Nuance ScanSoft OmniForm Filler - 5.5 Instruction Manual

Legal Notices

Copyright © 2003 by ScanSoft®, Inc. All rights reserved. No part of th is publ ication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior written consent from the Legal Department at ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United States of America and in the Netherlands.

The software described in this book is furnished under licens e and may be used or copied only in accordance with the terms of such license.

Important Notice

ScanSoft, Inc. provides this publication “as is” without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. ScanSoft reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of ScanSoft to notify any person of such revision or changes.

Trademarks and Credits

OmniForm, eOmniForm.com, OmniForm Filler, Dragon NaturallySpeaking, and ScanSoft are registered trademarks or trademarks of ScanSoft, Inc., in the United States and/or other countries.

Microsoft Windows XP Tablet PC Edition is a registered trademark of Microsoft Corporation. All other trademarks and tradenames mentioned herein are hereby recognized and may be

registered to their respective holders.

ScanSoft, Inc.

9 Centennial Drive Peabody, Massachusetts 01960

OmniForm

Part Number 50-365003-00C

Filler

International Headquarters

Guldensporenpark 32 Building D BE-9820 Merelbeke Belgium

Contents

Welcome 7

What is OmniForm Filler? 7 OmniForm Filler Features 8 Using This Guide 9 Conventions 10 Additional Information 10

Chapter 1 Installation and Setup 11

System Requirements 12 Upgrading from a Previous Version of OmniForm Filler 12 Installing OmniForm Filler 13 Starting OmniForm Filler 15

Chapter 2 Working with Forms 17

Opening a Form for Filling 18 Moving Through Fields on a Form 19 Working with Different Field Types 20

Fillable Text Fields 21 Comb Fields 21 Check Box Fields 22

iii

Circle Text Fields 22 Table Fields 23 Fillable Graphic Fields 23 Drop-Down List Fields 25 Digital Signature Fields 26 Verifying Digital Signature Fields 27 Fields with Validation Settings 28

Fields Defined by Calculations 28 Using the Type Ahead Feature 28 Shrinking Text to Fit Fields 29 Adding File Attachments to Form Records 30 Entering Data Automatically with User Profiles 32

Adding Data to User Profiles 35 Entering Data Automatically with Client Profiles 38 Spell Checking Forms 46 Saving Forms 47 Printing Forms 48 Emailing Forms 49

Specifying What You Want to Email 50

Adding a Routing Slip 51

Chapter 3 Working with OmniForm Databases 53

iv Contents

About OmniForm Databases 54 Moving Through Records in a Database 55 Creating New Records 55 Duplicating Existing Records 57 Searching Records 57 Sorting Records 60 Recalculating Records 61 Deleting Records 62 Setting Up an OmniForm Database to Be Shared 63 Refreshing Records in a Shared Form 64

Exporting Data 64 Importing Data 68 Protecting Data 71

Chapter 4 Controlling OmniForm Filler by Voice 73

Speech Recognition Engines Supported by OmniForm Filler 74

Automatic Speech Recognition 74

ScanSoft Dragon NaturallySpeaking 74

Speech Recognition in Windows XP Tablet PC Edition 74 Automatic Speech Recognition 75

Enabling 75

Navigation 75

Filling 77 Supporting Dragon NaturallySpeaking 79

Enabling 79

Navigation 80

Filling 80

Select and Say 80 Speech Recognition in Windows XP Tablet PC Edition 80

Enabling 81

Navigation 81

Filling 81

Chapter 5 Utilizing Special Tablet PC Services 83

Handwritten Filling 84

Handwritten Filling of Text Fields 84

View Handwritten image 86

Choosing a Handwrite Recogniser Engine 86 Using Annotations and Drawings on Forms 87

Selecting annotations and drawings 88

Resizing or moving annotations and drawings 89

Deleting annotations and drawings 90

Chapter 6 Technical Information 93

Troubleshooting 94

Solutions to Try First 94

Low Memory Problems 94

Low Disk Space Problems 95 OmniForm Filler Compatibility and Limits 95

Supported Databases 95

Supported Graphic Formats 96

OmniForm Filler Limits 96 Uninstalling OmniForm Filler 96

vi Contents

Index 97

Welcome

Welcome to OmniForm FillerTM from ScanSoft, Inc. This user’s guide is intended for the person who will be filling out electronic forms

and managing form data records in an OmniForm installation and setup instructions, task-oriented instructions for filling and managing forms, and technical information.

database. It provides you with

What is OmniForm Filler?

OmniForm Filler makes it easy to fill and manage electronic forms. You can enter data on forms, manage form records in a database, import and export form information, print forms, and mail forms to other users.

OmniForm Filler Features

The following is a list of features that are available with OmniForm Filler.

Form Filling

You can easily fill out information on a form and then print or mail it. For more information, see Chapter 2.

Automatic Data Entry with User and Client Profiles

The User Profile and Client Profile features save you time by automatically filling out repetitive information on forms for you. A User Profile remembers information about you and your business. A Client Profile remembers information about other people, such as your customers, employees, or family members. For more information, see Chapter 2.

OmniForm Database

The information that you enter on a form is automatically saved and stored as a record in an OmniForm database. You can crea te, duplicate, search, and sort records, and import and export data to and from other databases. For more information, see Chapter 3.

File Attachments

8 Welcome

You can attach files to your form records. For example, you might want to attach scanned receipts when you fill out expense forms. F or more info rmation, see page 30.

Information Import and Export

You can import information from another OmniForm database or from other

external database sources into your current database. You can also export information from your current database for import into other supported databases. For more information, see Chapter 3.

Speech Recognition

OmniForm Filler’s built-in speech recognition accepts voice commands, such as field and page navigation, text spelling, date input, zooming, record insert and save etc.

If the speech recognition product ScanSoft Dragon NaturallySpeaking is installed on the system, its advanced features, e.g. text dictating, or "Select and Say" are also available for you.

When OmniForm Filler is installed on a tablet PC running Windows XP Tablet PC Edition, it can also use the device’s built-in speech recognition technology.

Utilizing Tablet PC Functionality

On a tablet PC you can use the tablet pen to handwrite directly into OmniF orm fields. It will recognize the data and convert it to text.

You can toggle between the handwritten image and the converted text. Additionally, you can add annotation notes or drawings to forms. They are

saved for each form record, and can be selected, resized, dragged or deleted one by one.

Using This Guide

This guide assumes that you are familiar with basic Windows operations and can install and set up devices such as scanners and printers. It is organized into the following chapters:

◆ Chapter 1 — Installation and Setup. Provides instructions for installing

OmniForm Filler on your computer. You do not need to read this chapter if you have the full version of OmniForm. Instead, read Chapter 1 of the OmniForm User’s Guide.

◆ Chapter 2 — Working with Forms. Describes how to open, fill out, and

work with forms in OmniForm Filler.

◆ Chapter 3 — Managing an OmniForm Database. Describes how to work

with OmniForm databases and data records.

◆ Chapter 4 — Speech Recognition. Describes how to work with OmniForm

by talking to your computer.

◆ Chapter 5 — OmniForm Tablet PC Features. Describes the special

functionality of OmniForm for tablet PC users.

◆ Chapter 6— Technical Information. Provides troubleshooting tips.

Using This Guide 9

Conventions

This user’s guide uses the following conventions:

Bold text Emphasizes new terms, commands, screen names,

and headings.

Italic text Emphasizes new terms, commands, screen names,

and headings in callout text that accompanies graphics, as well as document names.

Note Tip

Presents an item of additional information. Presents ideas for using features to accomplish

specific tasks.

Additional Information

In addition to this user’ s guide, you can use the following resources to learn about OmniForm:

◆ Online Help — Provides the most comprehensi ve information on OmniForm

features, settings, and procedures. Choose OmniForm Filler Help (or OmniForm Help) in the Help menu. Or, press the F1 key.

◆ OmniForm User’s Guide — Introduces you to the basics of using

OmniForm’s form design and distribution tools (provided with the full OmniForm version only).

◆ Release Notes — Provide important information about this version of

OmniForm Filler. The notes are available electronically on the installation CD.

◆ Product Support — Additional technical support in the form of technical

notes, frequently asked questions, software updates, and more. Choose Product Support in the Help menu.

10 Welcome

◆ ScanSoft We b Si te — www.scansoft.com provides updated information and

links to OmniForm support pages.

Chapter 1

Installation and Setup

This chapter describes how to install and get started using OmniForm Filler software.

