User manual NUANCE OMNIFORM FILLER 4

OmniForm® Filler User's Manual Version 4.0 for Windows 95, 98, and NT CAERE CORPORATION 100 Cooper Court Los Gatos, California 95032-3321 USA i Caere GmbH Innere Wiener Strasse 5 81667 München, Germany Caere UK Information Centre 3 Catherine Place Westminster, London SW1E 6DX Centre d'informations Caere 72, rue Baratte-Cholet 94100 Saint-Maur, France Please Note In order to use this program, you should know how to work in the Microsoft Windows environment, and be aware of many of the universal keyboard shortcuts. Please refer to Windows documentation if you have questions about how to use menu commands, dialog boxes, scroll bars, or edit boxes. OmniForm Filler User 's Manual Version 4.0 for Windows 95, 98, and NT 800-1311-030A Copyright© 1999 Caere Corporation. All rights reserved. CAERE®, Logical Form Recognition, and OmniForm®, and OmniForm Filler® are trademarks of Caere Corporation. Many of the designations used by manufacturers and sellers to distinguish their products are claimed as trademarks. Such designations appearing in this manual have been printed in initial caps. Product Serial Number: _______________________________________________ (from CD-ROM rear case) ii Table of Contents Welcome Getting Online Help........................................................................................................................... 2 Help menu.................................................................................................................................... 3 Context-Sensitive Help............................................................................................................... 3 Product Support ................................................................................................................................. 4 Chapter 1 Installation and Setup System Requirements ........................................................................................................................ 6 Registering OmniForm Filler............................................................................................................ 6 Installing OmniForm Filler ............................................................................................................... 7 Installing on a Windows 95, 98, or NT 4.0 Systems ............................................................... 7 OmniForm Filler Features ................................................................................................................. 8 Starting OmniForm Filler .................................................................................................................. 9 Chapter 2 Working With Forms Opening a Form................................................................................................................................ 12 The OmniForm Filler Window ....................................................................................................... 13 Customizing the Fill Toolbar................................................................................................... 14 The Fill Toolbar ......................................................................................................................... 15 Moving Through Fields................................................................................................................... 16 Filling Fields ...................................................................................................................................... 17 AutoFill ....................................................................................................................................... 17 Hyperlinks.................................................................................................................................. 17 Type Ahead................................................................................................................................ 18 Shrink Text to Fit Fields ........................................................................................................... 18 Fill Text ....................................................................................................................................... 18 Comb ........................................................................................................................................... 19 Check Box ................................................................................................................................... 19 Circle Text................................................................................................................................... 19 Table ............................................................................................................................................ 20 Fill Graphic................................................................................................................................. 20 List Fields ................................................................................................................................... 23 Fields Defined by a Calculation .............................................................................................. 24 Field Validation ......................................................................................................................... 24 OLE Objects................................................................................................................................ 25 iii Filling/Signing a Form That Has Security Properties......................................................... 25 Spell Checking .................................................................................................................................. 28 Checking the Form Language Selection ................................................................................. 28 Changing the Form Language ................................................................................................ 29 Spell Checking Your Form....................................................................................................... 29 Saving Your Form ............................................................................................................................ 