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ScanSoft OMNIPAGE PRO 14 Manual

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  • Page 2 E G A L O T I C E S Copyright © 2003 ScanSoft, Inc. All rights reserved. No part of this publication 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 ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960.

  • Page 3: Table Of Contents

    Setting up your scanner with OmniPage Pro How to start the program Registering your software New features in OmniPage Pro 14 N T R O D U C T I O N What is optical character recognition OmniPage Pro’s OCR capabilities...
  • Page 4 Managing documents Thumbnails Document Manager Customizing Document Manager columns Deleting pages from a document Printing a document Closing a document OmniPage Documents Why save to OPD How to save to OPD How to load an OPD Settings R O C E S S I N G D O C U M E N T S Quick Start Guide Loading and recognizing sample image files Scanning and recognizing a single page...
  • Page 5 Manual zoning Zone types and properties Working with zones Speed zoning Table grids in the image Using zone templates R O O F I N G A N D E D I T I N G The editor display and views Proofreading OCR results Verifying text User dictionaries...
  • Page 6 O R K F L O W S Workflows Sample workflows Running workflows Workflow Assistant Creating workflows Modifying workflows Batch Manager Creating new jobs Modifying jobs Managing and running jobs Watched folders Barcode driven workflows Voice recognition E C H N I C A L I N F O R M A T I O N Troubleshooting Solutions to try first Testing OmniPage Pro...
  • Page 7 This User’s Guide This guide introduces you to using OmniPage Pro 14. It includes installation and setup instructions, a description of the program’s commands and working areas, task-oriented instructions, ways to customize and control processing, and technical information.

  • Page 8: Using This Guide

    We also assume you are familiar with your scanner and its supporting software, and that the scanner is installed and working correctly before it is setup with OmniPage Pro 14. Please refer to the scanner’s own documentation as necessary. The following conventions are used in this guide: Bold Introduces new terms and presents sub-headings.

  • Page 9: Getting Online Help

    Getting online Help In addition to using this guide, you can use OmniPage Pro’s online Help to learn about features, settings, and procedures. Online Help is available after you install OmniPage Pro. Online HTML Help Open OmniPage Pro’s online Help at its top level by choosing Help Topics at the top of the Help menu.

  • Page 10: Tech Notes

    ScanSoft’s web site at www.scansoft.com contains Tech Notes on commonly reported issues using OmniPage Pro 14. Web pages may also offer assistance on the installation process and troubleshooting. Glossary This guide does not include a glossary. The online Help has a comprehensive glossary, with its own alphabetical index and a table of contents.

  • Page 11: Installation And Setup

    This chapter provides information on installing and starting OmniPage Pro 14. It presents the following topics: System requirements Installing OmniPage Pro Setting up your scanner with OmniPage Pro How to start the program Registering your software New features in OmniPage Pro 14 OmniPage Pro User’s Guide...

  • Page 12: System Requirements

    System requirements The minimum requirements to install and run OmniPage Pro 14 are: A computer with an Intel ® Pentium ® III processor or equivalent Microsoft ® Windows ® 98 (from second edition), Windows Me, Windows NT ® 4.0 (from Service Pack 6), Windows 2000 (from Service Pack 2), Windows XP or Windows Server 2003 Microsoft Internet Explorer 5.01 with at least Service Pack 2...

  • Page 13: Installing Omnipage Pro

    3. Choose a complete or a custom installation. A complete installation installs all RealSpeak Text-to-Speech language modules (currently 9). In OmniPage Pro 14 Office, up to 7 ASR-1600™ Speech Recognition modules are installed. Custom installation lets you exclude or add modules. To exclude a module, click its down arrow and select ‘This feature will be installed when required’.

  • Page 14: Setting Up Your Scanner With Omnipage Pro

    All files needed for scanner setup and support are copied automatically during the program’s installation, but no scanner setup occurs at installation time. Before using OmniPage Pro 14 for scanning, your scanner should be installed with its own scanner driver software and tested for correct functionality.
  • Page 15 Scanner Wizard reports and invites you to click on Finish. You have successfully configured your scanner to work with OmniPage Pro 14! To change the scanner settings at a later time, or to setup or remove a scanner, reopen the Scanner Setup Wizard from the Windows Start menu or from the Scanner panel of the Options dialog box.