It includes the following topics:

◆ System Requirements

◆ Upgrading from a Previous Version of OmniForm Filler

◆ Installing OmniForm Filler

◆ Starting OmniForm Filler

System Requirements

These are the minimum system requirements to install and run OmniFor m Fille r:

Note

◆ Computer with a Pentium or higher processor; Tablet PC to access its special

◆ Windows 95C, Windows 98SE, Windows 2000, Windows ME, or Windows NT

◆ 50MB of free hard disk space

◆ System memory of at least 32MB RAM

◆ SVGA monitor with at least 256 colors and 800 x 600 pixel resolution

◆ Windows-compatible pointing device

◆ CD-ROM drive for installation

◆ Installed and operating microphone to access the voice control built into

◆ Dragon NaturallySpeaking Version 7 or higher to access the Select and Say

Performance and speed will be enhanced if your computer’s processor, memory, and available disk space exceed the minimum requirements.

services within OmniForm Filler

4.0

OmniForm Filler

functionality

Upgrading from a Previous Version of OmniForm

12 Installation and Setup

Filler

If you have a previous version of OmniF orm Filler installed, it is recommended that you uninstall that version before installing your new version. You should also back up your OmniForm forms before opening them in the new version. Y ou can do this by saving copies of the forms in another folder location.

If you open a form from a previous version and then try to save that form, you will be prompted to update the form to the new version. This will only take a moment and will not visibly alter anything on the form itself.

Chapter 1

Note

You must update a form to the new version of OmniForm in order to take advantage of new features such as Client and User Profile fields and file attachments. Howev er , if you do not need to use the new features , y ou are not required to update the form. For example, you might want to keep a form in its previous format if you still need to open the form in a previous version. If you select No when prompted to update your form, the form will be saved in its previous format.

Installing OmniForm Filler

OmniForm Filler’s setup program takes you through the entire installation with instructions on the screen for every step.

▼ Before installing OmniForm Filler:

◆ Log into your computer with administrator privileges if you are installing on

Windows 2000 and Windows NT.

◆ Back up your OmniForm Forms.

◆ Uninstall any previous versions of OmniForm Filler.

◆ Close all other applications, especially anti-virus software.

Installing OmniForm Filler

Click Install OmniForm Filler to start installation.

Click OmniForm Filler Release Notes to read

important last-minute information before installing.

▼ To install OmniForm Filler:

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

The setup program should start automatically. If it does not start, locate your CD-ROM drive in Windows Explorer and double-click the Setup.exe program at the top-level of the CD-ROM.

The first setup screen looks like this:

14 Installation and Setup

2. Click Install OmniForm Filler 5.5 to start installation.

3. Follow the installation instructions on each screen.

By default, OmniForm Filler files are installed in this folder location: c:\program files\scansoft\omniform filler 5.5. You can select a different location if desired.

Note

If you are experiencing a problem with OmniForm Filler after installation, sometimes uninstalling and then reinstalling OmniForm Filler will solve the problem. See page 94 for more information.

▼ To start OmniForm Filler, do one of the following:

Click the Open button to open a form.

Chapter 1

Starting OmniForm Filler

◆ Click Start in the Windows taskbar and choose

Programs > ScanSoft OmniForm Filler 5.5 > OmniForm Filler 5.5

◆ Double-click the OmniForm Filler icon in the program’s installation folder.

The OmniForm Filler desktop looks like this when you first open it:

Click the Open button or choose Open... in the File menu to open a form. If you have forms from a previous version of OmniF orm, you can open them in this

version. OmniForm also has a number of sample forms that you can open in the Sample Forms folder. The Sample Forms folder location depends on your operating system. The very first time you use the Open command, OmniForm defaults to this folder.

Starting OmniForm Filler

Standard buttons appear for printing, spell checking, resizing the view, and other tasks.

Use this button to highlight fillable fields.

Use these buttons to scroll through records in your database.

After you open a form, more OmniForm tools appear on the desktop:

16 Installation and Setup

Please read Chapter 2 for more information on working with forms in OmniForm Filler.

Chapter 2

Working with Forms

This chapter describes how to work with forms in OmniForm Filler. It includes the following topics:

◆ Opening a Form for Filling

◆ Moving Through Fields on a Form

◆ Working with Different Field Types

◆ Using the Type Ahead Feature

◆ Shrinking Text to Fit Fields

◆ Adding File Attachments to Form Records

◆ Entering Data Automatically with User Profiles

◆ Entering Data Automatically with Client Profiles

◆ Spell Checking Forms

◆ Saving Forms

◆ Printing Forms

◆ Emailing Forms

Opening a Form for Filling

You can have multiple forms open at the same time. Use the Window menu to switch between open forms.

▼ To open a form for filling:

1. Open OmniForm Filler or OmniForm.

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

The Open dialog box appears.

18 Working with Forms

3. Select OmniForm Form as the file type.

4. Locate and select the desired form.

5. Click Open.

The form opens, and is ready for you to create a new record. For information on working with records in an OmniForm database, see Chapter 3 .

Tip

Make sure Highlight Fillable Fields is selected in the View menu to highlight fillable fields in yellow.

Chapter 2

Moving Through Fields on a Form

After opening a form in OmniForm Filler, click in any field to place the cursor there and start entering the desired information. You can continue to move the cursor from field to field using your mouse. Or, use the following keyboard combinations to move the cursor within a form.

Action Keyboard Combination

Place the cursor in a field

Next field Press 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 Tab to place the cursor in the first field.

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

Press End

Press Home

Press Ctrl-End

Press Ctrl-Home

Press Ctrl-left arrow

Moving through fields on a form by voice control commands is described in Chapter 4, Controlling OmniForm Filler by Voice on page 79.

Moving Through Fields on a Form

fillable text fields (see page 21)

table with fillable text fields (see page 23)

Working with Different Field Types

An OmniForm Form can have a lot of different field types. The following illustration shows an example of some of the common fields you might find when filling out forms.

circle text field (see page 22)

comb field (see page 21)

signature field (see page 26)

check boxes (see page 22)

20 Working with Forms

auto-calculation field (see page 28)

For information on designing these types of fields in OmniForm, see the OmniForm User’s Guide.

Chapter 2

Fillable Text Fields

You can enter c haracters in a fillable text field such as letters , n umbers , symbols , and dates.

Enter text directly in a fillable text field.

Note

Make sure Highlight Fillable Fields is selected in the View menu to highlight fillable fields in yellow.

Comb Fields

A comb field is a fillable text field that is broken into separate segments for entering a set number of characters. Yo u can enter any characters in a comb field that are appropriate to the field. Comb fields are commonly used for phone numbers and zip codes.

You do not have to tab from element to element in a comb field. Just type the required amount of information, and OmniForm automatically moves to the next comb element.

Working with Different Field Types

Check Box Fields

Check boxes are commonly used for Yes/No questions and for selecting an item in a group. Click a check box to fill it. A filled check box field can contain a check mark, an X mark, or a solid fill:

Depending on how it was designed, a filled check box can appear three different ways.

Check boxes might be grouped so that only one can be selected at a time. In this case, selecting one check box automatically deselects another check box in the group.

22 Working with Forms

Circle Text Fields

A circle text field allows you to indicate your selection by making a circle around it. Click a circle text field to make a selection.

Circle text fields might be grouped so that only one can be selected at a time. In this case, selecting one circle text field automatically deselects another circle text field in the group.

A border appears when you click a circle text field

Chapter 2

Table Fields

A table field consists of individual cells, which are generally fillable text fields. You can enter characters in these cells just as you would in regular text fields.

A table might also contain other field types, such as check boxes.

Fillable Graphic Fields

A fillable graphic field allows you to insert a graphic into a form.

Click a fillable graphic field, and you will be prompted to select a source for the graphic.

Y o u can import an existing graphic file or scan a picture direct ly i n to the field using a TWAIN-compatible scanner.

Working with Different Field Types

▼ To import an existing graphic:

1. Click the fillable graphic field .

The Fill Graphic dialog box appears.

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

3. Enter a file name in the File Name text box. Or, click Browse... to locate the

file.

4. Select the desired size and other settings for the graphic.

24 Working with Forms

Click Help to get more information on the available settings.

5. Click OK.

OmniForm imports the graphic into the form field.

▼ To import a graphic from a TWAIN source:

1. Click the fillable graphic field .

The Fill Graphic dialog box appears.

2. Select TWAIN in the Source drop-down list.

3. Click Select Source to open the Select Source dialog box.

4. Select your TWAIN source and click OK to return to the Fill Graphic dialog

box.

Chapter 2

5. Type a file name in the File Name text box.

The graphic will be saved with this file name after it is scanned.

6. Select the desired size and other settings for the graphic. Click Help to get more information on the available settings.

7. Place the page with the graphic in your scanner, making sure it is aligned correctly.

8. Click OK. OmniForm scans the graphic into the form field.

Tip

T o delete a graphic and leave the fillable graphic field empty, click the field and then select None in the Source drop-down list in the Fill Graphic dialog box.

Drop-Down List Fields

A drop-down list contains a group of selectable entries.

A drop-down list arrow appears when the cursor is in the field

Working with Different Field Types

Digital Signature Fields

A digital signature field allows you to lock specific fields on a form using a password. This authenticates a form and protects its data from unauthorized modification. For example, an expense report form might require a signature. Once “signed,” certain fields on the form such as expensed items might be locked. You can only unlock fields and change the data in them if you have the correct password.

Digital signature fields can be set up to work with OmniForm passwords or with a more secure level of protection provided by an outside authentication service (Entrust or Microsoft PKI). Check with the form designer or database administrator for information about how the digital signatures were set up on a form.

