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1. To show help messages on the Help palette 1 Select the cell 2 Choose Cell gt Help or press the Cmd key combination The Help palette appears 3 24 Filling Out Forms Service Starts must match date when IEP was signed or when related service was added To display the Balloon help 1 Choose Help gt Show Balloons and point at the cell of interest A balloon appears showing the cell s help message S Erter Hi terra HF Waki ieme e Cae aperi A 0 Hal 20 md caoiir To turn off the Balloon help choose Help gt Hide Balloons Check Formulas and the Help Dialog As discussed in Data Verification a cell s check formula can append a message to the help message You might therefore see a different message on the help dialog depending on the value of the current cell When a check formula uses an alert or help message the message is added to the cell s custom help message The check formula message is separated from the cell s help message by a dashed line on the Help dialog The shipping charge must be between 2 and 10 dollars Enter the shipping amount in this cell The check formula message will remain part of the help message until you change the cell s value Filling Out Forms 3 25 Lookups The form designer can configure forms to look up information so that you don t have to Entering a part number on an invoice form for example could look up related inventory infor
2. 8 14 Record Management Add Columns Remove lohenn Column Titile Binnie nt d Intals Hide Totals Formats save Format Remouwe Format Sales by Month Unpaid inimii s Invoice Totals N ames of Record List formats To switch from one format to another simply choose the format name from the Formats submenu and Informed Filler will display the Record List in the appropriate format Removing a Record List Format To remove one or more Record List formats 1 Choose List gt Formats gt Remove Format to display the Remove Saved Format dialog box Remove Saeed Font 2 Select the formats that you want to remove and click OK Informed Filler removes the selected formats from the Formats submenu Record Management 8 15 Adding a New Record When you create a new untitled data document using File gt New Document Informed Filler automatically adds a new blank record ready for filling To add a new record to an existing data document 1 Choose Database gt Add Record Informed Filler will create a new blank record fill in any default values and auto incrementing cells then select the first cell on the form The new record is added after the last record in your data document It also becomes the last record in the collection 2 While the new record is active you can enter information to complete the form A small pencil in the collection information box indicates tha
3. Filling Out Forms Inserting and Removing Rows Occasionally you may want to insert or remove a row in a table that already contains information Informed Filler provides the Insert Row and Remove Row commands specifically for this purpose As an example consider the table of information shown in the following figure Part Qty Description Price Amount AU O03 3 Gadgets 79 23 237 69 Al 092 1 Light Bulbs 2 50 2 50 A 010 Light Switches 7 10 14 20 Suppose that you want to add a new row between items A0 032 and A0 007 1 Select any cell in the row containing item A0 007 2 Choose Edit gt Insert Row Informed Filler will move all rows starting at the one containing the current cell down by one then insert a blank row Pat Oty Description Price Amount Al 003 3 Gadgets 79 23 237 69 eree e AD 007 5 Light Sockets 3 49 1745 If the last row in the table already contains information Informed Filler won t let you insert a new row Instead you ll see this message Informed Filler Ei Tira Maret eaa Gf Una Labka a Cater Pied cel Ta carol ictal anolher i Before you can insert a row in a full table you have to clear the information on the last row To use the Remove Row command 1 Select any cell in the row that you want to remove 2 Choose Edit gt Remove Row Informed Filler moves the information in all remaining rows up by one row Filling Out Form
4. Suggestions scrolling list will show the correct spelling of surreal as an alternative When spell checking is completed and you ve dealt with any questionable words the Check Spelling dialog changes to show the Done button Click Done to return to the form window It s possible that changing the value in a cell by spell checking can cause an error based on the cell s check formula If this occurs Informed Filler will stop the spell checking operation and return you to the form window The cell with the invalid value will be selected and an error message might be displayed depending on the cell s check formula If the invalid value causes an error to occur in another cell on the form such as a calculated cell Informed Filler will alert you when spell checking is finished or in the case of checking multiple records when moving to the next record 6 6 Spell Checking Spell Checking From the Record List As explained in Chapter 8 Manipulating Records the Record List window displays records in a list making it easy to see the information for multiple records at a glance You can also perform spell checking on records displayed in the Record List S _ Invoices Record List Invoice No i Sold To 6 29 96 i John s Blue Sky Shop 6 29 96 i Clark Gas Supplies 7 14 96 Malkin s Bed amp Breakfast h 7 29 96 i pai s Books amp Beer 7 29 96 Strudel by Joan Erer ree
5. Document Management 2 15 To save a document as XML Qe AB SO TS Create a new data document or open an existing one Choose File gt Save As The Save As dialog appears Enter a name and location to save the file in Select XML File as the format to save the data in Specify which records to include by selecting an option form the Include drop down list Click Save Saving as TIFF Note The Save As TIFF feature allows you to save data records in the TIFF format To use the Save As TIFF feature you must have the SaveAs TIFF PDF plug in installed in your Plug ins folder To save a form record as a TIFF file 1 2 3 4 Open your data document and find the record that you want to save as a TIFF Choose File gt Save As to display the Save As dialog Enter a name and location to save the file in Select TIFF image as the format to save the data in then click Save When you select TIFF image the Include drop down list changes to Current record All other options are disabled You have a number of options for the way your forms are saved including Option Description Format 256 Color RGB CCITT G4 Fax Resolution 72 dpi 144 dpi 288 dpi Multipage Option to save multiple pages in a single TIFF file TIFFs Page Range Specify the page range Show Prefs Option to always show the preference settings before saving Settings for this feature can be modified throug
6. Filling Out Forms 3 3 clicked If you click a checkbox picture or signature cell you II see a bold blinking border inside the cell instead of a blinking insertion point Once you ve activated a record you can enter information by tabbing from cell to cell and typing or pasting values See Entering Information and Tab Order for more information Accepting the Current Record Note After you ve entered a new record or made changes to the information on an existing record you accept the record by pressing the Enter key on the numeric keypad The pencil indicator no longer appears and the current cell on the form is deselected If your Windows keyboard does not contain a numeric keypad you can press Control Enter If your Macintosh computer does not have an Enter key you can press Command Return If you choose a command such as Print or Close while a record is active Informed Filler automatically accepts the record before performing the command As you ll learn later in this chapter the form designer can create check formulas for the cells on a form A check formula is a formula that examines the value of a cell to check for errors When you attempt to accept a record Informed Filler checks for errors in order to prevent accepting an invalid record If an error is detected a beep will sound and the record will remain active with the invalid cell value selected Correct the mistake then press the Enter key onc
7. Mail Extended MAPI Microsoft Exchange Microsoft Mail Group Wise Eudora Pro v2 2 other MAPI compliant systems Mail SMTP SMTP compliant systems When addressing a form or specifying the recipients for a suggested route the dialogs that appear are specific to the type of e mail system that you re using Each mail system provides its own method for selecting recipients specifying a subject and choosing various send options Informed provides built in support for SMTP Simple Mail Transfer Protocol and displays its own address book and dialogs for addressing mail and selecting recipients See SMTP Mail later in this chapter for more information 10 10 Mailing Forms Macintosh Mail Plug ins On Macintosh Informed Filler comes with the Mail SMTP plug in to support SMTP compliant mail systems Informed displays its own address book and dialogs for addressing mail selecting recipients See SMTP Mail below for more information SMTP Mail The SMTP Simple Mail Transfer Protocol plug in allows Informed Filler to connect directly to your organization s SMTP server for sending forms over the Internet Addressing using SMTP When addressing mail using SMTP on Windows or Macintosh you ll see the following dialog gt Select Recipients Show nanes rom the Personal book T Hanss Duaa 5 let Elara Cashier You select a recipient from the Names list then click To CC or BCC to add the pe
8. Mail Preferences Informed Filler can send forms using a variety of different e mail systems You can use Informed Filler s Preferences command to specify your preferred mail system so that you re not asked to select which one each time you send a form To specify your preferred mail system 1 Choose Edit gt Preferences then click the Mail icon in the scrolling list The dialog box changes to show the Mail Preferences panel Preferences Hall Poe terres Suggested Routes 2 Click the Mail service drop down list and make a selection from the available choices The choices in the Mail Service drop down list correspond to the Informed mail plug ins you have installed in your plug ins folder If you select the User s choice option you ll be asked to select a mail system each time you send a form Mailing Forms 10 3 The Suggested Routes button allows you to define your own suggested routes for your completed forms See Suggested Routes later in this chapter for more information The Send Command When you send a form using Informed Filler s Send command Informed Filler automatically creates a file containing the record or records you want to send then attaches the file to an e mail message and sends it to the recipient To mail one or more records 1 2 Choose File gt Send If you have not previously specified your preferred mail system you ll be asked to sele
9. Record Management information You can even print the Record List to produce summary reports of your records For information on printing the Record List see Chapter 9 Printing Forms Contents of the Record List Information on the Record List is divided into rows and columns Each row represents one record Each column corresponds to one cell on the form You can choose which columns appear on the Record List and their order and alignment see Adding and Removing Columns The Record List always displays only those records in the current collection As you use commands that affect the collected records the contents of the Record List will change accordingly For example suppose that you use the Find command to find all invoices with a total amount greater than 500 After searching Informed Filler will replace the contents of the collection and therefore the Record List as well with those records found The information box near the lower left corner of the window indicates how many records are on the Record List Although Informed Filler allows you to show picture cells on the Record List the actual pictures themselves do not appear Instead if a picture exists for a particular record an X will show on the corresponding row on the Record List Therefore at a glance you can see which records have pictures and which do not Inventory Record List Bere Humber Deroin Picture Cat Trap i Boat Pota
10. The date shese te wath The dyta has rart bpa ered Binga Tt wae pired Chok here bo view the bierhi y gf the tigre Identify Dale Signer TIER here bo weer ify ihe trieg ibj of fie templile yeu are Surrently using and idenbify who suthertned It Perity Template More Info w Using the controls on the Verify Signature dialog box you can identify the person who signed the data you can verify the template you are currently using and you can display information about the template that was used when the data was originally signed To see the name of the person who signed the data 1 Click the Identify Data Signer button Informed Filler displays the person s name in a dialog 4 8 Using Digital Signatures a fied bg Lamy takony Certified bg cn ilibeid Cerparation CS EET C If you click the Verify Template button Informed Filler verifies your current template and displays the name of the person who authorized it You can also verify your template by choosing Edit gt Signatures gt Verify Template See Verifying Templates later in this chapter for details When a completed form is signed with Informed Filler information about the version of the template being used and the person who authorized it is included with the signature To view this information click the More Info button The Template Authorization dialog box appears plate Authorization fone fet ore thak
11. Fike raia iape Open Fikes of apes a Fle 1 Cancel 3 Select the file you want then click Open The file appears in the Attachments window Note If you hold down the Ctrl or Shift keys you can select multiple files at one time Attachments 5 5 Macintosh users will see a dialog similar to the one below a Pure bate Requisition Data tiie GA dente Cornparisan Data ata FA deste Foran Data Hiriari GA Petar o Authorization Daia tiie Ga sige iat bate nivbarge Oe Statement Gata 1iziarge Oe Tinne Steet Dara 1iz0d 1 Select the file s you want then click Attach The number of attachments appears below the paper clip icon on the form Extracting Files When a file is attached to a record the file s content is stored along with the record s data in the data document Before you can access an attached file you must extract the file Extracting a file places a copy of the file at a location that you specify on your hard drive To extract a file 1 Select the file in the Attachments window 2 Choose File gt Extract The standard Save dialog for your operating system appears Save Attachment As J Ei E Save ire C My Documente t 5 e ES 3 Enter a file name and select a location to store the file then click OK 5 6 Attachments Note You can extract multiple files at once by first selecting each of them in the Attachments window before choosing the Extract
12. Spelling Preferences 6 2 Spell Checking Your Forms 6 3 Spell Checking From the Record List 6 6 Annotation 7 2 Placing Moving and Removing Notes 7 3 Typing Recording and Playing Back Notes 7 4 Textual Messages 7 4 Voice messages 7 5 How Design Changes Can Affect Notes 7 6 Record Management 8 2 Collection of Records 8 2 The Record List 8 3 Contents of the Record List 8 4 Adding and Removing Columns 8 5 Changing a Column s Position 8 7 Changing a Column s Width 8 8 Changing a Column s Title 8 8 Changing a Column s Alignment 8 9 Selecting Records and Columns 8 9 The Current Record Indicator 8 10 Totalling or Averaging a Column 8 11 Showing and Hiding the Totals Line 8 13 Saving Record List Formats 8 13 Removing a Record List Format 8 14 Adding a New Record 8 15 Editing an Existing Record 8 15 Reverting a Record 8 15 Chapter 9 Chapter 10 Clearing a Record 8 16 Duplicating a Record 8 16 Finding Records 8 16 Match Options 8 18 Finding Words 8 19 Finding Dates and Times 8 19 Finding Names 8 19 Finding Boolean and Checkbox Values 8 20 Find Options 8 20 Indexed cells 8 21 Finding All Records 8 22 Sorting Records 8 22 Omitting Records 8 23 Browsing Through Records 8 24 Removing Records 8 24 Tagging Records 8 25 Adding Records to a Tagged Collection 8 26 Removing a Tag 8 27 Record Information 8 27 Printing Forms 9 2 Page Setup 9 2 Printing Forms 9 4 Print Op
13. instead of searching for an exact telephone number you might want to find all numbers that contain the area code 408 Or maybe you want to find all invoices with a total amount greater than or equal to 500 The Match option drop down list offers ten different matching options The following table lists each option with a brief description M atch O ptions Option Description starts with finds values that start with the text search value ends with finds values that end with the text search value contains finds values that contain the text search value is equal to finds values that match the search value exactly is not equal to finds values that do not match the search value exactly is greater than finds values that are greater than the search value is greater than or equal to finds values that are greater than or equal to the search value is less than finds values that are less than the search value is less than or equal to finds values that are less than or equal to the search value range finds values that are within a range of values All match options with the exception of range accept a single search value When you select range the Find dialog box changes to allow for two search values in Taie Brd rat Back cnc i in i iia 199 Date Shinpai With the range option selected Informed Filler will find all values that lie between and including the two search values The second s
14. then sends it to Sandy for approval Sandy then approves the form and sends it to John for final approval At this point the tracking information would detail the dates and times that the form was sent from Joe to Sandy and then from Sandy to John Since the last routing step shows that the form was sent from Sandy to John we know that John has yet to approve the form and forward it for processing To display the tracking status for the current record 1 Note Choose View gt Tracking Status Informed Filler will connect to the tracking database and retrieve the tracking information TE Form Tracking Shebos DATENT RECIPIENT ari Ard Dieta FRAT ihm Hep ee If your organization uses HTTP for tracking Informed Filler will launch your web browser and display the tracking information on a web page If no tracking information for the current record is found in the tracking database you ll see a message indicating so Each row on the Tracking Status dialog box corresponds to one step that the form has travelled Depending on how form tracking was configured you might not see all information in the width of the scrolling list If this occurs you can select any row in the scrolling list and click the Details button to display all information for that row Form Tracking 11 5 T Tracking Details DATENT 1955 05 13 RECIPIENT Joi Melson FEMME FOSS The Tracking Details dialog box includes the standard trac
15. typing the letter T selects the choice in the list but doesn t automatically display the value 0003 until you tab out of the cell Once you ve selected the correct choice press Tab to accept the selected choice and move to the next cell If you press Tab without selecting a choice Informed Filler leaves the cell blank and moves to the next cell 3 22 Filling Out Forms Editing a Cell s Choices Although you cannot edit or remove the original choices in a choice list you may add extra items to a cell s choice list provided that the form designer allows that action To add more choices to a choice list 1 Choose Cell gt Extra Choices to display the Edit Choices dialog box 2 To add anew choice type the entry in the text box below the scrolling list and click Add The new choice is added to the list in sorted order Although there s no practical limit to the number of choices a cell can have we recommend that you enter no more than 40 or 50 3 To change or remove an extra choice first select the choice by clicking it in the scrolling list the selected choice appears in the text box To remove the selected choice click Delete To change the selected choice type the new value then click Change 4 After you ve entered all choices for the selected cell click OK to dismiss the Edit Choices dialog box The next time you tab into that cell the choice list will show your extra choices
16. you can sign the form electronically using a digital signature A digital signature provides a means of later verifying the identity of the person who signed the form and the integrity of the signed data If approval of the form is necessary you can send the completed form to the appropriate person or place using electronic mail The process of entering and signing information sending the form to other people and if necessary approving the form continues until the form is complete and approved The completed form is then submitted electronically or printed The flexible nature of Informed makes it ideal for automating both simple and complex forms processes With the ability to easily exchange information between different forms and different applications the form designer can design a comprehensive forms system that combines and integrates many different types of forms and different applications Each contributes a particular feature or capability to the solution Form Tracking 29 For many types of forms processing involves routing the form from person to person for approval purposes Informed s built in form tracking capabilities make it easy for you to find out where a particular form is in the routing process Whenever you send a form Informed Filler connects to a central tracking database and records information including your name and the name of the recipient the form identification numbers that is the type of form a
17. 16 Finding Records 8 16 Finding All Records 8 21 Sorting Records 8 21 Omitting Records 8 22 Browsing Through Records 8 23 Removing Records 8 24 Tagging Records 8 25 Record Information 8 27 8 2 Record Management Record Management Informed Filler allows you to store and manipulate completed forms using its built in database You can enter new forms or change existing forms You can find duplicate remove print sort and total forms as well Chapter 3 explains how to fill out a form In this chapter you lI learn about storing and retrieving completed forms or records using the commands found in the Database menu You ll also learn about the Record List a powerful tool for listing and manipulating multiple records The List menu contains commands that let you to set up and customize the Record List to suit your own personal preferences For information about printing forms please see Chapter 9 Collection of Records The information that you enter to fill out forms is stored in form data documents Each form data document contains a database that can store the information for one or more completed forms The set of information such as name address phone number that you enter to complete a single form is called a record The record that you see in the form window is called the current record This is the record that you can edit by typing in each cell The current record is always a member of the current collection
18. 3 Template Information 2 3 Creating a New Data Document 2 4 The Recent Templates List 2 5 New Document Preferences 2 5 Setting Passwords 2 5 Opening a Data Document 2 7 Opening a Recently Used Data Document 2 8 Opening a Locked Data Document 2 9 Opening a Data Document in Use 2 9 Opening a Package 2 9 Opening an XML File Windows Only 2 10 Duplicate Template IDs 2 11 Missing Fonts 2 11 Closing a Data Document 2 12 The Auto Save Preference 2 13 Saving a Data Document 2 13 Saving Copies of a Data Document 2 14 Saving as XML Windows Only 2 14 Saving as TIFF 2 15 Saving as PDF 2 16 Collecting Data Documents 2 17 Updating a Data Document 2 17 Obtaining a New Template 2 17 ODMA Support Windows Only 2 18 How it Works 2 19 Creating and Saving a New Document 2 19 Retrieving an Existing Document 2 19 Filling Out Forms 3 2 Activating a Record 3 2 Accepting the Current Record 3 3 Entering Information 3 3 Font Size and Type Style 3 5 Display Only Cells 3 5 Entering Text 3 5 Entering Character Values 3 6 Entering Numbers 3 6 Entering Names 3 6 Entering Dates and Times 3 7 Century Wrap Preference 3 7 Entering Boolean Values 3 8 Entering Checkbox Values 3 9 Chapter 4 Contents Ill Entering Pictures 3 9 Reading Information From a File 3 9 Setting a Cell s Value for Multiple Records 3 10 Errors When Using the Set Value Command 3 11 Scrolling Fields 3 11 Memorizing
19. A Name Prefixes and Suffixes A 2 Index X 1 Introduction In this chapter Informed Filler 1 2 The Informed Filler Manual Set 1 3 About This Manual i 3 Conventions Used in This Manual 1 4 i 2 Introduction Introduction With the advancement of computer technology and forms software electronic forms offer an efficient intelligent and secure alternative to the traditional paper based forms systems used in many organizations Shana Corporation offers complete cross platform electronic forms solutions for each step in the paper forms process from the design stage to fill sign and send Informed Filler and Informed Designer together provide everything you need to design distribute fill route approve submit and track electronic forms Informed Filler In many organizations fill sign and send is the most common process for a form For example a purchase order form might be filled out signed by an approving manager and sent to the purchasing department to be entered into the organization s accounting or database system Traditionally this process has been performed using a paper forms system This manual will show you how anything you do with a paper form can be done faster more efficiently and more accurately with Informed Filler Informed Filler is a powerful tool for processing electronic forms or templates that have been created with Informed Designer Using Informed Filler you can elec
20. Exporting Records 13 7 Importing Records 13 12 Inside each chapter the main topics are highlighted in a gray bar like the one at the beginning of this section making it easy for you to quickly scan a page to find the topic of your choice Subsections for each topic are highlighted with a large bold font Note Introduction i 5 Notes Throughout this manual you ll see paragraphs of text highlighted in gray boxes with the label Note in the left margin These notes contain important information such as warnings reminders and specific conditions to be aware of The following example shows a typical note Important information about Informed Filler appears in highlighted gray boxes like this one Commands and Control Names When specific instructions on how to perform a certain task are given in this manual commands are shown in a different typeface from the rest of the text The name of the menu where the command is found is also given in each instance For example when learning how to attach files to a record you would read the following text To show the Attachments window 1 Choose View gt Show Attachments or click the paper clip indicator on the form window The names of controls such as buttons and settings on dialog boxes are always shown in single quotes For lengthy control names this helps to differentiate the control name from the text that surrounds it For example when setting preferences for Informed F
21. Filler might notice differences between the data and the template For example the template might contain a new cell for which there is no data in the data document Or maybe a cell s type has changed If differences are detected Informed Filler will update the data to match the template The time that it takes to update the data depends on the particular differences and the number of records in the data document You ll see a progress dialog box during the update process Obtaining a New Template Chapter 14 Form Template Distribution describes Informed s built in forms distribution features After designing a new form template the form designer can make the template available at one or more distribution centers Different types of distribution centers are supported including file servers and FTP servers Obtaining a new template from a distribution center is an easy process As explained earlier in Opening a Data Document it can be as simple as clicking Yes on a message dialog Informed Filler does the rest for you 2 18 Document Management The most common method of obtaining a new distributed template is by means of Informed Filler s New Data Document dialog box This dialog box appears when you choose the New Document command from Informed Filler s File menu New Date Prcument a Select fron te ienplvied bebe to ohe a tere aiy dia demerit 5 ifen an available Serrplete Clik Add gh Demy lite b
22. Opening an XML File Windows Only Note XML Extensible Markup Language provides a way of sharing both the format and data of a document over the World Wide Web intranets and elsewhere Informed allows you to save open import and export data documents as XML This is extremely useful if your organization uses both Informed Filler on the desktop and Informed Filler Java For example a form could be filled out with Informed Filler on the desktop and saved as an XML document The same document could then be opened by someone using Informed Filler Java and vice versa To open an XML file 1 Choose File gt Open The standard Open dialog for your operating system appears 2 Select the XML file and click OK You must have the appropriate template in your Template folder in order to open the document If you don t have the appropriate template Informed Filler will ask you to locate it Document Management 2 11 Duplicate Template IDs It is important that each of the templates in your templates folder have a unique template ID If two templates have the same template ID Informed Filler will not know which template to use when you open a data document or package with the same template ID If Informed Filler detects two or more templates with the same template ID it will select and use one of them and mark the others as duplicates Once a duplicate template has been marked it will appear with a small warning sign on Inf
23. Subject The subject of the mail message Mail Comment The body of the mail message Mail Enclosure The filename of the enclosure sent with the mail message By calculating a mail cell the form designer can have a formula automatically check for different conditions and automatically set certain parameters accordingly For example if a purchase order form needs to be sent to a supervisor for approval the form designer could calculate the Mail Send To cell so that the recipient of the form is based on the value of the purchase order Form Tracking If the form designer has configured the form template to automatically track forms Informed Filler will connect to the tracking server after the send process completes Depending on how form tracking was configured you may be requested to enter information such as your name and password when this occurs For more information about form tracking see Chapter 11 Form Tracking Mailing Forms 10 9 Mail Plug ins Mail plug ins allow you to send completed forms using an external electronic mail service Informed provideds plug ins for various mail systems on the Windows and Macintosh platforms Windows Mail Plug ins On Windows a single Informed mail plug in can provide access to multiple e mail systems as shown in the following table Plug in Name Mail Systems Supported Mail MAPI Microsoft Exchange Microsoft Mail Group Wise Eudora Pro v2 2 other MAPI compliant systems
24. Values 3 12 Tab Order 3 12 Filling Out Tables 3 13 Inserting and Removing Rows 3 14 Expandable Rows in Tables 3 15 Scrolling Tables 3 15 Using Buttons 3 16 Pages of a Form 3 16 The Work Page 3 16 Changing Pages 3 17 Intelligent Features 3 17 Calculations 3 18 Data Verification 3 19 Choice Lists 3 20 Selecting a Choice 3 21 Editing a Cell s Choices 3 22 Help Messages for Cells 3 22 Help Messages on Windows 3 22 Help Messages on Macintosh 3 23 Check Formulas and the Help Dialog 3 24 Lookups 3 25 Lookup Errors 3 26 Form Numbers 3 27 Form Number Errors 3 28 Using Digital Signatures 4 2 Signature Cells 4 2 Security Preferences 4 4 Signing Forms and Verifying Digital Signatures 4 5 Verifying a Signature 4 7 The Signature Icon 4 9 Automatic Verification 4 10 Working with Multiple Records 4 10 Verifying Templates 4 11 Logging Off Your Signing Service 4 13 Signing Plug ins 4 13 I Sign POP and I Sign IMAP 4 13 Configuring I Sign 4 14 Signing Forms with I Sign 4 14 Entrust 4 15 V Contents Chapter 5 Chapter 6 Chapter 7 Chapter 8 Crypto API for Microsoft CSP 4 16 Requirements 4 16 Signing 4 17 Signature Verification 4 17 Attachments 5 2 The Attachments Window 5 2 Windows and Macintosh File Types 5 3 Attaching Files 5 4 Extracting Files 5 5 Opening Attachments 5 6 Deleting Attachments 5 6 Attachments and Digital Signatures 5 6 Spell Checking 6 2
25. as well as the original choices Note When you add extra choices they are only available for the cell that you added them in In other words the extra choices will not appear in other cells even if they use the same choice list Help Messages for Cells Each cell on a form can display a custom help message created by the form designer The help message contains useful information or special instructions on filling in the cell Help Messages on Windows On Windows help messages are displayed in the status bar at the bottom of the Informed Filler window on the Help palette and in tip windows Filling Out Forms 3 23 To display the help message for a cell on Windows 1 Select the cell Any help message for that cell will appear automatically in the status bar at the bottom of the Informed Filler window Pacah o t 4a a Enbei a cedi card wae uredio pap fos tha spenta To view a help message in a tip window 1 Hover the cursor over a cell until the message appears mouse hovers here Enter fa wedt cand was used to gay for this espere a a a To display help messages on the Help palette 1 Click the icon at the bottom left corner of the Informed Filler window or 2 Choose View gt Show Help or 3 Use the Ctrl key combination The Help palette appears Enter your name here Le bx Help Messages on Macintosh On Macintosh help messages can be shown on the Help palette or in Help balloons
26. blank password you will be prompted to enter it when you attempt to open the document see Opening a Data Document 2 6 Document Management To set a password for a data document 1 Choose Edit gt Preferences then click the Security icon in the scrolling list The dialog box changes to show the Security preferences panel Dighal Siivteres Signatre Sarvik BA Diep lwy temp lie wuther kerikan whan verifying dats O Avtenitically verify signatures oe current rspord Ling off eee after E re af machin ye Data Decimendt Pepper Cae 2 Click the Set Password button The Set Password dialog box appears Set Password OOo Meee padiword Daniirm pureed l 3 Type the password in the New password text box then press Tab 4 Type the password again in the Confirm password text box then click OK If a password already exists you must enter that password in the Old password text box before entering the new password Document Management 2 7 Opening a Data Document To open an existing data document 1 Choose File gt Open The standard Open dialog for your operating system appears showing the last directory that you browsed SS he Ux Loak irc i ioed 3_0 B ct FE Data I Tracking Designer w PREL Wa Hele C Wartana am Der rar E pre Plug ins A ASIFONT File Fref hal sedition map al filer rsr _ Speting 38 scinippc dil U di i MA A
27. can lock this setting so that you cannot change it If the setting is locked you will not be able to choose a different setting Form Template Distribution 14 5 The distribution list for a template can include more than one distribution center The forms designer may have made the distributed template available at multiple distribution centers so that if operation of one center is interrupted the distributed template can be accessed at a different center When a revision check occurs Informed Filler will attempt to check the distributed template at the first distribution center in the list If this distribution center is inaccessible it will try the next center in the list and so on until the revision check is successful If Informed Filler is unable to connect to any of the centers in the template s distribution list a message will appear indicating so The message you see might be the one shown below or it might be a custom message specified by the form designer urbe Go acer Ghee repie ce bbeaed temp late ecu qc ke to cantina acing your cerrest vereion or cancel ageing Thr Tem late i in an abierpi be check for tew rantika inferred Filer waa Cancel Continue To skip the revision check click Continue Informed Filler will open and use your current version of the template To cancel opening the template click Cancel instead If a revision check occurs and Informed Filler detects that a new revision of