  • Page 16: How To Start The Program

    The files will be processed according to the workflow instructions. See page 96. Click the OmniPage icon on the taskbar. Choose a workflow to start the program and run the workflow. In OmniPage Pro 14 Office, voice selection of workflow is possible. ®...

  • Page 17: New Features In Omnipage Pro 14

    OmniPage Pro 14. If you are upgrading, you may not need to consult this guide very much. Here are some main areas of innovation compared to OmniPage Pro 12. Features unique to OmniPage Pro 14 Office have the Office icon: Feature Description...
  • Page 18 Open PDF files in MS Word page 89 when working in Microsoft Word, without using OmniPage Pro. Support for Microsoft Word 2003 (Word ML). In OmniPage Pro 14 Export to Office 2003 Office support is added for Microsoft Reader (.LIT) and maintained page 116 for the XML and eBook file types.

  • Page 19: Introduction

    This chapter introduces you to the solution: optical character recognition (OCR). It describes how OmniPage Pro 14 uses OCR technology to transform text from scanned pages or image files into editable text for use in your favorite computer applications.

  • Page 20: What Is Optical Character Recognition

    What is optical character recognition Optical character recognition is the process of extracting text from an image. This image can result from scanning a paper document or opening an electronic image file. Images do not have editable text characters; they have many tiny dots (pixels) that together form character shapes.

  • Page 21: Documents In Omnipage Pro

    Chapter 2 Documents in OmniPage Pro OmniPage Pro 14 handles documents one at a time. When you acquire your first image (from scanner or from file) a new document is started. Further acquired images are added to the same document, until you save and close it.

  • Page 22: The Omnipage Desktop

    The OmniPage Desktop The OmniPage Desktop has a title bar and a menu bar along the top and a status bar along the bottom. It has three main working areas, separated by splitters: the Document Manager, the Image Panel and the Text Editor.

  • Page 23: The Menu Bar

    Chapter 2 We show the program with a three-page document. Page one is the current page, which has been recognized and proofed. Page two has been recognized but not proofed yet. Page three has been acquired and manually zoned, but not recognized yet. The icons at the bottom of the thumbnail images show page status.

  • Page 24: The Image Panel

    The Image Panel When this displays the current page image, the Image toolbar is available. All page images have a background value: process or ignore. Zones can be manually drawn on page images, or can be placed automatically after recognition. There are five zone types: Process, Ignore, Text, Table, Graphics.

  • Page 25: The Omnipage Toolbox

    Chapter 2 The OmniPage Toolbox This Toolbox lets you drive the processing. By default it is located along the top of the OmniPage Desktop, just above the working areas. It can be floated and also be docked along the bottom of the desktop. Start/Stop button Get Page button Perform OCR button...

  • Page 26: Managing Documents

    Managing documents Document management can be done by thumbnails in the Image Panel or by the Document Manager, situated along the bottom of the OmniPage Desktop. Both summarize the pages in the document and are synchronized. Our pictures show these with the same seven-page document.

  • Page 27: Document Manager

    Chapter 2 the Ctrl key as you click thumbnails to add pages to a selection one by one. Then you can move or delete the selected pages as a group, or send them to (re)recognition. You can also export selected pages. Get information on an image by hovering the cursor over it with Image Info enabled in the image panel shortcut menu.

  • Page 28: Customizing Document Manager Columns

    When multiple pages are being selected, the page set as current does not change. All selected pages are highlighted. Customizing Document Manager columns You can specify which columns of information you want to see in the Document Manager. Click Customize Columns... in the View menu for the following dialog box: This item is highlighted.

  • Page 29: Printing A Document

    Chapter 2 Printing a document You can print the document with the Print item in the File menu. Choose whether to print images or text (that is, recognition results as they appear in the Text Editor). You can print all pages or a range of pages.

  • Page 30: Why Save To Opd

    Why save to OPD You do not have to save your documents to the OPD file type. You would typically do this for the following reasons: You cannot finish working with the document in the current session. You want to pass the document to other users who have OmniPage Pro.

  • Page 31: How To Load An Opd

    Chapter 2 When saving, you have two file type choices: OmniPage Document or OmniPage Document (Extended). The latter allows you to embed a user dictionary, training file or zone template file in the OPD. This can increase file size considerably but makes the OPD more portable. To embed any of these items, load them before the save to the OmniPage Document (Extended) file type.
  • Page 32 panel is not available if you requested display of your scanner’s native TWAIN interface when you set up your scanner. See “Setting up your scanner with OmniPage Pro” on page 14. Direct OCR This feature provides OCR services directly from your favorite word processor or similar application.