▼ To sign a digital signature field on a form:

1. Click the signature field.

A dialog box appears and prompts you to enter your username and password. If it is an OmniForm signature field, make sure you have access to the appropriate OmniForm database.

The dialog box that appears depends on the type of signature field it is. This example shows the dialog box for an OmniForm signature field. If the digital signature field type is Entrust or Microsoft PKI, please refer to their documentation for more information on how they work.

26 Working with Forms

2. Enter your user name and password.

3. Click OK.

To unsign a signature field, click it and enter your password again.

Note

After a signature field is signed, that form’s design becomes locked. All records must be unsigned before the form design can be changed. Or, save the form with a different name, and delete all of its records.

▼ To see the verification status of a signed digital signature field:

Fields that are locked by the signature are highlighted with a blue border.

Chapter 2

Verifying Digital Signature Fields

Digital signature fields are only of value if you can verify that the signatures are valid. After a digital signature field is signed, the authentication process tries to verify the signature to ensure that it is valid.

1. Open the form in OmniForm Filler.

2. Choose Field Security in the View menu if it is not already turned on.

Icons appear next to signed fields indicating whether signatures have been verified or not. A pen with a check mark indicates that the signature was verified to be valid. A pen with a question mark indicates the signature cannot be verified.

A pen with a check mark indicates that the signature was verified to be valid. (A pen with a question mark indicates that the signature cannot be verified.)

If a signature field cannot be verified, it could be for one of these reasons:

◆ The form’s data has changed since the form was first signed.

◆ The form’s design has changed since the form was first signed.

◆ The signer of the form could not be identified, possibly because the

OmniForm user database or authentication service is not accessible, or because the authentication service could not verify the signer.

◆ The signer of the form could not be identified, possibly because the user

password was changed since the form was first signed. (This reason is only applicable to OmniForm signature fields.)

Note

You can also choose Security... in the Tools menu to get the verification status for signed signature fields.

Working with Different Field Types

Fields with Validation Settings

Some fillable text fields might be designed with validation settings such as:

◆ Requiring information to be entered so that the field is not left blank

◆ Requiring specific information to be entered

◆ Requiring information to be entered from a list of choices

For example, you might be required to enter a valid date in a Date field. You would receive an error message from OmniForm if you attempted to enter anything other than a valid date. Depending on how the field was set up, you might be allowed to override the validation requirement.

Fields Defined by Calculations

Sometimes fields are designed with calculations that compute and fill information for you automatically.

In the example below, the TOTAL field automatically added the amounts entered in the first and second fields. The TOTAL field would increase automatically if amounts were entered in the third and fourth fields.

28 Working with Forms

The calculation in this field automatically computes the total for you.

Using the Type Ahead Feature

As you begin to enter a word on a form, OmniForm can automatically complete the word for you if there is previously filled information that matches the word you are entering. F or example , if yo u had previously entered the name John in a field, as soon as you enter J in another field, OmniForm would automatically enter John for you.

▼ To turn the type ahead feature on or off:

1. Choose Options... in the Tools menu.

The Options dialog box appears.

2. Click the Filling tab .

3. Select Ena ble T ype Ahead if y ou want to use this feature . Deselect it if you do

not want to use this feature.

4. Click OK.

Shrinking Text to Fit Fields

The text you enter might not always fit in the text fields provided on a form. To fix this, OmniForm can automatically shrink your text to make it fit in the fields.

▼ To turn the shrink text feature on or off:

1. Choose Options... in the Tools menu.

The Options dialog box appears.

2. Click the Filling tab .

Chapter 2

3. Select Automatically shrink text to fit within fields if you want to use this feature. Deselect it if you do not want to use this feature.

4. Click OK.

Shrinking Text to Fit Fields

Adding File Attachments to Form Records

You can attach files to your form records. For example, you might want to attach scanned receipts to your expense records.

▼ To attach a file to a form record:

1. Open the form in OmniForm Filler.

2. Click the Insert File Attachment button or choose Insert File Attachment...

in the File menu. The Insert File Attachment dialog box appears.

30 Working with Forms

3. Locate and select the file you want to attach.

4. Click Open.

The selected file is attached, and an icon is displayed for it in an attachment window below the form.

Chapter 2

An icon represents the file attachment. Doubleclick it to open the file in its own application. Right-click the icon to open, save, or remove the attachment.

▼ To show or hide file attachments:

An attachment icon in the status bar indicates when form records have attachments.

1. Choose View Attachments in the View menu to show the attachment window.

2. Choose View Attachments in the View menu again to hide the attachment

window.

Adding File Attachments to Form Records

Entering Data Automatically with User Profiles

A User Profile is a convenient feature that remembers and stores information about you when you are filling out a form. This information can then be entered automatically each time you fill out forms for yourself.

This example illustrates how a User Profile would work to automatically insert your name into a form.

In Form Designer: In Form Filler:

① When the form

is designed, its Name field is linked to the Full Name User Profile Field.

➃ If your User

Profile has your name information filled in for the Full Name User Profile Field, then the name automatically inserts into this field.

➁ When you open

the form to fill it out, you see that the Name field is a User Profile field because it is highlighted in a distinctive color.

➂ Select your User

Profile to use with this form.

In Form Filler:

➃ If you have not yet added your name to your

User Profile, then you must enter your name on the form manually. After entering your name, it will automatically be added to the Full Name field in your User Profile (as soon as you switch records).

In the User Profile:

Full Name

User Profile field

32 Working with Forms

Select this option if you want data to be added automatically to the User Profile when it is first entered. (Subsequent changes would not be added automatically.)

Chapter 2

▼ To create a User Profile:

1. Choose Edit User Profiles... in the Profiles menu.

2. Click New.

Type the desired name for your User Profile.

3. Type a name for your User Profile and click OK.

Entering Data Automatically with User Profiles

The new User Profile is listed.

Click Edit to open the selected User Profile and add data to it directly.

4. Click OK in the confirmation dialog box. The Edit User Profiles dialog box now lists your new User Profile.

5. Click Edit to edit the User Profile directly. See the next section for more information.

34 Working with Forms

6. Click Close to close the dialog box. The User Profile is now selectable for any form by using the Select User

Profile > [User Profile name] command in the Profiles menu.

Note

User Profiles will only work on forms that were designed with fields that can receive User Profile information. To find out if a form has User Profile fields, choose Highlight User Profile Fields in the Profiles menu. User Profile fields are highlighted in orange. For more information on designing a form with User Profile fields, please see the OmniForm User’s Guide.

▼ To select a User Profile for filling out a form:

1. Open the desired form.

2. Choose Select User Profile > [User Profile name] in the Profiles menu.

3. Click Yes if you are asked to confirm the selection.

The User Profile data will be filled into the applicable User Profile fields. If you do not yet have any data in the User Profile, see the next section for information on adding data.

Chapter 2

Note

To turn off a User Profile that is selected with a form record, choose Select User Profile > None in the Profiles menu.

Adding Data to User Profiles

There are two ways to add data to a User Profile:

◆ Add data to the User Profile as you fill out a form.

◆ Open the User Profile to add data directly.

▼ To add data to a User Profile as you fill out a form:

1. Open a form and select the desired User Profile to use with it. See page 34 for information on selecting a User Profile for a form.

2. Choose Highlight User Profile Fields in the Profiles menu to highlight all User Profile fields in orange.

3. Enter or modify the desired data in a User Profile field. If this is the first time you are entering data in the field, that data will

automatically be added to the User Profile when you switch records.

Note

To add data to your User Profile right away, right-click the field and choose Update User Profile in the menu that appears. You can also choose Update User Profile if you change data that was previously entered and want to update the User Profile.

Entering Data Automatically with User Profiles

▼ To add data to a User Profile directly:

Select the User Profile you want to edit and click Edit.

1. Choose Edit User Profiles... in the Profiles menu. The Edit User Profiles dialog box appears.

36 Working with Forms

Click the page numbers to get to different types of data fields.

Chapter 2

2. Select the User Profile you want to edit and click Edit. The selected User Profile appears.

A User Profile form looks very similar to a regular OmniForm Form. It contains a standardized list of commonly used fields.

3. Enter the desired information in the fields that you want to be remembered. Y ou do not hav e to enter da ta in all the User Pr ofile fields; only enter data in t he

fields that you want to be remembered for automatic filling.

4. Click the Private option next to a field if you want to be prompted before it gets automatically filled on forms.

5. Choose Close in the File menu when you are finished entering information in your User Profile.

Entering Data Automatically with User Profiles

Entering Data Automatically with Client Profiles

A Client Profile is a convenient feature that remembers and stores information about other people, such as your customers, employees, and family members. This information can then be entered automatically each time you fill out forms on their behalf. For example, if you ha ve customers for whom y ou hav e to fill out forms, you can create a Client Profile that remembers and stores specific information for each customer. Each time you need to fill a form for a particular customer, you can apply their Client Profile to automatically fill in their data.

Using Client Profiles involves four steps:

① Open a form in

OmniForm Filler.

➂ Create a Client

Profile for a specific person and apply it to the form. See page 42 for more information.