28. command For each of the selected files you ll see the Save dialog allowing you to specify the name and location of each file separately For Macintosh users with Mac OS 7 5 or later you can simply drag an attached file from the Attachments window to a place on your hard drive You can select and drag more than one item at the same time Opening Attachments To open an attachment 1 Click the paper clip icon to display the Attachments window 2 Double click the file to open it On Macintosh you can click and drag one or more attachments onto the desktop then double click each item for individual viewing Deleting Attachments To delete an attachment 1 Click the file in the Attachments window 2 Choose Edit gt Clear or press the Delete key If you re running a Macintosh computer with Mac OS 7 5 or later installed you can also delete an attachment by selecting it in the Attachments window and dragging it to the Trash Attachments and Digital Signatures A signature cell can sign all cells on a form or only certain cells Furthermore the form designer can configure a signature cell to sign attachments in addition to information in cells A signature that signs attachments includes the contents of any attached files with the data in cells that are signed when you sign a record That way the integrity of attached files can also be protected To see whether or not attachments are signed by a particular signature cell 1 Selec
29. distribution centers and selecting distributed form templates New Date Prcument a Sleek fron te denplvies bebe bo ohie a tee giy daia daen feet an available Serrplete form e Chak Aki gh Teme lite bi thd arte template bo goa berglag fale E Services CO Local Templates CO World Corp Templates Add Other Template Cancel Choosing Services from the drop down list reveals the distribution centers that correspond to the distribution center profiles installed in your distribution centers folder The details of selecting distributed templates can be found in Chapter 2 Document Management Once you ve selected a distributed template Informed Filler will copy it to your templates folder The template is then available for use to fill out and manipulate forms When you open a form data document Informed Filler examines the Template ID to determine which template is required to view and manipulate the form data It then searches your Templates folder for a template with a matching Template ID If the required template is found it is opened along with the data document If the required template is not found and distribution information is found in the data document Informed Filler will connect to the distribution center and obtain the template If the data document does not contain the distribution information needed to obtain the template you are presented with a dialog box similar to the New Data Docume
30. distribution 14 2 checking for revisions 14 4 overview 1 3 14 2 revision status 14 5 form tracking 10 8 11 2 described 11 2 overview 1 6 format of cells 3 4 forms entering information 3 3 H help on line 1 8 help messages for cells 3 22 hiding totals 8 13 how forms are designed 1 2 importing notes 13 12 importing records errors when 13 10 13 12 indexed cells 8 21 Informed data files 13 6 Informed documents 2 2 form data 2 2 form template 2 2 interchange 2 2 package 2 2 Informed Filler application location of 1 7 Informed folder 1 7 6 3 14 3 Informed Interchange files 13 6 Informed overview 1 2 Informed preferences 1 9 intelligent features 1 2 3 17 3 28 calculations 3 18 choice lists 3 20 data verification 3 19 form numbers 3 27 help messages 3 22 lookups 3 25 Interchange documents described 2 2 invalid digital signatures 4 11 I Sign 4 13 I Sign preferences 4 14 L language dictionaries 6 2 language options 6 3 Last 8 24 lookups errors performing 3 26 multiple matches 3 26 overview 3 25 M mail cells 10 8 mail preferences 10 2 mail service 10 2 suggested routes 10 3 mailing forms 10 2 data formats 10 4 mail cells 10 8 mail preferences 10 2 specifying recipients 10 4 suggested routes 10 5 manipulating records 8 2 match options 8 18 memorizing values 3 12 Microsoft CSP 4 16 moving folders 1 9 moving notes 7 3 Index X 3 multiple part pages 3 16 name cells entering 3 6 findin
31. document that resides on a locked disk or volume Informed Filler will warn you The eeisched file ic keked or regider on s lecked fick Cisnger cam bep phra aaky iting tee Ag Wiii qed Bie tp combina If you continue the data document will be opened as usual However you won t be able to save any changes made To save any changes use the Save As command to save the data document along with any changes made into a new file For more information about the Save As command see Saving Copies of a Data Document later in this chapter Opening a Data Document in Use You cannot open a data document that is already open for use by another user or application If you attempt to do so a warning message will appear The selected decemert csak rerl be opreed CH mrig be ini ure Said qa Ge he cashing jbg te gpn thee domei If you click OK another dialog box appears telling you that Informed Filler is waiting for the data document to become available When the document becomes available Informed Filler will open it automatically To cancel the Open command instead click Cancel Opening a Package A package document contains both a form data document and a form template document together in a single file The purpose of package documents is to be able to save mail or transfer completed forms or records along with the appropriate form template in a single document If a person sends you a form using e mail and
32. each cell Informed allows the use of nine different cell types The following table lists these types with examples Cell Types Cell Type Examples Text Business form 29 12345 123 Street A Big City Character 555 555 1212 02983 1283 Number 101 12 550 75 Name Mr John Smith Jones Mr Tom F Date 10 25 89 Wednesday November 8 1989 Time 14 20 03 15 04 PM Boolean Yes Picture GZ Signature r _ Parn Ann Hiire oct When you enter information into a cell the value you type or paste must be appropriate for the type of information that the cell holds For example you can t type a name into a cell that stores numbers If you enter an incorrect cell value Informed Filler will beep and select the value when you attempt to accept the record or tab to a different cell Associated with each cell type are a variety of formatting options that make it easier to enter information Rather than typing formatted values Informed Filler can do the formatting for you For example a cell might be formatted to display numbers with a currency symbol thousand separators and two decimal places of accuracy Informed Filler would automatically convert a typed value such as 1500 to the formatted value 1 500 00 Filling Out Forms 3 5 Font Size and Type Style The form designer specifies the font size and type style attributes used to display information in each cell on the form When you enter a value in a cell the informati
33. for distributing a form after it has been filled out You might find these instructions on the work page A place to put cells that should not print with the rest of the form You may need to enter or calculate cells that don t appear on the form but are required by other calculated cells For example you might find the employee wage rates for a check form on the work page When you fill out a form the work page functions like a numbered page You can Tab to cells on the work page and change their values When you print the form the work page doesn t print Changing Pages On multi page forms Informed Filler automatically changes pages when you tab from a cell on one page to a cell on a different page You can also use the page Tabs located along the top of the document window to change pages manually Werk Page Page 1 Page 2 Page Pagea Page Pagoa Page Page a To change from one page to another 1 Click the Tab that corresponds to the page you wish to go to If the form contains so many pages that all the Tabs cannot be displayed at once a set of left and right arrows will appear at the top right corner of the document window Click the arrows to move forward or backward between the excess pages Intelligent Features Informed s data intelligence features make it easy to fill out forms quickly and accurately With Informed Filler forms can automatically format calculate look up and verify data The fol
34. ins If the auto incrementing cell obtains its number from another data source you might be prompted for some information such as a name and password when the form number is requested This depends on the particular form number source and how the connection is configured The form designer can include the necessary connection information in the form template or leave it blank For example if the form designer did not include a user ID and password in the form template you might see a connection dialog when the auto increment is triggered Quvhittaker Preteen The exact appearance of the connection dialog varies depending on the type of form number source 3 28 Filling Out Forms In cases where the source of your form numbers is unavailable you can use the Assign Next Value command to obtain values at a later time For example suppose you re waiting at an airport while on a business trip and you want to fill out an expense form that gets its number from an Oracle database back at your office You can fill out the entire form except for the form number Then when you return to your office you can connect to your network and choose Cell gt Assign Next Value Informed Filler obtains the next available value from the Oracle database and fills in the cell on your form The Assign Next Value command is also used for cells that are configured to auto increment manually when you request a value To manually obtain the next ava
35. irabbi Motes Select the Current record or Collected records option If the form window is in front you can export either the current record or all records in the collection If the Record List window is in front you can export all records on the Record List or only those that are selected Esport Enpari Current record GD Erare Perard Liri ChCelteebed rpseeds C Gelee ted records only 5 6 7 Note Exchanging Information 13 9 Click one of the Export to radio buttons to specify whether you want to export into a new or append the information to the end of an existing file If you export records from the same form template using the same options on a regular basis you can click the Save Settings button and Informed Filler will remember the current settings on the Export dialog box The next time you choose the Export command the options will automatically configure according to the last saved settings Click Export to begin the export process If you re exporting to a new file you ll be asked to name the file and specify where to store it If you re exporting to an existing file you Il be asked to select the file to append the information to When you export records to an existing file Informed Filler doesn t check to make sure that the information you re exporting matches the information that already exists in the selected file Therefore you could for example accidentall
36. list can be found in Appendix A of this manual Entering Dates and Times Informed Filler makes it easy to enter dates and times Rather than typing a value in a particular format you can type a date or time in any format you like For example to enter the date January 1 1999 you can type jan 1 99 or 1 1 99 Informed Filler interprets what you type and formats the date or time value according to the particular formatting options of the cell To enter a date 1 Select the cell that you want to enter the date in 2 Type the date or 3 Choose Edit gt Insert Date On Macintosh Informed Filler will automatically enter today s date in the correct format On Windows Informed Filler will display the Date Picker allowing you to click and select the date you want Mon lus Wed Thu Fi Sa 1 2 3 am 6 3 i ji i amp if 18 1 of a B oh Ji Dadap Bra 2000 Century Wrap Preference Informed provides a preference to specify the treatment of dates that are entered with centuries of less than three digits The default setting is 1950 2049 Any entries made with two digits are interpreted to be between 1950 and 2049 For example 2 1 79 would result in Feb 1 1979 whereas 2 1 38 would result in Feb 1 2038 You can change the date range at any time 1 Choose Edit gt Preferences to display the General Preferences panel 3 8 Filling Out Forms Genscg Pretessncar D gek ka temple ednareabors bese hiene
37. name followed by the wild card symbol the name parts will be interpreted properly For example to find all names where the first name is John enter the search value John note that there s a space between John and The wild card symbol tells Informed Filler to ignore the last name when comparing name values To enter the wild card symbol type the asterisk key If you use an inequality match option is less than is less than or equal to is greater than or equal to or is greater than Informed Filler will compare the parts of two names in the following order last name first name middle name prefix then suffix When a name part in the search value is found that doesn t equal the corresponding part in the comparison value the match option determines whether or not the name matches the search value Finding Boolean and Checkbox Values Boolean and checkbox cells can take on one of two different values When you find records using a boolean or checkbox cell Informed Filler displays the two possible values on the Find dialog box For example if a boolean cell has the Yes No format style the Find dialog box will look like this Find in Iegueed fred wtart ves O Fo Rather than typing a search value simply select the value by clicking either of the two choices The only match option available is equals Find Options The Find options drop down list contains six
38. new versions of existing form templates can be more costly due to the frequency with which templates are revised This chapter explains the form template distribution features that are built into Informed Designer and Informed Filler Background Informed Filler allows form templates to be accessed either locally on your computer s hard disk or via a network file server The location that Informed Filler looks for templates is by default in a folder named TEMPLATE Windows or Templates Macintosh located in your Informed folder This location can be specified and changed using Informed Filler s Preferences command For more information please see Moving Folders in Chapter of this manual Storing templates locally means that you can use the templates any time even while disconnected from the network Storing templates locally however means that you must copy the templates that you want to use to your hard disk both when the template is first created and each time the template is revised Accessing form templates from a central file server simplifies distribution When a new template is designed the forms designer places the template in the appropriate directory or folder on the designated file server When a template is revised the existing template on the file server is replaced with the new one To fill out forms however you must have access to the file server How it Works When using Informed s built i
39. of the template is available but you can still fill out forms using the non current version The discontinued status refers to a template that has become obsolete and should no longer be used to fill out new forms To remind you of a template s current status the forms designer may configure the template to automatically display the status and status message whenever you request to add a new record The forms designer can also prevent you from adding new records to discontinued templates To see if a new revision of the template is available 1 click the Check for New Revision button Informed Filler will perform a revision check and advise you of the template s status informed rier O O E D Yar bra copy of Her bamoiala it up io dais 2 Click OK to close the message then click OK to close the Revision Status dialog Note If a new version of the template is available Informed Filler will advise you and ask if you want to download the new version A activating a record 3 2 Add Record command 8 15 Add To Record List command 8 6 adding anew record 8 15 alert dialogs 3 19 annotation 7 2 affects of design changes 7 6 exporting notes 13 6 importing notes 13 12 moving notes 7 3 placing notes 7 3 recording a voice message 7 5 removing notes 7 4 text messages 7 4 voice message playback 7 5 voice messages 7 5 attaching files 5 4 attachments deleting 5 6 extracting files 5 5 file types 5 3 overview
40. replaces the word and continues checking the form You can skip a questionable word by clicking the Skip button Clicking Skip passes over the word during the current spell check The next time you spell check the form without changing the questionable word Informed Filler will flag and display the word again To add a word to the dictionary 1 Click the Add button This feature can be very helpful if you have an uncommon name or an unusual spelling that you enter into a name or text cell For example the last name Brachi is not very common and is not recognized in Informed Filler s English dictionary Normally the word Brachi would be questioned when you spell check the form By adding the word to the dictionary Informed Filler accepts it as a valid word As mentioned previously when a questionable word is found Informed Filler provides a list of alternative spellings in the Suggestions scrolling list If the word you are looking for is not in the list you can check the dictionary for other alternatives For example if the word surreal was misspelled as cureal the scrolling list might show the following alternatives cruel cure all and churl Since neither of these are the correct word you can try to find other alternatives by changing the spelling in the Word text box and clicking the Check button If you change the spelling to sureal and click Check the
41. store in each cell as well as the desired formatting options Calculations choices lookups and other intelligent features are also added to a form This chapter describes how to fill out a form You ll learn how to enter information and use the variety of intelligent features that make it easy for you to fill out a form You can fill out new records or you can edit existing records For information about creating finding removing duplicating and sorting records see Chapter 8 Activating a Record Before you can change the information on a form you must activate the current record While a record is active you can tab from cell to cell and enter information by typing on the keyboard or pasting from the Clipboard The figure below shows a form that s inactive left and active right Wal Tuak Capion 1 Averta Of ii A 1 Aerian of the A Hew York HY 129 Seki Hear Yor HY 13 The small pencil in the collection information box see Collection of Records in Chapter 8 indicates visually that the record is active Notice that the Department to Charge cell is selected and ready to accept information The form on the left is inactive and therefore has no current cell To activate the current record 1 Press the Tab key or 2 Click any cell Using the mouse position the pointer over any cell then press the mouse button Informed Filler activates the record and shows a blinking insertion point in the cell that you
42. subject for the mail message You specify which records to send by selecting an item from the Send drop down list To send to a suggested route simply select the route then click Send If the suggested route is fully specified that is it includes one or more recipients Informed Filler automatically sends the record or records If no recipients have been specified for the suggested route Informed Filler will display the Send dialog box for the mail system used by the route After you select one or more recipients click Send When the send process completes Informed Filler displays a dialog box asking if you d like to save the recipient s you specified with the suggested route If you click Yes you will not have to specify the address es for that particular suggested route again 10 6 Mailing Forms Even if the form template has one or more suggested routes there might be instances where you want to send the form to someone or some place else For example if the supervisor you normally send forms to is away on vacation you might want to re route your form to his or her manager instead Click the Re Route button on the Send dialog box to specify a different address Again the Send dialog box specific to the mail system you use appears allowing you to address and send your form Adding Changing and Removing Suggested Routes Informed Filler allows you to define your own suggested routes for yo
43. submenu Informed Filler returns the records associated with that tag as the current collection Recalling a tagged collection is not the same as performing a find For example if you found 25 invoices over 100 and then tagged that collection as Invoices over 100 the tag only applies to those particular records If you add another 20 invoices over 100 to your data document and then choose the Invoices over 100 tag Informed Filler will reveal only the original 25 Adding Records to a Tagged Collection Often you might want to include additional records in a tagged collection Suppose that you ve processed all the expense forms for the month and tagged the collected records as Expenses 09 96 At the last minute the VP of Sales and Marketing submits one that had been forgotten After processing the extra form you ll want to include that record in your Expenses 09 96 collection To add records to an existing tagged collection 1 Perform a search to return the tagged records as well as the records that you want to add 2 Choose Database gt Tags gt Tag Records 3 Type the original tag name in the text box and click OK You ll see a message asking you to confirm if you want to replace the original tag with the new one the original collection plus the new records Record Management 8 27 Removing a Tag If you no longer require a particular tag 1 Remove it by choosing Database gt Ta
44. thd arte template bo eae bergle fale E Services CO Local Templates CO borid Corp Templates Add Other Template To obtain a template from a distribution center 1 Click the drop down list at the top of the dialog and select Services The list changes to show the distribution centers that correspond to the distribution center profiles found in your distribution centers folder named DISTCTRS on Windows Distribution Centers on Macintosh A distribution center profile is a file containing the information necessary to identify and connect to a distribution center See Chapter 14 for information about distribution center profiles 2 Select the center s name in the list then click Open The scrolling list changes to show the available templates 3 Select the template you want in the list then click New Informed Filler copies the distributed template to your templates folder and opens it creating a new untitled data document Once you ve obtained a new template from a distribution center Informed Filler will automatically notify you when a new version of the template is available For detailed information about how revision checking works and the various commands and preferences associated with template distribution please see Chapter 14 Form Template Distribution ODMA Support Windows Only Note Document Management 2 19 The Informed ODMA Open Document Management A
45. the Find dialog Record Management 8 17 Click to selecta cell ora column _ Purchase Ae Purc has Data Record Miary die 1 5 f i o a Hikes Rivers Gap 24 1 r 1 1 lt Hew Took HY L25 aT Menina Sep ea J ad Francis Crake gm 117 Pem irvin a 1i Francis Deky E0 Recer r Oseere dali then choose the Find command E praetor k The Find dialog contains a text box where you type the value or text you are looking for This value is called the search value The scrolling list contains the names of all cells on the form 2 From the srolling list select the cell in which you want Informed Filler to search Note If you select a cell on the form or a column on the Record List before choosing the Find command Informed Filler will automatically select the corresponding cell on the Find dialog box 3 After you enter the search value and choose the match and find options click Find to begin searching As Informed Filler searches the information box on the window in front displays progress information If no records match you ll see a message indicating that no records were found If at least one match is found Informed Filler will act according to your choice of find option see Find Options 8 18 Record Management Match Options Match options allow you to find exact matches partial matches or ranges of values For example
46. the current record 1 Choose Database gt Revert 2 Click OK for confirmation before completing the operation Clearing a Record To erase the information on a new or existing record 1 Choose Database gt Clear Record If the form window is in front Clear Record will clear the current record If the Record List window is in front the single selected record will be cleared instead If two or more records are selected at the same time the Clear Record command will be unavailable 2 Click OK for confirmation before completing the operation Like the Add Record command Clear Record automatically fills in the default cell values after clearing the record The form window is then activated for editing Note The Clear Record command does not clear any attachments or the values of auto incrementing cells Duplicating a Record Duplicating an existing record lets you avoid retyping the same information To duplicate a record 1 Choose Database gt Duplicate If the form window is in front Informed Filler will duplicate the current record If the Record List window is in front the single selected record will be duplicated instead Informed Filler does not allow you to select and duplicate multiple records on the Record List simultaneously Finding Records Informed Filler lets you perform a search on any cell with the exception of pictures and signatures To find records 1 Choose Database gt Find to display
47. through all records option to find the invoices for customers in New York Then find the invoices for customers in Boston using the add to collection option Informed Filler will add the records found to the collection The collection would therefore contain all invoices for customers in New York and customers in Boston omit from collection After it removes records from the collection Informed Filler will display the number of records that were found and omitted Since the collection must always contain at least one record Informed Filler will automatically perform the Find All command if you attempt to omit all records The Find All command places all records in the collection see Finding All Records Informed Filler warns you before performing the command go to first match in collection Unlike the first four find options this option does not change the contents of the collection Instead it searches for and reveals the first record in the collection that matches the search value This option is useful if you want to browse through a set of collected records Rather than using commands such as Next Previous First and Last to view each record individually you could use the Find command and the go to first match in collection find option Informed Filler finds the first record that matches and makes it the current record If the Record List window is frontmost you ll see the record selected select matches in R
48. was une when thee date ea arinaa shred The template thal Yeu are currently caring might be different The femplate I and retri mmber of your terplase are Cerrent template i Ee Pests TS Revision mimber The template D and resikan sumber of the template uted when thee Gale ae Grhgiillp signed are Criganal template ih 26 Pests Raviglen mimbi Glick here bo identity whe authorized Ihe terglate ened when the Gada war nged identify Original Authorizer oo The Template Authorization dialog box allows you to compare both the template ID and the revision number of the template you are currently using with those of the template that was used when the data was originally signed which may be different You can see the name of the person who authorized the template that was used when the completed form was signed by clicking the Identify Original Authorizer button Having access to the names of the people who authorized both templates is helpful if there is any discrepancy between the two templates Using this information you can quickly tell if either one of the templates was authorized by a person without proper authority Using Digital Signatures 4 9 If the Display template authorization when verifying data preference is turned off only the identity of the data signature the dialog box that appears when you click Identify Data Signer on the Verify Signature dialog box is displayed when you verify a sig
49. 26 Template Information 2 3 Tracking Details 11 5 Tracking Status 11 4 digital signatures automatic verification 4 10 showing signed attachments 4 4 showing signed cells 4 3 signature icon 4 9 signing attachments 5 6 signing date 4 6 signing multiple records 4 10 verifying 4 5 display only cells 3 5 distribution center profiles 14 3 distribution centers 2 7 2 18 14 3 described 14 2 distribution centers folder 1 8 Duplicate command 8 16 editing a record 8 15 entering boolean cells 3 8 check box cells 3 8 Index X 2 date cells 3 7 number cells 3 6 picture cells 3 9 text cells 3 5 time cells 3 7 entering checkbox values 3 9 entering information 3 3 Entrust 4 15 error checking 3 19 exchanging information 13 2 file formats 13 2 expandable rows in tables 3 15 export options by column 13 3 by row 13 4 exporting records 13 7 extra choices adding 3 22 extracting files 5 5 F file formats delimited text files 13 2 Informed data 13 6 Informed Interchange 13 6 filling out forms overview 1 5 filling out tables 3 13 Find Again command 8 21 Find All command 8 21 8 22 8 25 Find command 8 16 find options 8 20 finding all records 8 22 boolean values 8 20 dates 8 19 names 8 19 words 8 19 finding records match options 8 18 search value 8 17 First 8 24 fonts changing 3 5 changing size 3 5 changing type style 3 5 missing 2 11 form numbers 3 27 errors obtaining 3 28 sources of 3 27 form template
50. 5 2 signing 5 6 attachments window 4 4 5 2 auto save preference 2 13 auto shrink option 3 6 averaging 8 11 averaging columns 8 11 boolean cells entering 3 8 browsing through records 8 24 C calculation formula 3 18 calculations 3 18 cell name changing column name 8 9 cells Index auto incrementing 3 27 boolean 8 20 calculated 3 18 choice lists in 3 20 described 3 2 display only 3 5 3 18 entering 3 3 format of 3 4 help messages in 3 22 indexed 8 5 8 21 lookup 3 25 mail 10 8 memorizing values in 3 12 selected 3 3 signature 4 2 types of 3 4 century wrap preference 3 7 changing pages 3 17 changing the location of folders 1 9 character cells entering 3 6 check box cells 3 8 check formulas 3 3 3 11 3 19 3 24 6 5 checkbox 8 20 checkbox styles 3 9 checkbox values 8 20 checkboxes setting values for 3 10 choice lists 3 20 adding extra choices to 3 22 descriptive textin 3 20 selecting a choice 3 21 styles 3 20 Clear Record command 8 16 clearing a record 8 16 closing a data document 2 12 columns on Record List adding 8 5 changing alignment of 8 9 changing titles of 8 8 changing width of 8 8 Index X 1 removing 8 5 selecting 8 9 totalling 8 11 comma delimited text 13 2 commands Add Columns 8 5 Add Record 8 15 Add To Record List 8 6 Assign Next Value 3 28 Attach 5 4 Check Collected Records 6 4 Check Current Record 6 4 Check Selection 6 4 Clear 5 6 Clear Record 8 16 Close 2 12 Cut 7 4 Du
51. 555 1290 1 23 90 55 John Smith 408 555 1290 2 11 90 120 5 John Smith 408 555 1290 2 15 90 279 9 Notice that the text file contains three lines of data one for each row in the table The Name and Telephone cell values are repeated on each line If you export a record that contains more than one table the table with the most rows filled out determines how many rows are exported The following example shows how a record with two tables would be exported Name _Lohn Smith Telephone 408 555 1290 Name Telephone Date Amount Interests John Smith 408 555 1290 1 23 90 55 Golf John Smith 555 1290 2 11 90 120 5 Music John Smith 555 1290 2 15 90 279 9 Art John Smith 408 555 1290 Antiques John Smith 555 1290 Fishing Exchanging Information 13 5 In this example the table of interests contains more rows than the table of transactions The text file therefore contains five lines of data and not three The values of the Date and Amount column cells are left blank on the fourth and fifth lines As always the field cell values are repeated on each line The option to export tables by row is most useful when you re exporting information to a relational database application or a spreadsheet With relational databases the information on many forms is often represented using more than one related file If you were to store the form shown in the previous example in a relational database you might use three file
52. Capt Honorable Hon Cardinal Judge Chairman Justice Chairperson King Cancellor Knight Chaplain Lady Chief Lieutenant Lt Colonel Col Lord Commander Comm M Commodore Madame Congressman Cong Majesty Prefixes continued Full Prefix Major Marchioness Marquess Mayor Midshipman Minister Miss Mister Most Mother Mrs Ms Navy Of Officer Patriarch Pope President Prime Prince Princess Private Professor Queen Suffixes Full Suffix Junior Senior Esquire First Second Third Fourth Fifth B A B Comm B Ed B Sc C A C P A Abbreviation Maj Pres Pyt Prof Abbreviation Jr Sr Esq I II M IV V Appendix A Name Prefixes and Suffixes A 3 Full Prefix Rabbi Rear Representative Rep Reverend Rev Right Rt Royal Seaman Second Secretary Sec Senator Sen Sergeant Sgt Sir Sister Specialist Spec The Third Under Very Vice V Viscount Viscountess Warrant Yeoman Abbreviation Full Suffix D D S D V M JM LL B M A M B A M D M Ed M S P Eng Pharm Ph D R E T R N Abbreviation A 4 Appendix A Name Prefixes and Suffixes
53. Closing a Data Document 1 Choose File gt Close or click the window s close box The action that Informed Filler takes depends on the kind of document that you re working with and the work that has been done If you re closing a new data document that has not been changed the document is closed immediately If you re closing a new document to which changes have been made Informed Filler will warn you to save the changes Sawe changes bo niia Ce e e Click Yes to save the changes click No to close without saving changes or click Cancel to cancel the Close command and leave your document open for editing If you click Yes you ll see the standard Save dialog for your operating system Type a name for the new data document select a location to store it then click OK If you re closing an existing data document a document that was previously opened Informed Filler first checks to see if you ve made changes to the document If your data document has not changed since you last opened it then it s closed immediately without warning If you have made changes to the document Informed Filler will ask if you want to save the changes before closing Document Management 2 13 The Auto Save Preference You can also have Informed Filler save your data documents automatically when you close them To do this 1 Choose Edit gt Preferences then click the General icon i
