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Related Manuals for NUANCE OMNIFORM FILLER 2 REFERENCE FOR MACINTOSH
Summary of Contents for NUANCE OMNIFORM FILLER 2 REFERENCE FOR MACINTOSH
- Page 1 OmniForm Filler Reference Version 2 for Windows 95/NT/3.1 CAERE CORPORATION 100 Cooper Court Los Gatos, California 95030 European Offices: Caere GmbH Innere Wiener Strasse 5 81667 Munich Germany...
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Page 2: Product Serial Number
Please Note In order to use this program, you should know how to work in the Microsoft Windows environment. Please refer to your Windows documentation if you have questions about how to use menu commands, dialog boxes, scroll bars, edit boxes, and so on. OmniForm Filler Reference Version 2 for Windows 95/NT/3.1 Copyright©... - Page 3 Chapter 1 Introduction OmniForm Filler is the easy way to manage forms electronically. Use OmniForm Filler to fill forms, manage information databases, and print, fax, 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.
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Page 4: Omniform Filler Features
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, fax, or mail it. Information entered can easily be searched and sorted in the OmniForm Filler database. -
Page 5: Using The Documentation
Using the Documentation Using the Documentation This section explains the various instructional and formatting conventions used in this manual. Screenshots and Instructions Most screenshots in this manual were taken in Windows 95. Your dialog boxes and windows may look slightly different if you are using Windows NT or Windows 3.1. - Page 6 Using the Documentation Courier font • The Courier font indicates text that you are supposed to enter; for example, “Type Sample1 in the File Name text box and click OK.” • The Courier font is also used to distinguish file paths and file and folder names from the rest of the text;...
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Page 7: Installation And Setup
Chapter 2 Installation and Setup This chapter describes how to install OmniForm Filler and begin using it. It contains the following sections: • System Requirements • Registering OmniForm Filler • Installing OmniForm Filler • Starting OmniForm Filler Screenshots in this chapter were taken in Windows 95. Your dialog boxes and windows may look slightly different if you are using Windows NT or 3.1. -
Page 8: System Requirements
System Requirements System Requirements To install and run OmniForm Filler, you need the following setup: • Computer with an 80386 or higher processor. • VGA or SVGA monitor. • Windows-compatible mouse. • 1.44MB high-density floppy disk drive and internal hard disk. •... -
Page 9: Installing Omniform Filler
Installing OmniForm Filler Installing OmniForm Filler This section describes how to install OmniForm Filler on Windows 95, and on Windows NT and 3.1. OmniForm Filler automatically decides which version of the program to install. If you are running Windows 3.1, for example, OmniForm Filler installs the 16-bit Windows 3.1 version of OmniForm Filler. - Page 10 Installing OmniForm Filler Installing on a Windows NT or 3.1 System Start Windows NT or 3.1 and open the Program Manager window. Insert OmniForm Filler disk #1 in drive a: (or b:) of your computer. Choose Run in the Program Manager File menu. The Run dialog box appears.
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Page 11: Starting Omniform Filler
Starting OmniForm Filler Starting OmniForm Filler This section describes how to launch OmniForm Filler and open a form. To start OmniForm Filler: Windows 95 users: click Start in the Taskbar and choose Programs OmniForm Filler. Windows NT and 3.1 users: double-click the OmniForm Filler icon in the Caere Applications folder. -
Page 12: Working With Forms
Chapter 3 Working With Forms This chapter describes the basics of working with forms. This chapter contains the following sections: • Opening a Form • The OmniForm Filler Window • Moving Through Fields • Filling Fields • Spell Checking • Saving Your Form •... -
Page 13: Opening A Form
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: Windows 95 users: click Start in the Taskbar and choose Programs OmniForm Filler. Windows NT and 3.1 users: double-click the OmniForm Filler icon in the Caere Applications folder. -
Page 14: The Omniform Filler Window
The OmniForm Filler Window The OmniForm Filler Window This section describes the OmniForm Filler window and its standard toolbar. 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. -
Page 15: The Standard Toolbar
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. Print Highlight Next Previous Open Preview Paste Fill Areas Record Record... - Page 16 The OmniForm Filler Window Previous Record — Click the Previous Record button to move to the record before the one you are viewing. Record Number — This text box displays the current record number. Highlight the number in the Record Number text box, type a new one, and press Enter to move to that record.