Or, apply an existing Client Profile to the form. See page 44 for more information.

➁ Set up fields on

the form to receive Client Profile information. You need to do this only one time per form. See page 39 for more information.

Client Profile fields are highlighted in green.

➃ If the Client Profile does not yet

have any information, you must add information to it by entering information into the Client Profile fields on the form. See page 45 for more information.

If the Client Profile already has information for the corresponding Client Profile fields, then the information automatically inserts into the fields on the form.

You need to add information only once to a Client Profile. After that, it remembers the information and applies it to subsequent form records.

38 Working with Forms

For example, you might want to set up the First Name field on this form to receive information from Client Profiles.

Chapter 2

▼ To set up fields on a form so that they can receive Client Profile information:

1. Open the form in OmniForm Filler.

2. Select a field on the form that you want to set up to receive Client Profile

information.

Entering Data Automatically with Client Profiles

The name of the currently selected field appears here.

The name of the Client Profile field to which you are linking appears here. Type in a new name or select a name from the list.

The master list of Client Profile fields appears here. This will be empty if this is the first time you are setting up a Client Profile field for the form.

3. Choose Link Field to Client Profile... in the Profiles menu. (You can also right-click the field to choose this command.)

The Link Field to Client Profile dialog box appears.

40 Working with Forms

Example of a Client Profile field name.

Chapter 2

4. Type a name for the Client Profile field that you want to link with the selected form field. Or, if there is an exist ing Client Profile field that y ou want to link to, select it in the list box.

The name that you enter will become part of your master list of Client Profile fields, and will be selectable for future forms.

For example, if the form field is for a person’s first name, you might enter CP_First Name as the Client Profile field name.

5. Click OK. The field on the form turns green, which indicates that it is has been linked,

and is ready to receive Client Profile data. (For green highlights to appear,

Highlight Client Profile Fields must be selected in the Profiles menu.)

6. Repeat this procedure, starting at step 2, for other fields that you want to link

with Client Profile fields. When you are finished, the form fields you linked are ready to receive data from

any Client Profile that you apply. See page 42 for more information.

Entering Data Automatically with Client Profiles

▼ To create a Client Pr ofile and apply it to a form record:

The green color of this field indicates that it has been set up with a Client Profile field.

Note

To turn off a Client Profile field link, right-click the field and choose

Unlink Field from Client Profile.

1. Open the form in OmniForm Filler.

Fields that have been set up to receive Client Profile information are highlighted in green when Highlight Client Profile Fields is turned on in the Profiles menu. See page 39 for information on setting up fields.

42 Working with Forms

Select this option to create a new Client Profile.

Type a name for your Client Profile here.

Client Profiles that you have already created appear here.

Select this option to keep your Client Profile turned on so that it is automatically applied to each new form record that you open.

Chapter 2

2. Choose Apply Client Profile... in the Profiles menu. The Apply Client Profile dialog box appears.

3. Select Create and apply new Client Profile and type the desired name for the Client Profile in the box below it.

For example, you might want to enter the name of the person for whom you are creating the Client Profile.

Note

It you are planning to fill out a series of different forms for a particular person, select Keep the selected Client Profile turned on and apply it to each new record you create in the Apply Client Profile dialog box. The Client Profile that you select will stay on until you turn it off or select a different Client Profile.

4. Click OK. Y our new Client Profile is now ready for y ou to start adding data to it. See

page 45 for more information.

Entering Data Automatically with Client Profiles

Client Profiles that you have already created appear here. Select the Client Profile you want to apply.

▼ To apply an existing Client Profile to a fo rm record:

1. Open the form in OmniForm Filler.

Fields that have been set up to receive Client Profile information are highlighted in green when Highlight Client Profile Fields is turned on in the Profiles menu.

2. Choose Apply Client Profile... in the Profiles menu. The Apply Client Profile dialog box appears.

Select this to keep your Client Profile turned on so that it is automatically applied to each new form record that you open.

44 Working with Forms

3. Select Apply existing Client Profile and then select the name of the desired Client Profile in the list box.

4. Click OK. The selected Client Profile automatically fills in its data in the appropriate form

fields.

▼ To add data to a Client Profile:

The green color of this field indicates that it has been set up with a Client Profile field.

Chapter 2

1. Open the form in OmniForm Filler. Fields that have been set up to receive Client Profile information are

highlighted in green when Highlight Client Profile Fields is turned on in the Profiles menu.

2. If you hav e not already done so , apply a Client Profile to this form. See page 42 for more information.

Be sure to apply the particular Client Profile to which you want to add data.

Entering Data Automatically with Client Profiles

3. Enter information in a field that has been set up to receive Client Profile information.

The information tha t you enter into the field is automatically added to the current Client Profile. If you modify the information later, the modified information is automatically updated in the Client Profile.

4. Repeat step 3 until you have added the desired data to the Client Profile.

▼ To turn off a Client Profile that is associated with a form record:

1. Choose Apply Client Profile... in the Profiles menu.

The Apply Client Profile dialog box appears.

2. Select Do not apply a Client Profile to this record.

3. Click OK.

You will be asked whether or not y ou w ant to also delete the Client Profile data from the form fields.

Spell Checking Forms

46 Working with Forms

Use OmniForm’ s spell c hec k e r to verify that the text you enter on a form is correct. You can use OmniForm’s automatic spell check er or use a the Spelling command to open the regular spell checker.

Note

▼ To turn on automatic spell checking:

1. Choose Options... in the Tools menu.

2. Click the Spelling tab and select Check spelling automatically.

Before you check spelling, make sure the correct language is selected for your form. Choose Options... in the Tools menu and click the International tab. For more information, see OmniForm’s Help.

▼ To spell check your form:

The suggested spelling, if there is one, appears in the Change To text box.

Other suggested spellings appear in the Suggestions list box.

Chapter 2

3. Click OK. On your form, a red wavy line appears under possibly misspelled words and

double entries.

4. Right-click an error and select the desired correction from the menu that appears.

1. Click the Spelling button or choose Spelling... in the Tools menu. The Spelling dialog box appears and displays the first questionable word.

2. Click the desired action that you want to take for the questionable word.

3. Click Close when you are finished spell checking.

Saving Forms

OmniForm automatically saves form records as you fill them out. Saving occurs after various actions, such as moving from one record to another , printing or closing a form, and before importing or expor ting data.

You only need to use the Save command in the File menu when:

◆ You have the full version of OmniForm and want to save changes that you

made in Form Designer.

◆ You want to save information that you entered in the Print offsets for data

option in the Print dialog box.

Saving Forms

Tip

Choose Save As... in the File menu if you w ant to sav e a form to another location or with a different file name.

Printing Forms

▼ To print your form:

1. Click the Print button or choose Print... in the File menu.

The Print dialog box appears.

If you are printing Form and Data or Data Only ,

select the records you want to print.

48 Working with Forms

2. Select the desired options for printing.

Tip

If you are printing from OmniForm Filler, you can choose to print Form and Data, Data Only, or Form Only. Selecting Data Only just prints

the information you have entered in the fillable fields. This is useful if you want to print data on a preprinted form.

3. Click OK to start printing. OmniForm prints your form with the selected settings.

Emailing Forms

Y ou can send your OmniF orm Forms and form data as email attachments if you use Lotus cc:Mail, Lotus Notes, Microsoft Exc hange, or Micr osoft Outlook. OmniForm selects your installed email application by default if you have only one installed. If you have more than one of these email applications, select which one you want OmniForm to use by default.

▼ To select a default email application:

1. Choose Options... in the Tools menu.

The Options dialog box appears.

Chapter 2

2. Click the General tab and select an option under Mail System.

3. Click OK.

Emailing Forms

Specifying What You Want to Email

When you email a form from OmniForm Filler, you have the choice of sending it in the following ways:

◆ blank OmniForm Form

◆ OmniForm Form and data

◆ data only

▼ To send a form as an email attachment:

1. Open the form that you want to send.

2. Choose Send... in the File menu.

3. Log into your email application if you are prompted to do so.

The Mail Options dialog box appears.

Click Range... to specify a range of records if you are sending form data.

50 Working with Forms

4. Select an option for sending your form. Click Help for more information about the available options.

5. If you are sending form data, click Range... to specify the range of records you want to send.

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

6. Click OK in the Mail Options dialog box. A new message from your email application appears with your OmniForm file

attached and ready for addressing.

7. Address your email message and send it as you would any other message.

Adding a Routing Slip

If you are a Microsoft Exc hange or Outlook user, you can add a routing slip to email. Please see your Microsoft documentation for more information on routing slips.

▼ To add a routing slip:

1. Open the form that you want to send.

2. Choose Add Routing Slip... in the File menu.

The Add Routing Slip dialog box appears.

3. Select the recipients and other routing information. You can send the document either now or later.

4. Click Route to route the document. Or, click Add Slip to close the dialog box without routing the form.

Chapter 2

Emailing Forms

52 Working with Forms

Chapter 3

Working with OmniForm Databases

Every OmniForm Form is automatically set up with a searchable database. This chapter describes how to work with OmniForm databases.

