1 OpenForms360 Validation User Guide 2011 Notable Solutions Inc. 1
2 T A B L E O F C O N T EN T S Introduction...5 What is OpenForms360 Validation?... 5 Using OpenForms360 Validation... 5 Features at a glance... 5 Audience... 5 OpenForms360 Validation Interface...6 Starting OpenForms360 Validation in User Mode... 6 OpenForms360 screen layout...7 Menu Bar... 8 File Menu... 9 Edit Menu... 9 View Menu... 9 Navigate Menu... 9 Image Menu Tools Menu Help Menu Toolbars Standard Toolbar Image Toolbar Navigation Toolbar Document Type Filter Toolbar Field State Filter Toolbar Field Confidence Filter Toolbar Alternatives Toolbar Document Type Change Toolbar Custom Toolbar (Quick Validate Buttons)... 14
3 Screen Layout Status Bar View Windows Project Explorer Image Window Source Window (Table)Edit Window Fields Window (Table) Information Window Custom Window (My Batches) Connecting to the OpenForms 360 server 23 OpenForms360 Connection Options Loading a batch to the Image Window Semi-automatic batch loading Manual batch loading Using the Mouse (SnapIt) Overview The Tool Tip General Functions Editing with the Keyboard Data Type Locator Table Auto-Completion Zoom-in Pointer Zooming and Scrolling Capturing Data in Standard Mode... 35
4 Pick a Word (Standard Mode) Zone and Capture (Standard Mode) Multi-Selection (Standard Mode) Deleting the Selection in the Tool Tip Capturing Data in Multi-Selection Mode Pick a Word (Multi-Selection Mode) Zone and Capture (Multi-Selection Mode) Deleting the Selection in the Tool Tip (Multi-Selection Mode) Typical Use of SnapIt Functions SnapIt Options List of Shortcut Keys Controlling Project Window Controlling the Image Window Controlling Index Fields Controlling Table Fields Editing Miscellaneous SnapIt Capturing Data Editing Navigation Controlling Image View... 52
5 I N T R O D U C T I O N W H A T I S O P E N F O R M S V A L I D A T I O N? OpenForms360 Validation is a system independent product for indexing, capturing and editing of data in DMS applications. A powerful document model is integrated and complex data structures like tables are supported by OpenForms360 Validation. U S I N G O P E N F O R M S V A L I D A T I O N OpenForms360 Validation is used to validate and edit data in a workflow. OpenForms360 Validation allows the testing and editing respectively of complex data structures like table fields and elements of addresses (Free Form Validating/Editing) and allows the processing of field alternatives. Of course simple index fields, document classes, and types will be processed by OpenForms360 Validation. F E A T U R E S A T A G L A N C E Two free configurable image views (the entire image and segment) BW, grey scale, and color images Data fields with image views synchronized Keyboard and mouse are supported (SnapIt) Table correction with auto completion Tree view for reviewing and manipulating the document structure API for review routine, database look up and automatic data completion Integrated VBA developing environment Integrated designer module for the definition of document models Can be Integrated in any Data Capture System A U D I E N C E This User s Guide is intended to be used by an operator, a user designated to performing data validation on processed documents using OpenForms360 Validation. 5
6 O P E N F O R M S V A L I D A T I O N I N T E R F A C E There are three modes of the OpenForms360 Validation interface: Administrator Mode Automatic Mode User (controlled) Mode In Administrator Mode the administrator will be able to develop project specific scripts for importing/exporting of data as well as scripts controlling Automatic Mode or supporting User Mode at runtime. In Automatic Mode, validation will be done automatically by the respective VBA scripts without any user interaction. For example this allows to sort data or to insert data automatically into index fields. In User Mode OpenForms360 Validation will provide an interface, where validations will be done manually. In User Mode you cannot create new OpenForms360 Validation projects, you can only process (open) existing batches. This document describes the GUI and operation of OpenForms360 Validation run in the User Mode. S T A R T I N G O P E N F O R M S V A L I D A T I O N I N U S E R M O D E OpenForms360 Validation can be started by using the command OpenForms360 Validation of the OpenForms360 Validation program folder or by a shortcut on the desktop, if this has been created during installation. 6
7 Screen Layout O P E N F O R M S S C R E E N L A Y O U T The following figure shows the screen layout of OpenForms360 Validation. A project has already been loaded and data are attached to the project. Note, that the main window may not look exactly like the one shown in Figure 3-1 in your installation. Most window elements can be shown or hidden. Also control views or toolbars may appear at different positions, because OpenForms360 Validation allows you to resize, move, or undock most windows. Figure 3-1: Screen layout OpenForms360 Validation (default) While processing great tables, it will be helpful to switch to Table Mode for a better view. The following picture shows the screen layout of OpenForms360 Validation in Table Mode:
8 Figure 3-2: Screen layout of OpenForms360 Validation in Table Mode M E N U B A R The Menu Bar of OpenForms360 Validation contains the following main menus: File Menu Edit Menu View Menu Navigate Menu Image Menu Tools Menu Help Menu
9 Screen Layout F I L E M E N U The File menu contains commands for processing OpenForms360 Validation project files. The Connect command establishes a connection with the OpenForms360 server and displays the list of documents to be validated in the Custom window. The OpenForms 360 Connection Options command opens a dialog box where you can configure the settings to be used when connecting to the server. The Disconnect command disconnects the program from the server. The list of documents will disappear from the left pane of the Custom window. Exit terminates OpenForms360 Validation. Note: The commands New and Save are only available in Administrator Mode. E D I T M E N U This menu offers normal edit functions for document types and index fields like Undo, Cut, Copy, Paste, Delete, Delete Document, including special edit functions for table processing like Insert Row Above, Insert Row Below and Delete Row. It is also possible to toggle the Field Mode of document types and index fields. V I E W M E N U This menu allows to show or hide the different windows of the user interface and to enable or disable the different toolbars. The Toolbars command opens a sub-menu that allows to show or hide the different toolbars. The command Extended Field Source expands the Field Source window, i.e. the window shows an extended area of the document. If the option is activated a box is displayed around the shown image. The command Reset Layout allows to restore the default appearance (overall look) of the OpenForms360 Validation screen layout. The command Table Mode can be used to switch to a special layout during the processing of large tables. N A V I G A T E M E N U This menu allows to navigate through documents, index fields and sources with commands like Document First, Document Next, Document Prev, Document Last, Field Next, etc. In case of alternatives, the commands Alternative Prev and Alternative Next allow to navigate through the provided alternatives.