54. Informed Filler User s Manual Shana Corporation 9744 45 Avenue Edmonton Alberta Canada T6E 5C5 Telephone 780 433 3690 Order Desk 800 386 7244 Fax 780 437 4381 E mail info shana com Web http www shana com Copyright Shana Corporation 2001 All rights reserved Informed Informed Designer Informed Filler the Informed logo the face of eBusiness and the Shana logo are registered trademarks of Shana Corporation All other trademarks are property of their respective owners Note Contacting Support i Contacting Support Shana Corporation has made every effort to make Informed Filler as easy and straight forward to use as possible However there are times when a feature or function does not seem to perform as expected In such cases Technical Support is available Technical support is available only to registered users of Informed software If you have not already faxed e mailed or mailed your registration form to us please have the following information ready or include it with your fax e mail when you contact Technical Support for the first time full name company name if there is one full address including office apt number street city state province country and zip postal code phone and fax numbers e mail address if available Also whenever contacting Technical Support please make sure you have or include the following information about your computer and software
55. MAP plug ins 1 Choose Edit gt Preferences to display the Preferences dialog 2 Click the I Sign POP or I Sign IMAP icon in the scrolling list and click the Set Preferences button The I Sign Setup dialog appears Le Sagn LSign POP Sem Leen O russ modico com POP Host ra wrcrkdcowp com L ox J come 3 Enter your user ID and host name in the text boxes then click OK Note If you do not specify your POP or IMAP host and user ID using the Preferences command Informed Filler will display the I Sign Preferences panel and request the information the first time you attempt to sign a form Signing Forms with I Sign To sign a form with I Sign 1 Choose Edit gt Signatures gt Sign The Logon dialog appears requesting that you log on to your mail system by entering a password Using Digital Signatures 4 15 Sign b Sign POP Logon Ue O ras mokema com Sewn Cancel 2 Enter your password then click OK If you ve logged onto your mail system successfully I Sign authorizes the form Once you ve logged on and signed a form Informed Filler remembers your password until you quit the application That way if you choose to sign a form again you can do so without having to enter your password With that in mind you should always log off your service if you re going to leave your computer unattended To log off from I Sign 1 Choose Edit gt Signatu
56. PI plug in allows you to link Informed Filler to any ODMA compliant document management application This arrangement combines Informed Filler s powerful form filling features with the organizational strengths of a document management system The ODMA plug in must be installed in your Plug ins folder How it Works A document management application is used to control and manage documents within an organization thus streamlining and speeding up the access and flow of information In a document management system each document is assigned specific labels such as a document name author and document type These labels make it easy to store search and retrieve information When the ODMA plug in is installed you can fill out forms with Informed Filler then save and retrieve the completed forms using your document management application s interface rather than storing your forms locally Creating and Saving a New Document You create a new form data document the way you normally would with Informed Filler 1 Choose File gt New Document The New Data Document dialog appears 2 Select the form template you wish to use then click New A form appears ready for filling 3 Fill in the form After the form is completed you can save it into your document management system right from within Informed Filler 1 Make sure your document management application is running 2 Choose File gt Save in Informed Filler Instead of the s
57. SIPORT ASR PODLLW2 DLL Fike renege l Coen Fies of poe ea Files Cancel 2 Select a data document then click OK If the data document has a password you ll be asked to enter it before Informed Filler will open the document Open Document When you open a data document Informed Filler first examines the document s Template ID Informed Filler then looks in your templates folder for a template with the same Template ID as that in the data document If found the data document is opened along with the template and displayed in a form window If your templates folder does not contain the needed template Informed Filler might attempt to obtain one automatically from a distribution center in your organization Chapter 14 Form Template Distribution describes Informed Filler s built in forms distribution features If the form designer has made the needed template available in one or more distribution centers and if the distribution information is available in the data document that you re attempting to open Informed Filler will display the message shown on the following page 2 8 Document Management Your Temgletes folder dese mat coster bee rpl required ba ppan Hie date decomest bul there appears be be one tio Gistribetion center Would yew The me he bry to get EF ji l Vea This message indicates that the template you need is available from an accessible distribution c
58. Shop 6 29 96 Clark Gas Supplies i 7414 96 i Malkin s Bed amp Breakfast i 7 29 96 i tee s Books amp Beer 7 29 96 Strudel by Joan z Erer reee _ Ia You can change which information is included on the Record List and its order and format according to your specific needs and personal preferences Each different Informed Filler user might want to format the Record List differently Since you can share templates among many Informed Filler users it is important that personal preferences like the format of the Record List be stored separate from the template itself For this reason Informed Filler maintains a separate preferences file for each template Template preferences files are stored in a folder named TMPLPRFS Windows or Template Preferences Macintosh This folder is found along with other items in another folder named PREFS Windows or Preferences Macintosh Like the templates folder the default location for the preferences folder that is the folder that contains the template preferences folder is inside the Informed folder The preferences folder contains other items in addition to the template preferences folder The Informed Filler user can store the preferences folder at its default location or at any other location For information about the other items found in the preferences folder see Where Everything Goes later in this chapter For details about moving the preference
59. XML Delimited Text Files A text file is divided into lines of information Each line contains one or more values each separated by a delimiter character A single value corresponds to one cell or field of information for example the invoice number on an invoice form Suppose that a form contains employee information consisting of the employee name number and salary The following figure shows what might be the contents of a text file that contains the data for three completed employee records Cell names merge format Name Number Salary Smith John 1092 34500 00 Thompson Karen 0019 37390 00 Dawson Bill 0420 44100 00 Comma delimiters Each cell value is separated from the next with a delimiter character An application that imports a delimited text file uses the delimiter characters to separate a single line into individual values Informed Filler supports the tab or comma delimiter characters Exchanging Information 13 3 Quote Characters Often cell values are enclosed within quotation marks This is particularly important if a delimiter character can occur within a cell s value For example in the previous figure the comma character separates the first and last parts of each name value Since the comma is also the delimiter character it s important that each name value be enclosed within double quote characters If quote characters were not used the last and first names would instead be inte
60. ains two scrolling lists The list on the left shows all cells on your form The list on the right contains the cells that will be included and their order when records are exported This list is initially empty You move cells from one list to the other by clicking the buttons located between the two lists Carte Gtk AI x Mowe AI All x Mowe AI To move a single cell from one list to the other select the cell s name in the list then click the Move button that points in the appropriate direction or double click the cell s name The cell is removed from the list in which it s currently contained and added to the other list Cells in the left list are sorted alphabetically Cells in the right list appear in the order that you move them to that list Clicking a Move All button moves all cells from one list to another 3 Select a data format from the Data Format drop down list Bata Format Erergetrmat C Uee gester 13 8 Exchanging Information If you select Tab delimited text or Comma delimited text you can further choose whether or not to use the merge format or quotes options If you check the Merge format checkbox Informed Filler will list each cell name on the first line of a new text file In order to import a text file of information some applications require that the merge format option be used If you intend to later import the exported data back into an In
61. ame ext format of DOS filenames That way if the recipient of the form or forms uses a Windows compatible computer the file attachment will have the correct file extension for use with Informed Filler Mailing Forms 10 5 Suggested Routes The form designer can pre configure a list of suggested routes for a form template Suggested routes are intended to provide guidance regarding the person or department that you might send a form to You can send a form to a suggested route or you can manually address a form to any person or place you like If the form template you re using has one or more suggested routes defined choosing Send displays a different dialog box Send Curre ni Record AeFoudle_ Flute Mame Fiecipients Uing J Send lot Apir Ter Bels Berry riein Mad SMTP Te Hatake Duhecns mhana Wig T Souness one cres A suggested route is a named step in the processing of a form The route name is intended to identify the step and instruct the user as to where the form should be sent For example a time card form might be filled out by an employee sent to a manager for approval and then forwarded to the payroll department To make it easy for each person in the process to know where to send the form next suggested routes named Send To Approving Manager and Send to Payroll could be added to the form template Also included with each suggested route are send parameters such as the names of recipients and a
62. and 1 Choose Edit gt Preferences and click the Folders icon to display the Folders preferences panel Preferences eee x Untomed 30 The location of the Informed folder is specified in the scrolling list at the top of the dialog The location of the Template folder and Preferences folder is assumed to be inside the Informed folder unless otherwise specified To specify a different location for any folder 2 Highlight the folder you want to relocate in the scrolling list 1 10 Overview 3 Click the Browse button A dialog appears allowing you to select a new location o ajeun iareind Poder oF k BY eed Pease TT E ry dase Be ete tarts b ij ari Paie A etree be I pre apes Loree bree Matija Keire ji he Tei 2 eS Cae Cie Care 4 Select a folder in the scrolling list then click Select Windows or Choose Macintosh Note Changing the location of a folder using Informed Filler s Preferences command does not automatically move the contents of the folder to the new location You must do this yourself While using Informed Filler if any of the Informed templates or preferences folders cannot be found at their expected locations you will see a dialog message indicating so The laformed folder lecebion ic ned eoecified or r inva Da gia wih ta beats HT You can look for the missing folder or cancel the operation If you click Locate a dialog box appears allow
63. and Tagging Records Informed Filler s Tag feature provides an easy way for you to identify unique collections of records so that they can be quickly recalled and viewed For example if you were processing a batch of expense forms and found that some of the expenses needed clarification before they could be paid you could mark those particular records with a tag such as Clarify before processing You could then process all the other expense forms first and easily recall the collection of tagged records later by choosing the tag name from a list To tag a collection of records 1 Find the records then choose Database gt Tag Records to display the Tag Collected Record dialog box 8 26 Record Management Note Tag Colleched Mecid 2 Type the name of the tag in the text box and click OK Your entire current collection will be tagged and the name of the tag will be displayed in the Tags submenu fag Records Remove fag Sept 96 Shipments Oct Y0 thipments In certain cases Informed Filler will automatically tag a collection of records for you For example if you submit a batch of records to your company database and an error occurs that prevents some of the records from being accepted Informed Filler will mark those records with a tag such as Records not submitted and insert the tag name in the Tags submenu To recall a tagged collection of records simply choose the tag name from the Tags
64. ar asking for permission to sign medium setting shown below a dialog will appear asking for a password followed by a dialog asking for permission to sign high setting See 3 400F 11 dade 04bG abo Signing data eth your pisate exchange key 2 In this case click OK to complete the signature Once the signature has been created it is placed in the signature cell and looks like the one below Gwy Selder Eri 1799 AJTHOREED BY Signature Verification To verify a signature 1 Double click on an already signed cell If the signature is valid the following dialog will appear 4 18 Using Digital Signatures 2 Click OK to dismiss the dialog Attachments In this chapter The Attachments Window 5 2 Windows and Macintosh File Types 5 3 Attaching Files 5 4 Extracting Files 5 5 Opening Attachments 5 6 Deleting Attachments 5 6 Attachments and Digital Signatures 5 6 5 2 Attachments Attachments With paper forms associated documents or information are often attached to a form using a paper clip Informed Filler provides this same capability by allowing you to attach electronic documents to electronic forms Any file regardless of its size or content can be attached to a record Although not visible on the form itself an attached file becomes part of a record just like the information in each of the cells and is stored with the record in the data document If you mail a record to anot
65. arch value Finding Names A name value consists of up to five different parts the prefix first name middle name last name and suffix Multiple prefixes middle names and suffixes are allowed A name value displays on your form according to the format of the cell in which it s stored When you type a name search value you can enter all parts or only certain parts of the name Like dates and times if you leave out a name part Informed Filler will ignore that part when it compares name values For example you could enter the search value Smith to find all names with a last name Smith whereas the search value John Smith would find all names with a first name John and a last name Smith If you type a name that consists of only one part Informed Filler will interpret that part as the last name If you type more than one part the order of each part is used to interpret the name If a comma appears next to the first part that part is assumed to be the last name A list of known prefixes and suffixes is used to help properly identify each name part This list can be found in Appendix A 8 20 Record Management If you want to find all names that have a particular first name you must enter the wild card symbol as the last name when you type the search value This is because as explained above if you type the first name alone Informed Filler will assume that it s the last name By typing the first
66. at value The next time you add a new record to your data document the memorized value is automatically filled in To memorize a value 1 Select the value in the cell 2 Choose Cell gt Memorize The value you are memorizing appears as part of the Memorize command in the Cell menu For example if you fill in the value Linda Green in the Name cell on your form the Memorize command displays as Memorize Linda Green when the cell is selected After choosing the Memorize command the name Linda Green will be automatically filled in when you add a new record to your data document Often different types of forms will contain some common information For example both purchase requisition and travel expense forms contain cells for employee information For a particular employee this information is the same on every record both for purchase requisitions and travel expense forms If the form designer has selected the Memorization is shared option for a particular cell such as the Name cell any value that you memorize for that cell is also memorized for the same cell on other forms Note A cell s memorized value is shared only if the Memorization is shared option is selected by the form designer The memorized value is shared only with cells on other forms that have the same cell name and the Memorization is shared option selected To cancel the effect of memorization enter a blank value in a
67. ation services The table below lists the different types of plug ins that Informed Filler can take advantage of Informed Plug ins Plug in Type Mail Send form templates or completed forms using electronic mail Data access Look up information from a database or data source Submit completed forms to a database or data source Obtain unique form numbers from a database or data source Track forms with a database or data source Signing Authorize and verify form templates using Informed Designer Sign and verify completed forms Data translation Import export or mail form data in a particular data format Distribution Distribute form templates via a particular type of distribution center Spelling Check the spelling of text on your template or the text entered on a com pleted form using an alternate spell checking system Informed plug ins must be installed in a folder named Plug ins The plug ins folder must be located in your Informed folder Distribution of Form Templates a In order to fill out a form of a particular type Informed Filler must have access to the appropriate form template Form templates can be stored in a distributed manner stored locally on your computer or they can be stored centrally on a file server and shared among all Informed Filler users If you store your form templates locally on your computer you have the freedom to take your computers anywhere and still have access to the templates you ne
68. ature allows you to adjust the position of the form on the printed page When printing data onto pre printed forms the offset adjustment feature is useful for accurately aligning the data with the blanks on the pre printed form The entire form is shifted by the distance specified in the Offset Adjustment text boxes Positive values shift the form down and to the right Entering negative values has the opposite effect 9 4 Printing Forms Printing Forms To print one or more forms 1 Choose File gt Print The Print Job dialog appears If you are printing from Windows you will see a dialog box similar to the one shown below Font 5 sbhap If you re printing from Macintosh you ll see a Print Job dialog box similar to this Printer Main bewerilrier Hestination Froter feneral Copies 1 Pages i Aii O from ta Papar Source fi pages ram C First page from EE The previous illustration shows the Genera print options available You can display printing options specific to Informed Filler by clicking the panel s drop down list and choosing the Informed Filler option Printing Forms 9 5 bd Prinber Main Lae riiriber the stina tonne Printer l Informed Filler amp Prints Corres Gecord caiste int printing t be prstiian Some of the options pictured are not available when you print records in a list For more information see P
69. cell then choose Cell gt Memorize Tab Order Each form has a predefined tab order The tab order determines the order in which you move from cell to cell each time you press the Tab key The form designer sets up the tab order using Informed Designer You can t change a form s tab order using Informed Filler The following figure illustrates tab order Filling Out Forms 3 13 The circled numbers indicate an appropriate tabbing order for this form When you fill out a form pressing the Tab key moves you from one cell to the next in the tab order Pressing the Shift Tab key moves you in the reverse direction If your form contains more than one page Informed Filler will automatically change pages when you move from a cell on one page to a cell on another For cells that cannot have more than one line pressing Enter Windows or Return Macintosh has the same effect as pressing Tab Informed s Quick Tab feature allows you to bypass the normal tab order of a form While filling out a form pressing F2 Windows or Command Tab Macintosh moves you to the next Quick Tab cell in tab order Pressing Shift F2 Windows or Command Shift Tab Macintosh moves you to the previous Quick Tab cell instead Like the tab order of a form you can t change the Quick Tab cells using Informed Filler Quick Tab cells are specified using Informed Designer The first row of the first column cell in every table is a Quick Tab cell You can therefo
70. ck and drag a column s heading to the left or right while holding down the Alt Windows or Option Macintosh key When you release the mouse button the column is placed in the new position 8 8 Record Management Click and drag while holding the column moves to a new position down the Alt O ption key when you release the mouse button Ernopleges Fim Order Date Beth lecturer H Beth echt WIN Deiisri T Deierri Warren Prec Warren Peer Hep Betcha l Hegh Betcha Hary Hancock Bary Kanceck IE CA E Changing a Column s Width When you add a new column to the Record List Informed Filler automatically sets its width to approximately one inch You can change the width of any column by dragging the right edge of its heading Click and drag lnitiites Record List Bihan Murder d Tatil DIEA 9 22 Eft Aas Osa sae eC H When you drag a column divider only the size of the column on the left changes The columns on the right if any move with the position of the column divider If you hold the Control Windows or Command Macintosh key down while dragging a column divider instead of moving the columns on the right Informed Filler will change the widths of both adjacent columns Changing a Column s Title To change the title of any column on the Record List from its original cell name to a custom name 1 Click the column heading on the Record List 2 Choose List gt Column Title to dis
71. cord on the Record List See Contents of the Record List earlier in this chapter for more information Showing and Hiding the Totals Line When you total or average a column Informed Filler automatically shows the totals line on the Record List You can manually show and hide the totals line using the Show Hide Totals command under the List menu For example you may want to temporarily hide the totals when printing the Record List Saving Record List Formats As described earlier you can customize the Record List by choosing which columns appear in it and what position they occupy You can also change the names and widths of columns and calculate totals or averages for any column The configuration of columns that you specify is called a Record List format These formats are useful if you need to print different summary reports from the Record List Rather than configuring a special format each time you want to display the Record List in a particular way Informed Filler allows you to save your custom formats so that you can instantly switch the Record List to the format you want To save the new format after configuring the Record List 1 Choose List gt Formats gt Save Format to display the Save Current Format dialog box Save Current Format 2 Enter the name of your Record List format in the text box and click OK Informed Filler saves the current Record List format and displays the format name in the Formats submenu
72. ct a mail system to use Send using Microsoft Exchangs tall a Select a mail system from the Send using drop down list and click OK The Send dialog that appears and the method of selecting recipients varies depending on which mail system you use The following example shows the Send dialog box for SMTP compliant mail systems th Se RE kiiit Body Send r Sent inio dats fm Cunert Recon More gt Select which records to send by choosing an option from the Send drop down list If the form window is active when you choose the Send command the options include Current record and Collected records When the Record List is active you can select from the Current record Entire Record List or Selected records options 10 4 Mailing Forms Note Note 4 You specify one or more recipients using the method that corresponds to the mail system you re using You can also enter a subject and choose the format in which to send the record or records The following table lists the data formats available in the Send As drop down list and gives a brief description of when you would use each one Data Formats Data Format Informed data Informed package Informed Inter change Tab and comma delimited text Description Informed data is Informed s own proprietary format for storing form data Each Informed data document is a database that contains all
73. cts the file A list including many of the common DOS extensions and Macintosh file types is built into Informed Filler In addition to this list the Macintosh user can add others using the PC Exchange control panel The information available in PC Exchange is utilized only if entries are found for the text file type and Informed s data document type The table below shows the settings you should use DOS Extension Associated Application Macintosh File Type TXT SimpleText Text document TEXT IFM Informed Filler Form data document IDoc For detailed information about PC Exchange please see the documentation that came with your Macintosh computer 5 4 Attachments Attaching Files To attach files to a record you can drag files onto the paper clip or the Attachments window or use the Attach command To attach a file by dragging 1 Click on the file s icon and hold the mouse button down 2 Drag the file onto the paper clip or the Attachments window 3 When a highlighted frame appears release the mouse button To drag and attach multiple files at once select them all then drag the them onto the paper clip or Attachments window To use the Attach command 1 Choose File gt Attach or 2 Click the paper clip icon to display the Attachments window then click Add The Attach dialog appears On Windows you will see a dialog similar to the one below Attach O zi Look ire Sy Mp Picas 5 g oF
74. d see Reading Information From a File or by pasting from the Clipboard If you are using a Macintosh computer with Mac OS 7 5 or later you can also enter a picture by using the drag and drop method Informed Filler stores pictures in Windows Bitmap BMP Windows Metafile WMF Macintosh PICT PCT and Encapsulated PostScript EPS The Windows Metafile format is not supported on the Macintosh Reading Information From a File Another way to fill in parts of a form is to use the Insert File command This command allows you to import a text file into a text cell or a picture into a picture cell For the command to be available the current cell must be a text or picture cell and its Display only option must be turned off To insert a file 1 Select the cell 2 Choose Cell gt Insert File For picture cells only pressing the Enter Windows or Return Macintosh key is a shortcut for selecting the Insert File command The standard Open dialog appears allowing you to select a file For text cells the selected text file will be inserted into the cell at the current insertion point For picture cells the selected picture replaces the current picture in the cell 3 10 Filling Out Forms Setting a Cell s Value for Multiple Records From time to time you might want to set the value of a single cell on more than one record For example if a customer pays ten outstanding invoices with one check you have to mark each
75. d the record again In order to sign forms and verify digital signatures you must have the signing service and the appropriate Informed signing plug in installed on your computer If either of these are missing you can still open forms that contain signature cells However rather than seeing the standard signing service specific signature icon a generic signature icon will appear instead 4 10 Using Digital Signatures Automatic Verification Rather than manually verifying each digital signature as you find or browse through different records Informed Filler can automate the verification process for you With the Verify signatures on current record preference selected Informed Filler will automatically verify all digital signatures on the form each time you display a different record in the form window See Security Preferences earlier in this chapter for information about setting this preference If Informed Filler detects an invalid signature during automatic verification a message will appear indicating so i AA leet ore ignature on She curren record te ievatid Since verifying a digital signature can take several seconds or more you might want to use the auto verification preference only if the computer you re using is fast enough Working with Multiple Records To work with more than one record Informed Filler provides the Record List window The Record List window displays records in a list making it eas
76. different find options These options let you choose what happens when Informed Filler finds the records you re searching for boek through all records lack through collected records med ic collection AmA fram colleen g bi PSE abot bn oT ethene Peint metos in Ferd List Often you ll want to collect records that match different search criteria For example you might want to find and print all invoices that you entered today along with those that are overdue By using different find options and commands such as Omit and Omit Others you can easily collect the specific records that you re interested in Record Management 8 21 look through all records Informed Filler will search through all records that match a particular search value and replace the collection with those found look through collected records This option is useful if you want to find records that match more than one criteria For example suppose that you want to find all invoices for customers in New York that have a total charge greater than 500 First search all records to find the invoices for customers in New York Then search through the collected records to find only those with a total charge greater than 500 add to collection Select this option if you want to combine other records with those currently in the collection For example you might want to find and print all invoices for customers in both New York and Boston First use the look
77. does not however store any files that have been attached to a record using Informed Filler s attachments feature Informed Data Files Informed data files are Informed s own proprietary format Each Informed data file is a database that contains all the data for one or more records The Informed data file is not a standard format Only Informed applications can understand and store information in this format Although you can import files of this format you cannot export records as Informed data files If you re transferring information to a different non Informed application use the delimited text format instead XML Files Windows Only Note XML Extensible Markup Language provides a way of sharing both the format and data of a document over the World Wide Web intranets and elsewhere When you export as XML the resulting file contains all data pictures and digital signatures but does not include any annotations or attachments that were part of the form In order to import and export XML files you must have MSXML DLL v5 0 installed by Internet Explorer 4 SP2 or later Exchanging Information 13 7 Ex porting Records To export one or more records 1 Choose File gt Export The Export dialog box appears Mo ox J Sete Formal E r E Heres tort C Uer arier Empori Emport tables aas ta E rre nd U Bj kra i Mew ibe O Cotes remore oy rew Peers 2 The Export dialog box cont
78. e 1 Choose View gt Template Information The Template Information dialog appears behrndatet alin Tempie mene E epeberieP cate ip Unique tereplve ID TSIM 2275 Fanon namke ry Author Henx Araid Ahina Organization viol Copaan Dencaiption Lite ther bamplaia in report kaval ipartar 2 4 Document Management The Template name might offer a more descriptive title compared to the filename of the template document Unique template ID and Revision number are intended to identify the template and its version Since templates and data documents are separate files the template ID is stored with each data document so that Informed Filler can automatically identify and open the appropriate template when a data document is opened The Name and Organization information identify the person who created the form template The form designer can also provide a brief description of the template The form designer might also specify a privacy classification to indicate the sensitivity of the data on the form The privacy classification if specified can be Low Medium or High Creating a New Data Document The data for the forms that you fill out is stored in form data documents To create a new untitled data document 1 Choose File gt New Document The New Data Document dialog box appears showing a list of all templates in your Template folder Telet from hee tenp lates brka bo create a rae eme
79. e selected in Acrobat Reader Document Management 2 17 Collecting Data Documents If you re responsible for approving forms you l likely receive forms one at a time from other people for approval purposes If you want to retain a copy of these forms you might want to collect them into a single data document That way you can sort the forms list them on the Record List and use Informed Filler s other database features Informed Filler allows you to import the data from one data document into another You can do this using Informed Filler s Import command If you use a Macintosh computer you can drag a data document onto the form window that corresponds to the data document you want to collect into For detailed information about Informed Filler s Import command see Importing Records in Chapter 13 Exchanging Information Updating a Data Document As explained earlier see Opening a Data Document and Opening a Package Informed Filler automatically locates and opens the appropriate form template when you open a data document Whenever Informed Filler opens a form template as a result of opening a data or package document it automatically checks to make sure that the data matches the template If the template has changed since the last time you opened the data or package document or if you ve received a data or package document from someone else who has a different version of the template Informed
80. e the message simply record over the old message by following the instructions described above 7 6 Annotation How Design Changes Can Affect Notes It s quite common for the design of a form to be revised and updated from time to time by the form designer Certain design changes can affect the data that s already stored in a data document deleting a cell for example Other changes can affect notes that have been placed on the forms For example if a note is placed next to the right edge of a form and the form designer reduces the form s width the note will automatically slide back onto the page when the form is next opened with Informed Filler Notes are affected when a form template is changed by size reduction of the form page removal from the form If the Informed Designer user removes a page of a form template that contains notes the notes themselves will be moved onto the work page the next time the data document is opened with Informed Filler You can then move the note from the work page back to a numbered page For information on how to move notes between pages see Placing Moving and Removing Notes earlier in this chapter For an explanation of the work page see The Work Page in Chapter 3 Record Management In this chapter Collection of Records 8 2 The Record List 8 3 Adding a New Record 8 14 Editing an Existing Record 8 14 Reverting a Record 8 15 Clearing a Record 8 15 Duplicating a Record 8