It includes the following topics:

◆ About OmniForm Databases

◆ Moving Through Records in a Database

◆ Creating New Records

◆ Duplicating Existing Records

◆ Searching Records

◆ Sorting Records

◆ Recalculating Records

◆ Deleting Records

◆ Setting Up an OmniForm Database to Be Shared

◆ Refreshing Records in a Shared Form

◆ Exporting Data

◆ Importing Data

◆ Protecting Data

This is the fourth record in the database for this form.

Use these buttons to scroll through records in your database.

About OmniForm Databases

Every OmniForm Fo rm has its own OmniForm database associated with it. An OmniForm 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.

The first time you open a form and fill out information, it becomes the first record in the database. Anyone with access to the form can create new records in it. See page 55 for information on creating records.

Click the New Record button to

create a new blank record to fill out.

Note

54 Working with OmniForm Databases

Y ou cannot create, duplicate, edit, recalculate, delete, or import information into form records if data protection is turned on for the form. See page 71 for more information.

Chapter 3

Moving Through Records in a Database

If an OmniForm database has more than one record, you can use the Record buttons in the fill toolbar or the Go To commands in the Records menu to move through the database records.

Goes to previous record.

Goes to first record.

Displays the current record number. Type the number of the record you want to view and press Enter.

Creating New Records

You cannot create records if data protection is turned on for the form. See page 71 for more information.

▼ To create a new record:

1. Open a form in OmniForm Filler.

You must fill in at least one field in a form before creating a new record, because OmniForm cannot create a new record if the current record is empty. A form with fields filled only by automatic calculations (such as a date field) is still considered empty.

Goes to next record.

Creates new record.

Goes to last record.

2. Click the New button in the fill toolbar or choose Go To > New in the Records menu.

OmniForm creates and displays a new, empty record. The record has the same form design as all the other records in the database.

Moving Through Records in a Database

3. Enter the desired information in the record. OmniForm prompts you to save form records as you fill them out. Saving can

occur after various actions, such as moving from one record to another, printing or closing a form, and before impor ting or exporting data

In all these cases the Save Record warning appears:

Select Do not prompt me again. Automatically save all form data if you do not want to be prompted to save form data.

Click Yes or No depending on your choice for saving the data. If you wish to reactivate the Save Record warning later, you can do that in the

Options dialog box by choosing Options… in the Tools menu.

Check the checkbox to reactivate Save Record warning

56 Working with OmniForm Databases

Duplicating Existing Records

You can duplicate an existing form record to create a new record with the same data. For example, you might d o this if you need to enter most of the sa me information from an existing for m record into a new record.

You cannot duplicate records if data protection is turned on for the form. See page 71 for more information.

▼ To duplicate an existing record:

1. Open a form in OmniForm Filler.

2. Go to the particular record that you want to duplicate.

3. Choose Duplicate Record in the Records menu.

The record is copied and added to the end of the record set.

Searching Records

Chapter 3

OmniForm can quickly search and retrieve records with the information that you need. These retrieved rec ords are call ed a found set. You can print, mail, or export a found set.

▼ To search for records:

1. Open a form in OmniForm Filler.

2. Choose Search... in the Records menu.

The Search dialog box appears.

Duplicating Existing Records

3. Select the field that you want to search 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.

4. Select a condition in the Condition drop-down list. A condition describes how to look for information entered in the Value text

box. For example, y ou w ould select is equal to to specify that you want to find an exact match. Click Help for more information on the conditions you can set.

5. Type the information you want to find in the Value text box. Information is not case-sensitive, so entering Gatos will hav e the same result as

entering gatos.

6. Select an option under Scope of Search.

◆ Select Search All Records in the Database 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.

58 Working with OmniForm Databases

After a search, the record set switches to just the found records. Use the Record buttons to move through the found set.

Click Clear Search to return to the full record set.

Search results appear here. In this case, two records were found.

Chapter 3

7. Click OK to begin the search. OmniForm searches and retrieves all records that contain the information you

specified in the Search dialog box. The search results are reported directly above the form, and the active record set switches to just the found records.

8. Click Clear Search above the form to retur n to the full record set.

Tip

You can narrow the search further by choosing Search... in the Records menu again and selecting Only Search Current Record Set. You can search each new subset of records as many times as you need to find the specific information you want. OmniForm maintains the current found set if it retrieves no records during a subsequent search.

Searching Records

Sorting Records

You can sort records in OmniForm based on the ascending, descending, or original order of specific fields. For example, you could sort invoices by date to find the most delinquent accounts.

▼ To sort records:

1. Open a form in OmniForm Filler.

2. Choose Sort... in the Records menu.

The Sort dialog box appears.

3. Select the field that you want to sort in the Field Name drop-down list. All the fields in your form are in this list.

4. Select the desired sort order:

◆ Select Ascending Order to sort records from least to greatest. For

◆ Select Descending Order to sort records from greatest to least. For

◆ Select Original Order Entered after sorting by one of the previous

5. Click OK. OmniForm sorts the records in the specified order.

60 Working with OmniForm Databases

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

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

options to return records to the order in which they were originally entered.

Recalculating Records

Recalculating record s applies any new or c h anged calculations to se lected records in a database. Until you recalculate records, new or changed calculations apply only to new records. For information on creating calculations in records, see the OmniForm User’s Guide.

For example, suppose you changed the mileage calculation in an expense form to reflect the latest rate. All new records would use the new calculation and reflect this rate. You would not want older records to use the new calculation because the original rate was correct at the time they were filled. If you recalculated all records after adding the new calculation to the expense form, the mileage rates on your old records would also change. To prevent this, you could search the records for those records that are newer than the date that you changed the mileage calculation, and apply the new calculation only to the newer records.

You cannot recalculate records if data protection is turned on for the form. See page 71 for more information.

▼ To recalculate records:

1. Open a form in OmniForm Filler.

Chapter 3

2. Choose Recalculate... in the Records menu. The Recalculate dialog box appears.

3. 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.

Recalculating Records

◆ Select From/To and enter a range to apply the new or changed calculation

to a range of records. For example, entering 1 in the From text box and 5 in the To text box would recalculate the first five records in your database or found set.

Note

4. Click OK.

5. Click OK to close the dialog box that informs you how many records were

You cannot undo a recalculation.

OmniForm recalculates the records according to your specifications.

recalculated successfully.

Deleting Records

You cannot delete records if data protection is turned on for the form. See page 71 for more information.

Note

▼ To delete one or more records:

1. Open a form in OmniForm Filler.

You cannot undo a record deletion. You might want to export information from a record before deleting it if you want to save its data. See page 64 for instructions.

2. Go to the record that you want to delete.

3. Choose Delete Record in the Records menu to delete just the current record.

Or, choose Delete All Records in the Records menu to delete every record in the form database.

4. Click Yes when you are asked to confirm the deletion.

62 Working with OmniForm Databases

▼ To delete a specific set of records:

1. Open a form in OmniForm Filler.

2. Click Search... in the Records menu to find the specific records to delete.

See page 57 for more information on searching for records.

3. After finding the desired records, choose Delete All Records in the Records menu.

This deletion only applies to the found set.

4. Click Yes in the confirmation dialog box to permanently delete the found set of records.

Setting Up an OmniForm Database to Be Shared

If you have the full version of OmniForm, you can set up an OmniForm database so that it can be shared by multiple users. This allows anyone who has OmniForm or OmniForm Filler to fill out new records for the form and look through the existing form records simultaneously.

Chapter 3

▼ To set up a shared form:

1. Open the form in the OmniForm’s Form Designer.

2. Choose Properties in the File menu to open the Properties dialog box .

3. Select the Sharing tab and click Shared.

4. Click OK to apply the change.

5. Save and close the form, and then open it again.

The shared status does not go into effect until you save and reopen the form.

Setting Up an OmniForm Database to Be Shared

Refreshing Records in a Shared Form

If you are sharing an OmniForm database with other users, you can refresh records to see if they have been updated by others while you were working on it.

▼ To refresh a record or records:

1. Open a form in OmniForm Filler.

2. Choose Refresh Record or Refresh All Records in the Records menu.

These commands are available only if the form has been set up to be shared. OmniForm checks to see if records have been updated and then displays the latest updates.

Exporting Data

Y ou can export data from OmniForm records to:

◆ Share information with other OmniForm databases.

Data exported as a database file takes up considerably less disk space than the database itself. Therefore, it can be copied or mailed more quickly than the entire database.

◆ Share information with different databases.

For example, you might have a FoxPro database where you want to enter information from an OmniForm database. Simply export the needed information from OmniForm in the appropriate format and use FoxPro’s commands to import it.

Tip

64 Working with OmniForm Databases

Y ou can also send other OmniForm users an OmniForm Data file. This is useful for sharing data when you want to send another user only part of a database. For more information on OmniForm Data files, please see OmniForm’s or OmniForm Filler’s Help.

Previously saved export selections appear in this list.

Click New to start your export.

Chapter 3

▼ To export information:

1. Open a form in OmniForm Filler.

2. Choose Export Data in the File menu.

3. Click New to start the export process.

The Export Setup dialog box appears.

