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17

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 

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 Entering Data Automatically with User Profiles 

◆

 Entering Data Automatically with Client Profiles 

◆

 Spell Checking Forms 

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 Saving Forms 

◆

 Printing Forms 

◆

 Emailing Forms 

Summary of Contents for OMNIFORM FILLER 5.5 FOR DESIGNING AND DISTRIBUTING FORMS

Page 1: ......

Page 2: ...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 appl...

Page 3: ...llation and Setup 11 System Requirements 12 Upgrading from a Previous Version of OmniForm Filler 12 Installing OmniForm Filler 13 Starting OmniForm Filler 15 Chapter 2 Working with Forms 17 Opening a...

Page 4: ...ser Profiles 32 Adding Data to User Profiles 35 Entering Data Automatically with Client Profiles 38 Spell Checking Forms 46 Saving Forms 47 Printing Forms 48 Emailing Forms 49 Specifying What You Want...

Page 5: ...ion 74 Automatic Speech Recognition 75 Enabling 75 Navigation 75 Filling 77 Supporting Dragon NaturallySpeaking 79 Enabling 79 Navigation 80 Filling 80 Select and Say 80 Speech Recognition in Windows...

Page 6: ...ions and drawings 90 Chapter 6 Technical Information 93 Troubleshooting 94 Solutions to Try First 94 Low Memory Problems 94 Low Disk Space Problems 95 OmniForm Filler Compatibility and Limits 95 Suppo...

Page 7: ...Form 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...

Page 8: ...ate 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 y...

Page 9: ...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 install...

Page 10: ...ase 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...

Page 11: ...s 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 O...

Page 12: ...ting 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 an...

Page 13: ...l 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 progra...

Page 14: ...nstallation 3 Follow the installation instructions on each screen By default OmniForm Filler files are installed in this folder location c program files scansoft omniform filler 5 5 You can select a d...

Page 15: ...he OmniForm Filler desktop looks like this when you first open it Click the Open button or choose Open in the File menu to open a form If you have forms from a previous version of OmniForm you can ope...

Page 16: ...esktop Please read Chapter 2 for more information on working with forms in OmniForm Filler Use these buttons to scroll through records in your database Use this button to highlight fillable fields Sta...

Page 17: ...orm 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 Autom...

Page 18: ...ick the Open button or choose Open in the File menu The Open dialog box appears 3 Select OmniForm Form as the file type 4 Locate and select the desired form 5 Click Open The form opens and is ready fo...

Page 19: ...r 4 Controlling OmniForm Filler by Voice on page 79 Action Keyboard Combination Place the cursor in a field When a form first opens press Tab to place the cursor in the first field Next field Press Ta...

Page 20: ...f the common fields you might find when filling out forms For information on designing these types of fields in OmniForm see the OmniForm User s Guide comb field see page 21 check boxes see page 22 ta...

Page 21: ...Fields A comb field is a fillable text field that is broken into separate segments for entering a set number of characters You can enter any characters in a comb field that are appropriate to the fiel...

Page 22: ...k box automatically deselects another check box in the group Circle Text Fields A circle text field allows you to indicate your selection by making a circle around it Click a circle text field to make...

Page 23: ...ou would in regular text fields A table might also contain other field types such as check boxes Fillable Graphic Fields A fillable graphic field allows you to insert a graphic into a form You can imp...

Page 24: ...e desired size and other settings for the graphic Click Help to get more information on the available settings 5 Click OK OmniForm imports the graphic into the form field To import a graphic from a TW...

Page 25: ...ilable settings 7 Place the page with the graphic in your scanner making sure it is aligned correctly 8 Click OK OmniForm scans the graphic into the form field Tip To delete a graphic and leave the fi...

Page 26: ...out how the digital signatures were set up on a form To sign a digital signature field on a form 1 Click the signature field A dialog box appears and prompts you to enter your username and password If...

Page 27: ...ignature field cannot be verified it could be for one of these reasons The form s data has changed since the form was first signed The form s design has changed since the form was first signed The sig...