81. e E To spell check from the Record List 1 Choose Window gt Show Record List to display the Record List 2 Select one or more records then choose Edit gt Spelling gt Check With the exception of the Check Selection command the spell checking commands perform the same as when you spell check from the form window Choosing Check Current Record checks the current record identified by a black rectangle in the left margin of the Record List window and choosing Check Collected Records checks all records in the collection When you choose the Check Selection command with the Record List displayed you ll spell check a selection of records rather than a selection of text After you choose one of the spell checking commands the Check Spelling dialog appears and Informed Filler begins checking the requested records If Informed Filler is checking the collected records or a selection of records you Il see the current record indicator moving down the Record List as each record is checked in succession 3 When spell checking is completed the Check Spelling dialog changes to show the Done button Click Done to return to the Record List window Annotation In this chapter Placing Moving and Removing Notes 7 3 Typing Recording and Playing Back Notes 7 4 How Design Changes Can Affect Notes 7 5 7 2 Annotation Annotation In addition to the information that you enter in each cell on a form you can als
82. e again to accept the record Entering Information To fill out a form you enter information into each cell on the form You can move between cells by pressing keys such as Tab or Shift Tab or by clicking a particular cell with the pointer The cell which is currently selected is called the current cell it s the cell that s ready to accept information With the exception of checkbox picture and signature cells the current cell will contain either a blinking insertion point or a selected cell value Selected checkbox picture and signature cells contain a bold blinking outline ABC Companylnc 890 Short Way San Francisco CA 36769 E Female C Male Bold blinking outline Blinking insertion point 3 4 Filling Out Forms After selecting a cell you can enter information into it by typing pasting the Clipboard contents choose Edit gt Paste selecting a choice from a choices palette or drop down list for certain cells For information about using choice lists see Intelligent Features later in this chapter As you enter information Informed Filler can help by automatically calculating looking up and checking values for you These and other intelligent features make it easier to fill out forms quickly and accurately Each cell on your form will accept a particular type of information The form designer is responsible for properly naming and choosing the most appropriate type for
83. e current record is the first one in the collection the left arrow disappears The right arrow disappears if the current record is the last one in the collection Removing Records The Remove command permanently removes records from your data document You can remove the current record or you can remove selected records on the Record List If the form window is in front the Remove command removes the current record only Record Management 8 25 To remove more than one record 1 Select each record from the Record List 2 Choose Database gt Remove You will be warned before the command is performed i Aube ROU Bunt Au Minit bp perineal nent the ounent ecel 3 To continue click OK If you hold down the Alt Windows or Option Macintosh key while choosing the Remove command the current record is removed without your confirmation After removing the current record the next record in the collection will become the current record If there s no next record the previous record will be made current instead If you remove the last remaining record in the collection Informed Filler will automatically perform the Find All command and display the following message You aa nmceadng tha herd acad ha cicio Tha Find 4 E ammm i pi Lad 4 Click OK to continue All remaining records in the data document will be placed in the collection See Finding All Records for more information about the Find All comm
84. e form window click in the cell that you want to add 2 Choose Cell gt Add to Record List Informed Filler will add the selected cell to the end of the Record List Click to select a cell on the form window Purchase Reg IN Deier Warren Pret Hugh Befohi Marg Katrenk Beth echurn Aarthy Gre eet You can show as many columns on the Record List as you like You can even show the same column more than once If the total width of all columns exceeds the width of the Record List window use the scroll bar along the bottom edge of the window to scroll the columns in either direction To remove a column from the Record List 1 Click the column heading Record Management 8 7 2 Choose List gt Remove Column The column will no longer appear on the Record List Note Removing a column from the Record List does not remove data from the database of records Select the column to remove Dern jnnge Record List ee Bate Camborne E Rem Hbr Talal a20 Deen s iai Pert A WIG Parar Safety Boote AC0 005 ararat Bet Truba hp i i I aram raa _ Tee eng The remaining columns on the Record List will automatically move to occupy the original position of the removed column Changing a Column s Position To reset the positions of the columns on the Record List 1 Remove the column 2 Add it again using the Add Columns command and the Before selected column option As a shortcut you can cli
85. e of template preferences is described earlier in The Templates Folder The Informed defaults file SDEFAULTS DAT on Windows Informed Defaults on Macintosh is also maintained by Informed Filler Like template preferences files the Informed defaults file contains user specific information that is associated with one or more templates As explained in Chapter 3 of this manual you can memorize a cell value so that the value is automatically entered each time you create a new blank form The memorized value is stored in the Informed defaults file The distribution centers folder DISTCTRS on Windows Distribution Centers on Macintosh contains the distribution center profiles needed to access the distribution centers in your organization These files are created using Informed Designer For detailed information about distribution center profiles and Informed s built in forms distribution capabilities please see Chapter 14 Form Template Distribution Although it is not recommended you can move the preferences folder to a different location For more information please see Moving Folders later in this chapter On line Help If you choose to install on line help installation will include the necessary help files On both Windows and Macintosh the help files are installed in a folder named Help inside the Informed folder The help files must remain in these locations Note To view the on line hel
86. earch value must be greater than the first With the settings in the previous dialog box figure Informed Filler will find all dates greater than or equal to Sept 7 1996 and less than or equal to Oct 8 1996 Record Management 8 19 Finding Words When you find records by searching in a text cell Informed Filler will try to match the search value with each individual word in the cells that are examined For example if you search for the value Christmas bonus in the comment cell on your forms Informed Filler will find all records with comments that contain both words regardless of position and order In Comments find what Christmas bonus Comments This Christmas all employees shall receive a bonus If you use match options such as starts with or ends with the option is applied as each word of a cell is examined Finding Dates and Times When you enter a date or time search value you can type the value in any format you like You can type a complete value or only certain parts of a value If you enter a partial value Informed Filler will ignore the parts that are missing For example suppose that you want to find all sales slips that were entered in May of 1996 You could either use the range match option and enter May 1 1996 as the first search value and May 31 1996 as the second or you could use the equals match option and enter May 1996 as the single se
87. ecord List This option is available when the Record List window is frontmost Informed Filler will select the records that match those on the Record List After using the Find command with the go to first match in collection find option you can reveal the next record that matches by choosing Database gt Find Again This command repeats the find starting with the record immediately following the current record Indexed cells When a form is created with Informed Designer the designer can choose which cells have indexes An index is a pre sorted list of cell values that Informed Filler maintains automatically as you add remove and change records Although you never see an index you can certainly notice its effect when you use the Find command to find records 8 22 Record Management If a cell is indexed Informed Filler can quickly search through thousands of records to find a matching value Depending on the speed of your computer and the number of records in your data document searching can be as fast as one or two seconds If a cell is not indexed each record must be examined individually to find those that match the search value Searching can take considerably longer if a cell is not indexed Finding All Records Various commands allow you to browse through the records in your data document You can use commands such as Next Previous First and Last to view and edit each individual record in the collection The records i
88. ed A network connection is not necessary to access templates Furthermore each time you access a template it is not at the expense of network bandwidth 1 4 Overview Centralized storage of form templates has converse advantages Although access to templates requires a network connection the distribution of a new revision of a template requires only that the form designer replace a single template on the network file server with the new version You and all other Informed Filler users are instantly up to date since you all share the same template If form templates are stored locally on your computer the distribution of a new revision requires that you obtain the new version The method with which Informed Filler users access form templates is often determined by the form designer and possibly involves the input of a network administrator Many factors including the size of your organization your network configuration and the mobility of all users must be taken into account To aid in the distribution of form template Informed Designer and Informed Filler come with built in forms distribution features These features automate the distribution of new templates and revisions of existing templates With proper configuration by the form designer you can access templates at one or more distribution centers A distribution center can be a file server or an FTP server Since distribution centers are accessed via Informed distribution plug in
89. ed Filler allows you to choose which columns appear on the Record List Initially the Record List contains columns for up to 10 cells on the form indexed cells first then the remaining cells by tab order You can add or remove columns and you can change the alignment or width of any column When the Record List window is open you may add columns from a list of cell names by 1 Selecting List gt Add Columns to display the Add Columns dialog box Add Columers The scrolling list contains the names of all cells on your form 2 To add a cell to the Record List click the cell name If you want to add more than one column select each cell while holding down the Control Windows or Command Macintosh key Pressing Shift while clicking selects the range of cells starting with the first cell currently selected and ending with the one you click 8 6 Record Management 3 Specify the position of the selected cell s by clicking one of the Position radio buttons You can position the selected cell or cells either at the end of the Record List after the last column or between two existing columns Like Add Columns the Add to Record List command adds a new column to the Record List However instead of choosing a cell from a list of cell names you select a cell on the form window This command is more convenient if you don t know how the cells on your form have been named To use the Add to Record List command 1 From th
90. ed signature service from the Signature Service drop down list If you don t specify a service yov ll be asked to select one each time you sign a form If you want to display template authorization information when you verify data click the Display template authorization checkbox See the following section for details If you want Informed Filler to automate the verification process for you click the Automatically verify signatures checkbox Rather than verifying each signature manually Informed Filler will automatically verify all digital signatures on the form each time you display a different record in the form window For some signing services once you ve identified yourself or logged on the first time after launching Informed Filler you ll remain logged on until you quit Informed Filler For security reasons you can specify an automatic log off time by entering a value in the Log off service after text box Click OK to save your preferences Signing Forms and Verifying Digital Signatures You can sign forms that contain signature cells using Informed Filler s Sign command You can sign one record at a time or you can sign multiple records using the Record List window see Working with Multiple Records To sign a form l 2 Select the signature cell Choose Edit gt Signatures gt Sign As a shortcut you can also double click an empty signature cell or pre
91. efault value will be used As records are imported Informed Filler displays progress information Importing records You can cancel the import process by clicking Cancel As each record is imported Informed Filler checks to make sure that the data read matches with what is actually expected It checks for extra or missing values and for values that are incorrect in type As an example consider the comma delimited text file shown below Name Phone Salary Title Start Date Smith John 498 0938 35950 Product Filler 3 21 89 Robertson Dale 439 6628 39200 Jones Tom 482 7139 31990 Senior Editor 9 17 89 Harrison Karen 42 1099 42500 Area Supervisor 3 18 88 Dawson Janice 420 1029 28770 Sales Rep abcdefg Roy Dan 487 3092 33290 Analyst 1 7 90 An extra value 13 12 Exchanging Information Assume that the form into which the file is being imported contains the cells called Name Phone Salary Title and Start Date Also assume that these cells have the respective types name character with a format that accepts valid phone numbers only number date and text The following table lists the errors that Informed Filler would recognize while importing the previous text file Errors in Text File Record Is Correct 1 yes 2 no missing values for Title and Start Date 3 yes 4 no invalid value for Phone 5 no invalid date value for Start Date 6
92. emplate will be tracked When you send a form Informed Filler will automatically open or connect to the tracking database and store the tracking information In order to track a form your computer must be connected to the network and the tracking database must be accessible If you are not connected when you send a form some e mail systems allow you to send a message while disconnected from the mail server Informed Filler will send the form but the tracking database will not be updated The tracking of a form occurs after the send process has completed During the tracking process Informed Filler displays a progress dialog box Depending on how form tracking was configured for the template you are using you might be asked to enter information necessary to connect to the tracking database The specific dialog box that you see and the particular parameters that you are asked to enter vary depending on the type of database being used for tracking purposes Below is the dialog box you might see if tracking is linked to a Sybase database Database Login For Sybase User 1D gumnittaker If you are unable to enter the information requested please request help from the form designer or database administrator 11 4 Form Tracking Displaying a Form s Tracking Status The tracking status of a form refers to the information that details each step that a form has travelled For example suppose that Joe fills out a form signs it
93. enew he information by jwe 10 wie cues using the scroll bar ria wa Depending on which option the form designer has chosen the scroll bar on a scrolling table might be visible at all times or only when you select or tab into the table When a form that contains scrolling tables is filled out and printed Informed Filler repeats the printing of the page or pages that contain the scrolling tables until all the data in those tables has been printed For example if page 2 of a two page form contains a scrolling table Informed Filler will print page 1 then page 2 then page 2 again until all the data in the scrolling table has been printed The extra copies of page 2 will only contain the data in the scrolling table all other fields will print blank Scrolling tables do not store an infinite number of rows It is recommended that the scrolling table feature be used to store only a few extra rows of data for best results 3 16 Filling Out Forms Using Buttons As an alternate method for invoking commands and actions the form designer can include buttons on your form templates Clicking a button invokes a command or action according to the button s configuration Certi icies C licking this button mails the form by invoking Informed Fillers Send command Clicking a button will often perform a command just as though you choose the command from a menu For example the mail button on the form above provides an alternative m
94. ent used in your organization Please contact your security or network administrator for more information After you sign a form or verify a digital signature for the first time Informed Filler remains logged on to Entrust That way if you later choose to sign a form again Informed Filler can do so without requesting that you log on again You should be careful to never leave your computer unattended after you ve signed a form Otherwise someone else might use your signing identity to sign forms To log off from Entrust 1 Choose Edit gt Signatures gt Log Off Service Crypto API for Microsoft CSP Informed s CryptoAPI plug in allows you to sign forms and verify signatures and templates using the CryptoAPI cryptographic standard Requirements Informed Designer and Filler v2 7 or later Windows 95 with Cryptographic capabilities installed Windows 98 or Windows NT a digital signature certificate issued by a Cryptographic Service Provider that supports the CryptoAPI standard e g VeriSign The certificate should be installed into Internet Explorer Using Digital Signatures 4 17 Signing To sign a form 1 Enter the signature cell then either hit the Enter key or double click on the signature cell Depending on the security setting chosen when your signing certificate was created one of the following three things will happen the signature will take place without verification low setting a dialog will appe
95. enter If you click Yes Informed Filler will place a copy of the template in your templates folder then continue to open it along with the data document If your templates folder does not contain the needed template and the template is not available from a distribution center you ll see a message asking if you d like to look for the template Ther i ne begat cerreapencong te Hud date decent in your Tanplstee Taker Woukd you Wor de chaser a tarp laie te wre Cantel l If you have the appropriate template located at a different place on your hard disk you can locate and select it by clicking OK on the message dialog You locate and select a template using the standard Windows or Macintosh Open dialog box When you select the correct template Informed Filler copies it to your templates folder and then opens it along with the data document Opening a Recently Used Data Document To open a data document that you ve used recently 1 Choose File gt Recent Data Documents and select the file you want Note If your New Document preference is set to open last data file used you can also choose File gt Recent Templates and select a file Informed Filler will open the last data file that was created with the selected template See New Document Preferences earlier in this chapter for details Document Management 2 9 Opening a Locked Data Document If you choose to open a locked data document or a data
96. erences 2 6 4 4 selecting columns 8 9 Send command 10 3 send options collected records 10 3 current record 10 3 entire Record List 10 3 selected records 10 3 Show Record List command 8 3 signature cells 4 2 signing attachments 5 6 signing forms 4 5 Sort command 8 9 8 22 sorting records 8 22 spell checking from the Record List 6 6 invalidating a check formula 6 5 language dictionaries 6 2 language options 6 3 overview 6 2 performing 6 3 questionable words 6 5 setting preferences 6 2 spelling folder 6 3 spelling preferences 6 2 Submit command 12 2 submitting forms 12 2 errors performing 12 4 overview 12 2 successful submission indicator 12 4 suggested routes adding 10 6 changing 10 6 described 10 5 removing 10 6 selecting 10 5 T tab delimited text 13 2 tab order described 3 12 tables expandable rows in 3 15 exporting 13 3 filling out 3 13 inserting and removing rows 3 14 scrolling 3 15 Tag Records command 8 25 tagged records 12 3 tagging records 8 25 template documents described 2 2 template ID 2 4 14 3 duplicate 2 11 template information 2 3 revision number 2 4 template ID 2 7 template name 2 4 template name 2 4 template preferences folder 1 8 templates checking for revisions of 14 4 described 1 2 location of 14 2 obtaining new 2 17 verifying 4 11 templates folder 2 3 2 7 14 2 location of 1 4 text cells entering 3 5 text messages 7 4 tiling 9 5 time cells entering 3 7 times 8 19 track
97. ethod for selecting Informed Filler s Send command Other buttons might select settings or perform custom actions as specified by the form designer Like menu commands a button is available only when its associated command or action is permitted For example if a button is configured to reveal the next record in the data document this button will be unavailable if the current record is the last record Pages of a Form Each form has a work page and at least one numbered page The numbered pages contain the form s actual design For example the first and second pages of a two page form are the numbered pages A form can have a maximum of 99 numbered pages and each page can have up to 99 parts The number of pages and the number of parts per page is determined during the design process using Informed Designer You cannot change these attributes of a form using Informed Filler The Work Page Every form contains one work page Like the numbered pages of a form the work page can contain graphics text and cells The only difference between the work page and numbered pages is that the work page doesn t print when you print a form For instructions on how to print the work page please see Printing the Work Page in Chapter 9 Filling Out Forms 3 17 There are two common uses of the work page A place to put instructions or information that s useful while filling out a form For example suppose there are special instructions
98. figured The form designer can include the necessary connection information in the form template itself or leave it blank For example if the form designer did not include a user ID and password in the form template you might see a connection dialog when the lookup is triggered 3 26 Filling Out Forms Database Login For Oreck iser 1D Qurhittaker Patewiord The exact appearance of the connection dialog varies depending on the type of lookup source When a lookup is performed the value that you type in the lookup cell is searched for in the lookup source If a single match is found the related information is returned and entered automatically on the form If the search fails you ll see a message indicating so If multiple matches are found you might see a dialog box requesting that you select a single match JE Multiple oatches were found Please select the corect entry LAG THANE If this happens select the desired match then click OK Lookup Errors When you trigger a lookup it is necessary that the lookup source be available to perform the lookup If Informed Filler is unable to find or connect to the lookup source you II see an error message indicating so Depending on the type of lookup source the specific error message and the options available will vary For some lookup sources the error is described and the lookup is canceled For others options include skipping the lookup and looking f
99. formed data document using Informed Filler you must use the merge format option when you export the records When you export records cell values that contain delimiter characters are automatically surrounded with double quotes as in value Delimiter characters include either of the comma or tab characters depending on which data format you ve chosen If you select the Use quotes option all cell values with the exception of numbers will be surrounded with double quotes If a quoted cell value itself contains a double quote that character will be replaced with a single quote before the value is exported When using a delimited text format any date time number name picture and signature values export according to the formats listed in the following table Export Formats Data type Ex port format Date M D YY Time H MM SS AM Number General Name All parts in full form Picture Informed specific ASCII format Signature Informed specific ASCII format If you select the Informed Interchange option Informed Filler lets you choose whether or not notes are to be included with the data of each record If you check the Include notes checkbox any notes that are attached to the records being exported will also be included When you later import the records all notes will automatically appear on the same pages and at the same positions as they were on the original records r Date Format Informed linberchuarege
100. g Records later in this chapter for more information A certain amount of memory is required to perform a sort If Informed Filler can t obtain the required memory you ll see a message indicating so Omitting Records In addition to the Omit from collection option of the Find command Informed Filler provides two commands for omitting records from the collection With the form window in front the Omit command omits the current record that is visible in the window The next record in the collection becomes the current record If there s no next record the previous record is made current instead To omit more than one record 1 Select each record on the Record List 2 Choose Database gt Omit The following figure shows the Record List window before and after omitting the selected records a Purchase Beg Data _Erogibayie Mo Roeeip seit 79 Beth werturn Brih warbati W eert 7 Fies Rir Hika Rivera Frais Er aky Francis Drake Pam irvin Purchase Reg Data a 3 0 Selected Since the collection must always contain at least one record Informed Filler won t let you omit the last record If there s only one record in the collection or if you ve selected all records on the Record List the Omit command will be unavailable 8 24 Record Management The Omit Others command also omits records from the collection If the form window is in front all records except the current record are o
101. g with wild card symbol 8 20 new document preferences 2 5 Next 8 24 notes 7 2 number cells entering 3 6 numbered pages 3 16 O obtaining anew template 2 17 ODMA support 2 19 Omit command 8 23 Omit Others command 8 24 omitting records 8 23 on line help 1 8 opening a data document 2 7 2 9 overview of Informed 1 2 P package documents described 2 2 opening 2 9 page controls 3 17 page setup 9 2 Page Setup command 9 2 pages 3 16 changing 3 17 numbered 3 16 of a form 3 16 work page 3 16 passwords changing 2 5 2 6 entering 2 7 pencil indicator 3 2 8 11 8 15 picture cells entering 3 9 on the Record List 8 4 placing notes 7 3 playing notes 7 4 plug ins data access 11 2 12 2 described 1 3 distribution 14 2 mail 10 2 types of 1 3 plug ins folder 1 7 11 3 location of 1 3 preferences auto save 2 13 century wrap 3 7 folders 1 9 I Sign 4 14 mail 10 2 new document 2 5 printing 9 3 revision 14 4 revision checking 14 4 security 2 6 4 4 spelling 6 2 preferences folder 1 8 Previous 8 24 print options 9 5 collate 9 6 repeating 9 6 printing blank forms 9 6 printing forms 9 2 collating 9 6 from the Record List 9 8 preferences 9 3 print options 9 5 repeating 9 6 tiling 9 5 printing labels 9 6 printing offset adjustment 9 3 printing preferences 9 3 offset adjustment 9 3 printing records in a list 9 9 Q quick tabs 3 13 quote characters 13 3 R Record Information 8 27 12 4 Record List 8 3 add
102. gnatures a ee O NotRecommenial El Recommended Pi Hiem Piem atas Loon Officer s Signature Verifying the loans officer s signature would show that the data on the form has not been altered because the value of the checkbox has not changed However by switching the cell titles on the form template the meaning or context of those values is different The bank manager would be misled to believe that approval of the loan application was recommended In the example above the tampering is fairly obvious and is used to illustrate the point In real world situations tampering could be much more subtle while causing serious security breaches The form designer can raise the level of security in the electronic forms process by using digital signatures to authorize the form templates used in an organization Authorizing templates provides the same authentication and tamper detection for form templates as signing completed forms with Informed Filler does for form data When a form template has been authorized you can verify it to make sure that it s valid before you fill out your form Verifying a template reveals the details of the person who authorized it for use If you verify a template and see that it was authorized by a person without proper authority it may be an indication that the template is not authentic and should not be used To verify the form template associated with the current data document 1 Choose Edit gt Si
103. gnatures gt Verify Template If you are not already logged onto your signing service you may be asked to do so Informed Filler verifies the template and displays the name of the person who authorized it i Snot by Lang Ceno Certified by ca Borkd Corperation OL TEER If the signature fails to verify you ll see a different message indicating that the template or the authorization signature itself has been altered Using Digital Signatures 4 13 When you sign a completed form with Informed Filler information about the version of the template you are using and the person who authorized it is included with the signature that results from signing the completed form This information can be displayed later when verifying the signature on the completed form See Signing Forms and Verifying Digital Signatures Logging Off Your Signing Service For some signing services once you ve identified yourself or logged on you ll remain logged on until you quit Informed Filler This allows you to sign forms and verify signatures without having to identify yourself each time Care should be taken to never leave your computer unattended once you ve logged on to your signing service Otherwise a different person could use your computer to falsely sign forms using your identity To disconnect or log off from your signing service 1 Choose the Log Off Service command from Informed Filler s Edit menu Signing Plug ins Inf
104. gned information Although you can select a signed cell you cannot change its value The pencil in the collection information box provides a visual indication that the cell is locked Using Digital Signatures 4 7 Verifying a Signature After signing a form anyone with the same signature service installed on their computer can verify the digital signature To verify a signature 1 Select the signature cell 2 Choose Edit gt Signatures gt Verify The verification process involves re creating parts of the digital signature using current data then comparing the results with the original signature If they match the signature is valid This means that the person identified on the verification dialog is truly the person who signed the form and the signed data has not changed in any way If verification of a digital signature fails you ll see a message dialog indicating so Verification will fail if the originally signed data or the digital signature itself has been changed or tampered with Like signing you might be asked to identify yourself when you choose the Verify command Depending on your setting of the Display template authorization when verifying data preference you ll see either a dialog with additional options or only the results of verifying the data signature With the preference turned on if the digital signature verifies successfully Informed Filler will display the following dialog Derify Signature
105. gs gt Remove Tag The Remove Tag dialog box appears Remove Tag Ei Sen 36 5 heperesnte Dc SE 5hr Backorders 2 Select the name of the tag that you want to remove and click OK Note When you remove a tag you re only removing a reference to that collection of records not the records themselves Record Information Each record in a data document has specific information stored with it This information includes the creation date of the record the last time it was modified and when it was last mailed printed or submitted To view the record information for the current record 1 Choose View gt Record Information The Record Information dialog appears showing the details of the record kecordinfrmation a x Desist Fadap August H 3000 11 05 AM Modhed Frida Magt H 2000 11 06 AH Panat bisiet Friday Maget H 2000 1105 AH Submited 2 Click OK to dismiss the dialog 8 28 Record Management Printing Forms In this chapter Page Setup 9 2 Printing Preferences 9 3 Printing Forms 9 4 9 2 Printing Forms Printing Forms This chapter describes printing forms with Informed Filler You can print forms on printers that are compatible with the Windows and Mac OS operating systems For instructions on installing printer software and choosing your printer please see your printer s documentation Page Setup To specify your printer paper and orientation setup 1 Choose File gt Print Set
106. h the Preferences panel 1 2 Choose Edit gt Preferences to display the Preferences dialog Click the TIFF PDF icon in the scrolling list then click the Settings button The Save As 2 16 Document Management TIFF PDF Preferences panel appears 5 Save As TIFF Preheoerces image Format Fenton 256 color RGB Er M Saye multiple TIFFs in a single file Set your preferences for Format Resolution Saving Multipage TIFFs Page Range and whether or not you want the preference settings dialog displayed each time before saving the TIFF image s Click OK to accept your new settings Click the OK button to close the Preferences dialog box Saving as PDF Note The Save As PDF feature allows you to save data records as PDF Portable Document Format To use the Save As PDF feature you must have the SaveAs TIFF PDF plug in installed in your Informed Plug ins folder To save a form record as a PDF file 1 2 3 4 Open your data document and find the record that you want to save as a PDF Choose File gt Save As to display the Save As dialog Enter a name and location to save the file in Select PDF File as the format to save the data in then click Save When you select PDF File the Include drop down list changes to Current record All other options are disabled The image files created with our PDF feature are bitmaps As a result text items cannot b