30 Printing a Form................................................................................................................................. 30 Printing Your Form................................................................................................................... 30 Printing Your Form as a Macro............................................................................................... 32 Mailing a Form ................................................................................................................................. 32 Selecting a Mail System............................................................................................................ 32 Using the Send... Command..................................................................................................... 33 Adding a Routing Slip.............................................................................................................. 35 Form Usage Options ........................................................................................................................ 35 What Is Form Usage?................................................................................................................ 35 Changing Form Usage.............................................................................................................. 36 Chapter 3 Managing a Database What Is a Database? ......................................................................................................................... 38 Managing Database Records .......................................................................................................... 39 Creating New Records ............................................................................................................. 39 Duplicating Records ................................................................................................................. 41 Moving Through a Database ................................................................................................... 42 Searching Records for Information ........................................................................................ 43 Sorting Records ......................................................................................................................... 47 Recalculating Records .............................................................................................................. 48 Deleting Records ....................................................................................................................... 50 Refreshing Records ................................................................................................................... 51 Saving Records .......................................................................................................................... 51 Exporting Information.............................................................................................................. 51 Using OmniForm Filler Data Files ......................................................................................... 55 Importing Information ............................................................................................................. 56 Chapter 4 Technical Information General Troubleshooting Solutions............................................................................................... 62 Solutions to Try First ................................................................................................................ 62 OmniForm Filler Setup Issues ........................................................................................................ 63 Memory and Installation.......................................................................................................... 63 Installing OmniForm Filler 4.0 over Older Versions ........................................................... 63 Uninstalling OmniForm Filler........................................................................................................ 63 Scanning Graphics into OmniForm Filler..................................................................................... 64 System Hang During Scan ....................................................................................................... 64 Scanner Compatibility.............................................................................................................. 64 iv Operation ........................................................................................................................................... 64 OmniForm Filler Limits ........................................................................................................... 64 Inserting OmniForm Filler Forms as OLE Objects ............................................................... 65 Low Memory ............................................................................................................................. 65 Low Disk Space ......................................................................................................................... 67 Right Mouse Button Functions................................................................................................ 67 OmniForm Filler Compatibility ..................................................................................................... 67 Error Messages.................................................................................................................................. 68 Low Memory or Disk Space Errors ........................................................................................ 68 Scanner Errors............................................................................................................................ 68 Other Error Messages ............................................................................................................... 