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Page 17: Moving Through Fields
Moving Through Fields Moving Through Fields You can click in any field to place the cursor there or you can use the following keyboard commands to move the cursor within a form. Place the cursor in a field: When a form first opens, press the Tab or Enter key to place the cursor in the first field. -
Page 18: Filling Fields
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: • Fill Text • Comb • Check Box • Circle Text •... -
Page 19: Check Box
Filling Fields 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. -
Page 20: Fill Graphic
Filling Fields A table cell can also contain any other type of field, even multiple fields of the same or different types. In the example below, 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. - Page 21 Filling Fields • Select a file format in the Files of Type drop-down list. • Select a file and click OK to return to the Fill Graphic dialog box. The file name appears in the File Name text box. Select an option in the Options drop-down list. •...
- Page 22 Filling Fields If you enter a size larger than the fill graphic field, only part of the graphic will be visible. Enter offset measurements under Offset if you want. 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.
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Page 23: List Fields
Filling Fields Click Select Source to open the Select Source dialog box. Select your TWAIN source and click OK to return to the Fill Graphic dialog box. Type a file name in the File Name text box. This is the file name the graphic will have after it is scanned and saved automatically by OmniForm Filler. -
Page 24: Fields Defined By A Calculation
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 TOTAL field automatically added the amounts entered in the first and second fields. The TOTAL would increase if the third and fourth fields were filled as well. -
Page 25: Ole Objects
Filling Fields OLE Objects Your form’s creator may have inserted OLE objects in the form. OLE stands for object linking and embedding. In OmniForm Filler, OLE objects 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. -
Page 26: Spell Checking
Spell Checking Spell Checking 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. Checking the Form Language Selection Choose Options... in the Tools menu. The Options dialog box appears. -
Page 27: Changing The Form Language
Spell Checking 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. -
Page 28: Saving Your Form
Saving Your Form • Click Change to accept the spelling in the Change to text box and continue the spell check. • Click Change All to accept the spelling in the Change to text box, change all instances of the questioned word in the form, and continue the spell check. -
Page 29: Printing Or Faxing A Form
Printing or Faxing a Form Printing or Faxing a Form This section describes how to print or fax a form and how to print a form as a macro. You must have fax hardware and software installed in order to fax a form. Refer to your fax documentation for instructions on how to set up your equipment for faxing. - Page 30 Printing or Faxing a Form This is how the dialog box looks in Windows 95. Select an option in the Form/Data drop-down list. • Select Form and Data to print all text, graphics, and any information in fillable fields. • Select Data Only to print just the information you have typed in the fillable fields.
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Page 31: Printing Your Form As A Macro
Printing or Faxing a Form Enter offset measurements under Print offsets for data if you want. This is useful if you want to position data in a specific place on the page. This option is only available if Data Only is selected in the Form/Data drop-down list. -
Page 32: Mailing A Form
Mailing a Form 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, Lotus Notes, or a MAPI-compliant mail system such as Microsoft Exchange installed to mail a form. Selecting a Mail System Choose Options... - Page 33 Mailing a Form The Send/Route Options dialog box appears. 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.
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Page 34: Adding A Routing Slip
Mailing a Form Enter log-in information if the application requires it. A messaging interface appears after you log in. The appearance of the dialog box depends on the selected mail application. Enter a subject line and message. Refer to the program’s documentation for more information. Click Send to mail the information as specified. -
Page 35: Form Usage Options
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. - Page 36 Form Usage Options To change form usage: Choose Form Usage... in the View menu. The Form Usage dialog box appears. Select a form usage option. • Select Use Designed Form to view the form as it was designed by another person. •...
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Page 37: Menu Commands
Menu Commands Menu Commands This section explains each OmniForm Filler command. The menu command information is listed in the same order as commands appear in the menus. Cross-references in some sections point you to more detailed information for a command or set of commands. Use a right-mouse-button click anywhere in a form to access the OmniForm Filler shortcut menu. -
Page 38: The Edit Menu
Menu Commands The Edit Menu Undo — Cancel the last action. Some actions, such as deleting records, cannot be undone. Cut — Remove the current selection and copy it to the Clipboard. Copy — Copy the current selection to the Clipboard. Paste —... - Page 39 Menu Commands The Records Menu Use the Records menu commands to work with an OmniForm Filler database. See Chapter 4, Managing an OmniForm Filler Database, for detailed information on procedures. Go To — View a record in the cascading menu. You can also click the buttons in the standard toolbar.