Page 28: ...s are designed with calculations that compute and fill information for you automatically In the example below the TOTAL field automatically added the amounts entered in the first and second fields The...

Page 29: ...nter might not always fit in the text fields provided on a form To fix this OmniForm can automatically shrink your text to make it fit in the fields To turn the shrink text feature on or off 1 Choose...

Page 30: ...u might want to attach scanned receipts to your expense records To attach a file to a form record 1 Open the form in OmniForm Filler 2 Click the Insert File Attachment button or choose Insert File Att...

Page 31: ...ments 1 Choose View Attachments in the View menu to show the attachment window 2 Choose View Attachments in the View menu again to hide the attachment window An icon represents the file attachment Dou...

Page 32: ...When you open the form to fill it out you see that the Name field is a User Profile field because it is highlighted in a distinctive color Select your User Profile to use with this form OR If you have...

Page 33: ...User Profiles in the Profiles menu 2 Click New 3 Type a name for your User Profile and click OK Select this option if you want data to be added automatically to the User Profile when it is first enter...

Page 34: ...iles will only work on forms that were designed with fields that can receive User Profile information To find out if a form has User Profile fields choose Highlight User Profile Fields in the Profiles...

Page 35: ...e to add data directly To add data to a User Profile as you fill out a form 1 Open a form and select the desired User Profile to use with it See page 34 for information on selecting a User Profile for...

Page 36: ...orking with Forms To add data to a User Profile directly 1 Choose Edit User Profiles in the Profiles menu The Edit User Profiles dialog box appears Select the User Profile you want to edit and click E...

Page 37: ...desired information in the fields that you want to be remembered You do not have to enter data in all the User Profile fields only enter data in the fields that you want to be remembered for automati...

Page 38: ...niForm Filler Set up fields on the form to receive Client Profile information You need to do this only one time per form See page 39 for more information Create a Client Profile for a specific person...

Page 39: ...that they can receive Client Profile information 1 Open the form in OmniForm Filler 2 Select a field on the form that you want to set up to receive Client Profile information For example you might wa...

Page 40: ...t Profile dialog box appears The name of the currently selected field appears here The name of the Client Profile field to which you are linking appears here Type in a new name or select a name from t...

Page 41: ...or a person s first name you might enter CP_First Name as the Client Profile field name 5 Click OK The field on the form turns green which indicates that it is has been linked and is ready to receive...

Page 42: ...apply it to a form record 1 Open the form in OmniForm Filler Fields that have been set up to receive Client Profile information are highlighted in green when Highlight Client Profile Fields is turned...

Page 43: ...ticular person select Keep the selected Client Profile turned on and apply it to each new record you create in the Apply Client Profile dialog box The Client Profile that you select will stay on until...

Page 44: ...in the Profiles menu The Apply Client Profile dialog box appears 3 Select Apply existing Client Profile and then select the name of the desired Client Profile in the list box 4 Click OK The selected C...

Page 45: ...e information are highlighted in green when Highlight Client Profile Fields is turned on in the Profiles menu 2 If you have not already done so apply a Client Profile to this form See page 42 for more...

Page 46: ...le dialog box appears 2 Select Do not apply a Client Profile to this record 3 Click OK You will be asked whether or not you want to also delete the Client Profile data from the form fields Spell Check...

Page 47: ...lose when you are finished spell checking Saving Forms OmniForm automatically saves form records as you fill them out Saving occurs after various actions such as moving from one record to another prin...

Page 48: ...le menu The Print dialog box appears 2 Select the desired options for printing Tip If you are printing from OmniForm Filler you can choose to print Form and Data Data Only or Form Only Selecting Data...

Page 49: ...Notes Microsoft Exchange or Microsoft Outlook OmniForm selects your installed email application by default if you have only one installed If you have more than one of these email applications select...

Page 50: ...e Mail Options dialog box appears 4 Select an option for sending your form Click Help for more information about the available options 5 If you are sending form data click Range to specify the range o...

Page 51: ...ore information on routing slips To add a routing slip 1 Open the form that you want to send 2 Choose Add Routing Slip in the File menu The Add Routing Slip dialog box appears 3 Select the recipients...