Note

Installed ODBC database drivers appear in the Available Data Sources list box when you select ODB C Database in the Export To drop-down list. Depending on your database driver , you can export up to 255 fields at a time. See OmniForm’ s or OmniForm Filler’ s Help for more information on exporting data to an ODBC database.

Exporting Data

The default file name uses the currently open OmniForm database. You can change this file name if desired.

4. Select where you want to export your data in the Export To drop-down list and click OK.

The type of dialog box that appears next depends on the type of database file you selected. For example, the Export As dialog box appears if you selected to export to an OmniForm Database.

5. Enter the desired name for your exported data file and click Save. The Export dialog box appears.

Click Range to specify a range of records to export. Otherwise, OmniForm exports all records.

6. Select a field you want to export and click Add. Shift-click to select multiple adjacent records, or hold down the mouse button

and drag the cursor over adjacent records. Ctrl-click to select multiple nonadjacent records.

66 Working with OmniForm Databases

Chapter 3

7. Repeat step 6 until you are finished selecting the desired fields. Then click OK. The Export Data dialog box asks you what you want to do next.

Tip

8. Click Run to start exporting the data as specified. Click Save if you want to

9. Enter a name for your saved selections, and then click Save and Run or Save

When you export data from OmniForm, you can save and reuse your export selections for future exports. This will save you time whenever you need to export data from OmniForm. To save your settings during export, click Save in step 8 of this procedure.

save the export settings for future use. If you clicked Save, a dialog box prompts you to enter a name for your saved

export selections.

and Exit depending on what you want to do.

Exporting Data

Previously saved export selections appear on this list.

▼ To use saved export settings:

1. Open a form in OmniForm Filler.

2. Choose Export Data in the File menu.

Click Delete to remove the selected saved export settings.

Click Edit to modify the selected saved export settings.

3. Select the name of the export settings file that you want to use.

4. Click Run.

The Run Saved Export Information dialog box appears.

Click OK to start exporting the data as specified.

Importing Data

You can import data into your OmniForm database from these sources:

◆ Another OmniForm database

◆ An OmniForm Mailable Filler file (either HTML or EXE)

◆ Any supported ODBC database source (available sources depend on the

installed database drivers)

Y ou cannot import data if data protection is turned on for the form. See page 71 for more information.

68 Working with OmniForm Databases

▼ To import data into an OmniForm database:

1. Open a form in OmniForm Filler.

If you are going to import from another OmniForm database, make sure that the OmniForm file is closed.

2. Choose Import Data... in the File menu. The Import Setup dialog box appears.

3. Select the type of database information to import in the Import From dropdown list.

Chapter 3

4. Click OK. The type of dialog box that appears next depends on the type of database file

you selected. For example, the Select Import Files dialog box appears if you selected to import from an OmniForm Database.

Importing Data

5. Locate and select the OmniForm file you want to import, and click Open. More dialog boxes may appear depending on the database source you selected.

Select the appropriate options. F or example , the Import dialog box appears after you select an OmniForm file.

Fields in the open OmniForm database appear on the left.

Click Auto to automatically link all fields with the same name.

Select this option to apply existing calculations to the imported records.

Click Range to specify a range of records to import. Otherwise, OmniForm imports all records.

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

6. Select a field on the left and a corresponding field on the right, and then click Link.

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

7. Click OK when you are done linking fields. OmniForm imports the information into the selected fields, creating as many

new records as necessary in the process.

70 Working with OmniForm Databases

Chapter 3

Protecting Data

Any change made to a form’s design affects all records in its database. For example, if someone deletes a fillable text field, all the information entered for that field in all form records will be deleted. T herefore, you might want to protect a form’s design and data from being altered, especially if it is going to be shared by multiple people.

If you have the full version of OmniForm, you can open a form in Form Designer and choose Protection... in the Tools menu to turn on settings that protect its design and data. F o r more information turning on protection, please see the

OmniForm User’s Guide.

Protecting Data

72 Working with OmniForm Databases

Chapter 4

Controlling OmniForm Filler by Voice

OmniForm Filler provides capabilities for different voice engines. This chapter describes how to utilize them.

It includes the following topics:

◆ Speech Recognition Engines in OmniForm Filler

◆ Automatic Speech Recognition

◆ Supporting Dragon NaturallySpeaking

◆ Speech Recognition in Windows XP Tablet PC Edition

Speech Recognition Engines Supported by OmniForm Filler

You can use three speech recognition engines with OmniForm Filler. These are:

Automatic Speech Recognition

Automatic Speech Recognition (ASR) is a speech recognition engine integrated into OmniForm Filler. It needs no training, is speaker independent, and requires small resources from the system. With ASR you can control OmniForm by voice commands and fill text into forms by spelling.

ScanSoft Dragon NaturallySpeaking

ScanSoft Dragon NaturallySpeaking is a separate speech recognition solution requiring more resources, and needs training by each individual user for optimal operation. Dragon offers text dictating, Select and Say, and other sophisticated services.

Speech Recognition in Windows XP Tablet PC Edition

Microsoft Windows XP Tablet PC Edition has built-in speech recognition functionality. It needs voice training by each individual user. Tablet PC users who would like to use Microsoft's Speech Recognition should consult the documentation of the Windows XP Tablet PC Edition that shipped with their computer.

Note

74 Controlling OmniForm Filler by Voice

If Dragon is installed, OmniForm Filler use s it as a voice engine. If it is not installed, and Automatic Speech Recognition is enabled, that will be used. If neither is enabled, and if OmniForm Filler is installed on a Tablet PC, the Microsoft Speech Recognition can be used.

Automatic Speech Recognition

Enabling

You need to enable Automatic Speech Recognition in order to use it during your work with OmniForm.

▼ To enable Automatic Speech Recognition:

Click the Voice Naviga tion button or choose Voice Navigation from the Tools menu.

Navigation

The most frequently used functionality with Automatic Speech Recognition is page navigation, field navigation, editing, zooming and data handling.

Chapter 4

▼ To navigate in OmniForm Filler by ASR:

Use the voice commands in the following table:

Voice Command Effect

Page Navigation

Go To Page Goes to the given page number Next Page Goes to the next page Previous Page Goes to the previous page Page Up Pages up Page Down Pages down

Field Navigation

Go To Next Selects next field Go Back Selects previous field

Automatic Speech Recognition

Editing

Change Option Changes combo box selection Check Checks checkbox Delete Backspace Delete That Deletes selected text

Zooming

Zoom In Zooms in Zoom Out Zooms out Zoom Page Width Zooms to page width Zoom Full Page Zooms to full page

Data Handling

New Record Inserts a new record Save Saves data

You can also tell your computer a field name on the form, and OmniForm Filler can locate the field for you.

▼ To Locate a Form Element by Field Name

Say the Field Name into the microphone.

Note

76 Controlling OmniForm Filler by Voice

The Field Name is the identification of the fill element set during form design using the Object Definition, Properties tab. A field name is not necessarily equal to its text label, although it is reasonable to design your forms that way.

Filling

Automatic Speech Recognition has also a limited functionality for filling forms. W ords can be spelled into form fields, and the input of date values is made easier by recognizing month names and accepting commands like this year, next year, etc.

▼ To spell textual data or dictate dates in OmniForm Filler by ASR:

Use the voice commands in the following table:

Voice Command Effect

Spelling

Spell Initiates spelling mode Alfa Letter A Bravo Letter B Charlie Letter C Delta Letter D

Chapter 4

Echo Letter E Foxtrot Letter F Golf Letter G Hotel Letter H India Letter I Juliett Lette r J Kilo Letter K Lima Letter L Mike Letter M November Letter N Oscar Letter O Papa Letter P

Automatic Speech Recognition

Quebec Letter Q Romeo Letter R Sierra Letter S Tango Letter T Uniform L etter U Victor Letter V Whiskey Letter W X-Ray Letter X Yankee Letter Y Zulu Letter Z

Special characters in spelling mode

Symbol Initializes special character mode Dot . Underline _ At sign @ Comma , Percent % Dollar $ Space

Date input

Date Initiates date input mode This year This year Next year Next year Last year Last year

78 Controlling OmniForm Filler by Voice

January January February February March March April April May May June June July July August August September September October October November November December December Today Today

Chapter 4

Supporting Dragon NaturallySpeaking

ScanSoft Dragon NaturallySpeaking is a separate speech recognition product that enables users to control Windows applications by voice, and dictate text to the computer instead of typing. OmniForm Filler requires Dragon NaturallySpeaking Version 7 or higher. For detailed information on using Dragon please refer to its documentation.

Enabling

If Dragon is installed on your system, it becomes the active voice engine for OmniForm Filler automatically.

Supporting Dragon NaturallySpeaking

Navigation

With Dragon NaturallySpeaking you can generally control Windows applications by voice, thus you can control OmniForm also. For example, menus are controlled by telling the name of the menu to your computer.

As forms are displayed in OmniForm Filler in WYSIWYG style, form elements cannot be recognised as usual Windows screen items. OmniForm Filler provides access to form elements through the Navigate menu. This lists all form elements, allowing them to be chosen with Dragon NaturallySpeaking.