107. her person the attached files if any are included The recipient can extract the files so that they can be accessed or viewed using the appropriate application This chapter explains how you can attach files to records The Attachments window is described as well as the Attach and Extract commands The Attachments Window Just above the scroll bar along the right edge of the form window is a paper clip with a number below it The number indicates the number of files that are attached to the current record Files that are attached to a record are not visible on the form itself Instead attached files can be seen in the Attachments window D Engineering Change Attachments 2 ero leached bo Bro record ba Bheprint F ir Building Dpr To show the Attachments window 1 Choose View gt Show Attachments or click the paper clip indicator on the form window To close the Attachments window choose View gt Hide Attachments or click its close box The Attachments window is like any window it can be resized and repositioned on the screen the normal way Each attached file along with its size is listed in the Attachments window Attachments 5 3 Windows and Macintosh File Types Since Windows and Macintosh are two different operating systems it is normal to expect differences in the way that files are stored with each one Although these details are not important to the typical computer user it is useful to understand certa
108. ice list is displayed in a drop down list or in a palette you use different methods to select a choice To make a selection from a drop down list 1 Click the arrow indicator on the cell s title section and drag the mouse until the choice you want is highlighted 2 Release the mouse button your choice appears in the cell When choices are displayed in a palette you can select a choice by double clicking it in the list or by using the Up and Down arrow keys Another convenient way to select a choice from either a choices palette or a drop down list is to type the first few characters of the value As you type characters Informed Filler selects the choice that most closely matches the typed value For example suppose that the sales person cell on a sales slip has the choices listed in the following table Sales Person Choices Sales Person Choices Brown Tom Dawson Greg Dickens Sharon Johnson Cindy Murphy Karen Smith John Young Kevin Typing the letter D would select Dawson Greg the first choice that starts with that letter Typing Da would also select Dawson Greg However typing Di would select Dickens Sharon instead In each case Informed Filler copies the entry into the cell as the selection is made The only exception to this is when you type the first characters of choices that have descriptive text added to them For example if you have TurboMail 0003 as one of the choices
109. ilable value for a cell first select the cell then choose Cell gt Assign Next Value You can manually assign values to multiple records on the Record List With the collected records displayed in the Record List window select the column that contains the cells that require values and choose Cell gt Assign Next Value Informed Filler obtains the next available values and assigns them to the selected cells For information on how to find a collection of records and how to use the Record List see Chapter 8 Manipulating Records Form Number Errors When a form number is requested it is necessary that the source of the form number be available to generate the next available value If Informed Filler is unable to find or connect to the form number source you ll see an error message indicating so Depending on the type of form number source the specific error message and the options available will vary For some form number sources the error is described and the auto increment is canceled For others options include skipping the auto increment and looking for the form number source Thee tall yvig Murer a aar bhp get Pee feet vale Trea eformad Humber Sarsari an application on Aecourling Server which canned bp Tead would gou ke te look fer t skip the aatowinerement ar dicable the gut incremaent T Clicking Look allows you to try and locate the form number source For example if the form number source is another app
110. ill verify that the value matches the cell s format Format characters such as dashes and spaces are automatically entered for you If you enter an incorrect value Informed Filler will beep and select the value when you try to move to a different cell or accept the record A message will appear picturing the required format Entering Numbers The number cell type stores numbers in a variety of formats Informed Filler automatically formats any number you enter according to the cell s format Format characters such as the currency symbol thousand separators and the decimal point are entered for you Entering Names The name cell type stores names A name has up to five parts a prefix such as Mister or Professor a first name a middle name a last name and a suffix such as Junior Multiple prefixes middle names and suffixes are allowed A cell s name format can include all parts or only selected parts in either full or abbreviated form When you enter a name Informed Filler identifies each part that you type then formats the name according to the cell s name format You should enter the parts of a name in the following order prefix first name middle name last name then suffix If you type a comma after the first part Informed Filler will interpret that part as the last name Filling Out Forms 3 7 To help identify the parts of a name that you type Informed Filler refers to a list of known prefixes and suffixes This
111. iller s spell checking feature you can select the Always provide alternative spellings checkbox Cross platform Notes Although this manual has tried to be platform neutral the cross platform nature of Informed requires that special care be taken when documenting the features of Informed Filler Throughout this manual you ll see screens of dialog boxes and windows Some of the screens show Windows dialog boxes and windows others are from the Macintosh In cases where a dialog box or window is substantially different between the two platforms both versions are shown In cases where a specific feature of Informed Filler is only applicable to one platform Windows or Macintosh an icon depicting either the Windows or Macintosh platform is displayed in the left margin next to the description of the feature For example Chapter 3 Filling Out Forms describes entering pictures into a picture cell Informed Filler stores pictures in Windows Bitmap Windows Metafile Macintosh PICT and Encapsulated PostScript The Windows Metafile format is not supported on the Macintosh i 6 Introduction Overview In this chapter How Forms are Designed 1 2 Informed Plug ins 1 3 Distribution of Form Templates 1 3 The Templates Folder 1 4 Filling Out Forms 1 5 Form Tracking 1 6 Where Everything Goes 1 7 Moving Folders 1 9 1 2 Overview Overview Like many software products Informed Filler consists of different co
112. in differences as they relate to Informed Filler s attachments feature The type of a file determines the type of information that is contained in the file On Windows a file s type is specified by the three character DOS extension in the file s name For example a text file has the extension TXT On Macintosh a file s type is stored separately from its name and is usually reflected in the appearance of its icon Each file s type is represented as a four character code that is maintained by Macintosh This code is normally not visible to the user A text file on the Macintosh has a file type of TEXT If you attach a file to a record on one platform Windows or Macintosh and then mail the record to a user of the other platform Macintosh or Windows Informed Filler has to know which file type to use when the file is extracted For example if a Windows user attaches a file with the TXT DOS extension to a record Informed Filler uses the TEXT type when a Macintosh user extracts the file Whenever a file is attached or extracted on the Macintosh Informed Filler looks up the file s type or extension to find the corresponding extension or type If a Windows file is being extracted the file s DOS extension is looked up to find the corresponding Macintosh file type If a Macintosh file is being attached the corresponding DOS extension is looked up and stored so that it can be used later if a Windows user extra
113. ing columns 8 5 changing column alignment 8 9 changing column titles 8 8 changing column width 8 8 contents of 8 4 current record indicator 8 10 formats 8 13 indexed cells on 8 5 picture cells on 8 4 printing from 9 8 removing columns 8 5 removing formats 8 14 saving formats 8 13 selecting records 8 9 showing and hiding 8 3 showing totals 8 13 table cells on 8 4 totalling columns 8 11 Record List window 1 4 4 10 6 6 8 3 12 3 recording notes 7 4 records accepting 3 3 activating 3 2 adding new 8 15 adding to tagged collection 8 26 browsing through 8 24 clearing 8 16 collection of 8 2 current 8 2 duplicating 8 16 editing 8 15 entering information 3 3 Index X 4 finding all 8 22 information boxes 8 2 omitting 8 23 recalling tagged collections 8 26 Record List 8 3 removing 8 24 removing tags 8 27 reverting 8 15 selecting on Record List 8 9 setting values for multiple 3 10 sorting 8 22 submitting 12 2 submitting multiple 12 3 tagging 8 25 tags 3 11 Remove command 8 9 8 25 Remove Format command 8 14 Remove Tag command 8 27 removing notes 7 3 removing records 8 24 removing tags 8 27 Revert command 8 16 reverting arecord 8 15 revision checking preferences 14 4 revision number 2 4 revision preferences 14 4 revision status 14 5 current 14 6 discontinued 14 6 non current 14 6 S Save Format command 8 13 saving a data document 2 13 2 14 scrolling fields 3 11 scrolling tables 3 15 security pref
114. ing forms displaying tracking status 11 4 performing 11 3 types of cells 3 4 typing notes 7 4 U using buttons 3 16 using digital signatures 4 2 Index X 5 V verifying digital signatures 4 5 verifying templates 4 11 voice messages 7 5 Ww where everything goes 1 7 work page 3 16 7 6 X XML File Exporting 13 6 Opening 2 10 Saving 2 14 Y yellow sticky see annotation 7 2 Appendix A Name Prefixes and Suffixes A 2 Appendix A Name Prefixes and Suffixes Appendix A Name Prefixes and Suffixes As described in Chapter 3 Filling Out Forms Informed Filler allows you to store names using the name cell type With the name cell type Informed Filler always displays a name according to the cell s format even if you enter a name differently For more information see Entering Names in Chapter 3 In order to identify the different parts of a name Informed Filler uses the list of prefixes and suffixes shown in the following tables Prefixes Full Prefix Abbreviation Full Prefix Abbreviation Abbot Congresswoman Cong Admiral Adm Corporal Cpl Airman Amn Count Ambassador Countess Archbishop Dame Archdeacon Doctor Dr Army Duke Assemblyman Duchess Assembywoman Excellency Assistant Ensign Associate Father Attorney First Baron Fleet Baroness General Gen Baronet Governor Gov Bishop Grade Brigadier Brig Her Cadet Cdt Highness Canon His Cantor Holiness Captain
115. ing you to select the folder in its new location This dialog box is the same one that appears when you click any of the Browse buttons on the Preferences dialog box see earlier Document Management In this chapter Informed Documents 2 2 The Templates Folder 2 3 Template Information 2 3 Creating a New Data Document 2 4 Setting Passwords 2 5 Opening a Data Document 2 7 Duplicate Template IDs 2 11 Missing Fonts 2 11 Closing a Data Document 2 12 Saving a Data Document 2 13 Collecting Data Documents 2 17 Updating a DataDocument 2 17 Obtaining a New Template 2 17 ODMA Support Windows Only 2 19 2 2 Document Management Document Management Informed provides rich document management features on its own and through other document management systems This chapter describes how to manage Informed documents using both environments Informed Documents The term document refers to a file that contains information An Informed document is a file that contains information about a form There are four types of Informed documents form template documents form data documents package documents and interchange documents Form Template Documents ITP A form template document contains a form template A form template is the layout or framework of a form that s created using Informed Designer It contains all the intelligent features of the form as well as its graphic elements You fill out a form by entering values in the blan
116. invoice as being paid Instead of changing the value of the Payment Status cell from Unpaid to Paid on each record individually you can set the value of the cell for all ten records at once with the Set Value command To set the value of a cell on multiple records 1 Find and show that collection of records on the Record List Make sure that the Record List contains only the records that you want to change see Chapter 8 Manipulating Records for details about the collection of records and using the Record List 2 With the Record List displayed select the column that contains the cell you want to change 3 Choose Cell gt Set Value to display the Set Value dialog box For fee 4 coThested reerde pet thee wale of Cell 7 do Thin valer ae ca tis galeylibed vahe 4 With the This value option selected enter the new value in the text box and click OK The value of the cell is changed for each selected record If you are setting the value for many records Informed Filler displays a progress dialog If you want to change the value for a checkbox cell the Set Value dialog box will look like this Set Value For fhe 4 coterbed ream dr pet Se vole af Cell 7 do i Thie walue WE Checked 2 Unehenbed Oo Hts calew tied wake Cancel Instead of typing a value simply click either the Checked or Unchecked option Note Filling Out Forms 3 11 If the
117. is chapter see Collection of Records the current record is the one that appears in the form window When you browse through the collected records using commands such as Next Previous First and Last the current record changes to reveal each different record in the form window On the Record List window the current record is identified by a small rectangular icon along the window s left edge Record Management 8 11 5 JAYVONCE FM Airani List Vag Flower Vaser Oa SG Mine Boss Selected a Current record indicator With the Record List window active you can change the current record by clicking in the current record indicator area next to the desired record You can also change the current record by double clicking a different row on the Record List However in addition to changing the current record double clicking will also bring the form window to the front While you edit the current record on the form window if that record is visible on the Record List Informed Filler shows a pencil icon in place of the current record indicator IMVOUCE IFM Fecowd List ME pr T Dale Dipo E0836 Picture Frames 10 VAE Teddy Bes 5 10 08 56 Fipa Wane 03 0836 Music Boii Pencil indicates that the current record is being edited As you change the record by typing in each cell the corresponding columns on the Record List are not updated Informed Filler updates the content
118. is unsure whether or not you have the required form template he or she might send you a package document instead of a data document That way you will be able to open the form even if you don t have the required template 2 10 Document Management To open a package document 1 Double click the package document icon or 2 Choose File gt Open to display the Open dialog then select the package and click Open When you open a package document Informed Filler automatically extracts the form data and if necessary form template document If your templates folder already contains a template with a Template ID that matches the one in the data document in the package then that template is used That is the template in the package document is not extracted If your templates folder does not contain the necessary template Informed Filler will extract the template from the package copy it to your templates folder then open it along with the data document Unlike data documents when Informed Filler opens a package document it does not open the document in place That is once you ve opened the package and made changes to the data saving your changes will not update the original data document in the package Instead Informed Filler will save the data in a new data document just as though you were saving a new untitled data document You Il be asked to name the data document and specify its location the way you normally do
119. ist of addresses that you see on the SMTPMail Send dialog box can be obtained either from an internal SMTP address book that you create and maintain or from an external address book such as the one associated with your e mail system s client To configure your address book 1 Choose Edit gt Preferences to display the Preferences dialog then click the Mail icon in the scrolling list The Mail Preferences panel appears Select Internet Mail SMTP from the Mail Service drop down list then click the Address Book button The Address Books dialog appears gt Select Recipients Show namas from fhe Pesona book Hames Riecipianir Dama Shasi Elara Caching Enos Letacher me ce The default setting for the SMTPMail address book is Personal book You maintain this address book by manually adding removing changing or importing addresses To add a new address 1 Click New to display the Entry Properties dialog Le Entry Properties xz Name Address cae 2 Type the recipient s name and address in the appropriate text boxes then click OK Note Mailing Forms 10 13 To remove an address 1 Select it in the Names list on the Address Books dialog then click Remove To make changes to an existing address 1 Select it in the Names list make the appropriate changes on the Entry Properties dialog then click OK If yo
120. king information as well as any custom information that the form designer has included when configuring the form template for tracking As with tracking forms you might be asked to provide connection or logon parameters necessary to connect to the tracking database when you choose the Tracking Status command See Tracking Forms earlier for more information 2 Click OK to close the Tracking Details and Form Tracking Status windows 11 6 Form Tracking Submitting Forms In this chapter Overview 12 2 The Submit Command 12 2 12 2 Submitting Forms Submitting Forms Important steps in forms processing often involve accessing data in other information systems When you fill out a form for example information might be looked up in other places When a form has been completed and approved its data might be submitted to or stored in some other information system This chapter explains how you can submit records using Informed Filler s Submit command For information about lookups please see Lookups in Chapter 3 Filling Out Forms Note Since the form designer can customize the menus you see in Informed Filler it s possible that the Submit command has been removed or its name changed Overview With paper forms a form is submitted by re keying its data into an information system such as an accounting system or database With Informed the form designer can configure form templates so that submissio
121. ks or cells on the template In order to use templates with Informed Filler you must place them in a folder named Template Windows or Templates Macintosh in your Informed folder Form Data Documents IFM A form data document contains only a form s data When you fill out forms with Informed Filler the information entered is stored in a form data document You can store one completed form or record in each data document or you can store many records in a single data document and take advantage of Informed Filler s built in database capabilities To open and manipulate a data document you must have the appropriate template in your templates folder A data document is the most common format to use when sending forms to other users Package Documents IPK A package document combines a form template and its associated data in a single file It is created using Informed Filler and is used primarily when you mail a form to someone who doesn t have the corresponding template When Informed Filler opens a package the data document and template if needed are extracted If your templates folder does not already contain the template the one extracted from the package is copied there and opened The data document is opened into an untitled form window Informed Interchange Documents IIF Informed Interchange documents contain all the data for one or more completed forms or records and are used primarily for tra
122. l there are many forms and examples you can download and try out yourself Contact Us In the support section of the Shana web site you will find information on how to contact our techni cal support staff by e mail preferred fax mail and telephone Please keep in mind that you may be charged for accessing our technical support Please review the Technical Support Credits Policy and their related Terms and Conditions on the web site for more information Training on Informed products Shana Corporation also offers training on Informed products through Shana s Professional Services group Further information can be obtained by contacting Shana s Professional Services at training shana com Chapter 1 Contents Introduction i 2 Informed Filler i 2 The Informed Filler Manual Set i 3 About This Manual i 3 Conventions Used in This Manual i 4 Finding Information i 4 Notes i 5 Commands and Control Names i 5 Cross platform Notes i 5 Overview 1 2 How Forms are Designed 1 2 Informed Plug ins 1 3 Distribution of Form Templates 1 3 The Templates Folder 1 4 Filling Out Forms 1 5 Form Tracking 1 6 Where Everything Goes 1 7 Applications 1 7 Plug ins 1 7 Templates Folder 1 7 Preferences Folder 1 8 On line Help 1 8 Spell Checking 1 8 Informed Preferences 1 9 Moving Folders 1 9 Contents I Contents Chapter 2 Chapter 3 Document Management 2 2 Informed Documents 2 2 The Templates Folder 2
123. lects O seiesn lt amp US English O Legal UK English ize O Medical UK English ise CO Business 5 Click the appropriate radio buttons or checkboxes then click OK Note The options you select on the Language Options dialog box do not take effect until you click the OK button on the Spelling Preferences panel If you move your Informed folder or change the location of the Spelling folder Informed Filler will not be able to find the spelling dictionaries when you attempt to spell check a form If this happens the Language Options button on the Preferences dialog box changes to Set Up Spelling Click this button to select the Spelling folder in its new location Spell Checking Your Forms Informed Filler allows you to check the spelling of data entered in text and name cells When a spell check is performed Informed Filler checks both words and names Any questionable words on your form that is words that are not found in the spell checking dictionary you ve chosen are flagged and displayed on the Check Spelling dialog box The only exceptions to this are display only cells and cells that have been signed with a digital signature These cells are skipped when spell checking is performed 6 4 Spell Checking To check the spelling on your form 1 Choose Edit gt Spelling gt Check There are three Check commands that you can choose Check Current Record checks the cu
124. lication and Informed Filler cannot find the application clicking Look on this dialog box allows you to browse any available volumes to locate the application Clicking Skip ignores the auto increment that time only This means that the error message will appear the next time a form number is requested The Disable option ignores the auto increment until the data document is closed and later opened again For some form number sources the Look option is not available Instead you ll see a button labeled Retry Clicking Retry attempts to perform the auto increment again Using Digital Signatures In this chapter Signature Cells 4 2 Security Preferences 4 4 Signing Forms and Verifying Digital Signatures 4 5 Verifying Templates 4 11 Logging Off Your Signing Service 4 12 Signing Plug ins 4 13 4 2 Using Digital Signatures Using Digital Signatures Approval is often a necessary step in the processing of a form Today technology allows us to sign forms electronically with digital signatures Signing electronically reduces the need to print forms and in some ways offers more security than paper signatures A digital signature is like a special number that s derived from information about the person signing and the data being signed This number can reliably identify the signer and detect any changes in the signed data The form designer configures a form for signing by drawing one or more signat
125. limiter character is decimal 29 The following figure illustrates how a table is exported by column Name _Lohn Smith Telephone 408 555 1290 1 23 90 55 00 2 11 90 120 50 2 15 90 279 90 ee y Row ea characters Name Telephone Date Amount John Smith 408 555 1290 1 23 90 2 11 90 2 15 90 55 120 5 279 9 13 4 Exchanging Information Note For each column Informed Filler automatically combines the values of each row and separates them with the row delimiter character as shown on the previous page When you import data the row delimiter characters are used to divide a column into individual row values When you export records that contain tables if you intend to later import the information using Informed Filler you must export tables by column and not by row Informed Filler can t import a text file that contains table information organized by row When you export tables by row Informed Filler stores the information from a table one row at a time Each row is stored on a new line in the text file If you include a field cell when you export a table Informed Filler will repeat the field s single value for each row of the table exported For example suppose that when you export the record shown in the previous figure you choose to export tables by row instead of by column The example below shows the text file that Informed Filler would create Name Telephone Date Amount John Smith 408
126. llection Records Blank Form prints the form template without any data use this option to print a blank copy of your form Work Page prints the work page instead of the numbered pages of the current record Collating Forms There are two different page ordering options for printing multiple page forms When you print two or more records the Collate option determines the page ordering If you leave this option unchecked Informed Filler prints the records one page at a time that is all page ones then all page twos and so on If you check the Collate option Informed Filler prints each complete record individually that is all pages of the first record then all pages of the second record and so on By using this option you can avoid having to manually collate each form Printing Repeating Forms The form designer can repeat a form s drawing area across and down the printed page This feature is useful for example if you want to print mailing labels on sheets like the one shown in the following figure Printing Forms 9 7 When you print more than one label Informed Filler automatically fills the sheet starting at the top left of the page and working across and down Therefore printing five labels would produce a sheet like the one shown below Informed Filler allows you to specify which area to begin printing This means that instead of always starting with the drawing area that s positioned at
127. lowing figure shows a completed form with various intelligent features identified 3 18 Filling Out Forms ABC Company 12345 123 St New York NY j 15243 Auto incrementing moie numbers Default to today s date Lookup in another form or data source Offer a list of choices Calculate cells INVOICE As explained in Informed Documents see Chapter 2 the template of a form consists of both the graphical appearance of the form as well as its intelligent features The form designer sets up the intelligence of a template using Informed Designer Calculations Informed Filler automatically fills in calculated cells A calculated cell is a cell that obtains its value based on other cells on your form A cell s calculation formula is evaluated whenever the value of any cell that participates in the formula changes For example suppose that a cell called Extension is calculated as Quantity Price Whenever you type a different value in either of the Quantity or Price cells Informed Filler automatically calculates and displays the new value of Extension As explained in Display Only Cells earlier in this chapter the form designer can prevent you from changing the value of any cell including a calculated cell by making the cell display only If a calculated cell is not display only you can change its value like any other cell For example if you ha
128. ludes a scroll bar is called a scrolling field A scrolling field allows you to enter more data than will display in the cell area You view all the data by scrolling up and down using the scroll bar Comments Scrolling fields allow you re eee to aie more aes The scroll bar is active indicating information than will Ee that the cell area contains more data dio ol eee eee eee Depending on which option the form designer has chosen the scroll bar on a scrolling field might be visible at all times or only when you select or tab into that cell When a record that contains scrolling fields is filled out and printed Informed Filler repeats the printing of the page or pages that contain the scrolling fields until all the data in those fields has been printed For example if page 2 of a two page form contains a scrolling field Informed Filler will print page 1 then page 2 then page 2 again until all the data in the scrolling field has been printed The extra copies of page 2 will only contain the data in the scrolling field all other fields will print blank 3 12 Filling Out Forms Memorizing Values Many forms contain information that is specific to the person filling out the form For example if you fill out a time card information such as your name or employee number is always the same Instead of typing an entry each time you can type an entry once and use Informed Filler s Memorize command to memorize th
129. mation in another data document or database and fill it in on the form Lookups reduce the amount of typing necessary to fill out a form and improve the accuracy of the information entered Value in lookup cell is searched for Related information is filled in on the form The cell in which you enter information that s looked up is called the lookup cell In the figure above the part number cell is the lookup cell Informed Filler can look up information in other form data documents and in other information systems An information system can range anywhere from a small database running locally on your computer to a high capacity high performance SQL database running on a mainframe The place where Informed Filler looks up information is called the lookup source Lookups are configured by the form designer Informed Designer and Informed Filler include built in support for looking up into form data documents or information available through Macintosh applications that support Apple events or AppleScript Other types of lookup sources are accessed using Informed data access plug ins Data access plug ins must be installed in your plug ins folder A lookup is performed whenever you enter a value in a lookup cell and press Tab to leave the cell You might be prompted to enter some information such as your name and a password when the lookup is performed This depends on the particular lookup source and how the connection is con
130. med Filler dialog The Print Job dialog box appears 3 Select the Current record Entire Record List or Selected records only option from the Print drop down list and click Print If you want to print only a selection of records from the collection you must select those records on the Record List before you choose the Print command Once the records are selected and the Print command is chosen you can choose the Selected records only option on the Print Job dialog box 9 10 Printing Forms Mailing Forms In this chapter Mail Preferences 10 2 The Send Command 10 3 Suggested Routes 10 5 Mail Cells 10 8 Form Tracking 10 8 Mail Plug ins 10 9 10 2 Mailing Forms Mailing Forms Many types of forms must be sent from person to person for approval and processing purposes For example it s very common for a purchase requisition form to be filled out by the requestor sent to a supervisor for approval and then forwarded to the purchasing department In large organizations a single form might go through several levels of approval before the process is complete Through the use of Informed mail plug ins Informed Filler connects directly to various electronic mail systems making it easy for you to send completed e forms right from within the Informed Filler environment For details of the specific e mail systems supported by Informed Filler see Mail Plug ins at the end of this chapter
131. mitted If the Record List window is in front Omit Others omits all records that are not selected If the collection contains one record or if either all records or no records are selected on the Record List the Omit Others command will be unavailable Browsing Through Records The Database gt Go To submenu contains five commands for browsing through the collection of records Record Next Previous First and Last The Record command allows you to move to a specific record in the collection When you choose Database gt Go To gt Record Informed Filler displays the Change Record dialog box Change Record l Lancel Type the number of the record that you want to go to then click OK The number that you type must be within 1 and the number of records in the collection The record that you specified becomes the current record and is displayed in the form window As a shortcut to choosing the Record command you can double click the record information box to display the Change Record dialog box The Next and Previous commands move you one record forward or backward respectively The First and Last commands move you to the first or last records in the collection You can also browse through collected records by clicking either arrow in the collection information box 4 4of5 Selects next record Selects previous record Clicking the right or left arrow performs the Next or Previous command respectively If th
132. mitted are tagged with the tag name Records not submitted For information about tagged records and how to use the Record List see Tagging Records and The Record List in Chapter 8 12 4 Submitting Forms Successful Submit Indication You can confirm that a record was successfully submitted by viewing the record information 1 Choose View gt Record Information The Record Information dialog appears showing the details of the record A date and time next to the Submitted label indicates that the record was submitted successfully Record Information Csalad Friday Sugut 04 2000 11 06 sh Modified Friday August 04 2000 11 06 AM Fonte Haded Subsite Friday Auguel 04 2000 11 06AM 2 Click OK to dismiss the dialog Errors When Submitting Records When you submit a record it is necessary that the data destination to which the template is linked be available If Informed Filler is unable to find or connect to the data destination you ll see an error message indicating so Depending on the type of data destination the specific error message and the options available will vary For some data destinations the error is described and the submission is canceled For others options include looking for the data destination For some types of data destinations errors can occur even when the data destination is found and a connection is made If for example form submission is configured to i