Page 52: ...52 Working with Forms...

Page 53: ...Form databases It includes the following topics About OmniForm Databases Moving Through Records in a Database Creating New Records Duplicating Existing Records Searching Records Sorting Records Recalc...

Page 54: ...fill out information it becomes the first record in the database Anyone with access to the form can create new records in it See page 55 for information on creating records Note You cannot create dup...

Page 55: ...fill in at least one field in a form before creating a new record because OmniForm cannot create a new record if the current record is empty A form with fields filled only by automatic calculations su...

Page 56: ...nd before importing or exporting data In all these cases the Save Record warning appears Select Do not prompt me again Automatically save all form data if you do not want to be prompted to save form d...

Page 57: ...71 for more information To duplicate an existing record 1 Open a form in OmniForm Filler 2 Go to the particular record that you want to duplicate 3 Choose Duplicate Record in the Records menu The rec...

Page 58: ...you would select is equal to to specify that you want to find an exact match Click Help for more information on the conditions you can set 5 Type the information you want to find in the Value text bo...

Page 59: ...You can narrow the search further by choosing Search in the Records menu again and selecting Only Search Current Record Set You can search each new subset of records as many times as you need to find...

Page 60: ...wn list All the fields in your form are in this list 4 Select the desired sort order Select Ascending Order to sort records from least to greatest For example from A Z or from 0 100 Symbols precede nu...

Page 61: ...cords after adding the new calculation to the expense form the mileage rates on your old records would also change To prevent this you could search the records for those records that are newer than th...

Page 62: ...s were recalculated successfully Deleting Records You cannot delete records if data protection is turned on for the form See page 71 for more information Note You cannot undo a record deletion You mig...

Page 63: ...records Setting Up an OmniForm Database to Be Shared If you have the full version of OmniForm you can set up an OmniForm database so that it can be shared by multiple users This allows anyone who has...

Page 64: ...om OmniForm records to Share information with other OmniForm databases Data exported as a database file takes up considerably less disk space than the database itself Therefore it can be copied or mai...

Page 65: ...Installed ODBC database drivers appear in the Available Data Sources list box when you select ODBC Database in the Export To drop down list Depending on your database driver you can export up to 255 f...

Page 66: ...Enter the desired name for your exported data file and click Save The Export dialog box appears 6 Select a field you want to export and click Add Shift click to select multiple adjacent records or hol...

Page 67: ...his will save you time whenever you need to export data from OmniForm To save your settings during export click Save in step 8 of this procedure 8 Click Run to start exporting the data as specified Cl...

Page 68: ...orting Data You can import data into your OmniForm database from these sources Another OmniForm database An OmniForm Mailable Filler file either HTML or EXE Any supported ODBC database source availabl...

Page 69: ...m file is closed 2 Choose Import Data in the File menu The Import Setup dialog box appears 3 Select the type of database information to import in the Import From drop down list 4 Click OK The type of...

Page 70: ...ield data to import from the other database and where to import it in the current database 7 Click OK when you are done linking fields OmniForm imports the information into the selected fields creatin...

Page 71: ...form records will be deleted Therefore you might want to protect a form s design and data from being altered especially if it is going to be shared by multiple people If you have the full version of...

Page 72: ...72 Working with OmniForm Databases...

Page 73: ...pabilities for different voice engines This chapter describes how to utilize them It includes the following topics Speech Recognition Engines in OmniForm Filler Automatic Speech Recognition Supporting...

Page 74: ...ring more resources and needs training by each individual user for optimal operation Dragon offers text dictating Select and Say and other sophisticated services Speech Recognition in Windows XP Table...

Page 75: ...igation The most frequently used functionality with Automatic Speech Recognition is page navigation field navigation editing zooming and data handling To navigate in OmniForm Filler by ASR Use the voi...

Page 76: ...ment set during form design using the Object Definition Properties tab A field name is not necessarily equal to its text label although it is reasonable to design your forms that way Editing Change Op...

Page 77: ...commands like this year next year etc To spell textual data or dictate dates in OmniForm Filler by ASR Use the voice commands in the following table Voice Command Effect Spelling Spell Initiates spel...

