Nuance ScanSoft OmniForm Filler User’s Manual

OmniForm® Filler
User’s Manual
Version 3.0 for Windows 95 and NT
CAERE CORPORATION
100 Cooper Court
Los Gatos, California USA
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
Copyright© 1998, Caere Corporation
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

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

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

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
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.
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

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.
OK
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
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
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
OK
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

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
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.
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.
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...
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
•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
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.
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 #
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
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
•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.
OK
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

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
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?

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
in
Managing a Database 5
Managing Database Records
d
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
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:
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
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:
1 Choose
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
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
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
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
•Select
•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.
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.
or
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
•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
.
OK
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

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:
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

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:
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
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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