▼ To select a field:

1. Say Navigate to activate the Navigate menu.

2. Say the name of a form field listed in the Navigate menu.

Filling

With Dragon NaturallySpeaking you can dictate text into the fields of OmniForm Filler. For detailed information please refer to the documentation of Dragon.

Select and Say

Select and Say is a text selection and correction feature of Dragon NaturallySpeaking which is also available in OmniForm Filler. For further information please refer to the documentation of Dragon.

Tip

Speech Recognition in Windows XP Tablet PC Edition

The Windows XP Tablet PC Edition operating system has its own built-in speec h recognition functionality.

80 Controlling OmniForm Filler by Voice

For example you have dictated the following sentence into a form field: "The patient had hi blood pressure." Say select hi to go into the text and select the individual word or phrase not suitable for the sentence and change it by dictating the correct string.

Enabling

If neither Dragon NaturallySpeaking is installed on your system, nor Automatic Speech Recognition is enabled, the built-in speech recognition in Windows XP Tablet PC Edition becomes active in OmniForm Filler.

▼ To disable Automatic Speech Recognition:

Click the Voice Navigation button or choose Voice Navigation from the Tools menu.

Navigation

With Windows XP Tablet PC Edition you can generally control Windows applications by voice, thus y ou can control OmniF orm also . F or example, menus are controlled by telling the name of the menu to your computer.

As forms are displayed in OmniForm Filler in WYSIWYG style, form elements cannot be recognized as usual Windows screen items. OmniForm Filler provides access to form elements through the Navigate menu. This lists all form elements, allowing them to be chosen with the built-in speech recognition in Windows XP Tablet PC Edition.

Chapter 4

▼ To select a field:

1. Say Navigate to activate the Navigate menu.

2. Say the name of a form field listed in the Navigate menu.

Filling

Microsoft Windows XP Tablet PC Edition supports dictating text to any Windows application. This feature can also be used with OmniForm Filler. You can dictate text into form fields through the Tablet PC Input Panel. For further information refer to the documentation of Windows XP Tablet PC Edition

Speech Recognition in Windows XP Tablet PC Edition

82 Controlling OmniForm Filler by Voice

Chapter 5

Utilizing Special Tablet PC Services

OmniForm Filler can be installed and used on Tablet PC computers. This chapter describes the specific features designed exclusively for Tablet PC users.

It includes the following topics:

◆ Handwritten Filling

◆ Using Annotations and Drawings on Forms

Handwritten Filling

OmniForm enables a Tablet PC user to use the tablet pen to handwrite directly into a form field with cursive. This is a special data input mode available only at Tablet PC computers.

When the field is exited, the handwritten image is automatically converted to ASCII text.

The handwritten image is stored with the form record and c an be displayed later.

Handwritten Filling of Text Fields

▼ To activate or deactivate Fill By Hand mode:

1. Click the Fill By Hand button or choose Fill by Hand from the Tools menu.

2. The selected field shows as a handwrite frame.

3. Use the tablet pen to handwrite into the frame.

▼ To resize the Handwrite Frame:

84 Utilizing Special Tablet PC Services

The size of fill text fields may not provide enough space to write text comfortably into them by hand. OmniForm allows resizing of the handwrite frame to adjust to the requirements of handwriting.

Chapter 5

1. Click the Fill By Hand button or choose Fill by Hand from the Tools menu

2. Select a Fill Text Field in order to display the handwrite frame

3. Tap with the tablet pen on the triangular handle at the right bottom corner of

the frame

4. Drag the handle to the desired position in order to resize the handwrite frame

Note

▼ To delete handwritten text with the tablet pen:

1. Click the Fill By Hand button or choose Fill by Hand from the Tools menu.

2. Select a Fill Text Field in order to display the handwrite frame.

3. Scratch out the content of the field by a triple line similar to the picture below.

4. Lift the tablet pen.

5. The field should now be blank and ready to be filled by hand again if desired.

The other option to get more space for handwriting is to set the Zoom of the form in the View Menu.

Fill Text Fields can be cleared by triple scratch-out in Handwrite Mode.

Handwritten Filling

View Handwritten image

Use this command to toggle between the handwritten image and the converted text image.

Click the View Handwritten Image button or choose View Handwritten Image from the View menu

All the fields on the form are displayed as handwritten images or normal fields. If the handwritten frame of a field was resized during handwriting, the field image is stretched on the handwritten image view so it returns to its original size.

Note

The Tablet PC Input Panel can also be used for handwrite data input with OmniForm Filler. In this case however the handwritten image is not stored with the form record.

Choosing a Handwrite Recogniser Engine

Windows XP Tablet PC Edition offers alternative handwrite recogniser engines for different languages. You can select the appropriate engine in OmniForm Filler.

Choose the desired recogniser from the Set Recogniser submenu of the Tools menu.

Note

The Default item of this submenu sets the handwrite recogniser engine of the language set in Regional and Language Options of Control Panel in Windows XP.

86 Utilizing Special Tablet PC Services

Using Annotations and Drawings on Forms

In Annotation Mode you can add notes or drawings on any part of the form. These annotations serve for communication purpose during the process of form filling. You can put marks, exclamations, frames or your signature on the form. The annotations are saved in the database as a separate overlay that is unique to each form record.

▼ To add notes or drawings to your form:

1. Click the Annotate By Hand button or choose Draw from the Annotate

submenu of the Tools menu.

2. Create your notes or drawings with the tablet pen on the form.

Chapter 5

You can toggle between the Annotation Layer and the normal field view.

▼ To toggle Annotation mode:

Click the Annotate By Hand button or choose Draw from the Annotate submenu of the Tools menu.

Using Annotations and Drawings on Forms

This will show or hide all annotations on the form.

Note

Selecting annotations and drawings

You can select any of your notes or drawings by enclosing them with a circle or a similar closed shape. The selection will be shown as a bounding rectangle.

▼ To select notes or drawings on your form:

1. Click the Select Annotation button or choose Select from the Annotate

2. Draw a circle around the desired drawing object.

88 Utilizing Special Tablet PC Services

Handwritten text or annotations are not visible if the form is later opened and processed with OmniForm Premium 5.0, OmniForm 5.0 or OmniForm Filler 5.0. The handwritten information however is still preserved in the form. Opening the form in OmniForm Filler 5.5, the handwritten text or the annotations will be visible again.

submenu of the Tools menu.

3. A drawing box appears around the object.

Chapter 5

Resizing or moving annotations and drawings

You can resize or move the annotation notes or drawings.

▼ To resize annotations or drawings:

1. Click the Select Annotation button or choose Select from the Annotate

submenu of the Tools menu

2. Select the drawing by putting a selection circle around it.

3. Tap on one handle of the drawing rectangle and drag it to resize the object.

▼ To move annotations or drawings:

1. Click the Select Annotation button or choose Select from the Annotate

submenu of the Tools menu

2. Select the drawing by putting a selection circle around it.

Using Annotations and Drawings on Forms

3. Tap inside the drawing rectangle and drag the object to the desired location.

Deleting annotations and drawings

Annotations or drawings can be deleted after selection.

▼ To delete notes or drawings from your form:

1. Click the Select Annotation button or choose Select from the Annotate

2. Select the drawing by putting a selection circle around it.

90 Utilizing Special Tablet PC Services

submenu of the Tools menu.

Chapter 5

3. Click the Delete Annotation button or choose Delete from the Annotate submenu of the Tools menu.

Using Annotations and Drawings on Forms

92 Utilizing Special Tablet PC Services

Chapter 6

Technical Information

This chapter provides troubleshooting tips and other technical information about using OmniForm Filler. Please also look in the Release Notes, Help topics, and ScanSoft Web pages (www.scansoft.com) for updated information about OmniForm.

It includes the following topics:

◆ Troubleshooting

◆ OmniForm Filler Compatibility and Limits

◆ Uninstalling OmniForm Filler

Troubleshooting

Although OmniForm Filler is designed to be easy to use, problems sometimes occur. Many of the error messages contain self-explanatory descriptions of what to do: check connections, close other applications to free up memory, and so on. Sometimes that is all the troubleshooting help you need.

Please see your Windows documentation for information on optimizing your system and application performance.

Solutions to Try First

Try these solutions if you experience problems starting or using OmniForm Filler:

◆ Make sure that your system meets all requirements listed in Chapter 1.

◆ Visit the support section of ScanSoft’s Web site at www.scansoft.com. It

contains information on using OmniForm Filler and troubleshooting assistance.

◆ Restart your computer. Make sure other applications are functioning properly.

◆ Run ScanDisk for Windows 95, 98, or Me, or Check Disk for Windo ws NT and

Windows 2000 to check your hard disk for errors. See Windows online Help for more information.

◆ Defragment your hard disk. See Windows Help for more information.

94 Technical Information

◆ Uninstall and reinstall OmniForm Filler, as described in the last section,

Uninstalling OmniForm Filler.