  • Page 33: Processing Documents

    Chapter 3 Processing documents This tutorial chapter describes different ways you can process a document and also provides information on key parts of this processing. Quick Start Guide Processing overview Automatic processing Manual processing Combined processing Processing with workflows Processing from other applications (Direct OCR, PaperPort) Processing with the Batch Manager The detailed topics are: Defining the source of page images...

  • Page 34: Quick Start Guide

    Quick Start Guide This topic takes you step-by-step through the basic OCR process. Loading and recognizing sample image files You will find sample image files in the program folder, both single-page and multi-page files. First try reading these files using the procedure presented below, except for the references to a scanner.
  • Page 35 Click on OK. you selected. You have successfully used OmniPage Pro 14 to Inspect the document in your word process- recognize your document and open it in your target ing program.

  • Page 36: Processing Overview

    Processing overview The following flow diagram summarizes the processing steps: Get Pages Describe Auto- Export pages page zoning Perform to file Verify and layout page 53 from file page 82 edit page 51 page 48 page 67 with Manual to Clipboard zoning current page 89...
  • Page 37 Chapter 3 recognize just those problem pages. Alternatively, you can acquire images with manual processing, draw zones on some or all of them, and then send all pages to automatic processing. Workflow A workflow consists of a series of steps and their settings. Typically it will include a recognition step, but it does not have to.

  • Page 38: Automatic Processing

    Automatic processing Automatic processing provides an efficient way of handling documents, especially larger ones. First you select all settings needed, then you can use the Start button in the OmniPage Toolbox to process a new document from start to finish or to restart and finish processing on an open document.

  • Page 39: Stopping And Restarting Automatic Processing

    Chapter 3 them as mail attachments or direct them to other targets. Save the document as an OmniPage Document file from the File menu or Standard toolbar. See “Saving and exporting” on page 79. 5. Choose in the Standard toolbar or Options in the Tools menu and check that settings are appropriate for your document.

  • Page 40: Manual Processing

    Manual processing Manual processing gives you more precise control over the way your pages are handled. You can process the document page-by-page with different settings for each page. The program also stops between each step: acquiring images, performing recognition, exporting. This lets you, for instance, change the page background and draw zones manually on each page.

  • Page 41: Combined Processing

    (current, selected or all) to file, copy them to Clipboard, send them as mail attachments or send them to other targets. Some targets are available only in OmniPage Pro 14 Office; others appear only if the target is detected on your system. Click the Export Results button. See “Saving and exporting”...
  • Page 42 Start automatically and finish manually: When you have a large document with only a few pages needing special attention, you do not have to manually process the whole document. You can process it automatically and view results in the Text Editor. You can determine which pages are in order, and which need different settings or some manual zoning.

  • Page 43: Processing With Workflows

    Chapter 3 backgrounds or zones to exclude areas from processing. Use process backgrounds or zones to specify areas to be auto-zoned. 4. Click the Start button, then choose Finish Processing Existing Pages in the Automatic Processing dialog box. 5. After proofing (if requested) you can save or export the document. Processing with workflows A workflow consists of a series of steps and their settings.

  • Page 44: Processing From Other Applications

    Processing from other applications You can use the Direct OCR™ feature to call on the recognition services of OmniPage Pro while you work in your usual word-processor or other application. First you must establish the direct connection with the application. Then, two items in its File Menu open the door to OCR facilities.

  • Page 45: How To Use Direct Ocr

    Chapter 3 How to use Direct OCR 1. Open your registered application and work in a document. To acquire recognition results from scanned pages, place them correctly in the scanner. 2. Use the target application’s File Menu item Acquire Text Settings... to specify settings to be used during recognition.

  • Page 46: How To Use Omnipage Pro With Paperport

    OmniPage Pro 14 as the OCR package. OCR settings can be specified, as with Direct OCR. Here OmniPage Pro 14 has been selected as the OCR package for MS Word 2000. Then you can drag page images from the PaperPort desktop onto the MS Word link on a PaperPort toolbar.

  • Page 47: Processing With The Batch Manager

    Chapter 6. 4. The final panel lets you name the job and specify timing instructions. In OmniPage Pro 14 Office you can request e-mail notification of job completion, create recurring jobs and specify a stopping time for watched folder jobs.