133. mponents including an application documents preference files and special files and folders that serve unique purposes The organization of these components is flexible allowing for custom configurations to better suit your specific needs This chapter describes the different components of Informed Filler and how they are organized Depending on how forms are designed and administered in your organization some of the information here might be unnecessary for your use of Informed Filler Regardless understanding the information in this chapter can be of benefit to any Informed Filler user How Forms are Designed Note The design of a form is called a form template A form template is created using Informed Designer and stored in a form template document The form designer creates a form template by typing text and drawing graphical objects like fields and tables using a variety of drawing tools In addition to the graphical appearance of a form a form template also contains cells Cells are the placeholders for the information that you enter to fill out a form To aid you when entering information the form designer can configure cells to use a variety of intelligent features These include automatic formatting calculations error checking lookups choice lists on line help and other features that make it faster and more accurate to enter information The design of a form template also involves linking the template to other ser
134. n be as long as you like If you type past the end of a line or if you press the Enter Windows or Return Macintosh key Informed Filler will start a new line for you If you enter more lines than the text box can display you can use the scroll bar to scroll the text up or down 3 Click OK to add the note to your form Voice messages If you re using a Macintosh computer you can also record a voice message Recording a voice message is much like leaving a message on a telephone answering machine You simply speak into a microphone and Informed Filler records your message A voice annotated note can later be played by clicking the Playback control on the note itself In order to use the voice annotation capabilities of Informed Filler you must have a microphone attached to your computer before you can record a message If you don t have the required hardware and software the Playback and Recording controls on the note will be unavailable To record a voice message 1 Click the note s Recording control The standard sound input dialog box appears oli an Record Steg F eurs Flag Paate a En a 3 2 Click Record to begin recording As you speak the message length is displayed on the sound input dialog box 3 When you ve finished recording click Save The recorded message is saved with the note You can listen to a recorded voice message by clicking the Playback control on the note To chang
135. n distribution features the distribution of a form template is done via one or more distribution centers and assumes that you are storing templates locally for use with Informed Filler A distribution center is a place where distributed form templates are stored The forms designer maintains the distribution centers and the distributed templates that are available at each center Informed supports different types of distribution centers Access to a particular type of distribution center is provided through an Informed distribution plug in At the time this documentation was prepared Informed Designer and Informed Filler included distribution plug ins for accessing file servers and FTP servers Form Template Distribution 14 3 In order to access a particular distribution center you must have a distribution center profile for the center A distribution center profile identifies a distribution center and includes the information necessary to connect to the center The forms designer creates the distribution center profiles for the distribution centers used in your organization These files must be installed in your DISTCTRS Windows or Distribution Centers Macintosh folder This folder is found in your PREFS Windows or Preferences Macintosh folder which by default is located in your Informed folder Accessing Distribution Centers When you choose File gt New Document the dialog box shows controls for accessing
136. n occurs electronically by the simple selection of a menu command or the click of a button Electronic submission eliminates unnecessary data entry and associated errors Access to other information systems is available through the data access plug ins installed in your Plug ins folder Depending on the type of database or data destination that you submit records to you may also require additional database client software The installation and configuration of this software is a function normally performed by the form designer or database administrator The Submit Command To submit a record 1 Choose File gt Submit The Submit command is available only if the form template has been configured for form submission by the form designer If the form window is active the Submit command submits the current record If the Record List is active all selected records are submitted For more information about submitting multiple records see Submitting Multiple Records later in this chapter When Informed Filler submits a record it first connects to the data destination for which form submission is configured You might be prompted to enter some information such as your name and a password when a record is submitted This depends on the particular type of data destination Submitting Forms 12 3 and how the connection is configured The form designer can include the necessary connection information in the form template itself o
137. n the collection also appear listed on the Record List To find all records in the collection 1 Choose Database gt Find All The Find All command places all records in the collection allowing you to list or browse through all records in your data document Sorting Records With the exception of picture and signature cells Informed Filler lets you sort any cell on your form To sort the records in the collection 1 Select the cell that you want to sort by either clicking it on the form window or selecting its column on the Record List 2 Choose Database gt Sort to display the Sort dialog Coal Date Shipped Sotode G dcending Descending Co cw 3 Choose the Ascending or Descending sort order then click OK Informed Filler displays progress information as sorting occurs Record Management 8 23 Once the sorting process has started you can cancel the Sort command by clicking Cancel on the progress dialog box If you cancel sorting the order of the records in the collection will remain unchanged To sort records by two or more cells simply sort each cell individually starting with the least significant cell and ending with the most significant cell Note The sorted order of records in the collection is not preserved as you add and change records or when you close the data document You can however tag the collected records using commands in Informed Filler s Tags submenu See Taggin
138. n the scrolling list The General Preferences panel appears al Cereal Preire F tn startap ast te heen ohi bie iig Greate rere ia e E O Save changes gutemationlhy when ches ieg date iias al Recestiy used rae tint io eirias where erie keg dates ere Weare with bene Tian eee digs are within ther ote reihi pH Frere Ema l 2099 00 is interpreted ar 2000 Bf eprore rasdatlibky of emali best 2 Click the Save changes automatically checkbox then click OK Saving a Data Document The Save command saves the currently active data document the front most form window on your screen This command is available only when changes have been made to the currently active data document To save a data document 1 Choose File gt Save If the data document has been saved at least once before it will be saved without warning If you re saving a new data document for the first time the standard Save dialog for your operating system appears 2 Name the document and specify the location to store it then click OK 2 14 Document Management Saving Copies of a Data Document Use the Save As command to save a copy of a data document with a different name or at a different location You can also use the Save As command to create a package document containing both the active data document and its accompanying template 1 Choose File gt Save As You ll see the standard Save As dialog for your operati
139. nature For information about verifying multiple digital signatures at the same time please see Working with Multiple Records later in this chapter The Signature Icon Note The signature icon is a standard icon that applications use to indicate the presence of a digital signature With Informed Filler the name of the signer and optionally the date that the form was signed appears to the right of the signature icon The state of a digital signature can be determined only by verifying the signature For most signing services the signature icon is a visual indicator of the signature s validity When you view a signed record the signature icon will contain a question mark This indicates that the validity of the signature is unknown If the signature is successfully verified you ll see a checkmark inside the signature icon An invalid signature will display an x in the signature icon Each time you view a signed record the signature icon contains a question mark even if you ve recently verified the signature For example if you verify the signature on record number 6 in your data document the signature icon displays a checkmark If you move to another record in the data document and then return to record 6 the signature icon will again contain a question mark This is because while difficult it s possible that the data could be tampered with between the time the signature was verified and the time you viewe
140. nd a unique number such as an invoice number or purchase order number and the date and time that the form was sent Other information can be tracked as well At any time you can request the tracking status for any completed form Informed Filler connects to the tracking database and retrieves the tracking information for the particular form This information is displayed in a dialog box for your view Overview 1 7 Where Everything Goes When you install Informed Filler you are asked to specify a location for the Informed folder The Informed folder contains the Informed Filler application as well as other important components The Informed folder is a special folder It contains certain items that are required in order for Informed Filler to work properly Some of the items in the Informed folder can be moved to different locations The following sections describe the purpose of each item and the possible storage locations For information about moving the Informed folder to a different location please see Moving Folders later in this chapter Applications On Windows the Informed Filler application is comprised of the executable file FILLER EXE and other associated files These files are found in the Informed folder On the Macintosh the application is a single file and is named Informed Filler You can store the application locally on your computer or you can access it from a file server or applications
141. ng system Save Data Document As O O O O O oO 3x Save ri E Inforned 3 0 84 mene E Gret t ppe InFosrved dss dra Cancel Irud Al reccid 2 Enter a file name and location to save the file in 3 Select the format you want to save the data in If you select Informed data only the form data is saved this is the most common format If you select Informed package both the data and the template will be saved together See the following sections for information about the other Save as options 4 Select All records Collected records or Current record from the Include drop down list 5 Click Save After saving a new data document Informed Filler will leave the new document open for editing and close the original document If you save a new package document however the original data document will remain open instead Saving as XML Windows Only XML Extensible Markup Language provides a way of sharing both the format and data of a document over the World Wide Web intranets and elsewhere Informed allows you to save open import and export data documents as XML This is useful if your organization uses both Informed Filler on the desktop and Informed Filler Java For example a form could be filled out with Informed Filler on the desktop and saved as an XML document The same document could then be opened by someone using Informed Filler Java and vice versa
142. nner A delimited text file containing pictures or signatures therefore can be imported only using Informed Filler A stylized text value is a value that combines different fonts sizes and styles bold underline italic etc When the form is created the form designer decides which text cells can allow style changes As you fill out a form style changes are made by choosing different settings from the Style submenus see Entering Text in Chapter 3 for more information In text format a value such as This is a stylized text value is stored as This is a stylized text value 13 6 Exchanging Information If it s important to preserve pictures or the style information of text use the Informed Interchange format instead Chapter 7 Annotation explains how you can attach notes to any record A note can be a comment or special instructions for a particular record When you export records to a text file all notes are ignored You can include notes only if you use the Informed Interchange format Informed Interchange Files Informed Interchange files contain the data for one or more records and are used primarily for transferring information between different versions of Informed or between Informed Filler and other custom applications that understand this format The Informed Interchange file format stores all types of information including stylized text values pictures signatures and annotation It
143. no cells match the Import command is cancelled and the following message is displayed There re ra bmi Mb beT raara i hep he levee Daria If the above error occurs it s likely that you ve selected the wrong file to import For example you may have attempted to import a file containing inventory data into your purchase order form If at least one cell matches but there are extra or missing cells in the file being imported you ll see either or both of the following messages Note Exchanging Information 13 11 There i call in the Pis Dick a Heart deen rat axit in qe _Cancet f Continice These ip 1 ee oar Ferre that oaa Rep Vre ia tee Fle krio Dale H eu chee be aontas tir oe will be biai m She tyried records These messages are meant to warn you that the data in the file being imported doesn t exactly match the form template used by the data document that you re importing into Either cells on your form cannot be found in the file or cells in the file are found that don t exist on your form Click the appropriate button to continue or cancel If you choose to continue any unrecognizable cells in the file being imported will be ignored Cells that appear on your form but are missing in the file will be blank for the imported records If a cell on your form is not found in the file being imported and that cell has a default value the cell won t be blank for the imported records Instead the d
144. no too many values This table lists three types of detectable errors too many values not enough values and invalid values In addition to these errors Informed Filler will also warn you when the number of values for a column cell exceeds the number of rows in the corresponding column on your form In any case when an error is detected you ll see a message that describes the error and offers three options ie Gop te recard or chop imparting i Remi 2 bp iig 2 akap i apie Vibe or report the reaped If the file being imported is an Informed Interchange file the name of the user who originally exported or stored the record might appear on the message dialog When an error is detected you can choose to import the record anyway skip the record and continue or stop the import process If you choose to import the record any extra values are ignored Missing or invalid values will be blank on the imported records If any errors were detected Informed Filler will report the number of records imported and the number of errors detected after all forms have been imported or after you cancel or stop the import process Importing Notes Chapter 7 Annotation describes how you can attach a note or comment to any record that you fill out As explained in Exporting Notes earlier in this chapter Informed Filler can export notes along with the data of each record if you use the Informed Interchange data format Exchanging Inf
145. nsert information into a Sybase database and the required database table is not found or is unavailable you ll see an error dialog even though Informed Filler is able to connect to the database server Exchanging Information In this chapter File Formats 13 2 Exporting Records 13 7 Importing Records 13 9 13 2 Exchanging Information Exchanging Information Informed Filler allows you to easily transfer information between different Informed documents different applications and even different computers You can export information to applications such as spreadsheets accounting systems or other databases You can import information from other applications or computers to automatically complete forms without having to re enter data Transferring information from one form or application to another is a two step process It involves first storing the information in a file using a standard format that s understood by both the sending and receiving applications This step is called exporting the data Once the information has been exported any application can then import it for further processing or storage In this chapter you ll learn about the standard file formats that Informed understands You l also learn how to use the Import and Export commands File Formats For purposes of exchanging information Informed Filler supports several file formats delimited text Informed Interchange Informed data IXL Informed XML and
146. nsferring information between different applications and different versions of Informed They are created and read using Informed Filler and store all types of information including stylized text values pictures signatures and annotations Document Management 2 3 In addition to the Informed Interchange documents Informed Filler can import and export form data stored in other standard formats including tab delimited and comma delimited text These formats are used primarily for transferring form data between Informed Filler and other applications The Templates Folder Although you don t create and manipulate form template documents like you do form data documents template documents are necessary to the use of Informed Filler Whenever you create a new data document you re asked to select a template to use When you open a data document Informed Filler automatically locates and opens the appropriate template document For these reasons it is necessary that Informed Filler know where to find the templates that you use By default Informed Filler finds your templates in a folder named Template Windows or Templates Macintosh located in your Informed folder Template Information Template information is used to identify which template is used with a particular data document The template information includes a template name template ID and a revision number To view the template information for the current templat
147. nt dialog box With this dialog box you can access a distribution center and select the appropriate form template to use 14 4 Form Template Distribution Checking for Revisions Note Included in a distributed form template is a distribution list for the template A distribution list is a list of distribution centers at which the template is available Occasionally Informed Filler will connect to a distribution center and check the distributed template for a new available version The form designer specifies how often a revision check occurs If the form designer has allowed it you can change the setting for how often Informed Filler performs a revision check 1 Choose Edit gt Preferences and click the Revisions icon to display the Revisions panel The Revisions panel is available only if the form template is a distributed template Rewnions Preterences Aitio Checking hei Each tine the template is opened hel E iaar ack bams gelling naw iagi 2 Select an option from the Check drop down list The options available include Each time the template is opened Once every day Once every week Once every month Never If you select the Never setting Informed Filler will not check for revisions With this setting the only way to check for a new revision is to click the Check For New Revision button on the Revision Status dialog see Revision Status at the end of this chapter The form designer
148. nt from person to person the tracking status for the form is updated Informed Filler does this by storing information including the sender and recipient names the date and time that the form was sent and attributes that identify the form in the tracking database When you request the tracking status of a form Informed Filler connects to the tracking database and retrieves the tracking details pertaining to the particular form Form Tracking Status GATESENT FEC IFIEHXT S U Endy Beech TEA doh Malen If your organization uses HTTP for tracking Informed Filler will launch your web browser and display the tracking information on a web page Form tracking requires configuration using Informed Designer Informed Filler can track forms using any database that is accessible via Informed data access plug ins Form Tracking 11 3 In order for form tracking to work you must have the data access plug in with which form tracking is configured installed in your plug ins folder You must also have the Tracking plug in installed These plug ins are installed automatically when you install Informed Filler Depending on the type of tracking database you use you might also require additional database client software The installation and configuration of this software is a function normally performed by the form designer or database administrator Tracking Forms If a template is configured for form tracking any form that you send using that t
149. o include annotated notes or comments using Informed Filler s annotation features An annotated note is usually a comment of some sort that s intended to bring something important to the reader s attention For example you might attach a note to an invoice to instruct the shipper to hold the order until the customer s account is paid Traditionally notes have been hand written either directly on the paper form or on small pieces of yellow paper sometimes called yellow stickies and then stuck on the form INVOICE Informed Filler uses the yellow sticky analogy to show annotated notes You can place and position notes on any form You can enter a textual note or if you re using a Macintosh computer you can record a voice message A note appears on your screen much like a small piece of yellow paper appears attached to a paper form Purchase Aeg Date World Corpom on i Aspmerme l the Aaii Hew Tork HY 12345 The familiar appearance of a note is intended to make clear the distinction between a note and the information on the form itself An annotated note should contain auxiliary information that s Annotation 7 3 associated with the form to which it s attached For example unlike the order date on a purchase order form which appears on every purchase order form a comment such as Please get approval from Jane before submitting this purchase order applies specifically to one particula
150. ocument the form window automatically appears displaying the contents of the form In this window you fill out and edit records The form window is not always suitable for browsing through different completed forms since you can see only one record at a time To work with more than one record Informed Filler provides the Record List window The Record List window displays records in a list making it easy to see the information of multiple records at a glance The following figure shows a typical Record List window Invoices Record List 6 29 96 i Clark Gas Supplies i 7414 96 i Malkin s Bed amp Breakfast i 7 29 96 j Nigan s Books amp Beer 7 29 96 Strudel by Joan z a oo You can move the Record List to any position on your screen by clicking and dragging the window s title area To view a different area of the Record List click the scroll bar controls To show the Record List 1 Choose Window gt Show Record to view record list details While the Record List window is the front most window this command changes to Hide Record List The Record List window can be customized to suit your own personal preferences You can choose which columns appear on the Record List and in what order they appear You can sort any column or calculate a column s total or average You can also save different Record List formats so you can easily switch between your most common formats see Saving Record List Formats for more 8 4
151. of records The collection represents a group of records that can consist of one record all records or a particular set of records in your data document By using the Find Find All Omit and Omit Others commands you can add particular records to or remove them from the collection Certain commands like Print and Send allow you to select the current record or those records in the collection And as you ll learn later in this chapter the Record List displays a list of the collected records The figure below illustrates all records the collected records and the current record Collection All records Positioned at the lower left corner of the document window are two information boxes They show you the number of records in the data document the number of records in the collection and which record in the collection is the current record Record Management 8 3 ae 7ofl4 k L________ Collection information box Record count information box The 7 in the collection information box identifies the current record It means you re looking at the seventh record in the collection The 14 indicates the number of records in the collection You can use the Record List or the Next Previous First and Last commands to browse through the records in the collection For more information see The Record List and Browsing Through Records later in this chapter The Record List When you open a form data d
152. on is always displayed according to those specifications However by selecting certain options the form designer can allow you to change these attributes cell by cell To change the font size or type style 1 Select the value in a cell 2 Choose a new setting from the commands under the Cell menu On Windows you ll only see the Font command Choosing this command displays the Font dialog where you can select different fonts sizes and type styles On Macintosh you ll see the Font Size and Type Style submenus Which commands submenus are available depends on which options the form designer has allowed For example if you are only allowed to change the font and type style the Size controls will be unavailable The following types styles are not available on Windows compatible computers Outline Shadow Condensed and Extended Display Only Cells The form designer can prevent you from entering information into any cell by making the cell display only Display only cells are usually calculated cells that obtain their values from other cells on the form While tabbing from cell to cell Informed Filler will skip past any display only cells You are still permitted however to select a display only cell by clicking it with the pointer To indicate that a cell is a display only cell a line will appear through the pencil symbol in the collection information box when the cell is selected EE 4903 28 While a display only cell is
153. or the lookup source Filling Out Forms 3 27 The cell T Part ir confiqured So lecloup iako vwentory daty i akaari that comet hep Toe Would yds Moe de kaki for HH ekip om Dibble Lier beeing Disabie skip Ci Clicking Look allows you to try and locate the lookup source For example if the lookup source is a form data document and Informed Filler cannot find the document clicking Look on this dialog box allows you to browse any available volumes to locate the document Clicking Skip ignores the lookup that time only This means that the error message will appear the next time the lookup is attempted The Disable option ignores the lookup until the data document is closed and later opened again For some lookup sources the Look option is not available Instead you ll see a button labeled Retry Clicking Retry attempts to perform the lookup again Form Numbers Forms such as invoices and purchase orders often contain unique numbers for identification purposes Each time you fill out a form you enter a new form number The form designer can configure a cell that contains the form number to be an auto incrementing cell Form numbers can be obtained from a variety of sources For instance the next available number might be stored in the form template itself or it can be obtained from another application or data source Data sources are accessed using Informed s data access plug
154. ormation 13 13 When you import records from an Informed Interchange file or an Informed data file any notes found with the records are imported as well Informed Filler tries to position the notes on the form according to where they were originally located However realize that this position is relevant only if the data document you re importing the records into uses a form template that matches the one that the notes were originally attached to If you re transferring information between two different types of forms the original position of each note might not be meaningful If a note was originally positioned on a page that doesn t exist in the form template of the data document that you re importing into instead of deleting the note Informed Filler will automatically move it onto the work page For an explanation of the work page please see The Work Page in Chapter 3 13 14 Exchanging Information Form Template Distribution In this chapter Background 14 2 How it Works 14 2 Accessing Distribution Centers 14 3 Checking for Revisions 14 4 Revision Status 14 5 14 2 Form Template Distribution Form Template Distribution Once a form is designed it is distributed to the Informed Filler users who fill it out Forms distribution can be a significant cost for many organizations Users must be notified of new form templates and these templates must be obtained before they can be filled out The distribution of
155. ormed Filler s New Data Document dialog box Hew Bate Dirument a Gabri from the templated bellow to create a tev erp ly dila dearer from ani available bernie Chk Taki Dihi Tet lint to hi Wiber hereglahe by yar Lemp Liles Ba ker 2 Local Templates distributed o Other Templates Jb Daily Cosh Form H Enpense amp inventory E Personnel Record i Add ther Template Cancel The warning sign is an indication that you should choose the template that you want to use and remove the duplicates Missing Fonts When you open a template as a result of opening a form data or package document or creating a new data document Informed Filler checks to make sure that the fonts used on the template are available in your system Different systems on different computers can have different fonts installed If a template is drawn on one computer then transferred to different computer that computer might not have the fonts that were originally used to draw the template If Informed Filler detects that at least one font is missing from your system you ll see the following dialog box 2 12 Document Management Eorp MT Bela Hre Carrherg Schl Missing Fonts These forte m wed ii Sic terglete karl wee rest veallibly ta gour pajp hE Thag healed ba decked i order b doplag fe templi propr by Ce Any text that uses an unavailable font will display using a font that s available in your system
156. ormed supports digital signature technology through the use of Informed signing plug ins At the time this documentation was prepared Informed provided the following signing plug ins I Sign POP I Sign IMAP Entrust CryptoAPI for Microsoft CSP Windows only See the following sections for details about each signing plug in Il Sign POP and I Sign IMAP I Sign is Informed s proprietary built in signing service that lets you create and verify digital signatures based on a user ID and password I Sign is available in two versions I Sign POP and I Sign IMAP Most signing services require additional software and have fairly complex administration procedures I Sign is included free of charge with Informed and is incredibly easy to set up and use All you require is the I Sign POP plug in and a POP Post Office Protocol based mail system or the I Sign IMAP plug in and an IMAP Internet Message Access Protocol based mail system 4 14 Using Digital Signatures I Sign uses your POP or IMAP based e mail system as a means to verify a person s identity If the user can log on to the mail system with the proper user name and password then the user must be who he or she claims to be Configuring I Sign Before you can use I Sign to sign a form you must set up your I Sign plug in by specifying the address of your POP or IMAP host and your user ID The following instructions apply to both the I Sign POP and I Sign I
157. osing Sort Clicking a row selects the corresponding record whereas clicking a column s heading selects the entire column You can t select a row and a column at the same time 8 10 Note Record Management INVOICE JFM Record List Amauri Fall Pichune Fams Teddy Bears Flore Vares When you click to select a row or column Informed Filler will automatically deselect all others that are currently selected Pressing the Control Windows Command Macintosh or Shift keys while clicking allows you to select more than one row or column at the same time You could for example select five records and then print them using the Print command If you hold down the Control Command key Informed Filler will select the corresponding row or column in addition to those currently selected If you press the Shift key instead all columns or rows between the first one currently selected and the one clicked on inclusive are selected The small rectangular region to the left of the column headings on the Record List window has a special purpose As a shortcut clicking it deselects all rows and columns on the Record List You may also use Edit gt Select All to select all records on the Record List As you select and deselect records on the Record List the rightmost information box along the bottom edge of the window changes to display the current number of selected records The Current Record Indicator As defined earlier in th
158. p files on Macintosh you require a web browser and the Informed WebLink plug in Spell Checking If you choose to install Informed s spell checking option you ll see a folder named Spelling in your Informed folder The spelling folder contains the spell checking dictionaries and related files Overview 1 9 Informed Preferences In addition to the items installed in the Informed folder installation will also place a preferences file among your system related files On Windows this file is named INFORMED INI and is found in your Windows folder On the Macintosh the file is named Informed Preferences and is found in your system s Preferences folder The Informed preferences file contains information necessary for Informed Filler to find items such as the Informed folder the templates folder and the preferences folder Other preferences associated with Informed Filler are also stored in the Informed preferences file Moving Folders When you install Informed Filler the Informed preferences file is automatically updated with the locations of your Informed folder templates folder and preferences folder When you run Informed Filler it reads these locations from your Informed preferences file in order to locate the appropriate files You can move the Informed folder templates folder or preferences folder to any location However you must then specify the new location using Informed Filler s Preferences comm