Low Memory Problems

OmniForm Filler may run poorly under low-memory conditions. This may be indicated by various error messages or if OmniForm works slowly and accesses the hard drive often. Try these solutions for low memory conditions:

◆ Restart your computer.

◆ Close other open applications to free up memory.

◆ Defragment your hard disk to free up contiguous blocks of disk space. See

Windows Help for instructions.

◆ Delete files to increase the amount of free hard disk space, as described in the

next section.

Chapter 6

◆ Increase your computer’s physical memory (RAM). More memory optimizes

OCR performance. See Chapter 1 for more information.

Low Disk Space Problems

Problems may occur if your system runs low on free disk space. Try these solutions for low disk space problems:

◆ Empty the Windows Recycle Bin.

◆ Close all open applications and delete the TMP files in the Temp folder. This

folder is usually located in your Windows folder.

◆ Run ScanDisk for Windows 95, 98 or Me, or Check Disk for Windows NT or

Windows 2000 to check for errors that may be using disk space. See Windows Help for instructions.

◆ Back up unneeded files onto other media and delete them from your hard disk.

◆ Remove Windows applications that you do not use.

◆ Defragment your hard disk. See Windows Help for instructions.

◆ Clear the cache for your Web browser and limit its size. See your browser

documentation for information.

OmniForm Filler Compatibility and Limits

Supported Databases

OmniForm 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)

◆ Microsoft SQL Server (6 or higher)

◆ Text-based and CSV files

OmniForm Filler Compatibility and Limits

Supported Graphic Formats

OmniForm Filler can import the following file types for fillable graphic fields:

◆ BMP

◆ GIF

◆ JPEG

◆ PCX

◆ TIFF

◆ Macintosh PICT

OmniForm Filler Limits

The following are limits in OmniForm Filler. Forms open at one time: 20

Records in a database: 10,000, or approximately 5.4 MB of data across all records

Uninstalling OmniForm Filler

Sometimes uninstalling and then reinstalling OmniForm Filler will solve a problem.

96 Technical Information

Note

▼ To uninstall or reinstall OmniForm Filler:

1. Close OmniForm Filler.

2. Click Start in the Windows taskbar and choose Settings > Control Panel.

3. Double-click the Add/Remove Programs icon.

4. Select OmniForm and click Add/Remove.

5. Click Next in the dialog box that appears.

6. Select Remove and then click Next.

7. Follow instructions until the process is finished.

To uninstall from Windows NT or Windows 2000, you must be logged into your computer with administrator privileges.

Index

administrator privileges

required for installation

required for uninstallation 96 Annotate By Hand 87 Annotation Layer 87 annotations 88, 89 attaching files to form records 30–

attachments

to form records

viewing 31 Automatic Speech Recognition 75

30–31

calculations in fields 28 check box fields, filling 22 circle text fields, filling 22 Client Profiles

adding data to

applying existing to forms 44

creating and applying to forms

entering data automatically

with

setting up fields for 39 comb fields, filling 21 copying records 57 creating new records 55–56

38–46

data

adding to User Profiles entering automatically 32–35,

38–46

exporting 64–68 importing 68–70 protecting 71 using saved export settings 68

database

creating new records in defined 54, 74, 75, 81, 84 deleting records from 62–63 duplicating records in 57 exporting data from 64–68 exporting records using saved

export settings

importing data to 68–70 moving through records in 55,

protecting data in 71 recalculating records in 61–62 refreshing records in 64 searching for records in 57–59 sharing 63–64 sorting records in 60

databases supported by

OmniForm Filler

deleting records 62–63 digital signature fields 26 disk space

freeing up disk space required for installation 12

94, 95

35–37

55–56

Dragon NaturallySpeaking 79 duplicating records 57

adding routing slips

mailing forms 49–51 emailing forms 49–51 entering data automatically 32–35,

38–46

exporting data from records 64–68

fields

calculations in

check box 22

circle text 22

comb 21

digital signatures 26

fill graphic 23

fillable text 21

highlighting fillable fields 21

moving through 19

searching 57–59

shrink text feature 29

spell checking 46–47

table 23

type ahead feature 28

types of 20

validation settings in 28 file attachments

see attachments

Fill By Hand fill graphic fields

filling importing graphics into 24–25

fillable fields

see fields

fillable text fields, filling 21 form data

see data

forms

see also records attaching files to Client Profiles, adding data to

30–31

Client Profiles, applying

existing profile to

Client Profiles, creating and

applying

Client Profiles, for automatic

data entry

emailing 49–51 moving through fields on 19 opening 15, 18 printing 48 protecting design and data 71 refreshing shared 64 saving 47 setting up fields for Client

Profile information

sharing in database 63–64 spell checking 46–47 User Profiles, adding data to

38–46

35–37

User Profiles, for automatic

data entry

viewing attachments 31

found set

defined deleting 63

32–35

57, 88, 90

graphics

formats supported by

OmniForm Filler

importing existing 24 importing from TWAIN

source

24–25

Handwrite Frame 84 Handwrite Mode 85 handwriting 84 Handwritten Filling 84 Handwritten image 86 handwritten text 85

importing data to records 68–70 importing graphics 24–25 installation

default folder location instructions for 13–14 starting OmniForm after 15 system requirements 12 uninstalling OmniForm Filler

upgrading from previous

version

limitations in OmniForm Filler 96 linking field names for import 70 locking fields with digital signatures

mail

see email

memory

freeing up memory required for installation 12

moving through fields 19

OmniForm database

see database

opening forms

printing forms 48 protecting form design and data 71

recalculating records 61–62 records

see also forms creating new deleting 62–63 deleting found set 63 duplicating 57 exporting data from 64–68 exporting with saved settings

55–56

importing data 68–70 linking fields for import 70 moving through in a database

55, 84

narrowing search for 59 recalculating 61–62 refreshing on shared forms 64 search results 59 searching for 57–59 sharing in database 63–64 sorting 60

refreshing records in a shared form

scanning graphics from TWAIN

source

24–25

98 Index

ScanSoft Web site

support on

searching for records 57–59 security

protecting form design and

verifying signature fields 27 Select and Say 12 shrink text feature 29 signature fields 26 signing fields with digital signatures

data

sorting records 60 Speech Recognition 73 spell checking forms 46–47 starting OmniForm 15 support

see Troubleshooting system memory required for

installation system requirements 12

table fields, filling 23 Tablet PC 83 Tablet PC Input Panel 81 tablet pen 85, 87 troubleshooting

databases supported

disk space problems 94, 95

graphic formats supported 96

memory problems 94

OmniForm Filler limitations

ScanSoft Web site 93

solutions to try first 94

support available 93

uninstalling OmniForm Filler

TWAIN source, importing

graphics from type ahead feature 28

24–25

uninstalling OmniForm Filler 96 upgrading OmniForm Filler 12 User Profiles

adding data to entering data automatically

with

35–37

32–35

validation settings in fields 28 verifying signature fields 26 View Handwritten image 86 Voice Interfaces 74

Windows 2000, administrator

privileges for installation

Windows NT, administrator

privileges for installation

13 13

100 Index

Nuance ScanSoft OmniForm Filler - 5.5 Instruction Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Welcome

What is OmniForm Filler?

OmniForm Filler Features

Using This Guide

Conventions

Additional Information

Installation and Setup

System Requirements

Installing OmniForm Filler

Starting OmniForm Filler

Working with Forms

Opening a Form for Filling

Moving Through Fields on a Form

Working with Different Field Types

Fillable Text Fields

Comb Fields

Check Box Fields

Circle Text Fields

Table Fields

Fillable Graphic Fields

Drop-Down List Fields

Digital Signature Fields

Verifying Digital Signature Fields

Fields with Validation Settings

Fields Defined by Calculations

Using the Type Ahead Feature

Shrinking Text to Fit Fields

Adding File Attachments to Form Records

Entering Data Automatically with User Profiles

Adding Data to User Profiles

Entering Data Automatically with Client Profiles

Spell Checking Forms

Saving Forms

Printing Forms

Emailing Forms

Specifying What You Want to Email

Adding a Routing Slip

Working with OmniForm Databases

About OmniForm Databases

Moving Through Records in a Database

Creating New Records

Duplicating Existing Records

Searching Records

Sorting Records

Recalculating Records

Deleting Records

Setting Up an OmniForm Database to Be Shared

Refreshing Records in a Shared Form

Exporting Data

Importing Data

Protecting Data

Controlling OmniForm Filler by Voice

Speech Recognition Engines Supported by OmniForm Filler

Automatic Speech Recognition

ScanSoft Dragon NaturallySpeaking

Speech Recognition in Windows XP Tablet PC Edition

Automatic Speech Recognition

Enabling

Navigation

Filling

Supporting Dragon NaturallySpeaking

Enabling

Navigation

Filling

Select and Say

Speech Recognition in Windows XP Tablet PC Edition

Enabling

Navigation

Filling

Utilizing Special Tablet PC Services

Handwritten Filling

Handwritten Filling of Text Fields

View Handwritten image

Choosing a Handwrite Recogniser Engine

Using Annotations and Drawings on Forms

Selecting annotations and drawings