  • Page 48: Defining The Source Of Page Images

    Defining the source of page images There are two possible image sources: from image files and from a scanner. There are two main types of scanners: flatbed or sheetfed. A scanner may have a built-in or added Automatic Document Feeder (ADF), which makes it easier to scan multi-page documents.

  • Page 49: Input From Scanner

    Chapter 3 Normally the Add button places each file at the bottom of the file list. To place a file at a different location, highlight a file in the list. The new file will be added immediately below the lowest highlighted file. In OmniPage Pro Office, files can also be imported from FTP locations, Microsoft SharePoint or ODMA sources.

  • Page 50: Scanning With An Adf

    Brightness and contrast Good brightness and contrast settings play an important role in OCR accuracy. Set these in the Scanner panel of the Options dialog box or in your scanner’s interface. The diagram illustrates an optimum brightness setting. After loading an image, check its appearance. If characters are thick and touching, lighten the brightness.

  • Page 51: Scanning Without An Adf

    Chapter 3 You can scan double-sided documents with an ADF. A duplex scanner will manage this automatically. For non-duplex scanners, select Scan double-sided pages in the Scanner panel of the Options dialog box. Then you can scan the document in just a few passes, with even pages grouped together and odd pages also grouped.
  • Page 52 Single column, no table Choose this setting if your pages contain only one column of text and no table. Business letters or pages from a book are normally like this. Choose it also for a page with words or numbers arranged in columns if you do not want these placed in a table or decolumnized or treated as separate columns.

  • Page 53: Zones And Backgrounds

    Chapter 3 Zones and backgrounds Zones define areas on the page to be processed or ignored. Zones are rectangular or irregular, with vertical and horizontal sides. Page images in a document have a background value: process or ignore (the latter is more typical).

  • Page 54: Manual Zoning

    Auto-zone a page background Acquire a page. It appears with a process background. Draw a zone. The background changes to ignore. Draw text, table or graphic zones to enclose areas you want manually zoned. Click the Process background tool (shown) to set a process background. Draw ignore zones over parts of the page you do not need.

  • Page 55: Zone Types And Properties

    Chapter 3 Type What happens: Text zone OCR runs and generates text. Table zone OCR runs, text is placed in a table grid. Graphic zone Image is embedded in recognized page. Process zone Auto-zoning creates one or more zones, decides their types and processes their Process background contents.
  • Page 56 process zones on an ignore background. Draw a process zone to enclose columns of text to have them handled automatically. They will be decolumnized in the Text Editor’s NF view and RFP view, but kept in columns in True Page view. Ignore zone (olive) Use this to draw an ignore zone, to define a page area you do not want transferred to the Text Editor.

  • Page 57: Working With Zones

    Chapter 3 Working with zones The Image toolbar provides zone editing tools. One is always selected. When you no longer want the service of a tool, click a different tool. Some tools on this toolbar are grouped. Only the last selected tool from the group is visible.
  • Page 58 Join two zones of the same type Draw an overlapping zone of the same type. existing resulting zones zone zone Make an irregular zone by subtraction Draw an overlapping zone of the same type as the background (in this example, on an ignore background). existing zone on an ignore...

  • Page 59: Speed Zoning

    Chapter 3 The following zone shapes are prohibited: Indented Indented Hole in the along the along the middle bottom To expand a zone more quickly than using its resizing handles, draw a zone of the same type to completely enclose it. The smaller zone is replaced by the larger one.
  • Page 60 zone (provided it stays rectangular) to discard unneeded columns or rows from the outer edges of a table. The five grouped table handling tools on the Imaging toolbar can be used if the current page contains a table type zone. If the tool you need is not visible, click the triangle on the bottom right of the visible tool to display all the tools, then click the desired one.

  • Page 61: Using Zone Templates

    Chapter 3 Using zone templates A template contains a page background value and a set of zones and their properties, stored in a file. A zone template file can be loaded to have template zones used during recognition. Load a template file in the Layout Description drop-down list or from the Tools menu.
  • Page 62 desired. Open the Zone Template Files dialog box. The current template is selected. Click Save and then Close. How to unload a template Select a non-template setting in the Layout Description drop-down list. The template zones are not removed from the current or existing pages, but template zones will no longer be used for future processing.