69 Glossary v vi Welcome Welcome to OmniForm Filler, and thank you for using our software! OmniForm Filler is the easy way to manage forms electronically. Use OmniForm Filler to fill forms, manage information databases, print, and mail forms to other users. The following documentation has been provided to help you learn about OmniForm Filler. This User's Manual This manual introduces you to the basics of using OmniForm Filler. It includes installation and setup instructions, ways to work with forms, how to manage databases, and technical information. OmniForm Filler Online Help OmniForm Filler's online help contains information on features and procedures. The online help conforms to Windows online help conventions and has been designed for quick and easy information retrieval. Please see 2 for information on using the online help. Readme File The Readme file contains last-minute information about the software. Please read it before using OmniForm Filler. To open this text file, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents OmniForm Filler Readme after OmniForm Filler has been installed. 1 Getting Online Help Using This Manual This manual is written with the assumption that you know how to work in the Windows environment. Please refer to your Windows documentation if you have questions about how to use dialog boxes, menu commands, scroll bars, drag and drop functionality, shortcut menus, and so on. The following conventions are used in this manual. Convention Italicized text Purpose · Emphasizes menu commands, dialog box options, and labeled buttons For example: "Choose Open... in the File menu." · Emphasizes new terms the first time they are used · Emphasizes important words in a sentence Note symbol Introduces a tip or an item of note Introduces important information Warning symbol Getting Online Help In addition to using this manual, you can use OmniForm Filler's online help topics to learn about features and procedures. Online help is available after you install OmniForm Filler. OmniForm Filler's online help follows the conventions of Microsoft Windows 95 Help. Choose How to Use Help in OmniForm Filler's Help menu to get information on using Help. 2 Getting Online Help Help menu Use the commands in the Help menu to find information about OmniForm Filler topics. OmniForm Filler Help is the first command in the Help menu. Use it to get contents and index listings for all Help topics. Select OmniForm Filler Help to obtain OmniForm Filler's main Help topics. Select Getting Started for an overview of how to fill out a form. Select How to Use Help to get Microsoft Windows Help topics that explain how to use and customize Help. Select Product Support to find out how to get product support services for OmniForm Filler. Select About OmniForm Filler to get information about your version of OmniForm Filler. Context-Sensitive Help You can get on-the spot information about a particular OmniForm Filler command, toolbar button, or dialog box option in the following ways: · Click the Help button in the OmniForm Filler fill toolbar to turn your cursor into a question mark icon. Click any command, button, or portion of the window to open context-sensitive help for that topic. · Click the question-mark button in the upper-right corner of a dialog box and then click an item in the dialog box to get a pop-up explanation for that item. · Some dialog boxes have a Help button. Click Help to get information about that dialog box. Welcome 3 Product Support Product Support For the fastest and easiest way to get help, please look for solutions in this manual or in the online Help. See "General Troubleshooting Solutions" on page 62 for troubleshooting tips. If you need additional help, please use the following resources: · Caere's World Wide Web site Go to Caere's World Wide Web site for common questions and answers, updates, patches, troubleshooting procedures, and product information. Caere's Web site address: http://www.caere.com Alternatively, you can go directly to Caere's product support Web site address: http://support.caere.com · OmniForm Filler Readme file Read the OmniForm Filler Readme file for last-minute information about the software. This is available after installing OmniForm Filler. To open the file, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents OmniForm Filler Readme. · Caere Product Support document Read the Caere Product Support document to get a list of support telephone numbers, including ones for international product support. This document has been provided to you as an electronic document in PDF format. To open this document, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents Product Support. You must have Adobe Acrobat Reader 3.01 or greater installed if you want to read the Caere Product Support and Scanner Setup Notes PDF documents. To install the Reader, click Start in the Windows taskbar and choose Programs Caere Applications Caere Documents Acrobat Reader. 4 Chapter 1 Installation and Setup This chapter describes how to install OmniForm Filler and begin using it, including the following sections: · System Requirements · Registering OmniForm Filler · Installing OmniForm Filler · OmniForm Filler Features · Starting OmniForm Filler 5 System Requirements System Requirements To install and run OmniForm Filler, you need the following setup: · Computer with an 80486 or higher processor. · VGA or SVGA monitor. · Windows-compatible mouse. · CD-ROM drive. · A minimum of 10MB hard disk space, with a maximum of 20MB. · Total system memory of at least 16MB RAM for Windows 95, 98, and NT 4.0. · A TWAIN-compatible scanner if you plan to scan graphics into a form. Install your scanner and test it in Windows according to the manufacturer's instructions before using it with OmniForm Filler. OmniForm Filler 4.0 for Windows 95, 98, and Windows NT is a 32-bit application and will not run on earlier versions of Windows. Registering OmniForm Filler Registering your copy of OmniForm Filler entitles you to technical support, notification of special offers and upgrades, and the lowest price offered on the next OmniForm Filler upgrade. Please complete and send in the registration card included in your OmniForm Filler package. See "Product Support" on page 4 for information on technical support. 