159. play the Column Title dialog box Record Management 8 9 Uae amp Use cellname 3 Type in a new name in the space provided 4 When you have entered the name click OK The new name replaces the cell name on the Record List If you want to revert and use the cell name click the cell name radio button then click OK Changing a Column s Alignment You can change the alignment of each column on the Record List to improve the readability of the records For example it s common to align the right sides of numbers in a column so that the decimal points line up Or maybe you want to center a column of dates Each column on the Record List can be left center or right aligned brrgrkieg Fake aa oo aa 247 25 o0z Tiewy 90 SRO Dgo T a fami fae S Sep Ml 2825 OOS ii Sep 30 azo no To change a column s alignment 1 Select the column by clicking its heading 2 Choose List gt Alignment gt left center or right To change the alignment of multiple columns select them all at the same time before choosing the new setting Selecting Records and Columns You can select information on the Record List by clicking rows or columns Many of the commands described later in this chapter can apply to information that is selected on the Record List For example you can remove a record by selecting it on the Record List then choosing Database gt Remove Or you can sort a column by selecting it and cho
160. plicate 8 16 Extra Choices 3 22 Find 8 16 Find All 8 21 8 22 8 25 Help 3 19 Hide Attachments 5 2 Hide Balloons 3 24 Hide Choices 3 20 Import 13 9 Insert Date 3 7 Insert File 3 9 Insert Row 3 14 New Document 14 3 Omit 8 23 Omit Others 8 24 Open 2 7 Paste 3 4 7 4 Place Note 7 3 Preferences 2 6 6 2 Record 8 24 Remove 8 9 8 25 Remove Format 8 14 Remove Row 3 14 Remove Tag 8 27 Revert 8 16 Revision Status 14 5 Save 2 13 Save As 2 14 Save Format 8 13 Send 10 3 Set Value 3 10 3 18 Show Attachments 5 2 Show Balloons 3 24 Show Choices 3 20 Show Record List 8 3 Sort 8 9 8 22 Tag Records 8 25 Verify 4 11 Verify Template 4 8 creating a new data document 2 4 2 5 CryptoAPI 4 16 current record 8 2 D data documents closing 2 12 collecting 2 17 creating new 2 4 described 2 2 opening 2 7 2 9 saving 2 13 saving copies of 2 14 data formats 10 4 data verification 3 19 date cells entering 3 7 date picker 3 7 deleting attachments 5 6 delimited text files 13 2 limitations of 13 5 merge format of 13 3 multi line values in 13 5 delimiter character 13 2 dialogs Attach 5 4 Browse 1 10 Check Spelling 6 4 Missing Fonts 2 12 New Data Document 2 4 2 11 2 18 14 3 Note 7 5 Preferences 2 6 Remove Saved Format 8 14 Remove Tag 8 27 Revision Status 14 6 Save As 2 14 Save Current Format 8 13 Send 10 3 Set Password 2 6 Set Value 3 10 3 19 Suggested Route Detail 10 7 Suggested Routes 10 6 Tag Collected Records 8
161. r form only The remaining sections of this chapter describe the annotation features of Informed Filler You I learn how to place and position notes and how to record and playback messages You ll also learn how notes are affected when the design of a form is changed by the Informed Designer user For information about importing and exporting notes see Chapter 13 Exchanging information Placing Moving and Removing Notes Informed Filler allows you to place and position as many notes as you like To place a new note 1 Find the record that you want to annotate and bring the form window to the front 2 Choose Edit gt Place Note to display a blank note that is centered in the form window Purchase Aeg Date Purchase Requisitio Me es Hew Tork HT 12345 Each note contains controls for entering changing and playing back messages For instructions on using these controls please see Typing Recording and Playing Back Notes later in this chapter You can move a note to any position on your form by simply clicking and dragging it with the mouse You should always position a note next to the information to which it specifically applies For example if you enter a note as a reminder that a customer s telephone number has changed you should position the note next to the new number Once yov ve created a note it will automatically appear whenever you see the record in the form window 7 4 Annotation To
162. r in a palette or in a drop down list HHHH CHL Pek i Choices for Ship M ethod TO displayed in a palette Ship Method Choices for Ship Method displayed in a drop down list Turbo If the choices for a cell are configured to display in a drop down list you ll see an arrow on the right side of the cell s title section indicating the presence of a choice list Ship Method Choice list indicator To display the choice list click the arrow and hold the mouse button down Depending on how the form designer has set up the form choices in a palette will display automatically when you tab into the cell or you may have to choose View gt Show Choices If you show the palette by choosing the Show Choices command the palette will remain visible until you close it manually by choosing Hide Choices or by clicking the palette s close box If the palette is set to display automatically Informed Filler will also hide the palette for you automatically when you select a different cell or accept the record The form designer can add descriptive text to a cell s list of choices that won t appear in the cell once a choice is made For example if you select the choice TurboMail 0003 only the text in parenthesis in this example 0003 will appear in the cell DHL 0001 FedEx 0002 TurboM ail 0003 UPS 0004 Filling Out Forms 3 21 Selecting a Choice Depending on whether a cho
163. r leave it blank For example for a template configured to submit to an Oracle database if the form designer did not include a user ID and password in the template you Il see the Oracle connection dialog box when Informed Filler submits a record Database Login For rack cer 10 Quen thank er passara The exact appearance of the connection dialog box varies depending on the particular type of data destination that the template is linked to When a data destination receives a submitted record it might reply with a message indicating that the record was successfully accepted or it might report an error This again depends on the type of data destination and the details of how form submission is configured Submitting Multiple Records To submit multiple records to the configured data destination when the Record List is active 1 Select the records that you want to submit with the Record List in front Invoices Record List iios He ke i Sold Te moiti 6 23 96 bins Ela Sky Ship i dihi Clerk Gar Supplier mos Wide Malkin s Bed dh Breakfast oo1ds TENE Migels Boske amp Beer os O Tiram Strudel by Joan 2 Choose File gt Submit Informed Filler submits the selected records If an error occurs during the submission process a message appears indicating so and the Submit command is halted The record containing the error along with any remaining selected records that weren t sub
164. re automatically move from table to table on your form by pressing either of the F2 Command Tab or Shift F2 Command Shift Tab keys The first field cell following a table is also a Quick Tab cell The form designer might also have configured conditional tabs for certain cells on the form A conditional tab moves you to another area of the form based on the information that you ve entered in the cell you re tabbing out of For example the form designer might configure conditional tabs for Local and Out of Town checkboxes on a travel expense form If you select the Local checkbox and then tab from that cell you might tab past sections for claiming expenses such as Hotel Accommodation and Airline Travel and go directly to sections for claiming expenses such as Parking and Fuel Filling Out Tables Each table on your form has one or more columns and one or more rows You fill out a table by tabbing from column to column and row to row entering data in each cell The direction that you tab in a table either across the rows or down the columns is configured by the form designer The form designer also specifies when tabbing will leave a table Normally if you are tabbing across the rows tabbing leaves the table when you tab through one empty row However the form designer can also configure the tab order so that tabbing leaves the table after you tab out of the first column of an empty row 3 14
165. reer Fen F Feary ned iiet TD aaier ise within Ba ona Punai pei Tang TFT to Ae i interpreted ae 20N D pag deny backyard FY rper adabiiy of mal ted Lr 2 Enter a new starting value in the text box Informed will automatically update the end value When entering dled aiuta yaa mih latt than ihrae dipa ame vathen the one hundred psa moz EE i 2075 1 ic irerpasied ox 2000 Entering Boolean Values A boolean cell can have one of two values Depending on the format of a boolean cell the cell s value will display as Yes or No True or False or On or Off Informed Filler ensures that you enter only values that are appropriate for that format If you type only part of a value Informed Filler converts it to its full form For example to enter No into a Yes No style boolean cell you need only type the letter n Informed Filler converts the value to No for you Filling Out Forms 3 9 Entering Checkbox Values There are eight different checkbox styles The following table lists each style in its checked and unchecked state E ve Oo He rue QO Fake EJ On oO ar EJ Mak QO Femab gt Te _ He af On _ Of Up O Down ves J No Rather than typing a value into a checkbox simply click the cell with the pointer or press any key The cell s value will toggle between checked and unchecked Entering Pictures You can enter a picture into a picture cell by using the Insert File comman
166. remove an existing note 1 Click on the note The note color will turn blue to indicate that it is selected 2 Choose Edit gt Clear or press the Delete or Backspace key To transfer a note to the Clipboard 1 Select the note and choose Edit gt Cut to remove the note and place it on the Clipboard 2 After changing pages choose Edit gt Paste to transfer the note from the Clipboard back onto a different page on the form Typing Recording and Playing Back Notes Depending on which operating system you are running Informed Filler different controls on notes will be available Windows supports text notes so only the control for viewing and editing text notes will be available If you re using a Macintosh computer you can use controls for recording and playing back voice notes in addition to the text note control W indows note Macintosh note fl G et approval firg fe Get approval first ake LET oeeo Fewer o Ea ext note contro Text note control Playback control Recording contol Textual Messages Informed Filler displays the first few words of a textual note on the note itself If the entire note doesn t fit in the space provided you ll see only the first few words followed by an ellipsis To enter view or change the text of a note 1 Click the note s Text control The Note dialog box appears 2 Type a note in the blank window p Annotation 7 5 A textual note ca
167. res gt Log Off Service Like other signing services I Sign performs a data check to look for possible tampering when you verify a digital signature Note I Sign signatures are not considered legally binding If this is an issue it is strongly recommended that you implement Entrust or Microsoft CryptoAPI digital signing services Entrust Entrust by Nortel is a scalable security product that can offer different strengths of security and different infrastructures for key management In order for the Informed Entrust signing plug in to work you must have a properly configured version of the Entrust client software installed on your computer You must also have an Entrust profile a unique personal identity for signing purposes When you sign a form you are asked to log on to Entrust by typing your Entrust password 4 16 Using Digital Signatures Enburt iog os Find Freia BE TEET EITUST remna amanar i gt Favsword ok Thangs Fassuara Towai l In addition to logging on to Entrust the Log on dialog box also allows you to change your Entrust password and choose a different Entrust profile To change your password 1 Click the Change Password button A dialog box appears requesting that you enter your old password and then the new password To choose a different Entrust profile 1 Click the Find Profile button The method of finding a different profile depends on the method of key managem
168. rint Options later in this chapter When the size of a form is larger than the selected paper size Informed Filler will tile the form onto multiple sheets of paper For example suppose that you re printing a tabloid size form 11 by 17 on standard US letter sheets 8 5 by 11 Informed Filler will produce four sheets of paper for each copy of the form that you print If you choose a different paper size see Page Setup Informed Filler will automatically readjust the tiling to print properly on the new paper size 2 After selecting your printing options click Print to begin printing Informed Filler will display this progress dialog Printing Tancel y ance So Record Z of 34 page I e You can cancel printing at any time by clicking Cancel Print Options Informed Filler s print options allow you to print either the current or collected records print a blank form print the form s work page collate the printed forms To specify your print options 1 Choose File gt Print to display the Print Job dialog box 2 Click the Print drop down list from the Print Options section and make a selection from the available options 9 6 Printing Forms Current record Collected records Blank form Work page Print O ptions Print Option Action Current prints only the current record displayed in the form window Record Collected prints all records in the current co
169. rn about entering information into new or existing forms or records and about using the variety of intelligent features that make it easy for you to fill out a form Chapter 4 Using Digital Signatures discusses Informed s digital signature capabilities specifically how digital signatures work and the steps necessary to sign forms and verify digital signatures You ll also learn how to verify the authenticity of associated form templates Chapter 5 Attachments provides information about how to attach files to records The Attachments window is described as well as the Attach and Extract commands Chapter 6 Spell Checking explains how to use Informed Filler s spell checking feature to ensure the accuracy of data entered in cells Setting spelling preferences and spell checking multiple records are also discussed Chapter 7 Annotation shows you how to include annotated text or voice notes in addition to the information that you enter in the cells on your forms Chapter 8 Record Management describes how to add remove find change duplicate and tag records The Record List is also described in detail i 4 Introduction Chapter 9 Printing Forms explains how you print forms with Informed Filler It describes the Page Setup and Print commands as well as various printing options Chapter 10 Mailing Forms describes how you can use electronic mail systems to send forms to other
170. rpreted as the Name and Number cells respectively When you export records Informed Filler automatically surrounds a cell value with double quotes if the value contains a delimiter character When you import records these characters are ignored For more information see Exporting Records and Importing Records later in this chapter Merge Format In the text file shown in the previous figure the first line contains the cell names of the information in the file Many applications require that this convention be followed The cell names are used by an application that imports the text file to automatically identify the contents and organization of the file This characteristic of a text file is often called the merge format Tables Tables on a form contain rows and columns of data On a form drawn with Informed Designer each column represents one cell A column cell can store multiple values one for each row When you export a record that contains a table Informed Filler stores the contents of the table either column wise or row wise This means that the information in the table is organized either column by column or row by row You choose which method to use by clicking a control on the Export dialog box see Exporting Records later in this chapter If you choose to export tables by column the rows of a column cell occur grouped together each separated by a special row delimiter character The ASCII code of the row de
171. rrently active form record Check Collected Records checks all records in the current collection Check Selection checks the spelling in a selected cell on the form After choosing one of the submenu items the Check Spelling dialog box appears Word Suggestions Status he errors were found Content If no questionable words are found the text boxes and scrolling list on the dialog remain blank and only the Done button is available Click Done to return to the record If a questionable word is found Informed Filler flags it and displays it in the Word text box If the Always provide alternative spellings preference is turned on Informed Filler will display a list of possible replacement words in the Suggestions scrolling list Below the list of suggestions is a status line that describes the type of questionable word The Context box at the bottom of the dialog displays the questionable word in context Spell Checking 6 5 When a questionable word is found you can replace it with a word from the Suggestions scrolling list you can skip the word you can add the word to the dictionary or you can type a different word in the Word text box To replace a questionable word with one of the alternative spellings 1 Select the alternative in the Suggestions scrolling list then click Replace or simply double click the alternative word in the list Informed Filler
172. rson to the Recipients list To remove a recipient 1 Select the name in the Recipients list then click Remove You can also use the Select Recipients dialog to add new addresses to your address book To enter an address that is not available in the Names list 1 Click the New button The Add New Recipient dialog appears Mailing Forms 10 11 z Add Mew H ecpienl Mame Adder Put this entry E inthe Personal book C Inthe merage uny 2 Enter the recipient s name and e mail address in the appropriate text boxes You can also choose to add the new recipient to your address book or simply use the recipient in the current message Put this entry Inthe Personal book C In this message only 3 After entering all the recipient information click To Cc or Bce The new recipient will appear in the Recipients list on the Select Recipients dialog Configuring the SMTP Plug in You must specify your SMTP server and e mail address before you can send forms using the SMTP plug in 1 Click the Settings button on the Send dialog box and enter the appropriate information on the Mail System Settings dialog box L Mal System Settings SMTP Semer EZE 175 Retum E Mot Address as mthGivoldcorp cam Note If you don t know the address of your SMTP server contact your e mail administrator 10 12 Mailing Forms The SMTP Address Book The l
173. ry date decoent team an dolla berplete form ad Click Add r Templinis 7 bo acid smother tamp lists te the bere fiker jlocal Templates aS Progress Report Purchase Ren LA T request Beg Labels Markings Ea a Ceoecial Area Access Orgie Shana Darpar atin BA Survey Prep and Analysis 2 Select the template you want from the scrolling list then click New A new untitled data document for that template is created and displayed in a form window 3 To select a template that is not in your templates folder click Add Other Template The standard Open dialog appears allowing you to select a template from any accessible volumes or disks Informed Filler then copies and places the selected template in your templates folder Document Management 2 5 You can also access template distribution centers to obtain new templates using the controls on the New Data Document dialog For more information see Obtaining a New Template later in this chapter The Recent Templates List Another method of creating a new data document is to use the Recent Templates list 1 Choose File gt Recent Templates and select a template from the available items New Document Preferences Informed Filler s New Document preference allows you to specify what action will occur when you choose the New Document or Recent Template commands and select a template The reason for having this preference is that some forms such as
174. s 3 15 Expandable Rows in Tables If the form designer has selected the Expandable rows option for a table the spacing of individual rows can expand if you enter more data than the chosen row spacing can display With this option selected all rows in the table are expandable but only the rows that contain extra data are affected For example if only one row in a table contains more information than it could normally display only that row will expand The other rows will retain their original spacing O nly the row with exta Recipe for Disaster EIEE information expa nds All Cook Book other rows retain their Fishing Line FL222 original spacing If all the rows in a table already contain data Informed Filler will not allow you to expand any rows in the table since that would cause the last row of the table to disappear If you try to expand a row when all rows in the table already contain data you II be alerted with a message Scrolling Tables Note The form designer can include a scroll bar with any table on the form A table that includes a scroll bar is called a scrolling table Informed Filler automatically adds new rows to the scrolling table when you enter more data than the table can display You can view all the data in the table by scrolling up and down using the scroll bar Part No Description Part No Description VC 120 Video Cassette NVG 250 Night Vision Glasses 40 You can view all 4 te Ta eteacrow
175. s or tables to store the client transaction and interest information When you transfer information from a form with tables to a relational database it might be more appropriate to export and import each table separately As you ll learn in Exporting Records later in this chapter you can choose which cells to export and their order With this ability and with the option to export tables by column or by row you can more easily exchange information between Informed Filler and other standard applications Multi line Cell Values You can type more than one line into a text cell by pressing Enter or Return at the end of each line Since the end of a line has a special meaning in a delimited text file it separates records or rows of tables an exported cell value cannot contain end of line or carriage return characters Therefore when you import and export records Informed Filler automatically converts carriage return characters to vertical tabs ASCII code 11 Most applications such as word processors will interpret each vertical tab character as the end of a line Limitations of the Delimited Text File Format As its name implies a delimited text file stores textual information only When you export records from forms with pictures or signatures Informed Filler automatically converts picture and signature values to text Note however that only Informed Filler understands the format of pictures and signatures stored in this ma
176. s other types of distribution centers might be supported after this documentation is published Once you ve obtained a template from a distribution center Informed Filler will automatically check periodically to see if a new revision of the template is available If a new revision is available you are automatically notified when you open or create a data document and the new revision replaces the previous version The Templates Folder Regardless of whether you access templates on a shared file server or locally on your own computer Informed Filler needs to know where the templates are located Templates are located in the templates folder On Windows this folder is named TEMPLATE On Macintosh the folder is named Templates Regardless of platform the templates folder by default is located in your Informed folder You can change the location of the templates folder using Informed Filler s Preferences command For information about moving your templates folder see Moving Folders later in this chapter In addition to the templates themselves information about templates is stored in separate template preferences files These files contain information about your personal preferences For example Informed Filler allows you to list the information of multiple forms or records in a list format by displaying the Record List window Overview 1 5 Invoices Record List i Sold To i 6 29 96 John s Blue Sky
177. s folder see Moving Folders Filling Out Forms To the Informed Filler user form templates are like hidden files that need not be manipulated directly Instead Informed Filler automatically locates and opens templates when needed as you fill out new forms and open previously filled out forms When you request a new document Informed Filler presents a list of available templates to choose from You select a template and a blank form appears ready for filling The information you enter to fill out a form is stored in a form data document A form data document can store the information for one completed form or many completed forms A single completed form is called a record For casual users who fill out very few forms it is easiest to store one record in each data document If you fill out many forms storing all records for a particular type of form in one data document allows you to take advantage of Informed Filler s powerful database features 1 6 Overview While filling out forms you benefit from the data entry and intelligence features that have been configured by the form designer Features like automatic formatting calculations error checking lookups choice lists and on line help make it faster and more accurate to enter information The entire processing of a form is automated using Informed Filler from the initiation of a new form to the approval and submission of the completed form After entering information
178. s for Cells The following figure shows an alert dialog box The ehiggirey charge raast be babaran 2 and 1O dollare Lok Once an error has been reported Informed Filler will allow you to move to a different cell even without first correcting the mistake However depending on how the designer has configured the form you might not be able to save mail print or submit a record until all errors have been corrected Again depending on how the form was configured cells with missing or invalid data might appear filled in with color to indicate that there is a problem If you re unaware of how to correct an error you can always revert or remove the record For more information see Chapter 8 Manipulating Records Whenever an alert dialog box appears Informed Filler will automatically add the message to the cell s help dialog box This allows you to later view the alert message by selecting the cell then choosing Cell gt Help See Help Messages for Cells later in this chapter for more information 3 20 Filling Out Forms Choice Lists Often a cell will take on a variety of common values For example the shipping method on an order form might always be Mail UPS or Federal Express The form designer can enter a list of choices for any cell Instead of typing a cell value you can simply select a choice Depending on how the form designer has configured a cell s choice list the choices are displayed eithe
179. s of the Record List only when you accept the record by pressing Enter Totalling or Averaging a Column Informed Filler can calculate the total or average of any column on the Record List This feature is useful for summarizing the information in a collected set of records For example after finding all overdue invoices you could total the amount due column to obtain the total amount overdue To calculate totals or averages for each of the selected columns on the Record List 1 Select the desired column or columns 2 Choose List gt Totals The Totals dialog appears 8 12 Record Management OR My tatats Total osima C average oolunn a The Totals dialog box shows the current setting of the selected columns totalled averaged or no totals If you ve selected two or more columns that are configured differently the Totals dialog box will show no setting 3 Choose a setting then click OK Informed Filler will calculate the results and display them below the last record on the Record List Each value appears bold and aligned according to the column s alignment T Svan AO s 2z a6 MD JAI WEDD iR ADD To indicate that a column is totalled or averaged Informed Filler draws a small symbol to the right of the column s heading Totalled columns have a plus sign whereas averaged columns have an X with a bar over it the statistical symbol for average While totals are calc
180. sarde on fie Record Lict are cigned At eect one If one or more digital signatures are found to be invalid Informed Filler will identify the corresponding records by selecting them on the Record List window An exclamation mark will appear to the left of any invalid signatures on the Record List Verifying Templates Before distributing a template for use with Informed Filler the form designer can authorize it so that you can verify its authenticity Otherwise the template is vulnerable to tampering For example suppose a loan application must go through two levels of screening before it can be approved A loans officer interviews the client and then selects a Not recommended checkbox on the application form and signs it with a digital signature The application then goes to the bank manager who has the final authority to approve or reject the loan application _ l O Formani D Met Racommenied beas Oticer s Sigmatere 5 phei S FF JSatS If a person wanted that loan to be approved he could alter the form template used by the bank manager so that the application appears to have been recommended by the loans officer To do so he would simply use Informed Designer to change the title of the Not recommended checkbox field to Recommended and the Recommended title to Not recommended When the bank manager views the data with the altered template it might look like this 4 12 Using Digital Si
181. selected Informed Filler will beep each time you try to enter or change the cell s value After three attempts an alert message will notify you that the current cell is a display only cell Entering Text The text cell type is used for cells that hold textual information such as an address a comment or a memo Formatting options can automatically capitalize letters words or sentences in the information you enter 3 6 Filling Out Forms When you enter information into a cell you can type more lines than will actually fit in the cell area When you press Tab to move to the next cell the information that doesn t fit is hidden Text cells can also make use of a formatting option called Allow auto shrink If this option is selected Informed Filler will automatically shrink the type size of the information so that it fits entirely in the cell area Ee A a aana text in a cell the lines edge of the cell while you will extend below the erer hbmator bottom edge ofthe cell while you enter information Entering Character Values The character cell type also stores textual values However unlike the text cell type character values must match a specific format that the form designer defines The character cell type is used commonly to store information such as telephone numbers zip codes or any values that are always formatted exactly the same way When you enter a value into a character cell Informed Filler w
182. selected column on the Record List corresponds to a table cell on the form the This value option will not be available You can only use the Its calculated value option Please see Calculations for more details You can use the Set Value command to change the value of any cell except for display only cells or picture and signature cells If the cell or Record List column that you select is one of these the Set Value command will be unavailable You can also use the Set Value command to reset the value of a calculated cell For details see Calculations later in this chapter Errors When Using the Set Value Command As you ll learn in Data Verification later in this chapter the form designer can create a check formula for any cell so that Informed Filler automatically checks for mistakes when you fill out a form A check formula is a formula that examines a cell value to determine if an error has been made When you use the Set Value command to change a cell s value for many records it s possible that the value you set might be invalid for one or more records in the collection based on the cell s check formula If this occurs Informed Filler leaves those records unchanged and tags them with the tag name Set Value Errors For information on tagging records see Tagging Records in Chapter 8 Scrolling Fields The form designer can include a scroll bar with any field on the form A field that inc
183. serial number of the Informed product you are using this can be found by selecting About Informed Filler under the Help Windows or Apple Macintosh menu when the application is active type and version of the operating system your computer is using Win98 WinNT Mac OS 9 and so on type of computer you are using Pentium 300 i Mac and so on the details of your question such as the commands you are using and the desired task that you are seeking to accomplish If possible please be sitting in front of your com puter so that the support technician can talk you through the solution ii Contacting Support Before you phone Shana Corporation s Support Team Read The Manuals The Informed manual set covers all of Informed s features and tools Sometimes the answer you need is in the manuals Be sure you are consulting the correct manuals for the application you are using Check the indices to see if you are looking in all the right places If you still can t find the answer you are looking for Check our Home Page on the Internet We are constantly upgrading and adding to our web based technical support services Point your browser URL location to http www shana com and visit the support section of the Shana web site Searching our Technical Notes you will find many sub sections covering things like functions calculations e mail enabling tips and tricks and many examples of how to set up common forms and settings As wel
184. server Plug ins The plug ins folder contains Informed plug ins and associated files Informed plug ins provide access to external services such as electronic mail systems and databases The plug ins folder must be located inside your Informed folder See Informed Plug ins earlier in this chapter for more information about plug ins Templates Folder The templates folder TEMPLATE on Windows Templates on Macintosh contains the templates available for use with Informed Filler The location of the templates folder can be changed using Informed Filler s Preferences command For more information see The Templates Folder earlier in this chapter 1 8 Overview Preferences Folder The preferences folder PREFS on Windows Preferences on Macintosh contains the following items The template catalog TMPLCAT DAT on Windows Template Catalog on Macintosh is a file that is maintained by Informed Filler It contains a list of all of the templates contained in the templates folder Informed Filler uses the template catalog to quickly find the correct template when the user opens a data or package document The template preferences folder TMPLPRFS on Windows Template Preferences on Macintosh contains template preferences files Template preferences files are maintained by Informed Filler Each file contains user specific preferences for the template of the same name The purpos
185. sh Eir Phage You can show both field cells and table cells in the Record List window A field cell has one value whereas a table cell can have multiple values one for each row in the table To indicate that a column represents a table cell Informed Filler draws a small table icon next to the column heading on the Record List Invoices Record Lisi Tatal FIRS Owens tea ard ADHD 22 36 Eiir es Safety Esat AD 25 6 Bobs Soha Shop An I e00 22 36 Canis Teoh Sapper AO A Rewis 1 Selected 1 T Even though a table cell can have more than one value only the value found on the first row of the table appears on the Record List In the previous illustration each row represents one invoice The values in the Item Number column correspond to the values found on the first rows of the Item Number column on the different completed invoices To see the remaining rows of the table view the record in the form window Record Management 8 5 The form designer can choose to index a cell so that searching with Informed Filler is faster See Indexed cells later in this chapter For indexed cells that are displayed on the Record List you Il see a small magnifying glass symbol near the right edge of the column title Inventory Record List Degerigtion Pieter Cut Treg a Shark Gepe tank Beet Paltih J You cannot change which cells are indexed with Informed Filler Adding and Removing Columns Inform