  • Page 63: R O O F I N G A N D E D I T I N G

    Chapter 4 Proofing and editing Recognition results are placed in the Text Editor. These can be recognized texts, tables and embedded graphics. This WYSIWYG (What You See Is What You Get) editor offers the following features, detailed in this chapter: The editor display and views Proofreading OCR results Verifying text...

  • Page 64: The Editor Display And Views

    Text Editor views except No Formatting view. OmniPage Pro 14 can display pages with three levels of formatting. You can switch freely between them with the three buttons at the bottom left of the Text Editor or from the View menu.

  • Page 65: Proofreading Ocr Results

    Chapter 4 True Page view ® True Page view tries to conserve as much of the formatting of the original document as possible. Character and paragraph styling is retained. All page elements, including columns, are placed in boxes and frames. Reading order can be displayed by arrows. See from page 73. The formatting level for export is chosen separately at export time.
  • Page 66 Close to stop proofreading before the end of the document is reached. Voice-driven proofing is available in OmniPage Pro 14 Office. See “Voice recognition” on page 107. The proofreader’s suggestions are numbered. Speak the number of the suggestion you want to accept.

  • Page 67: Verifying Text

    Chapter 4 Verifying text After performing OCR, you can compare any part of the recognized text against the corresponding part of the original image, to verify that the text was recognized correctly. Work as follows: To do this: Use this: Turn verifier on F9 or verifier tool Turn verifier off...

  • Page 68: User Dictionaries

    You should proofread and verify texts before doing large-scale editing. If you cut and paste large blocks of text, the links between text and image may be disturbed. You can use OmniPage Pro’s Text-to-Speech facility to have the recognized text read aloud as another way of verifying text.

  • Page 69: Languages

    Chapter 4 Languages The program can read over 110 languages with three alphabets: Latin, Greek and Cyrillic. See the list in the OCR panel of the Options dialog box. It shows which languages have dictionary support. A listing is also provided on the ScanSoft web site.

  • Page 70: Manual Training

    OmniPage Pro 14 offers two types of training: manual training and automatic training (IntelliTrain). Data coming from both types of training are combined and available for saving to a training file.

  • Page 71: Training Files

    Chapter 4 scanning settings, the horizontal line in e can become very thin, leading to OCR errors that IntelliTrain can repair. OmniPage Pro read this as bcnefit. IntelliTrain You changed it during remembers this proofing to benefit. shape and the rule: This is not c.
  • Page 72 default location, but you can specify a different path, for instance on a local network, to share training files with other users. This appears if you load an OPD with an embedded Click this to edit the training file. You can edit it selected training file and also save it to a new in the Edit Training...

  • Page 73: Text And Image Editing

    Chapter 4 Text and image editing OmniPage Pro has a WYSIWYG Text Editor, providing many editing facilities. These work very similarly to those in leading word processors. Editing character attributes In all views except No Formatting view, you can change the font type, size and attributes (bold, italic, underlined) for selected text.
  • Page 74 activate the image editor associated with BMP files in your Windows system, and load the graphic. Edit the graphic, then close the editor to have it re-embedded in the Text Editor. Do not change the graphic’s size, resolution or type, because this will prevent the re-embedding. Tables Tables are displayed in the Text Editor in grids.

  • Page 75: On-The-Fly Editing

    Chapter 4 elements to be modified. You can also group elements into frames or multicolumn areas. Reading order can be displayed and changed. Click the Show reading order tool in the Formatting toolbar to have the order shown by arrows. Click again to remove the arrows.

  • Page 76: Reading Text Aloud

    Reading text aloud The ScanSoft RealSpeak speech facility is provided for the visually impaired, but it can also be useful to anyone during text checking and verification. The speaking is controlled by movements of the insertion point in the Text Editor which can be mouse or keyboard driven. To hear text: Use these keys: Right or left arrow.
  • Page 77 Chapter 4 The three basic speech keys are grouped together on the numeric keypad. Speak Speak Speak current current current word sentence page You also have the following keyboard controls: To do this: Use this: Pause/Resume Ctrl + Numpad 5 Set speed higher Ctrl + Numpad + Set speed lower...
  • Page 78 Proofing and editing...

  • Page 79: Saving And Exporting

    Chapter 5 Saving and exporting Once you have acquired at least one image for a document, you can export the image(s) to file. Once you have recognized at least one page, you can export recognition results – a single page, selected pages or the whole document –...