10 I M A G E M E N U This menu allows to control the document representation in the Image Window. The shown image can be enlarged, reduced, or adjusted to the Image Window, it can be centered or rotated by 90 degrees. In addition the command Scale to Gray allows to show the image in binary or gray scale mode. T O O L S M E N U This menu shows the following commands: The Visual Basic Editor command starts the VBA studio. For details about this programming interface of OpenForms360 Validation refer to the Programming Manual. The Load Workspace command and the Save Workspace command allows to save and restore application specific layouts of the Validation user interface. As an administrator, you can manage all options available in OpenForms360 Validation (User Mode). The OpenForms360 Options... command opens a dialog box where you can configure the batch list filtering options. The Options command opens the OpenForms360 Validation Options dialog box. Select the SnapIt enabled check box, to enable or disable the functions of SnapIt. The remaining options control the behavior of SnapIt functions and are described in the chapter Using the Mouse (SnapIt). Note: The following commands are only available in Administrator Mode: Visual Basic Editor, Load Workspace, Save Workspace. H E L P M E N U Allows to show the About box with version information. T O O L B A R S The toolbar icons provide shortcuts for frequently needed menu commands. The buttons (or the group of buttons) can be separately switched on/off or dragged to another position for easy access. If the mouse cursor rests on a button of a toolbar, a tool tip text shows you the function of the button. This tool tip text you will also see in the status bar of OpenForms360 Validation.
11 Screen Layout The following toolbars are available: Standard Toolbar Image Toolbar Navigation Toolbar Document Type Filter Toolbar Field State Filter Toolbar Field Confidence Filter Toolbar Alternatives Toolbar Document Type Change Toolbar Custom Toolbar (Quick Validate Buttons) S T A N D A R D T O O L B A R This toolbar contains buttons for commands of the File-, Edit-, Tools- and Help Menu. In detail you will find the following commands: create a OpenForms360 Validation project open an existing Batch saves the OpenForms360 Validation project close the open Batch cut the selection and put it on the Clipboard delete the selection delete document copy the selection and put it on the Clipboard insert Clipboard contents show the Visual Basic for Application Editor display program information, version number and copyright I M A G E T O O L B A R
12 This toolbar contains buttons for commands of the Image Menu which will affect the Image Window. In detail you will find the following commands: zoom in zoom out fit in window fit to height fit to Width center Page rotate the image 90 to the left *) rotate the image 90 to the right *) show gray-scaled image Note: If the image is rotated this will also change the presentation in the Field Source Window N A V I G A T I O N T O O L B A R This toolbar contains command buttons of the Navigation menu. On document-, field and source level you will find in detail the following commands: activate first document activate previous document activate next document activate last document activate first field activate previous field activate next field activate last field All navigation buttons will observe specified document or field filters, i.e. only those fields, or documents respectively, will be shown that satisfy the specified filters. The source navigation buttons will only take effect for documents consisting of several pages. They only allow to navigate within the current document. So the Activate next source button will activate the first page of the current document, if pressed on the last page. In the same way the Activate previous source button will activate the last page of the current document, if used on the first page. Furthermore you will find special command buttons for table editing like insert new table row above current position insert new table row below current position delete active table row
13 Screen Layout and the toggle button for toggling edit mode between Document Mode and Field Mode. D O C U M E N T T Y P E F I L T E R T O O L B A R With this toolbar the document types to be editable will be selected. The drop-down list of this toolbar shows all document types of the current project and the keyword all. If a document type is selected, only this type will be editable in the Edit or Project Window. Other document types will be skipped. F I E L D S T A T E F I L T E R T O O L B A R The Field State Filter Toolbar is significant if a recognition server module precedes OpenForms360 Validation. The drop-down list of this toolbar shows the result properties of index fields of a preceding recognition like all, ok, empty, reject, error and empty/reject/error. If a property other than all is selected from the drop-down list, only index fields with the selected property will be editable; other index fields will be skipped. F I E L D C O N F I D E N C E F I L T E R T O O L B A R The Field Confidence Filter Toolbar is also significant if a recognition server module precedes OpenForms360 Validation. The drop-down list of this toolbar shows an editable list of values. If a recognition module returns a confidence value for recognition results, you can select a value. In this case, only index fields with a confidence value less or equal than the given value can be processed, other index fields will be skipped. A L T E R N A T I V E S T O O L B A R This toolbar is also significant if a recognition server module precedes OpenForms360 Validation and the recognition produces more than one result. If a recognition server produces one or more alternative values for a result, all available alternatives will be found in the drop-down list of this toolbar. Selecting a value from this list will replace the value in the Edit Window. In many cases, this will be much more convenient than editing a whole term.