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Page 40: The Tools Menu
Menu Commands Delete Record — Delete the record being viewed. OmniForm Filler prompts you to confirm your action. Export information from a record first to delete the record but save its data. You cannot undo the Delete Record command. Delete All Records — Delete all records in your database or delete a found set of records. -
Page 41: The Window Menu
Menu Commands The readouts show: • How OmniForm expects data to be entered in fill view. • How OmniForm will format data in fill view if it is not entered correctly. (Formatting takes place after you move the cursor out of a field.) The Window Menu Cascade —... -
Page 42: Managing A Database
Chapter 4 Managing a Database This chapter introduces basic database concepts. It explains what a database is, how to create and maintain records in a database, and how to move through a database. This chapter contains the following sections: • What is a Database? •... -
Page 43: What Is A Database
What is a Database? What is a Database? 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. -
Page 44: Managing Database Records
Managing Database Records 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 •... - Page 45 Managing Database Records To create a new record: Open a form. Click in a field with the cursor or press Tab to place the cursor in the first fillable field. Enter information in the field. OmniForm Filler cannot create a new record until you fill at least one field in an empty form.
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Page 46: Duplicating Records
Managing Database Records Fill in as many fields as you like. Click the New button in the standard toolbar or choose Go To in the Records menu and New in its cascading menu. OmniForm Filler creates and displays a new, empty record with the same form design as the first one. -
Page 47: Moving Through A Database
Managing Database Records To duplicate a record: Open a form. Fill in the information you want duplicated. Choose Duplicate Record in the Records menu. 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. -
Page 48: Searching Records For Information
Managing Database Records Next Record Click the Next Record button or choose Go To in the Records menu and Next in its cascading menu to move to the record after the one you are viewing. If you are viewing record 3, for example, the next record is record 4. - Page 49 Managing Database Records 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, suppose you entered the words Franich & Halsey in the Value text box. The following bulleted items show the results of a search using each available condition option.
- Page 50 Managing Database Records • is less than or equal to: find records of equal or lesser value than the Value entry. This finds records that have entries in the Customer field beginning with a symbol, a number, or the letter A up to the entry name itself.
- Page 51 Managing Database Records • contains: find records that contain the Value entry. This search finds records that have Franich & Halsey entered anywhere in the Customer field. • does not contain: find records that do not contain the Value entry. This search finds records that do not have Franich &...
- Page 52 Managing Database Records OmniForm Filler searches for and retrieves all records that contain the information you specified in the Search dialog box. Click Clear Search to return to the full record set. Search information: the found set contains seven records. Under the standard toolbar, OmniForm Filler displays the search information and number of records in the found set.
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Page 53: Sorting Records
Managing Database Records 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. -
Page 54: Recalculating Records
Managing Database Records Recalculating Records Recalculating records applies any new or changed calculations to selected records in a database. Until you use the Recalculate... command, new or changed calculations apply only to new records. This command reapplies all existing calculations to the selected records. You may not always want this to happen. - Page 55 Managing Database Records To recalculate records: Choose Recalculate... in the Records menu. The Recalculate dialog box appears. 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.
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Page 56: Deleting Records
Managing Database Records 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 can export information from a record first if you want to delete a record but save its data. -
Page 57: Exporting Information
Managing Database Records 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 63 for information on how to import information into a database. The Benefits of Exporting Information Export information from records to: •... - Page 58 Managing Database Records See “ODBC Options” on page 60 for more information on this dialog box. Click OK. The Export As dialog box appears. This is how the dialog box looks in Windows 3.1 and NT. This is how the dialog box looks in Windows 95. •...
- Page 59 Managing Database Records The Export dialog box appears. All the fields in your currently open database appear in the Fields in list box. Select each field that contains the information to export and click Add>> to move it to the Fields to Export list box. •...
- Page 60 Managing Database Records Otherwise, OmniForm Filler exports all records by default. • Select All Records to export all records in the current database. • Select Current Record Set 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.