6 Chapter 1 Installing OmniForm Filler Installing OmniForm Filler This section describes how to install OmniForm Filler on Windows 95, 98, and NT 4.0. Close all applications -- including screen savers and mail applications -- to free up memory before installing OmniForm Filler. Installing on a Windows 95, 98, or NT 4.0 Systems 1 2 Start Windows 95, 98, or Windows NT 4.0. Insert OmniForm Filler 's CD in the CD-ROM drive. The Setup program should start automatically. If it does not, click Start in the Taskbar and choose Settings Control Panel. The Control Panel appears. · Double-click Add/Remove Programs. The Add/Remove Programs Properties dialog box appears. · Click Install... in the Install/Uninstall tab. · Click Next> and then Finish. The OmniForm Filler install screen appears. 3 4 Choose Yes when asked if you wish to install OmniForm Filler. Follow all the instructions in the dialog boxes that appear. During installation, you will be prompted to enter a serial number. You can find the serial number on the label of the CDROM. OmniForm Filler installs by default to the location c:\Program Files\OmniForm Filler. You can select another location if you wish. Installation and Setup 7 OmniForm Filler Features OmniForm Filler Features OmniForm Filler, an easy-to-use environment for working with forms, includes the following features: Form Filling You can fill a form with the information you need and print or mail it. Information entered can easily be searched and sorted in the OmniForm Filler database. OmniForm Filler Database All information you enter into a form is stored as a part of an OmniForm Filler database. You can create, duplicate, search, and sort records, and import and export database information to and from other databases. Field Validation A form can be set up by the person who created it to validate a fillable field automatically. For example, the validation could specify that a field must contain a specific type of information. OmniForm Filler would display a prompt if you tried to enter incorrect information. Field Calculations A form can be set up by the person who created it to perform calculations automatically and display the correct value as you fill the appropriate field(s) in the form. This automates data entry and reduces the possibility of errors. Form Printing You can print forms from OmniForm Filler. You have a choice of printing just the form, just the data entered in a form, or both the form and its information. If you choose to print just a form's data, you can print it over a preprinted form placed in your printer. Form Mailing Use electronic mail to send your forms to other users if you have Microsoft Exchange/Outlook or Lotus cc:Mail/Notes installed. Microsoft Exchange/Outlook users can also add routing slips to mailed forms. 8 Chapter 1 Starting OmniForm Filler Starting OmniForm Filler This section describes how to launch OmniForm Filler and open a form. To start OmniForm Filler: 1 Click Start in the Taskbar and choose Programs Caere Applications OmniForm Filler 4.0. The OmniForm Filler window appears. 2 Click the Open button or choose Open... in the File menu. The Open dialog box appears. 3 4 Select a form to open and click Open. Press Tab to place the cursor in the first fillable field and type information in that field. See Chapter 2, "Working With Forms," for detailed information on what you can do with your form. Installation and Setup 9 Starting OmniForm Filler 10 Chapter 1 Chapter 2 Working With Forms This chapter describes the basics of working with forms, including: · Opening a Form · The OmniForm Filler Window · Moving Through Fields · Filling Fields · Spell Checking · Saving Your Form · Printing a Form · Mailing a Form · Form Usage Options 11 Opening a Form Opening a Form This section describes how to open a form. You can open multiple forms in OmniForm Filler. To open a form: 1 2 Click Start in the Taskbar and choose Programs Applications OmniForm Filler 4.0. Caere Click the Open button in the fill toolbar or choose Open... in the File menu. The Open dialog box appears. 3 4 5 Make sure OmniForm Form is selected in the Files of type dropdown list. Locate and select a file. Click Open. The form opens. 12 Chapter 2 The OmniForm Filler Window The OmniForm Filler Window This section describes the OmniForm Filler window and its fill toolbar. The Filler window contains a fill toolbar and seven menus. A full fill toolbar appears in the OmniForm Filler window after you open a form. Use the toolbar's buttons as shortcuts to commonly used menu commands. Fillable fields The fill toolbar The Status bar displays current activity and settings. A form contains fields. You can enter information in a field, such as text in a Name field or a check mark in a check box field. By default, fillable fields are highlighted in yellow. Choose Highlight Fill Areas in the View menu to turn field highlighting on and off. How the form appears in the window depends on how it was created. See "Form Usage Options" on page 35 for more information. Working With Forms 13 The OmniForm Filler Window Customizing the Fill Toolbar You can customize the fill toolbar by choosing the Customize... command in the Tools menu and then selecting the Toolbars tab. You can view and get a description of each button in the toolbar by choosing Customize... in the Tools menu and then selecting the Commands tab. To customize the fill toolbar using the Toolbars tab: 1 2 Choose Customize... in the Tools menu. The Customize dialog box appears Click the Toolbars tab if it is not selected. · If you want ToolTips to appear, select the Show ToolTips option. Likewise, if you do not want ToolTips to appear, make sure Show ToolTips is deselected. · Click New if you want to create a new toolbar. The New Toolbar dialog box appears. Type the name of your new toolbar in the Toolbar name text box and click OK to apply your name. Your new toolbar appears on your desktop. Drag buttons from the fill toolbar to the new toolbar. If you want, you can drag the new toolbar to another location on your desktop. · Click Delete if you want to delete a toolbar that you have created. Select the toolbar you want to delete in the Toolbars list box and then click Delete. · Click Reset if you want to return a toolbar to its original state. For example, suppose you have created a new toolbar and have dragged some buttons from the fill toolbar. To return the fill toolbar to its original state with all its buttons, select the Design toolbar in the Toolbars window and then select Reset. The fill toolbar will return to its original state. 3 Click OK to close the dialog box and apply your selections. 14 Chapter 2