14 D O C U M E N T T Y P E C H A N G E T O O L B A R This toolbar allows to rename a selected document type. The drop down list of this toolbar shows all documents types of the project. Selecting a document type in the Project or Edit Window and clicking on a document type from a drop down list will rename the type. Note: If a document type is renamed, the values of all index fields of the document will be lost. C U S T O M T O O L B A R ( Q U I C K V A L I D A T E B U T T O N S ) To display the Custom toolbar, open the View menu, point to Toolbars and then click Custom on the submenu. The following two buttons can be used for loading documents to the Image Window semi-automatically: Validate and Load Next and Reject and Load Next. These commands can be accessed from the short-cut menu if you right-click in the left pane of the Custom window S T A T U S B A R On the bottom of the OpenForms360 Validation window you will find the Status Bar. The Status Bar shows the current document of the batch, that is processed by OpenForms360 Validation, for a better orientation.
15 Screen Layout V I E W W I N D O W S The View Windows, considered together, will give a good survey of the currently processed document and the project structure. The following windows will be described in the next sections: Project Explorer Image Window Source Window (Table) Edit Window Fields Window (Table) Information Window Custom Window (My Batches) P R O J E C T E X P L O R E R This window shows the structure of document types of the currently processed project in a tree view representation. The pages are represented by sub-nodes showing the image file name. To navigate in this window, use the commands of the Navigate menu or the respective buttons of the Navigation Toolbar. Single document types can be deleted, joined or split using the context menu of the document type node. A document type can be renamed to another document type of the current project. First mark and click the document type with the left mouse button, then select the desired document type from the Document Change Toolbar. Note: If a document type is renamed, all index field values of the document will be lost. Pages can also be deleted, joined or split to another document type. Pages can also be moved to another document type by drag and drop. I M A G E W I N D O W The Image Window shows the currently processed page of a document type. The image can be zoomed or adjusted to the window using the respective buttons of the toolbar and will be displayed in gray scale or binary mode.
16 For a good survey, the currently processed index field will be highlighted by a different color, provided that the index field is not empty. In the case of alternatives, these alternatives will also be highlighted by a different color. If the index field shows a table, the whole table field will be highlighted, where the currently processed element of the table field will be highlighted in a different color. S O U R C E W I N D O W The Source Window shows the region of interest (snippet) of the current page in an enlarged presentation, adapted to the size of the Source Window. The displayed snippet will be the image of the index field, or index field element respectively, that is highlighted in the Image Window. Note: If the index field is a table, an element of the table must be selected in the Edit Window before the image of the table element will be shown. ( T A B L E ) E D I T W I N D O W The information shown in this window and the available edit operations depend on of the selected edit mode: Index Field Edit Mode: Document Type Edit Mode: INDEX FIELD EDIT MOD E: The window shows the character recognition results of index fields, at times associated with the image displayed in the Fields Window. The default property of this window is "overwrite". Typing any key will overwrite the whole displayed value. To switch from overwrite to insert mode, use the Left or Right key in case of simple index fields. In case of table fields use the F2 key to switch to insert mode. The function keys Return or Enter can be used to confirm changes made in the Edit Window. In the case of simple index fields, changes will also be visible in the index value field of the Fields Window. If this window loses the focus, it is no longer possible to change values. In this case, you have to set the focus to this window by clicking on the Edit Window with a left mouse button click or by selecting an
17 Screen Layout index field in the Fields Window. If the Edit Window has the focus, this will be recognizable by a blinking cursor (insert mode). In overwrite mode the focus is recognizable by a bold bordered table field element or the blue background color of the index field value respectively. DOCUMENT TYPE EDIT M ODE: In this mode all document types for the current project are listed in the window and an additional document type can be selected according to the current document. If changes have been made, they must be confirmed by pressing Return or Enter. The document type will also be visible in the Project Window. Note: If the document type is changed, all index field values of the respective document will get lost. If this window is no longer active, values cannot be changed. In this case, activate the window by clicking on the Edit Window with the left mouse button or by selecting an index field in the Fields Window. F I E L D S W I N D O W This window shows all index fields that are specified for the current document type and their current result values. This view is HTML based and will be changeable by project specific templates. For additional hints refer to the Programming Manual. ( T A B L E ) I N F O R M A T I O N W I N D O W This window is provided for hints or messages for the operator, generated by the according script of the actual processed project. C U S T O M W I N D O W ( M Y B A T C H E S ) If the Custom window is enabled, it appears at the bottom of the main application window by default when you start the application. This window displays the list of batches to be validated. You can undock the Custom window and place it anywhere within your work space according to your needs. To undock the window, either use the Drag&Drop function or right-click the right pane of the window to open a shortcut menu. On this menu, cancel the selection of Allow Docking. The window appears as a separate
