in the

• Click

•Select

Unlink All

Recalculate Imported Records According to Form’s

Calculations

when it is selectable to apply existing calculations

Links

to unlink all fields.

list box.

Links

list box and click

Unlink

to the imported records.

8 Click

Range...

to open the Record Range dialog box to specify a

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

to unlink it.

• Type the first record number to import in the

text box and

From

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

• Click OK to return to the Import dialog box.

9 Click OK when you are done linking fields.

OmniForm Filler imports the information into the selected fields, creating as many new records as necessary in the process.

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

were imported successfully.

Managing a Database 25

Managing Database Records

26 Managing a Database

Chapter 5

Technical Information

This chapter explains how to troubleshoot common 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 Filler Setup Issues

• Uninstalling OmniForm Filler

• Scanning Graphics into OmniForm Filler

• Operation

• OmniForm Filler Compatibility

• Error Messages

• Caere Product Support

Technical Information 1

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 2-2.

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

• Turn 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 virus-checking software regularly.

• Defragment your hard disk occasionally. See your Windows online help for more information.

• Run ScanDisk for Windows 95 or CheckDisk for Windows NT to check your hard disk for errors. See Windows online help for more information.

• Uninstall and Reinstall OmniForm Filler.

2 Technical Information

OmniForm Filler Setup Issues

This section contains information on some common installation problems and information on how to optimize the installation process:

• Memory and Installation

• Setup Program Requests the Same Disk

• Installing Omniform Filler 3.0 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.

Setup Program Requests the Same Disk

Exit the program and restart your computer if the Setup program repeatedly requests the same disk.

If this does not solve the problem and the correct disk is in the disk drive, the disk may be damaged. Contact Caere Product Support for a replacement. See page 5-11 for information.

OmniForm Filler Setup Issues

Installing OmniForm Filler 3.0 over Older Versions

Select your current OmniForm Filler folder during installation to install OmniForm Filler 3.0 over a 2.x or 1.x version. OmniForm Filler 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.

Technical Information 3

Uninstalling OmniForm Filler

Follow these steps to remove OmniForm Filler system.

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

To uninstall OmniForm Filler in Windows 95:

1 Exit from OmniForm Filler. 2 Click

Applications

3 Click

Windows removes OmniForm Filler from your system.

4 Click OK in the confirmation dialog box.

in the Taskbar and choose

Start

Uninstall OmniForm Filler 3.0



to confirm that you want to remove OmniForm Filler.

Ye s

permanently

Programs

from your

Caere



4 Technical Information

Scanning Graphics into OmniForm Filler

This section describes common scanning problems that may occur if you use a scanner to import a graphic into a fill graphic field:

• System Hang During Scan

• Scanner Compatibility

System Hang During Scan

A system hang during a scan could have several possible causes:

• An interrupt conflict between your scanner and another device such as a bus mouse or network card.

Check interrupt addresses for a possible conflict. 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.

Select setup options for TWAIN-compliant scanners in the TWAIN dialog box that appears before scanning. Select 200, 300, or 400 dots per inch (dpi) for the resolution. Select line art, bi-tone, or black-and-white line drawing for the image type. OmniForm Filler cannot process grayscale or color scans.

Technical Information 5

Operation

OmniForm Filler Limits

Inserting OmniForm Filler Forms as OLE Objects

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

• Low Disk Space

• Right Mouse Button Functions

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 all records.

You can insert an OmniForm Filler form in most programs that support object linking and embedding (OLE).

Low Memory

6 Technical Information

If you create a new object rather than creating one from a file, OmniForm Filler launches and the Open dialog box appears. Select an OmniForm form in the dialog box and click documentation for more information about using OLE objects in that program.

Low memory can cause a number of problems, from persistent lowmemory error messages to system hangs. You need a minimum of 8MB RAM for Windows 95 and 12MB for Windows NT.

More memory is recommended if you run multiple applications.

Close Open Applications and Windows

You may receive out-of-memory error messages or find that OmniForm Filler works slowly and accesses the hard drive frequently. Try closing open OmniForm Filler windows and other applications to free up memory.

See the other program’s

Open.

Amount of Memory Available

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

To check available memory in Windows 95:

1 Click the Start button in the Taskbar and choose

Settings

2 Double-click

Control Panel.



System

in the Control Panel.

The System Properties dialog box appears.

Operation

3 Click the

Performance

tab.

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

You can click

Virtual Memory...

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

4 Click

to close the System Properties dialog box and return

to the Control Panel.

Technical Information 7

Operation

Virtual Memory

OmniForm Filler uses virtual memory when memory runs low. Windows uses disk space to simulate the RAM it does not have available. Your system runs more slowly when it has to use virtual memory.

Try closing any other open applications and restarting your computer or Windows to free up memory so OmniForm Filler does not use virtual memory. If you often work with long, complex forms or need to have many forms open at a time, add more RAM to your system.

Low Disk Space

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

c:\Win95\Temp (Windows 95)

Right Mouse Button Functions

Some programs allow you to reconfigure your right mouse button for various functions. This may prevent you from using certain OmniForm Filler functions, such as the right-mouse-button click to open the shortcut menu. Use your other software to return the right mouse button to its default state if you wish to use these right-mouse-button OmniForm Filler functions.

8 Technical Information

OmniForm Filler Compatibility

This section provides OmniForm Filler compatibility lists.

