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
All rights reserved. CAERE®, Logical Form Recognition, OmniPage® Pro, 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)
2
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 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
in
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
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
1Start Windows 95 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
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
4Follow 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:\ProgramFiles\OmniForm Filler. You can select
another location if you wish.
.
Installation and Setup 3
Starting OmniForm Filler
Starting OmniForm Filler
This section describes how to launch OmniForm Filler and open a form.
To start OmniForm Filler:
1Click
Applications
The OmniForm Filler window appears.
2Click 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
3Select a form to open and click
4Press 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
Opening a Form
This section describes how to open a form. You can open multiple forms
in OmniForm Filler.
To open a form:
1Click
Applications
2Click the Open button in the standard toolbar or choose
in the File menu.
The Open dialog box appears.
3Make sure
down list.
4Locate and select a file.
5Click
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
Print
Preview
Print
Spelling
Cut
Paste
Copy
Zoom
Highlight
Fill Areas
Previous
First
Record
Record
Record
Number
Next
Record
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.
ActionKey Combination
Moving Through Fields
Place the cursor in
a field
Next fieldPress the Tab
Previous fieldPress 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 fieldPress 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
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.
1Choose
The Options dialog box appears.
2Click the
•Select
• Deselect
3Click 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:
1Click 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
3Enter a file name in the
Or, click
to return to the Fill Graphic dialog box.
OK
if you need to locate a file; select a file, and click
Browse
The file name appears in the
4Select an option in the
•Select
Maintain Original Size
File Name
File Name
Options
changes.
•Select
Scale Proportionally
to fit the graphic in the fill graphic
field while keeping its exact proportions.
text box.
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
5You 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.
6Select 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.
7Click
OK.
OmniForm Filler imports the graphic and displays it in the fill
graphic field.
To import a graphic from a TWAIN source:
1Click 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
3Click
TWAIN
Select Source
in the
drop-down list.
Source
to open the Select Source dialog box.
4Select your TWAIN source and click
Graphic dialog box.
to return to the Fill
OK
Filling Fields
List Fields
5Type 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.
6Follow steps 4–6 “To import an existing graphic:” on page 3-9
and then return to step 7 on this page.
7Place the page with the graphic that you want in your scanner,
making sure it is aligned correctly.
8Click
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
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.
1Choose
The Options dialog box appears.
Options...
in the Tools menu.
2Click 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.
3Click 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
1Click 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
To
• 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.
2Select one of the following options as appropriate:
All, Change, Change All, Add
3Click
4Click OK in the dialog box that tells you the spell check is done.
to end the spell check.
Close
, or
Suggest
.
Ignore, Ignore
Working With Forms #
Saving Your Form
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...
1Click 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
2Select 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.
3Select an option in the
This option is only available if
selected in the
•Select
•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.
5Enter 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
is
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.
7Select any other print options you want.
8Click
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 #
OK
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
1Launch OmniForm Filler and open the form you want to print.
2Choose
3Select
4Select 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.
1Choose
The Options dialog box appears.
Options...
in the Tools menu.
Using the
2Click the
OmniForm Filler selects your installed mail application by
default if you have only one installed.
3Select the program to use if you have more than one installed.
4Click
Send...
1Open the form to send.
2Choose
The Mail Options dialog box appears.
General
OK.
Command
Send...
tab.
in the File menu.
Working With Forms #
Mailing a Form
3Select 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.
4Click
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
•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
5Click
in the Mail Options dialog box.
OK
A dialog box with your mail application program (either Lotus
CC: Mail, Lotus Notes, or Microsoft Exchange/Outlook
appears).
Mailing a Form
6Enter 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.
7Click
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:
1Open the form to send.
2Choose
The Add Routing Slip dialog box appears.
3Select the recipients and other routing information.
4Send 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
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
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.
form.
designed
To change form usage:
Form Usage Options
1Choose
Form Usage...
in the View menu.
The Form Usage dialog box appears.
2Select 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.
3Click
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?
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.
2Click in a field with the cursor or press Tab to place the cursor
in the first fillable field.
4 Managing a Database
3Enter 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.
4Press Tab to move to the next field.
Because a field is filled, you now have a database with one
record in it.
5Fill in as many fields as you like.