  • Page 80: Saving Omnipage Documents

    Exporting is done through button 3 on the OmniPage Toolbox. It lists available export targets. The picture on the left shows all possible targets. The last three appear only in OmniPage Pro 14 Office. Some appear only if access to the target is detected on your computer. Select the desired target then click the Export Results button to begin export.

  • Page 81: Saving Original Images

    Chapter 5 Saving original images You can save original images to disk in a wide variety of file types. See “File types for opening and saving images” on page 115. 1. Choose Save to File in the Export Results drop-down list. In the dialog box that appears, select Image under Save as.

  • Page 82: Saving Recognition Results

    Saving recognition results You can save recognized pages to disk in a wide variety of file types. See “File types for saving recognition results” on page 116. 1. Choose Export Results... in the File menu, or click the Export Results button in the OmniPage Toolbox with Save to File selected in the drop-down list.

  • Page 83: Selecting A Formatting Level

    Chapter 5 5. Click OK. The document is saved to disk as specified. If Save and Launch is selected, the exported file will appear in its target application; that is the one associated with the selected file type in your Windows system or in the advanced saving options for your selected file type converter.
  • Page 84 Retain Fonts and Paragraphs (RFP) This exports decolumnized text with font and paragraph styling, along with graphics and tables. This is available for nearly all file types. Flowing Page (FP) This keeps the original layout of the pages, including columns. This is done wherever possible with column and indent settings, not with text boxes or frames.

  • Page 85: Selecting Converter Options

    Chapter 5 Selecting converter options Click the Converter Options... button in a saving dialog box to have precise control over the export. This brings up a dialog box with the name of the current file type. It presents a series of options tailored to this file type.

  • Page 86: Using Multiple Converters

    Custom converters are useful for repeated tasks, such as publishing a weekly magazine. Then all recognized pages can be exported with their formatting tailored to their intended use. You can also create a set of customized converters for a given file type defining saving options for each output formatting level, for example: RTF No Formatting, RTF Retain Fonts and Paragraphs, RTF Flowing Page and RTF True Page.
  • Page 87 Chapter 5 If you later change the saving options for the simple HTML converter, these changes will also be applied in the multiple converter. To make an independent multiple converter, using the same example, select the simple HTML converter and make a new simple converter from it, naming it for instance ‘HTML for multiple’.

  • Page 88: Saving To Pdf

    The original images are exported. The PDF file is viewable only and cannot be modified in a PDF editor and text cannot be searched. OmniPage Pro 14 Office allows you to create signed, tagged or encrypted PDF files. To do this, select a PDF file type, click Converter Options...

  • Page 89: Converting From Pdf

    Chapter 5 Converting from PDF OmniPage Pro 14 Office is supplied with a separate program from ScanSoft: the PDF Converter for Microsoft Word. This allows you to convert PDF files into Word documents quickly and easily. Once OmniPage Pro is installed, PDF becomes available as a file type in the Microsoft Word File Open dialog box.

  • Page 90: Sending Pages By Mail

    Copying to Clipboard is not available in workflows or jobs. You can perform a copy and paste operation for the current zone by drag-and- drop. Use the Select zone tool to select a zone. Then drag the cursor from the Image Panel to a target application with an open document.
  • Page 91 (page images and/or recognized pages) can be directed to pre-defined mail recipients — and also saved to file. In OmniPage Pro 14 Office you can also request e-mail notification of job or workflow completion. See the next chapter.

  • Page 92: Other Export Targets

    Other export targets In OmniPage Pro 14 Office you can export files to other targets. You can save files to a central server (an FTP site) or to Microsoft SharePoint. Exporting choices are made in the Export Options dialog box as shown on the previous page.
  • Page 93 Chapter 6 Workflows Workflows contain a series of processing steps along with their settings that can be saved for future use. This makes them useful for handling recurring tasks efficiently. They process whole documents using the page order supplied as input. They often perform tasks in parallel, for instance recognizing a page while the following page is being loaded.

  • Page 94: Workflows

    Workflows A workflow contains a series of processing steps and their settings. It can be saved for repeated use whenever you have a task needing the same processing. Workflows must begin with one and only one input step. But after that, they do not have to conform to the traditional 1-2-3 processing pattern.
  • Page 95 Chapter 6 2. To PDF and RTF Input is taken from file with run-time prompting for file names. Original resolutions not to be kept for color and grayscale pages. Stop for manual zoning. (When running the workflow, use the Document Ready button in the Toolbox to continue.) Recognition in English optimized for accuracy rather than speed.