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

E-mail Programs

• Microsoft Exchange/Outlook

• Lotus cc:Mail/Notes 2.0 and above

Graphic Formats

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

•BMP

•GIF

•JPEG

•PCX

• TIFF

• Macintosh PICT

OmniForm Filler Compatibility

Image File Formats

OmniForm can import and recognize black-and-white forms in either PCX or TIFF format. Image resolution must be 200, 300, or 400 dots per inch (dpi).

Scanners

TWAIN-compliant scanners such as Canon, Epson, and Microtek.

Technical Information 9

Error Messages

Low Memory or Disk Space Errors

Scanner Errors

Other Error Messages

Printer error. Unable to use macro to print form. Make sure you have assigned a Macro Number. If this has been assigned, then the current printer may not support macros.

Where possible, OmniForm Filler error messages attempt to pinpoint a problem and offer a solution. Sometimes one solution may not work or there may be more information that does not fit into the dialog box.

If an error message contains the instruction “Close open windows and applications to free up memory” see “Low Memory” on page 5-6. If an error message says you are low on disk space, see “Low Disk Space” on page 5-8.

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 in Windows with the manufacturer’s software to make sure that it works properly.

The following messages are listed alphabetically.

10 Technical Information

See “Printing Your Form as a Macro” on page 3-18 for information.

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

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

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

Form/data protection is active. Contact your OmniForm administrator or the form’s creator to turn off data protection.

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.

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.

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

Details>>

to see technical information about

to close the dialog

persistent and

Caere Product Support

Product support is available if you need help. First, please check this manual to find the information you need, or look in the online help if you can run OmniForm. You may save yourself a phone call.

World Wide Web

Caere’s home page is located at:

http://www.caere.com

Our Web site contains product information, lists of common questions and answers, and all known issues regarding Caere products.

Product Support Information

Your OmniForm package contains two pages with the most up-to-date support information for the United States, Canada, and the European Community. Please refer to these pages if you need product support.

You must be registered to receive product support! Complete and send in the registration card in your OmniForm Filler package. If you need to call before registering, please have your serial number ready.

Caere Product Support

Information We Need From You

For the most efficient response, please have the following information on hand an be near your computer if you call:

• OmniForm Filler serial number

• Omniform Filler version

• Windows version

• Network operating system, if applicable.

• Scanner manufacturer and model

• Amount of RAM in your system

• Make and model of your computer system and peripheral devices (printer, monitors, and so forth) if applicable

Technical Information 11

Caere Product Support

12 Technical Information

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 (dots or pixels) in memory that

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

calculation In OmniForm, a mathematical, comparative, 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.

database A collection of similar information stored as records. Each

record in an OmniForm Filler database 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 that it becomes part of the

form.

fax Short for facsimile machine. Faxes scan a page, convert the image to

digital data, and send the data over a phone line to another fax machine or computer. The receiving machine then recreates the fax image on paper or stores the data on disk as a fax file.

Glossary-1

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

field might contain text, such as your name in a

Name

field, or preformatted OmniForm Filler information, such as a check that appears when you click a check box field.

field validation 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 you can view and use a form. found set A subset of records in a database retrieved during a search.

Each record contains at least one piece of information that matches criteria set during a search such as the same name in a

Customer

field.

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

document or graphic file.

link To match field data exported from a database to corresponding fields

in the import database. This ensures that OmniForm imports the proper information into the proper fields.

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

nondesigned form A form in OmniForm Filler that is just an image

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

Object Linking and Embedding (OLE) A feature that enables users to

insert and use objects created in other applications into a form.

Glossary-2

ODBC An acronym for

Open Data Base Connectivity.

OmniForm uses an ODBC data source, such as FoxPro, to import and export information to and from a database. Database drivers are installed during OmniForm installation.

original form A form that retains both graphics and its original 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 new 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.

smart naming An OmniForm feature that automatically 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 recognize a

Customer

automatically assign the name

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 toolbar The toolbar that contains buttons for basic file operation

such as saving and printing, and for moving through 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 imports black-and-white images.)

Glossary-3

Nuance ScanSoft OmniForm Filler User’s Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Introduction

OmniForm Filler Features

Using the Documentation

Online Help

Formatting

Symbols

Installation and Setup

System Requirements

Registering OmniForm Filler

Installing OmniForm Filler

Installing on a Windows 95 or Windows NT 4.0 System

Starting OmniForm Filler

Working With Forms

Opening a Form

The OmniForm Filler Window

The Standard Toolbar

Moving Through Fields

Filling Fields

Type Ahead

Fill Text

Comb

Check Box

Circle Text

Table

Fill Graphic

List Fields

Fields Defined by a Calculation

Field Validation

OLE Objects

Spell Checking

Checking the Form Language Selection

Changing the Form Language

Spell Checking Your Form

Saving Your Form

Printing a Form

Printing Your Form

Printing Your Form as a Macro

Mailing a Form

Selecting a Mail System

Adding a Routing Slip

Form Usage Options

What Is Form Usage?

Changing Form Usage

Managing a Database

What Is a Database?

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 Filler Setup Issues

Memory and Installation

Setup Program Requests the Same Disk

Installing OmniForm Filler 3.0 over Older Versions

Uninstalling OmniForm Filler

Scanning Graphics into OmniForm Filler

System Hang During Scan

Scanner Compatibility

Operation

OmniForm Filler Limits

Inserting OmniForm Filler Forms as OLE Objects

Low Memory

Low Disk Space

Right Mouse Button Functions

OmniForm Filler Compatibility