User manual NUANCE OMNIFORM FILLER 5.5 FOR DESIGNING AND DISTRIBUTING FORMS

Legal Notices Copyright © 2003 by 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 the Legal Department at ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United States of America and in the Netherlands. The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license. Important Notice ScanSoft, Inc. provides this publication "as is" without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. ScanSoft reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of ScanSoft to notify any person of such revision or changes. Trademarks and Credits OmniForm, eOmniForm.com, OmniForm Filler, Dragon NaturallySpeaking, and ScanSoft are registered trademarks or trademarks of ScanSoft, Inc., in the United States and/or other countries. Microsoft Windows XP Tablet PC Edition is a registered trademark of Microsoft Corporation. All other trademarks and tradenames mentioned herein are hereby recognized and may be registered to their respective holders. ScanSoft, Inc. 9 Centennial Drive Peabody, Massachusetts 01960 International Headquarters Guldensporenpark 32 Building D BE-9820 Merelbeke Belgium OmniFormTM Filler Part Number 50-365003-00C Contents Welcome What is OmniForm Filler? OmniForm Filler Features Using This Guide Conventions Additional Information 7 7 8 9 10 10 Chapter 1 Installation and Setup System Requirements Upgrading from a Previous Version of OmniForm Filler Installing OmniForm Filler Starting OmniForm Filler 11 12 12 13 15 Chapter 2 Working with Forms Opening a Form for Filling Moving Through Fields on a Form Working with Different Field Types Fillable Text Fields Comb Fields Check Box Fields 17 18 19 20 21 21 22 iii Circle Text Fields Table Fields Fillable Graphic Fields Drop-Down List Fields Digital Signature Fields Verifying Digital Signature Fields Fields with Validation Settings Fields Defined by Calculations Using the Type Ahead Feature Shrinking Text to Fit Fields Adding File Attachments to Form Records Entering Data Automatically with User Profiles Adding Data to User Profiles Entering Data Automatically with Client Profiles Spell Checking Forms Saving Forms Printing Forms Emailing Forms Specifying What You Want to Email Adding a Routing Slip 22 23 23 25 26 27 28 28 28 29 30 32 35 38 46 47 48 49 50 51 Chapter 3 Working with OmniForm Databases About OmniForm Databases Moving Through Records in a Database Creating New Records Duplicating Existing Records Searching Records Sorting Records Recalculating Records Deleting Records Setting Up an OmniForm Database to Be Shared Refreshing Records in a Shared Form 53 54 55 55 57 57 60 61 62 63 64 iv Contents Exporting Data Importing Data Protecting Data 64 68 71 Chapter 4 Controlling OmniForm Filler by Voice Speech Recognition Engines Supported by OmniForm Filler Automatic Speech Recognition ScanSoft Dragon NaturallySpeaking Speech Recognition in Windows XP Tablet PC Edition Automatic Speech Recognition Enabling Navigation Filling Supporting Dragon NaturallySpeaking Enabling Navigation Filling Select and Say Speech Recognition in Windows XP Tablet PC Edition Enabling Navigation Filling 73 74 74 74 74 75 75 75 77 79 79 80 80 80 80 81 81 81 Chapter 5 Utilizing Special Tablet PC Services Handwritten Filling Handwritten Filling of Text Fields View Handwritten image Choosing a Handwrite Recogniser Engine Using Annotations and Drawings on Forms 83 84 84 86 86 87 v Selecting annotations and drawings Resizing or moving annotations and drawings Deleting annotations and drawings 88 89 90 Chapter 6 Technical Information Troubleshooting Solutions to Try First Low Memory Problems Low Disk Space Problems OmniForm Filler Compatibility and Limits Supported Databases Supported Graphic Formats OmniForm Filler Limits Uninstalling OmniForm Filler 93 94 94 94 95 95 95 96 96 96 Index 97 vi Contents Welcome Welcome to OmniForm FillerTM from ScanSoft, Inc. This user's guide is intended for the person who will be filling out electronic forms and managing form data records in an OmniForm® database. It provides you with installation and setup instructions, task-oriented instructions for filling and managing forms, and technical information. What is OmniForm Filler? OmniForm Filler makes it easy to fill and manage electronic forms. You can enter data on forms, manage form records in a database, import and export form information, print forms, and mail forms to other users. 7 OmniForm Filler Features The following is a list of features that are available with OmniForm Filler. Form Filling You can easily fill out information on a form and then print or mail it. For more information, see Chapter 2. Automatic Data Entry with User and Client Profiles The User Profile and Client Profile features save you time by automatically filling out repetitive information on forms for you. A User Profile remembers information about you and your business. A Client Profile remembers information about other people, such as your customers, employees, or family members. For more information, see Chapter 2. OmniForm Database The information that you enter on a form is automatically saved and stored as a record in an OmniForm database. You can create, duplicate, search, and sort records, and import and export data to and from other databases. For more information, see Chapter 3. File Attachments You can attach files to your form records. For example, you might want to attach scanned receipts when you fill out expense forms. For more information, see