18 window which you can move or resize. To dock it back, right-click the left pane of the Custom window and select Allow Docking on the shortcut menu. Drag and drop the window to the desired location on the screen. The Custom window consists of two panes arranged next to each other: Left pane Right pane NOTE: The list of batches will not be displayed in the Custom Window if you do not have administrator s rights for your machine. LEFT PANE OF THE CUSTOM WINDOW The left pane of the Custom window displays the list of batches to be validated short-cut menu providing a set of commands to be used during the validation process. THE BATCH LIST Data pertaining to each batch is displayed the following columns: Column Description Batch ID Displays the number of a batch. Batch Name Displays task's name that was entered in the SiteMap tab of the OpenForms360 route component during its configuration. If no task name was entered, you will see a file name (see chapter "Batch Name" of online help for OpenForms360 Components). Status Displays the current status of the batch, e.g. To Validate, Opened, Validated, Rejected etc. Change Time Displays the latest date and time when changes were applied to the batch.
19 Screen Layout SiteMap Displays the name of the SitMap project used to process the batch. User Displays the name of the operator assigned to the current validation project. You can sort the batches according to your needs by applying custom filters available in OpenForms 360 Options dialog box. This dialog box allows you to write your own sorting filters. BATCH LIST FILTERING OPTIONS Filtering options are accessible from the OpenForms360 Options dialog box. To open this dialog box, open the Tools menu of the application and click OpenForms360 Options... In this dialog box select the desired filter from the list of the following available custom filters: Status <> 'Validated' Filter Description Hides the tasks that have the status "Validated" Status <> 'Validated' AND Status <> 'Rejected' Hides the tasks that display the status "Validated" and "Rejected". StatusChangedTime >= '12/01/2006' AND StatusChangedTime <= '12/31/2006' Displays the tasks that were changed during a particular period of time. Define the time frame by typing in the appropriate dates between ">" and "<". SiteMapFile like '%MyDSPProject10.sitemap' Hides the tasks that belong to a project that you define by typing the name of the project after the % sign. GeneralName like '%.tif' Displays only TIFF images.
20 ADObject like '%user1' Displays tasks being worked on by a particular user. Type in the name of the user after the % sign. None Displays all task in the list. Add ImageID >400 AND ImageID <500 Displays tasks ID between 400 and 500 To see only those tasks that are only available to you, select the Show only tasks not being worked on by another user check box. THE SHORT-CUT MENU If you right-click the left window pane, a shortcut menu with the following commands appears: Command Name Validate and Load Next Description Select this command if you want to close the currently loaded document, save the possible changes, and open the next batch in the list. Reject & Load next Select this command if you think that the document you have loaded for validation is a wrong one and you would like to close it and open the next document in the list. Load to Validation Loads the previously selected batch to the Image Window. Save Changes will be saved to the XML file generated by the OpenForms360 engine. The document will remain open. However, you will not be able to
21 Screen Layout proceed with validation. To continue your validation process you will have to select a different command for this batch. Validate and Save Changes will be saved to the OpenForms360 engine-generated XML file while the image itself will be stored in the Processed folder if you specified one during the configuration of the OpenForms360 capture component. The document will be closed; the batch in the list will display the status "Validated". The document will be retrieved by the OpenForms360 capture component and passed on to the next workflow component for further processing. Validate without Saving Changes will not be saved to the OpenForms360 engine-generated XML. The document will be closed; the batch in the list will display the status "Validated". The document will be retrieved by the OpenForms360 capture component and passed on to the next workflow component for further processing. Reject The document will be closed, and the batch in the list will display the status "Rejected". The document will not be retrieved by the OpenForms360 capture component and passed on to the next workflow component for further processing. Hold and Save The changes will be saved, and the batch in the list will display the status "On Hold". The document will not be retrieved by the OpenForms360 capture component and passed on to the next workflow component for further processing. Hold without Saving The changes will not be saved, and the batch in the list will display the status "On Hold". The document will not be retrieved by the OpenForms360 capture component and passed on to the next workflow component for further processing. Refresh Select this option to get the latest view of the batch list. RIGHT PANE OF THE CUSTOM WINDOW The right pane of the Custom window has an informative function and provides two pieces of information pertaining to the currently selected batch: Full Project Path - the location of the SiteMap project used to processe the currently opened batch.