186. ss Enter Windows or Return Macintosh to choose the Sign command If you have more than one signing plug in installed and the form designer has not configured the signature 4 6 Using Digital Signatures cell to use a particular service you ll be first asked to select the service you want to use Sige uig Erir id Ceo JC 3 Select the service you want to use from the Sign using drop down list then click OK If you are not already logged onto the signing service Informed Filler will request that you identify yourself The dialog box you see is specific to the signing service used fntreat Lag On Tied Prete Frith enenne umeai p Parrain pe i Eiane Pn Enare Ce After you ve identified yourself Informed Filler creates the digital signature and stores it in the signature cell The signature icon and your name appear in the cell Depending on how the form designer configured the cell you might also see the signing date next to the signer s name DD KelE woniena G Petceninivied Bj Enn Pee aT Note You should not trust the validity of the name and date displayed in a signature cell Only by verifying the signature can you be sure of the date and the signer s identity The signing date may or may not be available depending on the signing service you re using X Once you ve signed a form Informed Filler automatically locks all signed cells to prevent changes to the si
187. stionable occurrences Spelling Preferences By setting Informed Filler s spelling preferences you can specify certain criteria used when spell checking is performed on your form For example you can choose which language dictionary to use and select various language options To set Informed Filler s spelling preferences 1 Choose Edit gt Preferences then click the Spelling icon in the scrolling list The Preferences dialog changes to show the Spelling Preferences panel Preferences ie Spelling Preferences Lane E Ahaya provide atrata spe linger Securihy Language Options 2 Click the Language drop down list and make a select the dictionary you would like to use for spell checking from the available choices French German Italian Spanish Spell Checking 6 3 3 By default Informed Filler provides alternative spellings for questionable words when you perform spell checking If you don t want to see alternative spellings turn off the Always provide alternative spellings checkbox 4 You can set various options for each of the dictionaries by clicking the Language Options button The Language Options dialog box appears Depending on which language you ve chosen the dialog box will display different options The following illustration shows the options available for the English dictionary English Language Options Lexicon Supplements Dia
188. t people could have two signature cells Each cell would sign only those cells in its respective section You could even have a third signature cell which signs the entire form including the other signatures Form with 1st signature cell 2nd signature cell 3rd signature cell three signatures signs 1st section signs 2nd section signs all cells In addition to signing cells the form designer can configure a signature cell to also sign any attachments For information on attachments see Chapter 5 Attachments To see which cells on a form are signed by a particular signature cell 1 Select the cell 2 Choose Edit gt Signatures gt Show Signed Cells This feature is useful if you are about to sign a form and want to see which cells you are signing or if you are viewing a form that s already been signed and want to see which cells have been signed by the existing signature With the Show Signed Cells option selected Informed Filler draws a red frame around each signed cell when you select the signature cell Only those cells which are signed or will be signed by the selected signature cell are revealed To turn the Show Signed Cells option off choose Show Signed Cells again 4 4 Using Digital Signatures Informed Filler also allows you to see whether or not any attachments are signed by a particular signature cell If the selected signature cell does not contain an actual signature and the cell is configured to sign a
189. t the record is active For complete instructions on how to fill out a form please see Chapter 3 Filling Out Forms 3 When you finish filling out the new form press the Enter key on the numeric keypad Pressing Enter indicates to Informed Filler that you have finished entering information and that the record should be accepted Editing an Existing Record To edit an existing record 1 Find the record using either the Find command or the various browsing commands see Finding Records and Browsing Through Records 2 With the form window in front activate the record by pressing Tab or clicking to select a cell While the record is active you can move from cell to cell and enter or change information A small pencil in the collection information box indicates that the record is active 3 When you re finished editing the record press the Enter key on the numeric keypad or Ctrl Return Windows or Cmd Return Macintosh to accept the record For complete instructions on how to fill out or edit a record please see Chapter 3 Filling Out Forms Reverting a Record From time to time you might make unintentional changes to a record s information The Revert command reverts the current record to its most recent version prior to last activating the record If you revert a newly created record Informed Filler will clear the record to its blank state and fill in any default values 8 16 Record Management To revert
190. t the signature cell 2 Choose Edit gt Signatures gt Show Signed Cells Attachments 5 7 If the selected signature cell is configured to sign attachments but does not contain an actual signature you ll see a red frame around the Attachments window This indicates that if you sign the record in that signature cell all of the currently attached files will be signed as well If the selected signature cell does contain a signature and the cell is configured to sign attachments you ll see a red frame around only those attached files that were present when the record was originally signed Once a record has been signed with a signature that signs attachments you can add other attachments without compromising the digital signature Informed Filler knows which attachments a signature has signed and prevents you from deleting them 5 8 Attachments Spell Checking In this chapter Spelling Preferences 6 2 Spell Checking Your Forms 6 3 Spell Checking From the Record List 6 6 6 2 Spell Checking Spell Checking Informed Filler comes with a built in spell checker and the spell checking plug in needed to use it These items are automatically installed when you install Informed Filler You can ensure the accuracy of the data entered in text and name cells by checking for spelling mistakes on all pages of a form or only on particular sections Informed Filler s spell checker will detect misspelled words double words and other que
191. tandard Windows Save dialog you ll see the Save dialog that corresponds to your document management system 3 Enter the document information according to the rules defined for your document management system then click OK Retrieving an Existing Document You can retrieve an existing data document from your document management system right from within Informed Filler 1 Choose File gt Open Instead of the standard Windows Open dialog you ll see the Document 2 20 Document Management Retrieval dialog that corresponds to your document management system 2 Select the document you want to open then click OK The document management system will retrieve your form and open it in Informed Filler s window Details about specific document management systems are not included in this section For information about your organization s system please see the documentation that came with the application or consult the person who administers your document management system Filling Out Forms In this chapter Activating a Record 3 2 Accepting the Current Record 3 3 Entering Information 3 3 Memorizing Values 3 12 Tab Order 3 12 Filling Out Tables 3 13 Using Buttons 3 16 Pages of a Form 3 16 Intelligent Features 3 17 3 2 Filling Out Forms Filling Out Forms Forms contain areas where you enter information These areas are called cells The form designer specifies the type of information that you can
192. ted on the Record List the Print drop down list contains the Current record Entire Record List and Selected records options If no records are selected on the Record List the Selected records option is unavailable If you re printing the records on the Record List as forms then the Collate and Begin printing at label position controls function the same as when printing from the form window see Print Options If you re printing the records in a list these controls are unavailable Note Printing Forms 9 9 Printing Records in a List By printing the Record List in a list rather than as individual forms you can produce summary reports similar to the one shown in the following figure tut beerioe y aip SI diia OIE TiM SIE IHM IM BHM liven Renard List Tig En Tops p OT Bee reri Formals Care Tepp ay Fae MePkya Cae rkp Each printed sheet contains a header that shows the current date the name of the document and the page number If the total width of the Record List exceeds the printable width of a page Informed Filler will automatically tile the Record List For information about formatting the Record List to show the information that you want see The Record List in Chapter 8 Manipulating Records To print the Record List in a list 1 Choose File gt Print while the Record List window is active 2 Click the List button from the Infor
193. that the form will be sent in If the form designer has locked the data format to be used when mailing the form that data for mat will take precedence over the one you specify for a suggested route To edit an existing suggested route 1 Select it in the scrolling list on the Suggested Routes dialog then click the Modify button The Suggested Route Detail dialog box appears allowing you to change the specific details for the selected route To remove a suggested route 1 Select it in the scrolling list then click Remove You can change the order of suggested routes in the scrolling list by clicking a route and dragging it either up or down with the mouse 10 8 Mailing Forms Mail Cells To aid in addressing forms and specifying various send options the form designer can take advantage of mail cells A mail cell is a cell whose value is used to specify a send option or parameter For example when you mail a form Informed Filler looks for a cell named Mail Send To If such a cell exists the form is automatically addressed to the name in that cell Other mail cells can be used to automatically enter other parameters such as the subject with information on the form The following table shows the four mail cells supported in Informed M ail Cells Mail Cell Description Mail Send To The name of the mail recipient The value in this cell must identify a valid user in the directory of your e mail system Mail
194. the data for one or more records Use this format when mailing forms to another user who already has the appropriate template needed to view the data This is the most common data format to use when sending forms Informed package contains both the data and template for a form Use this format if the person you are mailing the form to doesn t have the appropriate template needed to view the data Informed Interchange files contain the data for one or more records and are used primarily for transferring information between different applications and different versions of Informed Filler The delimited text file format is a standard format that s used primarily for transferring information between Informed Filler and other applications Use the Comma or Tab delimited text formats when mailing forms to someone who needs to import the data into another application such as a spreadsheet word processor or another database The form designer can lock the data format to prevent you from accidentally choosing an incorrect setting If the data format has been locked you will not be able to select a different format from the Send as drop down list Once you ve selected one or more recipients and specified the subject the send format and which records to send click Send or OK to initiate the send process When Informed Filler creates the file that is attached to the e mail message it names the file according to the filen
195. the template is available you ll be notified with a message as shown below meee ete of the Serpe w available wouk pou hkr be ep abe prar cyp ma Conia wating que Gurren vergian or cgncel the apes gba Cantet Continue Cimone You can update your copy of the template with the new revision ignore the new revision and continue using your current version or cancel the operation If you choose the Update option Informed Filler replaces your template with the new version If the new version includes changes that affect the information that is contained on the form Informed Filler will update the data in the active data document to reflect these changes For more information see Updating a Data Document in Chapter 2 Document Management Revision Status Each form template has a status and a status message The forms designer sets these to provide you with an indication of the intended use of the template and any associated cautions To see the status and status message for the active template 1 Choose View gt Revision Status The Revision Status dialog appears 14 6 Form Template Distribution Temiar stun Cuneni Revision if i Lindt Hestin Chark Wederda Juke 25 S000 30a Crinbubon Genter MpFomMlace Bhain Message The template s status can be Current Non current or Discontinued Current implies that the template is the most up to date version Non current indicates that a newer version
196. the top left corner of the page you can choose any area as a starting point For example suppose that after printing five labels on a new sheet as illustrated in the previous figure you now want to print three more using the same sheet You want the first address to print on the sixth label on the sheet If the drawing area of your form is repeated you can enter a value in the Begin printing at label position text box on the Print Job dialog box Begin printing at label position The Begin printing at label position value determines on which drawing area printing will begin 9 8 Printing Forms Printing From the Record List If the Record List window is in front you can print either all records in the collection or only those which are selected on the Record List You can also choose whether to print the records in a list or as individual forms To print from the record list 1 Choose File gt Print to display the following dialog box oe Should you Wem te peed at a et a aa Feet i Se De 2 Click one of the Forms List or Cancel buttons List allows Informed Filler to print a columnar list of the records on the Record List If you select Forms the records are printed as individual forms Clicking Cancel cancels the Print command After you click the List or Forms button the Print Job dialog box appears With at least one record selec
197. tion systems Informed Filler can import and export information in standard file formats Introduction i 3 The Informed Filler Manual Set The Informed Filler manual set is designed to provide you with a complete reference to the features and functionality of Informed Filler The manuals combine text and graphics to thoroughly document every aspect of the software In addition to your Informed Filler Users Manual the set also contains the Informed Filler Getting Started Guide This guide provides you with instructions on installing and registering Informed Filler and also describes the minimum hardware and software configurations required to use the Informed Filler application About This Manual This manual provides a complete reference to Informed Filler General topics are organized in the following chapters Chapter 1 Overview provides an introduction to the concept of electronic forms It describes the Informed products and explains how each application works and integrates with the others to provide a complete electronic forms solution The flexible nature of Informed s architecture and how it can be customized to fit your organization s environment is also discussed Chapter 2 Document Management teaches you about the different types of Informed documents Instructions are provided on how to open close and copy documents Chapter 3 Filling Out Forms instructs you in how to fill out a form You ll lea
198. tions 9 5 Collating Forms 9 6 Printing Repeating Forms 9 6 Printing From the Record List 9 8 Printing Records in a List 9 9 Mailing Forms 10 2 Mail Preferences 10 2 The Send Command 10 3 Suggested Routes 10 5 Adding Changing and Removing Suggested Routes 10 6 Mail Cells 10 8 Form Tracking 10 8 Mail Plug ins 10 9 Windows Mail Plug ins 10 9 Macintosh Mail Plug ins 10 10 SMTP Mail 10 10 Addressing using SMTP 10 10 Configuring the SMTP Plug in 10 11 The SMTP Address Book 10 12 Contents V VI Contents Chapter 11 Chapter 12 Chapter 13 Chapter 14 Form Tracking 11 2 How it Works 11 2 Tracking Forms 11 3 Displaying a Form s Tracking Status 11 4 Submitting Forms 12 2 Overview 12 2 The Submit Command 12 2 Submitting Multiple Records 12 3 Successful Submit Indication 12 4 Errors When Submitting Records 12 4 Exchanging Information 13 2 File Formats 13 2 Delimited Text Files 13 2 Quote Characters 13 3 Merge Format 13 3 Tables 13 3 Multi line Cell Values 13 5 Limitations of the Delimited Text File Format 13 5 Informed Interchange Files 13 6 Informed Data Files 13 6 XML Files Windows Only 13 6 Exporting Records 13 7 Importing Records 13 9 The Import Process 13 10 Importing Notes 13 12 Form Template Distribution 14 2 Background 14 2 How it Works 14 2 Accessing Distribution Centers 14 3 Checking for Revisions 14 4 Revision Status 14 5 Appendix
199. tronically fill out and store any type of form from expense forms and purchase orders to time cards and human resource forms As you enter data intelligent features such as calculations database lookups choice lists and error checking work automatically to make filling out forms as fast and accurate as possible You can also use Informed Filler s spell checking feature to further ensure the accuracy of your data With paper forms associated information such as blueprints or diagrams are often attached to a form using a paper clip Informed Filler provides the same capability by allowing you to attach electronic documents to electronic forms The attached files become part of a record just like the information in each of the blanks on the form Once forms are filled out you can sign them electronically with a digital signature and mail them to other users right from within Informed Filler using your existing e mail system When the form is completed and approved you can submit it directly into an accounting system database or information system eliminating the costs of rekeying data In a paper forms system forms are stored in file cabinets or in stacks on someone s desk making it difficult and tedious to find a particular form or forms Informed Filler s powerful database features let you store your forms electronically making it easy for you to search for sort and group records And for better integration with other informa
200. ttachments you ll see a red frame around both the Attachments window and the paperclip indicator This is to indicate that if you sign the record in that signature cell all of the currently attached files will be signed as well If the selected signature cell does contain a signature and the cell is configured to sign attachments you ll see a red frame around only those attached files that were present when the record was signed Once a record has been signed with a signature that signs attachments you can add other attachments without compromising the digital signature Informed Filler knows which attachments a signature has signed Once an attachment has been signed you cannot delete it without first removing the signature Security Preferences Informed allows you to specify various security preferences such as which signature service you wish to use and whether or not to display template authorization information when you verify data To set your security preferences 1 Choose Edit gt Preferences and click the Security icon in the scrolling list The Security Prefer ences panel appears N gt 6 Using Digital Signatures 4 5 xi Secuny Preteences Digtal Sigra Signet Jerka User s choice l Dipky benplate suaian shen verlag dais T umac veiy signatures on curent eoad Gardial Log off serice after E erates ot inactivity Cate Docurmemd Passerond Areas Set Pommi amu Select your preferr
201. u want to add addresses that already exist in another location click the Import button The standard Open dialog box appears Select a file to import then click OK Windows or Open Macintosh The file is imported and the addresses are displayed in the internal SMTPMail address book When you have finished adding or editing addresses click OK The SMTP plug in does not provide a send later capability You must have a live TCP IP connection to your SMTP server when sending forms 10 14 Mailing Forms Form Tracking In this chapter How it Works 11 2 Tracking Forms 11 3 Displaying a Form s Tracking Status 11 4 11 2 Form Tracking Form Tracking The purpose of form tracking is to provide you with a quick and easy way to find out where a form is in the routing process After filling out a form and sending it to the next step you can choose a single command to see any subsequent steps that the form has travelled and on whose desk the form currently sits Form tracking provides a quick alternative to physically tracing the path of a form to find its current location How it Works Note When you send a form to another person the data of the form is stored in a file and attached to an electronic mail message In order to track a form the information detailing each step that the form travels must be stored in a central database that s accessible by all Informed Filler users As a form is se
202. ulated progress information is displayed on the totals line itself The amount of time required to calculate the results depends on the number of records on the Record List Note though that Informed Filler lets you do other work at the same time For example you can edit a record while a column is totalled Although you can total or average any column on the Record List the resulting value will be informative only if the column contains numeric boolean or checkbox values If a column represents a non number cell Informed Filler will attempt to convert each cell value to a numeric equivalent as the total or average is calculated The result will be the sum of those values that look like numbers For boolean values and checkboxes the values Yes True On and a checked checkbox become 1 whereas the values No False Off and an unchecked checkbox become 0 Therefore you can count the number of Yes On True or checked check box values in a column by totalling the column Note Record Management 8 13 When you total or average a column that represents a table cell for example the quantity sold cell on tabular invoice the resulting total or average is calculated based on all values on all rows of the records on the Record List It s therefore possible and often likely that a total or average won t match the values above it on the Record List This is because the Record List shows only those values found on the first row of each re
203. up The Print Setup dialog appears If you are printing from Windows you will see a dialog box similar to the one shown below If you re using an Apple LaserWriter printer or a printer that uses Apple s LaserWriter driver you ll see a dialog box similar to the one shown below Lasar niar i Page Leinp T Pirmat tor CO Paper i a Dea aTi IE scale ine aa 2 Select your options then click OK Printing Forms 9 3 Printing Preferences When printing forms Informed Filler allows you to choose whether you want to print both the data and the template the graphical image shown in the form window or the data only By default both the template and the data for a form will be printed This is useful for forms that are printed onto blank paper When the data form is to be printed onto pre printed paper forms you can set the preference so that only the form data will print To set your printing preferences 1 Choose Edit gt Preferences to display the Preferences dialog 2 Click the Printing icon in the scrolling list to display the Printing Preferences panel Preferences Printing Prifeeenaer O Print data aly Adquciorent affert O D dn from ef pee et a Ti from top 3 Click the Print data only checkbox to print the form data without the template The Printing Preferences panel contains two text boxes in which you can specify an offset adjustment for printing This fe
204. ur form templates by using the Preferences command 1 Choose Edit gt Preferences then click the Mail icon in the scrolling list The dialog box changes to show the Mail Preferences panel Preferences Suggested Routes Flutforrs Ling The Suggested Routes dialog box contains various controls for editing suggested routes and a scrolling list showing any suggested routes that are already configured Note Mailing Forms 10 7 To add a suggested route 1 Click Add The Suggested Route Details dialog box appears Saggested Route Detail Baste rare Mall system Car Address Peck brig ppi a ere rel 2 Type the name of the route in the Route name text box It is helpful if the route name describes the actual step in the routing process 3 Specify the mail system to use by clicking the Mail system drop down list and making a selection from the available choices The choices in the Mail system drop down list correspond to the Informed mail plug ins you have installed in your plug ins folder 4 To specify a recipient click the Address button If you have the appropriate e mail software installed Informed Filler displays the Send dialog box for the selected mail system Simply select one or more recipients by using the controls on the addressing dialog box While the addressing dialog box is displayed you can also specify a subject for the form and select the data format
205. ure cells on the form template Each signature cell can sign the entire form or only certain parts of the form With a properly configured form you can easily sign completed forms and check the validity of signatures and templates Informed supports digital signatures through the use of signing plug ins Regardless of which signing service you use the process for signing forms verifying signatures and verifying templates is essentially the same Please see Signing Plug ins at the end of this chapter for details about the different signing services supported by Informed Signature Cells A signature cell is a cell that can store a digital signature The form designer configures a form template for electronic signing by drawing one or more signature cells on the form A signature cell can look just like the space for a signature on any paper form x Date signed Signature Like any cell a signature cell has a tab position The tab position determines where the cell appears in the tabbing order You can select a signature cell like any other cell by tabbing to the cell or by clicking the cell with the mouse When selected a bold frame flashes in the cell s interior Piggy iy T E Ww Using Digital Signatures 4 3 Each form can have more than one signature cell and each signature cell can sign different information For example a form that has two sections which are often filled out by two differen
206. users This chapter also discusses Informed Filler s routing feature and describes the various e mail systems supported by Informed Chapter 11 Form Tracking provides information on how to track an electronic form as it moves through your organization Chapter 12 Submitting Forms explains how form data can be electronically submitted to and stored in other information systems Chapter 13 Exchanging Information teaches you how to transfer information between different Informed documents different applications and even different computers You ll learn about the Import and Export commands and the standard file formats that Informed understands Chapter 14 Form Template Distribution describes how form templates can be stored and distributed in your organization and how they can be accessed by users of Informed Filler Informed Filler s revision checking feature is also discussed Conventions Used in This Manual This section describes the conventions used in this manual to ensure that you can easily find and understand the information you need to perform specific tasks with Informed Filler Finding Information In addition to the table of contents at the beginning of this manual you ll also find a table of contents at the beginning of each chapter listing the main sections in that chapter The example below shows the table of contents for Chapter 13 Exchanging Information File Formats 13 2
207. vacation requests might only be filled out once or twice a year Rather than creating a brand new data document each time you fill out a vacation request you can have Informed Filler open the old vacation request data document and add a new record to it Alternately you can have Informed Filler ask you what you would like to do To set your New Document Preference 1 Choose Edit gt Preferences then click the General icon in the scrolling list The General Preferences panel appears 2 Click the When creating new documents drop down list and select one of the following items Create new data file When you choose File gt New Document or File gt Recent Templates and select a template Informed Filler will create a new blank data document with no records Open last data file used When you choose File gt New Document or File gt Recent Templates and select a template Informed Filler will open the last data file that was created with the selected template Ask what to do When you choose File gt New Document or File gt Recent Templates and select a template Informed Filler will ask if you want to create a new document using the selected template or open the last data file that was created with the selected template 3 Click OK Setting Passwords Passwords allow you to protect your data documents by preventing other users from opening and changing them with Informed Filler If a data document has a non
208. ve an invoice with a calculated cell called Discount on occasion you might want to give a customer more than the calculated discount If the cell is non display only you can manually override the calculated value by typing a different value To change the cell back to its calculated value 1 Select the cell on the form or the column on the Record List 2 Choose Cell gt Set Value The Set Value dialog appears Filling Out Forms 3 19 Set Malus Far the current recerd get te wales of Torta te This wakes EE E He cwtosivted voles m 3 Click the Its calculated value radio button then click OK Data Verification Note The form designer can enter error checking rules for any cell so that Informed Filler will automatically check for mistakes as you fill out a form Each time you enter a cell value Informed Filler checks the value according to the cell s check formula A check formula is a formula that examines a cell value to determine if an error has been made For example a check formula might check to ensure that a cell s value is within a particular range Some check formulas detect errors whereas others warn you of specific conditions In any case you ll hear a beep when you try to select a different cell or accept the record Some check formulas will even present an alert dialog box with a message Others will add a message to the cell s help dialog see Help Message
209. vices or systems used in your organization For example a template might be linked to an Oracle database so that you can submit completed forms electronically therefore eliminating the need to rekey the form information into other systems The use of other services such as electronic mail for sending forms and security services for signing forms with digital signatures is also available In addition to customizing a form itself the form designer can also customize the commands and menus available in Informed Filler s menus That way custom commands that are specific to the processing of the form can be added and unnecessary commands can be removed The electronic form begins looking more like a custom application rather than a custom form Since the form designer can customize the menus that you see any of the menu commands that are described in this manual can be named differently positioned in a different menu or even hidden altogether Overview 1 3 Informed Plug ins e Many of the services that Informed Filler can link to are accessed via Informed plug ins An Informed plug in is a file that contains the code that interacts with a particular service For example in order to mail a completed form using a particular e mail system you must have the Informed mail plug in for that e mail system installed Informed Filler comes with a variety of plug ins for accessing e mail systems databases signing services and other inform
210. y export invoice data to an existing file that contains information for purchase order forms Please use caution when selecting the existing file After you create a new file or select an existing file Informed Filler will begin exporting the records Progress information is displayed as exporting occurs Exporting recorda i Cancel Importing Records To import information into a data document 1 Choose File gt Import The Import dialog for your operating system appears allowing you to select which files to import 13 10 Exchanging Information Fikes cof aces ea Files 1 Cancel 2 Select the file format that you want to import from the Files of Type drop down list The scrolling list of files will show only those files that match the selected data format 3 Select the file you want in the scrolling list and click OK to import the data If you hold down the Shift or Ctrl keys you can select multiple files at one time Note As a shortcut to the Import command you can drag a file onto the form window of the data document that you want to import into The Import Process When Informed Filler imports a file it starts by comparing the contents of the file with the form template used by the data document into which the data is being imported By reading header information in the selected file Informed Filler can identify and match the cells found in the file with those on the form template If
211. y to see the information of multiple records at a glance The Record List window also makes it easy to sign multiple records or verify multiple digital signatures at the same time Like any cell a signature cell can appear as a column on the Record List For each record displayed the name of the person who signed the record is shown in the signature cell s column mj Line T s Warren Peace Sea will Deters sor Pig Aann Hai oO Sharan Poker teen z0 Murty rae i DD 3 Rego es D Seach If you need to sign more than one record rather than signing each one individually you can sign them all at once using the Record List 1 Find the records you want to sign and display them in the Record List 2 Select the signature cell column then choose Edit gt Signatures gt Sign As always you ll be asked to identify yourself in a manner according to the signing service you re using Informed Using Digital Signatures 4 11 Filler will then sign all records in the Record List You can verify multiple digital signatures in the same way 1 With a signature cell column selected on the Record List window choose Edit gt Signatures gt Verify Informed Filler will verify the digital signatures for all signed records on the Record List After all signatures have been verified you ll see a message indicating the results sipah ig kes Records sith ireli cigrurereg will pe fblebed of thet Pieper Liri i 28 of the DI rec

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