page 30. Information Import and Export You can import information from another OmniForm database or from other external database sources into your current database. You can also export information from your current database for import into other supported databases. For more information, see Chapter 3. Speech Recognition OmniForm Filler's built-in speech recognition accepts voice commands, such as field and page navigation, text spelling, date input, zooming, record insert and save etc. If the speech recognition product ScanSoft Dragon NaturallySpeaking is installed on the system, its advanced features, e.g. text dictating, or "Select and Say" are also available for you. 8 Welcome When OmniForm Filler is installed on a tablet PC running Windows XP Tablet PC Edition, it can also use the device's built-in speech recognition technology. Utilizing Tablet PC Functionality On a tablet PC you can use the tablet pen to handwrite directly into OmniForm fields. It will recognize the data and convert it to text. You can toggle between the handwritten image and the converted text. Additionally, you can add annotation notes or drawings to forms. They are saved for each form record, and can be selected, resized, dragged or deleted one by one. Using This Guide This guide assumes that you are familiar with basic Windows operations and can install and set up devices such as scanners and printers. It is organized into the following chapters: Chapter 1 -- Installation and Setup. Provides instructions for installing OmniForm Filler on your computer. You do not need to read this chapter if you have the full version of OmniForm. Instead, read Chapter 1 of the OmniForm User's Guide. Chapter 2 -- Working with Forms. Describes how to open, fill out, and work with forms in OmniForm Filler. Chapter 3 -- Managing an OmniForm Database. Describes how to work with OmniForm databases and data records. Chapter 4 -- Speech Recognition. Describes how to work with OmniForm by talking to your computer. Chapter 5 -- OmniForm Tablet PC Features. Describes the special functionality of OmniForm for tablet PC users. Chapter 6-- Technical Information. Provides troubleshooting tips. Using This Guide 9 Conventions This user's guide uses the following conventions: Bold text Italic text Emphasizes new terms, commands, screen names, and headings. Emphasizes new terms, commands, screen names, and headings in callout text that accompanies graphics, as well as document names. Presents an item of additional information. Presents ideas for using features to accomplish specific tasks. Note Tip Additional Information In addition to this user's guide, you can use the following resources to learn about OmniForm: Online Help -- Provides the most comprehensive information on OmniForm features, settings, and procedures. Choose OmniForm Filler Help (or OmniForm Help) in the Help menu. Or, press the F1 key. OmniForm User's Guide -- Introduces you to the basics of using OmniForm's form design and distribution tools (provided with the full OmniForm version only). Release Notes -- Provide important information about this version of OmniForm Filler. The notes are available electronically on the installation CD. Product Support -- Additional technical support in the form of technical notes, frequently asked questions, software updates, and more. Choose Product Support in the Help menu. ScanSoft Web Site -- www.scansoft.com provides updated information and links to OmniForm support pages. 10 Welcome Chapter 1 Installation and Setup This chapter describes how to install and get started using OmniForm Filler software. It includes the following topics: System Requirements Upgrading from a Previous Version of OmniForm Filler Installing OmniForm Filler Starting OmniForm Filler 11 System Requirements These are the minimum system requirements to install and run OmniForm Filler: Note Performance and speed will be enhanced if your computer's processor, memory, and available disk space exceed the minimum requirements. Computer with a Pentium or higher processor; Tablet PC to access its special services within OmniForm Filler Windows 95C, Windows 98SE, Windows 2000, Windows ME, or Windows NT 4.0 50MB of free hard disk space System memory of at least 32MB RAM SVGA monitor with at least 256 colors and 800 x 600 pixel resolution Windows-compatible pointing device CD-ROM drive for installation Installed and operating microphone to access the voice control built into OmniForm Filler Dragon NaturallySpeaking Version 7 or higher to access the Select and Say functionality Upgrading from a Previous Version of OmniForm Filler If you have a previous version of OmniForm Filler installed, it is recommended that you uninstall that version before installing your new version. You should also back up your OmniForm forms before opening them in the new version. You can do this by saving copies of the forms in another folder location. If you open a form from a previous version and then try to save that form, you will be prompted to update the form to the new version. This will only take a moment and will not visibly alter anything on the form itself. 