Page 78: ...er U Victor Letter V Whiskey Letter W X Ray Letter X Yankee Letter Y Zulu Letter Z Special characters in spelling mode Symbol Initializes special character mode Dot Underline _ At sign Comma Percent D...

Page 79: ...ad of typing OmniForm Filler requires Dragon NaturallySpeaking Version 7 or higher For detailed information on using Dragon please refer to its documentation Enabling If Dragon is installed on your sy...

Page 80: ...m field listed in the Navigate menu Filling With Dragon NaturallySpeaking you can dictate text into the fields of OmniForm Filler For detailed information please refer to the documentation of Dragon S...

Page 81: ...name of the menu to your computer As forms are displayed in OmniForm Filler in WYSIWYG style form elements cannot be recognized as usual Windows screen items OmniForm Filler provides access to form el...

Page 82: ...82 Controlling OmniForm Filler by Voice...

Page 83: ...es OmniForm Filler can be installed and used on Tablet PC computers This chapter describes the specific features designed exclusively for Tablet PC users It includes the following topics Handwritten F...

Page 84: ...en image is stored with the form record and can be displayed later Handwritten Filling of Text Fields To activate or deactivate Fill By Hand mode 1 Click the Fill By Hand button or choose Fill by Hand...

Page 85: ...te The other option to get more space for handwriting is to set the Zoom of the form in the View Menu To delete handwritten text with the tablet pen Fill Text Fields can be cleared by triple scratch o...

Page 86: ...w so it returns to its original size Note The Tablet PC Input Panel can also be used for handwrite data input with OmniForm Filler In this case however the handwritten image is not stored with the for...

Page 87: ...ture on the form The annotations are saved in the database as a separate overlay that is unique to each form record To add notes or drawings to your form 1 Click the Annotate By Hand button or choose...

Page 88: ...rved in the form Opening the form in OmniForm Filler 5 5 the handwritten text or the annotations will be visible again Selecting annotations and drawings You can select any of your notes or drawings b...

Page 89: ...1 Click the Select Annotation button or choose Select from the Annotate submenu of the Tools menu 2 Select the drawing by putting a selection circle around it 3 Tap on one handle of the drawing recta...

Page 90: ...ired location Deleting annotations and drawings Annotations or drawings can be deleted after selection To delete notes or drawings from your form 1 Click the Select Annotation button or choose Select...

Page 91: ...Chapter 5 Using Annotations and Drawings on Forms 91 3 Click the Delete Annotation button or choose Delete from the Annotate submenu of the Tools menu...

Page 92: ...92 Utilizing Special Tablet PC Services...

Page 93: ...ical information about using OmniForm Filler Please also look in the Release Notes Help topics and ScanSoft Web pages www scansoft com for updated information about OmniForm It includes the following...

Page 94: ...roubleshooting assistance Restart your computer Make sure other applications are functioning properly Run ScanDisk for Windows 95 98 or Me or Check Disk for Windows NT and Windows 2000 to check your h...

Page 95: ...indows NT or Windows 2000 to check for errors that may be using disk space See Windows Help for instructions Back up unneeded files onto other media and delete them from your hard disk Remove Windows...

Page 96: ...m Filler Sometimes uninstalling and then reinstalling OmniForm Filler will solve a problem Note To uninstall from Windows NT or Windows 2000 you must be logged into your computer with administrator pr...

Page 97: ...cords from 62 63 duplicating records in 57 exporting data from 64 68 exporting records using saved export settings 68 importing data to 68 70 moving through records in 55 84 protecting data in 71 reca...

Page 98: ...andwritten Filling 84 Handwritten image 86 handwritten text 85 I importing data to records 68 70 importing graphics 24 25 installation default folder location 14 instructions for 13 14 starting OmniFo...

Page 99: ...ablet pen 85 87 troubleshooting databases supported 95 disk space problems 94 95 graphic formats supported 96 memory problems 94 OmniForm Filler limitations 96 ScanSoft Web site 93 solutions to try fi...

Page 100: ...100 Index...

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