- Page 61 Managing Database Records • Click Add to select an ODBC database driver in the Add Data Source dialog box. Drivers were installed automatically by default during installation. Select one and click OK. A setup dialog box for that program opens. Enter information in the Setup dialog box and click OK to return to the Export Setup dialog box.
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Page 62: Exported Data And Shared Forms
Managing Database Records Exported Data and Shared Forms 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. -
Page 63: Importing Information
Managing Database Records To use an OmniForm Filler Data file to open a shared form: Locate the OmniForm Filler Data file to use. Double-click the file or select it and choose Open in its folder’s File menu. A copy of the shared OmniForm Filler Form from which the OmniForm Filler Data file was exported opens. - Page 64 Managing Database Records The Import Setup dialog box appears. Select the type of database information to import in the Import From drop-down list. • Select OmniForm Database to import information from an OmniForm Form or from an OmniForm Data file. •...
- Page 65 Managing Database Records This is how the dialog box looks in Windows 95. 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. Locate and select a Data file to import.
- Page 66 Managing Database Records 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 Link.
- Page 67 Managing Database Records 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.
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Page 68: Technical Information
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: • Before You Begin •... -
Page 69: Before You Begin
Before You Begin Before You Begin 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. -
Page 70: Omniform Filler Setup Issues
OmniForm Filler Setup Issues 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 2.01 over Older Versions •... -
Page 71: Uninstalling Omniform Filler
OmniForm Filler Setup Issues Uninstalling OmniForm Filler Follow these steps to remove OmniForm Filler permanently from your 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. -
Page 72: Scanning Graphics Into Omniform Filler
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: •... -
Page 73: Operation
Operation Operation 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 OmniForm Filler Limits The following limits apply in OmniForm Filler: •... - Page 74 Operation 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: Click the Start button in the Taskbar and choose Settings Control Panel. Double-click System in the Control Panel. The System Properties dialog box appears.
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Page 75: Virtual Memory
Operation To check available memory in Windows 3.1 or NT: Type mem at the prompt after starting your computer. DOS displays your total memory and other information. Check free memory available in Windows by choosing About Program Manager... in the Program Manager’s Help menu. Virtual Memory OmniForm Filler uses virtual memory when memory runs low. -
Page 76: Omniform Filler Compatibility
OmniForm Filler Compatibility 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 1.0, 1.1, 2.0; 7.0 (Windows 95 only) • dBase III and IV •... -
Page 77: Low Memory Or Disk Space Errors
Error Messages Error Messages 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. Low Memory or Disk Space Errors If an error message contains the instruction “Close open windows and applications to free up memory”... - Page 78 Error Messages 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 Close to close the dialog box and exit OmniForm Filler. You will lose any unsaved changes in your form.
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Page 79: Caere Product Support
Caere Product Support 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 Filler. You may save yourself a phone call. World Wide Web Caere’s home page is located at: http://www.caere.com... - Page 80 Glossary active window The foremost window on the desktop; the window where the next action will take place. An active window’s title bar is highlighted. ADF See automatic document feeder. automatic document feeder (ADF) A device that allows you to scan multiple pages without having to place each page in the scanner.
- Page 81 database A collection of similar information stored as records. Each record in an OmniForm database contains the same fields but the fields in each record can contain different information. default A preset response to a question or prompt. The default is automatically used by the computer if you do not supply a different response or setting.
- Page 82 files. You make a file when you create text or graphics, give the material a name, and save it to disk. file name The name that identifies a file. The maximum character length of a file name and the rules for naming a file vary under different operating systems.
- Page 83 mouse pointer A small shape on the screen that follows the movement of the mouse or shows where your next action will take place. The pointer can take the shape of an arrow, an l-beam, an hourglass, or other graphic character depending on the current state of an application’s activity.
- Page 84 during manufacture; it remains there as part of the computer’s permanent instruction set even when the computer’s power is turned off. read/write access The ability to display and make changes to a designated file. recalculate To reapply new or changed calculations to all selected records in a database.
- Page 85 window The area that displays a file’s contents on the screen within the Windows environment. It is possible to have several windows open on screen at once; however, only one will be active at a time. write permission The ability to make changes to the designated file. A file that does not give a user write permission is read-only.
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