12 Installation and Setup Chapter 1 Note You must update a form to the new version of OmniForm in order to take advantage of new features such as Client and User Profile fields and file attachments. However, if you do not need to use the new features, you are not required to update the form. For example, you might want to keep a form in its previous format if you still need to open the form in a previous version. If you select No when prompted to update your form, the form will be saved in its previous format. Installing OmniForm Filler OmniForm Filler's setup program takes you through the entire installation with instructions on the screen for every step. Before installing OmniForm Filler: Log into your computer with administrator privileges if you are installing on Windows 2000 and Windows NT. Back up your OmniForm Forms. Uninstall any previous versions of OmniForm Filler. Close all other applications, especially anti-virus software. Installing OmniForm Filler 13 To install OmniForm Filler: 1. Insert OmniForm Filler's CD-ROM in the CD-ROM drive. The setup program should start automatically. If it does not start, locate your CD-ROM drive in Windows Explorer and double-click the Setup.exe program at the top-level of the CD-ROM. The first setup screen looks like this: Click Install OmniForm Filler to start installation. Click OmniForm Filler Release Notes to read important last-minute information before installing. 2. 3. Click Install OmniForm Filler 5.5 to start installation. Follow the installation instructions on each screen. By default, OmniForm Filler files are installed in this folder location: c:\program files\scansoft\omniform filler 5.5. You can select a different location if desired. Note If you are experiencing a problem with OmniForm Filler after installation, sometimes uninstalling and then reinstalling OmniForm Filler will solve the problem. See page 94 for more information. 14 Installation and Setup Chapter 1 Starting OmniForm Filler To start OmniForm Filler, do one of the following: Click Start in the Windows taskbar and choose Programs > ScanSoft OmniForm Filler 5.5 > OmniForm Filler 5.5 Double-click the OmniForm Filler icon in the program's installation folder. The OmniForm Filler desktop looks like this when you first open it: Click the Open button to open a form. Click the Open button or choose Open... in the File menu to open a form. If you have forms from a previous version of OmniForm, you can open them in this version. OmniForm also has a number of sample forms that you can open in the Sample Forms folder. The Sample Forms folder location depends on your operating system. The very first time you use the Open command, OmniForm defaults to this folder. Starting OmniForm Filler 15 After you open a form, more OmniForm tools appear on the desktop: Standard buttons appear for printing, spell checking, resizing the view, and other tasks. Use this button to highlight fillable fields. Use these buttons to scroll through records in your database. Please read Chapter 2 for more information on working with forms in OmniForm Filler. 16 Installation and Setup Chapter 2 Working with Forms This chapter describes how to work with forms in OmniForm Filler. It includes the following topics: Opening a Form for Filling Moving Through Fields on a Form Working with Different Field Types Using the Type Ahead Feature Shrinking Text to Fit Fields Adding File Attachments to Form Records Entering Data Automatically with User Profiles Entering Data Automatically with Client Profiles Spell Checking Forms Saving Forms Printing Forms Emailing Forms 17 Opening a Form for Filling You can have multiple forms open at the same time. Use the Window menu to switch between open forms. To open a form for filling: 1. 2. Open OmniForm Filler or OmniForm. Click the Open button or choose Open... in the File menu. The Open dialog box appears. 3. 4. 5. Select OmniForm Form as the file type. Locate and select the desired form. Click Open. The form opens, and is ready for you to create a new record. For information on working with records in an OmniForm database, see Chapter 3 . Tip Make sure Highlight Fillable Fields is selected in the View menu to highlight fillable fields in yellow. 18 Working with Forms Chapter 2 Moving Through Fields on a Form After opening a form in OmniForm Filler, click in any field to place the cursor there and start entering the desired information. You can continue to move the cursor from field to field using your mouse. Or, use the following keyboard combinations to move the cursor within a form. Action Place the cursor in a field Next field Previous field Next line in a fill text field End of a line in a fill text field Beginning of a line in a fill text field End of all text in a fill text field Beginning of all text in a fill text field Next word in a field Previous word in a field Keyboard Combination When a form first opens, press Tab to place the cursor in the first field. Press Tab Press Shift-Tab Press Enter to move to the next line in a multipleline fill text field Press End Press Home Press Ctrl-End Press Ctrl-Home Press Ctrl-right arrow Press Ctrl-left arrow Moving through fields on a form by voice control commands is described in Chapter 4, Controlling OmniForm Filler by Voice on page 79. Moving Through Fields on a Form 19 Working with Different Field Types An OmniForm Form can have a lot of different field types. The following illustration shows an example of some of the common fields you might find when filling out forms. fillable text fields (see page 21) circle text field (see page 22) table with fillable text fields (see page 23) comb field (see page 21) signature field (see page 26) check boxes (see page 22) auto-calculation field (see page 28) For information on designing these types of fields in OmniForm, see the OmniForm User's Guide. 20 Working with Forms