  • Page 96: Running Workflows

    4. From OPD to Word and TIFF Input is from OPD with run-time prompting for name and path. The idea is to open the OPD generated by workflow 3. The OPD is presented for proofing and editing. (At run-time, the Document Ready button signals that proofing is finished). Save as OmniPage Document back to its original location and name to overwrite the previous unproofed version.
  • Page 97 Document on workflow completion. 9. A progress monitor tells you when the workflow is complete and where to find the output file(s). In OmniPage Pro 14 Office, you can have automatic notification sent to an e-mail address. You can also run workflows from an OmniPage Workflow Starter icon on the Windows taskbar.

  • Page 98: Workflow Assistant

    formats using default settings: Word, Excel, PDF, TXT and WordPerfect. Only workflows with run-time prompting for input files are listed here. Pressing Stop while a workflow is running pauses it. Click Start to resume processing. If you pause a workflow, maybe do some manual processing, and then save the document as an OmniPage Document, when you later open that OmniPage Document, the interrupted workflow will use the OPD as input and finish the processing.
  • Page 99 Chapter 6 Workflow The starting point for diagram: your workflow will The series of steps be an existing one. in your chosen workflow appear here. This lists your When you are workflows. Select satisfied with one to see its steps your choice, in the panel on the click Next.
  • Page 100 If you name the workflow, choose whether the document should remain open or not. In OmniPage Pro 14 Office you can request e-mail notification of workflow completion to specified recipients. You can also request a barcode cover page for the workflow to be printed or saved to an image file.

  • Page 101: Modifying Workflows

    Jobs are created in the Workflow Assistant. Open the Batch Manager from the Process Menu or from your system, by choosing Start!All Programs!ScanSoft OmniPage Pro 14.0! OmniPage Batch Manager or from the workflow icon on the taskbar.

  • Page 102: Creating New Jobs

    Finish Job and click Next to name the job and specify a starting date and time for the job. In OmniPage Pro 14 Office the final screen lets you set up recurring jobs and the options for watched folder jobs. See “Watched folders”...

  • Page 103: Modifying Jobs

    Chapter 6 Modifying jobs Jobs with status Not scheduled or Completed can be modified. Select the job in the left panel of the Batch Manager and choose Modify from the Edit menu. The Workflow Assistant appears with the job steps and settings loaded.

  • Page 104: Watched Folders

    Use the Edit menu to send a copy of a job’s status report to Clipboard. Watched folders In OmniPage Pro 14 Office, you can specify watched folders as job input. These allow processing to be started automatically whenever image files are placed in pre-defined folders. This is useful to have sets of files with predictable content arriving from remote locations processed automatically on arrival, even if no-one is in attendance.
  • Page 105 Chapter 6 Click Folders to add a watched folder to the list using the Browse for Folder dialog box. Select this to make all the listed folders into watched folders. Specify a folder Select this to see file lists and an image in the opened folders.

  • Page 106: Barcode Driven Workflows

    Be sure Start Batch Manager scheduler at system startup is selected in the General Panel of the Batch Manager’s dialog box. When you press the scanner button a dialog box appears. Select OmniPage Pro 14 and then Barcode driven workflow. This will start OmniPage Pro if necessary, it will read the cover page and process the document underneath using the defined workflow.

  • Page 107: Voice Recognition

    ScanSoft ASR-1600 voice recognition software is supplied with OmniPage Pro 14 Office. By default this is installed during program installation for up to seven languages, depending on which interface languages are available in your version of the product. By performing a custom installation, voice modules can be added and removed.
  • Page 108 dialog box. You may need to change this temporarily if you have to use a different voice recognition language. Voice activation is applied to two fields. Workflow activation To do this, the workflow icon must be visible on the Windows taskbar. Use the Start menu or the General panel of the Options dialog box to place it there if it is not.

  • Page 109: Technical Information

    Technical information This chapter provides troubleshooting and other technical information about using OmniPage Pro 14. Please also read the online Readme file and other help topics, or visit the ScanSoft web pages. Its scanner section contains detailed and regularly updated information about scanner setup and support.

  • Page 110: Troubleshooting

    Troubleshooting Although OmniPage Pro 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.