Managing Database Records
6Click 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.
7Fill in this record with the appropriate information.
8Continue 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
in
Managing a Database 5
Managing Database Records
d
To duplicate a record:
1Open a form.
2Fill in the information you want duplicated.
3Choose
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 RecordNext RecordRecord NumberLast 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
Previous
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:
1Highlight the number in the Record Number text box.
2Type a new number.
3Press 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
Next
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:
1Choose
Search...
The Search dialog box appears.
in the Records menu.
Go To
Go To
Go To
found set.
in the Records menu and
in the Records menu and
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
2Select 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
3Select 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
in
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.
.
.
as
•
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
at
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
4Type the text to find in the
Value
text box.
Information is not case-sensitive. Typing LosGatos is the
same as typing losgatos.
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.
5Select 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.
6Click
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
7Click
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:
1Choose
The Sort dialog box appears.
2Select 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
3Select a sort order.
•Select
•Select
•Select
4Click
OmniForm Filler sorts the records in the order indicated.
Ascending Order
for example, from A–Z or from 0–100. Symbols precede
numbers which precede letters: $40, 40, Forty
Descending Order
for example, from Z–A or from 100–0. Letters precede
numbers which precede symbols: Forty, 40, $40
Original Order Entered
which you originally entered information in the selected field.
This is useful to view the history of information entered.
OK.
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:
1Choose
Recalculate...
in the Records menu.
The Recalculate dialog box appears.
2Select 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!
3Click
OK.
OmniForm Filler recalculates the records according to your
specifications.
4Click 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
1Choose
A warning dialog box appears.
2Click
To delete all records:
1To delete a found set of records instead of all records, click
Search...
See “Searching Records for Information” on page 4-7 for more
information.
2Choose
A warning dialog box appears.
3Click
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.
in the Records menu.
Managing a Database 15
Managing Database Records
To delete a found set of records:
1To 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.
2Choose
A warning dialog box appears.
3Click
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:
1Choose
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.
or
Refresh All Records
Refresh all Records
in the Records
, OmniForm Filler auto-
Refresh Record
,
16 Managing a Database
To save a record:
1Choose
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:
1Choose
The Export Setup dialog box appears.
Export...
in the File menu.
Managing a Database 17
Managing Database Records
2Select 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.
3Click
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
5Click
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
6Select 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.
7If 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
•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
8Click
OK.
OmniForm Filler exports the information in the selected fields
to the specified file.
9Click 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
3Select a source from the
.
OK
in the
Export To
drop-down list.
Available Data Sources
list box and click
An Export As dialog box appears.
4Enter a file name in the
File name
text box if it does not appear
automatically.
5The database file type that you selected in the previous dialog
box appears in the
Save as type
drop-down list.
6Follow 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:
1Select or create a folder for your shared OmniForm Filler forms.
Managing Database Records
2In OmniForm Filler, choose
The Options dialog box appears.
3Click the
4Select
5Type the path to your shared form(s) folder in the
box.
6Click
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:
1Locate the OmniForm Filler Data file to use.
2Double-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.
2Choose
Import...
in the File menu.
The Import Setup dialog box appears.
Managing Database Records
3Select 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.
4Click
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 NewAddress file in the picture above is a
data file.
Managing a Database 23
Managing Database Records
5Locate and select a Data file to import.
6Click
OK.
Depending on the database source you chose, more dialog
boxes may appear. Select the appropriate options.
The Import dialog box appears after you select a file.
• Fields in the open OmniForm Filler database appear on the
left.
• Fields you can import from the other database appear on the
right.
7Link 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.
8Click
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.
9Click 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
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
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:
1Exit from OmniForm Filler.
2Click
Applications
3Click
Windows removes OmniForm Filler from your system.
4Click 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
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
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:
1Click the Start button in the Taskbar and choose
Settings
2Double-click
Control Panel.
System
in the Control Panel.
The System Properties dialog box appears.
Operation
3Click the
Performance
tab.
All memory information appears in this tab. See your Windows
documentation or the Windows online help for more
information.
You can click
Virtual Memory...
if you want to change virtual
memory settings but it is recommended that users let Windows
manage the virtual memory settings.
4Click
to close the System Properties dialog box and return
OK
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
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
Close
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
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