22 Confidence Levels - the user-defined value of the confidence level defined during the configuration of the OpenForms360 route component (see chapter "Use Validation" of OpenForms360 online help). Confidence levels for individual fields appear as a tree structure in the Confidence Levels section of the right pane Custom Window. Clicking a confidence level value locates the respective document field in the Project Explorer view window of the application.
23 C O N N E C T I N G T O T H E OP E N F O R M S S E R V E R To connect to the OpenForms 360 server, configure the connection options via the OpenForms360 Connection Options dialog box. O P E N F O R M S C O N N E C T I O N O P T I O N S To open the OpenForms 360 Connection Options dialog box, open the File menu and select OpenForms 360 Connection Options. In this dialog box complete the following steps: 1. Enter the server URL in the OpenForms360 Server URL field. If you do not have the required URL, consult your system administrator. 2. Click Check to verify the correctness of the URL entered. If your settings are correct, the following message will appear under the OpenForms360 Server URL field: Connected as: <domainname>\<user>. 3. Select the appropriate method of authentication. Consult your system administrator to find out which method is used. 4. If you selected the Username/Password authentication method, enter the correct log-in information in the activated Domain/Username and the Password fields. 5. Click OK. The program will remember this configuration and use it next time to connect to the server. To view the batch list next time, you will only have to click Connect in the File menu of OpenForms360 Validation. 23
24 L O A D I N G A B A T C H T O T H E I M A G E W I N D O W There are two ways to load a batch to the application: semi-automatic batch loading manual batch loading S E M I - A U T O M A T I C B A T C H L O A D I N G After establishing a connection to the OpenForms360 server, you can start validating the documents by simply clicking the Validate and Load Next button on the Custom toolbar. The first batch will be loaded to the Image Window automatically. To close the document, save the possible changes, and load the next batch in the list, click Validate and Load Next button on the add-in toolbar. If you think that the document you have loaded for validation is a wrong one and you would like to close it and open the next document in the list, click the Reject and Load Next button on the OpenForms360 Access toolbar. Note that this command will load the next document in the list which might not necessarily be the one of your choice. To be able to validate a specific document from the list, load the document manually. M A N U A L B A T C H L O A D I N G Unlike semi-automatic loading, manual way of loading a batch allows you to load a specific document from the tasks list. To load a document manually, select the desired task from the list of tasks and rightclick it. On the shortcut menu, click Load to Validation. The selected document will be loaded to the Image Window of OpenForms360 Validation; the task will display the status "Opened". You can also reject an open document manually by clicking Reject on the shortcut menu. The currently opened document will be closed. 24
25 U S I N G T H E M O U S E ( S N A P I T ) O V E R V I E W SnapIt, is a tool designed to speed up document post-processing. SnapIt turns the mouse into a convenient device for efficient manual data entry. With the support of intelligent software that can distinguish OCR results, the mouse is redeeming itself as a data entry tool for error handling of recognition results. The patented SnapIt technology allows users and data entry professionals to capture data from free-form documents such as invoices and purchase orders. Many operating functions are intertwined in the SnapIt technology. They are all built around the fact that the error handling software not only displays an image of the document, but can also distinguish the results of the recognition process. SnapIt reverses the traditional data entry paradigm. When capturing free-form documents such as invoices, what counts is not how fast you can type in the characters but how fast you can locate the information on the document. This is the point where SnapIt kicks in. The important difference to traditional validation of handwritten forms to validation of machine printed business documents is that the challenging task on business documents is to locate the relevant data rather than capture it correctly. Locating the data can be done very intuitively by pointing to it with the mouse. SnapIt comprises the following features: Zone and Capture: This function allows to import selected characters or words into the corresponding data field by drawing a box around them with the mouse. Pick a Word: This function allows to import selected characters or words into the corresponding data field by clicking at them with the mouse. Multi-Selection: This function allows to capture several words by clicking at each word with the mouse. Data Type Locator: This function highlights all recognized fields of a selected field type on the document, e.g. all date or amount fields. This allows the user to control the extracted value or to find and capture the correct value quickly. Table Auto-Completion: This function allows to read a complete table automatically after the first row has been captured manually. Zoom-in Pointer: The zoom-in pointer allows to enlarge the region surrounding the mouse cursor. Thus it is possible to show the complete document or a great part of it in the image window in order to have a good overview and to enlarge any details, that are too small to read, quickly using the zoom-in pointer. This can save much time normally used for zooming or scrolling of the image. Zooming and Scrolling: Using the mouse wheel together with function keys allows fast zooming and scrolling. 25
26 T H E T O O L T I P If SnapIt is active, the mouse cursor shows a tool tip, when the mouse is positioned in the image window. The tool tip shows the name of the current field as title. Normally, when the mouse is not positioned over text, the current value of the field, as it is displayed in the Edit window, is shown on dark blue background. The dark blue background signifies that the tool tip shows the current value of the selected field: Always when one of the SnapIt features is used to select characters or words, the tool tip shows the currently selected text, that may be captured, on gray background. Gray background color always signifies that the tool tip does not show the current field value but selected data that could be used to replace the current field value. In the following example Pick a Word is used. The mouse cursor is positioned on a text string here a number. The selected word is highlighted in orange and the value read by character recognition is shown in the tool tip on gray background:
27 Using the Mouse (SnapIt) A mouse click would now replace the field s value. A double click would enter the value and switch to the next field. SnapIt provides two different modes that can be selected using the option Multi-Selection on demand. In standard mode, when the option is marked, multi-selection is disabled and can be used only by pressing the Shift key. Standard mode is the default after OpenForms360 Validation has been installed for the first time. In multi-selection mode the function is always enabled. Several functions and shortcut keys work differently in these modes. Therefore they are described in separate sections. The following sections first describe general functions that are independent of the mode you work with. G E N E R A L F U N C T I O N S E D I T I N G W I T H T H E K E Y B O A R D At any time the value shown in the tool tip can be edited. If you enter a character or use the F2 function key, the tool tip will be replaced by an edit window. If you open the edit window by entering a character, the character will replace the previously selected string. In the following example a digit has been entered in order to capture a new value using the keyboard:
28 If the F2 key is used, the edit window opens and the previously selected value can be edited: Another method to enter edit mode is using the Alt key while you capture data with the mouse. While the left mouse button is kept pressed to capture text that has to be edited, press the Alt key and then release the left mouse button. The edit window opens with the captured text. The command Edit Value in the context menu of the image window opens the edit window with the current field value.
29 Using the Mouse (SnapIt) D A T A T Y P E L O C A T O R This function highlights all occurrences of a special data format on the document, e.g. all amounts or date values. This often allows to locate the correct value on the document quickly. In the following example the currently selected field for the invoice date is empty and all date values on the document are marked: Note: The Data Type Locator can be used only if the application provides the necessary data for the respective field. T A B L E A U T O - C O M P L E T I O N This function allows to capture a whole table with a few mouse clicks. To be able to use table autocompletion, capture all relevant columns of the first table row. Add a table row using the command Insert Row Above of the context menu of the Edit or Image window. Then go to the first table row, i.e. the first row containing data, not the header line of the table. Capture the table cells of all required columns. The captured cells of the first row specify the columns that will be completed. Then use the command Table Auto-Completion in the context menu of the image window. The following example shows Validation in table mode and an invoice table that has been prepared for automatic completion:
30 The remaining table rows are then filled automatically: While capturing the cells of the first row, please take into account: At least two cells must be captured. You should only use cells that occur in all or most table rows. A table cell may consist of several lines of text.
31 Using the Mouse (SnapIt) If the result is erroneous, e.g. because a column has been forgotten, the command Clear Table Keeping First Line allows to take back the changes. While capturing complex tables, especially tables where not all rows have the same structure, you can capture several table rows before calling table auto-completion or you can capture a row with differing structure, that was not found in a first auto-completion run and start table auto-completion a second time. The following example again shows OpenForms360 Validation in Table mode with a table where the cells of a table row stretch over several text lines. The first table row has already been captured so that Validation is ready for table auto-completion: Table auto-completion yields the following result:
32 As you can see, all rows that have the same structure as the first row were found. But the table contains additional rows that have a different structure and where some cells are missing. To add these rows, add a new row after the first row and capture the second table row. Afterwards call table auto-completion a second time: This yields the following result:
33 Using the Mouse (SnapIt) Table auto-completion now found all rows of the second format and inserted them at the respective position. The table is now complete. Note: By default, only certain rows are displayed in the table grid and uncertain rows will not be deleted when the command Clear Table Keeping First Line is used (when this command has been used, the command Table Auto Completion will be disabled). To be sure to delete all rows, first use the command View All Rows in the context menu of the table grid and then use the Clear Table Keeping First Line command. Another way to proceed is: Use the command Clear->Table; this will delete all rows (certain and uncertain) of the table. As next step add a table row (Insert Row Above/Below) and continue with the functionality of table auto-completion. Z O O M - I N P O I N T E R The zoom-in pointer shows the neighborhood of the mouse cursor enlarged in a separate zoom-in pointer window. This makes it easier to recognize small details without having to enlarge the complete document. The zoom-in pointer has two different modes that can be switched using the context menu of the image window. If the zoom-in pointer is set to the mode Hide, it appears only while the right Ctrl keys is kept pressed. The window replaces the tool tip. It is always shown at the mouse position and moves together with the mouse:
34 While you keep the right Ctrl key pressed and the zoom-in pointer is shown, you are still able to capture data with the mouse using Pick a Word or Zone and Capture. The respective highlighting will now appear in the zoom-in pointer window. Only the tool tip is not visible: If the mode is switched to Show, the zoom-in pointer window is shown as a normal window at a fixed position. Thus you are able to work in the image window with the normal document view and at the same time see the enlarged surroundings of the mouse position in a separate window. Position and size of the window can be changed. To change the window size, draw one of its corners with the mouse. To change the position, go to the title bar of the window with the mouse and move the window to the new position. It can be placed anywhere on the screen:
35 Using the Mouse (SnapIt) In this mode the mouse position is indicated by crosshairs. The crosshairs can be removed by switching off the option Zoom-in Pointer: Show crosshairs in mode Show. If you work in mode Hide and are not satisfied with the size of the Zoom-in Pointer window, switch to mode Show temporarily using the context menu of the image window. In mode Show you can then adapt the window size by drawing a window corner with the mouse. In mode Hide, the window will now also appear in the modified size. Note: If you close the Zoom-in Pointer window by clicking on the respective button, the mode is switched to Hide implicitly. Therefore you will again have to change the mode to Show to reopen it. Z O O M I N G A N D S C R O L L I N G The mouse can also be used for fast zooming and scrolling in the image window: For zooming use the mouse wheel while the left Ctrl key is pressed. For vertical scrolling use the mouse wheel without function keys. If the current document consists of several pages vertical scrolling will also switch to the previous or next page. For horizontal scrolling use the mouse wheel while the Shift key is pressed. C A P T U R I N G D A T A I N S T A N D A R D M O D E SnapIt works in Standard Mode if the option Multi-Selection on demand is marked. In this mode a mouse click will capture data that will replace the previous field value. To be able to capture several text strings one after the other, Multi-selection must be enabled temporarily with the Shift key.
36 P I C K A W O R D ( S T A N D A R D M O D E ) When the mouse is positioned over text, the selected area or word is highlighted in orange and its value is shown in the tool tip: A single mouse click will enter the shown value into the current field. A double click will enter the value and switch to the next field. To enter several neighboring words, press the left mouse button and move the mouse over the desired words. The words will be marked and shown in the tool tip: As soon as all words are marked, release the mouse button and the selected words will be entered into the field:
37 Using the Mouse (SnapIt) In order to switch to the next field just double-click into an empty area of the document or press Return. If the captured text needs to be edited, just press the Alt key before releasing the mouse button in order to enter edit mode. When you have already released the mouse button, you can still enter edit mode with the function key F2. To capture a word and switch to the next field, just point to a word and press Return. Z O N E A N D C A P T U R E ( S T A N D A R D M O D E ) Several words or a whole block of text can be captured easily by drawing a rectangle around the text using the mouse while the left mouse button is kept pressed: As soon as the mouse button is released, the captured text is entered into the current field. In order to switch to the next field just double-click into an empty area of the document or press Return. If the captured text needs to be edited, just press the Alt key before releasing the mouse button in order to enter edit mode.
38 Sometimes it is difficult to use Zone and Capture because Pick a Word always becomes enabled when the mouse cursor is positioned over text. In these cases just press the left Ctrl key. The mouse cursor changes to crosshairs, and Pick a Word is disabled until the key is released. Now you can draw a rectangle without problems: M U L T I - S E L E C T I O N ( S T A N D A R D M O D E ) With Multi-Selection, several words for a single field can be captured more comfortably by clicking on each word with the mouse. To be able to use Multi-Selection in standard mode you must keep the Shift key pressed while the required text strings are captured. While the Shift key is kept pressed, all strings that are captured using Pick-a-Word or Zone and Capture are highlighted in the image window and added to the selection in the tool tip: To remove an item from the selection that has been added erroneously, just click on it again keeping the Shift key pressed. When you release the Shift key, the selection will be added to the field value:
39 Using the Mouse (SnapIt) Note: Before you release the Shift key, the mouse button must be released. Otherwise the data will not be entered into the field value. To switch to the next field just double click into an empty area of the document afterwards. D E L E T I N G T H E S E L E C T I O N I N T H E T O O L T I P While the mouse button or the Shift key is kept pressed, the selection in the tool tip can be deleted with the Esc key. The tool tip will again show the field value, so that the field value is not changed when you release the respective button. C A P T U R I N G D A T A I N M U L T I - S E L E C T I O N M O D E SnapIt works in Multi-Selection Mode if the option Multi-Selection on demand is not marked. In this mode captured data will be added to or removed from the field value. In order to replace the field value, Multi-Selection must be switched of be pressing the Shift key. P I C K A W O R D ( M U L T I - S E L E C T I O N M O D E ) To add a string to the field value, just point to it with the mouse. The word becomes highlighted and the corresponding character recognition result is added to the tool tip:
40 A single mouse click will now add the word to the field value: To switch to the next field, capture the last word with a double click or, after having captured the last word with a single click, just double click on an empty area of the document. In a similar way you can add several words in a single step. Just position the mouse over the first word. When it becomes highlighted, you can then draw the mouse over the selected words. The words become highlighted and appear in the tool tip: When you release the mouse button, the words will also appear in the field value. In order to replace the field value, Multi-Selection can temporarily be disabled. Just press the Shift key, select one or more words with the mouse and release Shift and mouse key.