  • Page 111: Testing Omnipage Pro

    Chapter 7 Testing OmniPage Pro Restarting Windows 98, Me, 2000, XP or 2003 Server in its safe mode or Windows NT in VGA mode allows you to test OmniPage Pro on a simplified system. This is recommended when you cannot resolve crashing problems or if OmniPage Pro has stopped running altogether.

  • Page 112: Increasing Memory Resources

    5. Launch OmniPage Pro and try performing OCR on an image. Use a known image file such as one of the supplied sample files. You can also run OmniPage Pro from a command line in its own safe mode. Choose Start !Run, browse for the file OmniPage.exe and add the command /safe...

  • Page 113: Text Does Not Get Recognized Properly

    Chapter 7 Text does not get recognized properly Try these solutions if any part of the original document is not converted to text properly during OCR: Look at the original page image and ensure that all text areas are enclosed by text zones. If an area is not enclosed by a zone, it is generally ignored during OCR.

  • Page 114: Problems With Fax Recognition

    OmniPage Pro only recognizes machine printed-text characters such as type- written or laser-printed text. It can handle dot-matrix characters, though accuracy may be lower on draft-quality texts. It cannot read handprint or handwriting. However, it can retain signatures or other handwritten text as a graphic. Problems with fax recognition Try these solutions to improve OCR accuracy on fax images: Ask senders to use clean, original documents if possible.

  • Page 115: Supported File Types

    Chapter 7 Supported file types The program supports a wide range of file types for images and text. File types for opening and saving images Multi- B/W, Grayscale, File type Extension Open / Save page Color BMP, Bitmap Open and Save Open and Save Open and Save JPEG...

  • Page 116: File Types For Saving Recognition Results

    If you try to save a black-and-white image to JPEG format, the program will offer conversion to grayscale. With TIFF G3 and G4 it will offer conversion to black- and-white. Saving to PDF format is supported, with five options. Two of these, Image only and Image on text, export original images.
  • Page 117 File type does not support table grids, choose to convert to tab or space separated columns. These saving file types are available only in OmniPage Pro 14 Office. When saving to HTML, all graphics are saved as separate JPEG image files.

  • Page 118: Uninstalling The Software

    Uninstalling the software Sometimes uninstalling and then reinstalling OmniPage Pro will solve a problem. OmniPage Pro’s Uninstall program will not remove files containing recognition results or any of the following user-created files: Zone templates ( *.zon Training files ( *.otn User dictionaries ( *.ud OmniPage Documents (...
  • Page 119 N D E X Accuracy Changing Deferred processing improvement part of a page Deleting influence of brightness reading order jobs influence of training zone types pages scanning mode influence Character attributes training files Acquire Text menu items Characters user dictionaries Acquired pages suspect Describing document layout...
  • Page 120 Floating toolbars substitutes in PDF Flowing Page Improving accuracy Editing Folder input for jobs Incomplete automatic processing character attributes Formatting levels Increasing disk space graphics Formatting levels and file types Increasing memory resources in True Page Formatting toolbar Input on-the-fly Frames from image file paragraph attributes...
  • Page 121 Minimum system requirements uninstalling Paragraph Modified pages OmniPage Pro 14 editing attributes Modifying new features retaining paragraph styles jobs OmniPage Pro 14 Office styles workflows OmniPage Toolbox Pausing and stopping workflows zone templates OmniPage Workflow Starter Pausing jobs Moving Online...
  • Page 122 with workflows Re-training Single-column Professional dictionaries Rows in tables pages Prompt to save training data Running pages with tables Proofed pages Batch Manager jobs Slow recognition Proofing workflows Smart folders in later sessions workflows by voice Solutions for poor performance options Speech recognition Proofing by voice...
  • Page 123 Unloading training files Zoning in a workflow modifying Unloading zone templates Zoning on-the-fly pausing and stopping Unsaved training data Zooming displays recognition Upgrading to OmniPage Pro 14 running URLs saving steps User dictionaries OmniPage Pro User’s Guide...
  • Page 124 H I R D P A R T Y L I C E N S E S N O T I C E S LZW licensed from Unisys Corporation under U.S. Patent No. 4,558,302 and foreign counterparts. The Independent JPEG Group's software, copyright © 1991-1995, Thomas G. Lane. This software is based, in part, on the work of the Independent JPEG Group, Colosseum Builders, Inc., the FreeType Team, and Catharon Productions, Inc.

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