41 Using the Mouse (SnapIt) Z O N E A N D C A P T U R E ( M U L T I - S E L E C T I O N M O D E ) Several words or a whole block of text can be added easily by drawing a rectangle around the text using the mouse while the left mouse button is kept pressed: As soon as the mouse button is released, the captured text is added to the current field. In order to switch to the next field just double-click into an empty area of the document. If the captured text needs to be edited, just press the Alt key before releasing the mouse button in order to enter edit mode. Sometimes it is difficult to use Zone and Capture because Pick a Word always becomes enabled when the mouse cursor is positioned over text. In these cases just press the left Ctrl key. The mouse cursor changes to crosshairs, and Pick a Word is disabled until the key is released. Now you can draw a rectangle without problems: In order to replace the field value, Multi-Selection can temporarily be disabled. Just press the Shift key, draw a rectangle with the mouse and release Shift and mouse key.
42 D E L E T I N G T H E S E L E C T I O N I N T H E T O O L T I P ( M U L T I - S E L E C T I O N M O D E ) To delete an erroneously captured item in Multi-Selection Mode is quite easy. Just click on a captured word on the document and it will be removed from tool tip and field value. While the mouse button or the Shift key is kept pressed, the selection in the tool tip can be deleted with the Esc key. The tool tip will again show the field value, so that the field value is not changed when you release the mouse button. T Y P I C A L U S E O F S N A P I T F U N C T I O N S When you start capturing data with the mouse you will need some time to get used to the functions of SnapIt. This section gives some tips that should make it easier to become familiar with the Standard mode of SnapIt. When working with SnapIt you should concentrate on the image window most of the time. When you have found a value that is a word or is marked by the Data Type Locator function, move the mouse over it and when the value is shown in the tool tip, double click with the mouse to capture the value and switch to the next field. In order to capture several words move the mouse to the first word and mark the requested words by drawing the mouse over them while the left mouse button is pressed. When the mouse button is released, the marked words are entered into the field. A double click into an empty area switches to the next field. In order to capture only a part of a word, just draw a box around the requested characters. When the mouse button is released, the marked characters will be entered into the field. To switch to the next field just double click into an empty area of the document. To prevent the Pick a Word function from marking the whole word while drawing the box, the function can be temporarily disabled by pressing the Ctrl key. If you point on a word to use Pick a Word, but the value shown in the tool tip is not correct, press the F2 key to enter edit mode. Correct the word and press Enter. Then double click into an empty area to switch to the next field. If you have marked words during Zone and Capture but the words in the tool tip contain errors, release the mouse button and press the F2 to enter edit mode. In order to capture a table, just capture the cells of the first table row in the same way as normal fields. When the last cell is captured and the table row is complete, a context menu appears. Clicking on Table Auto-Completion will capture the rest of the table automatically, clicking on Accept Table switches to the next field.
43 Using the Mouse (SnapIt) S N A P I T O P T I O N S The Options command in the Tools menu and in the context menu of the image view contains several options and parameters controlling SnapIt functions. If the option Single Click Entry Enabled is not marked, most SnapIt functions are not available. Only zooming and scrolling with the mouse wheel still work. If the option Zone And Capture: Reduce box is marked the box drawn around text (Zone and Capture function) is implicitly clipped so that it just contains the captured text but no white margin. If the option is not marked the box drawn by the user is not changed. The option Multi-selection on demand allows to switch Multi-Selection on and off and to change the function of the Shift key. If the option is not marked Multi-Selection is enabled and can be switched off temporarily by pressing Shift. If the option is marked Multi-Selection is disabled and can be switched on temporarily by pressing Shift. The Zoom Factor option specifies the zoom factor of the Zoom-in Pointer. The option Zoom Factor Additive controls the behavior of the zoom-in pointer window, if zooming is used on the image window. If the option is marked the zoom factor of the zoom-in pointer adapts to that of the image window. Thus the representation in the zoom-in pointer window will also enlarge, if the image window is enlarged. If the option is not marked, the zoom factor of the zoom-in pointer has a fixed value. The option Zoom-in Pointer: Show crosshairs in mode Show specifies, whether crosshairs are shown in the zoom-in pointer in mode Show. The option Tooltip font allows to change font and size of the tool tip text. A click on the button opens a dialog box that allows to change the respective parameters. The example text in the option line is always displayed with the current font settings If the option Show table name in tooltip is marked, the tool tip title shows table name, row number and column in the format TableName [RowNo] -> Column. If the option is not marked, the tool tip title has the format Column [RowNo].
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