LEGAL NOTICES

Copyright 2003 ScanSoft, Inc. All rights reserved. No part of this publication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior written consent from ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts 01960. Printed in the United States of America and in Ireland. The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license. IMPORTANT NOTICE ScanSoft, Inc. provides this publication "as is" without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. ScanSoft reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of ScanSoft to notify any person of such revision or changes. TR A D E M A R K S A N D C R E D I T S ScanSoft, OmniPage, OmniPage Pro, PaperPort, Pagis, True Page, Direct OCR, RealSpeak and ASR-1600 are registered trademarks or trademarks of ScanSoft, Inc., in the United States and/or other countries. All other company names or product names referenced herein may be the trademarks of their respective holders. THIRD PAR TY LICENSES/NOTICES Please see acknowledgements/notices at the end of this guide.

ScanSoft, Inc.

9 Centennial Drive Peabody, MA 01960 U.S.A.

ScanSoft Belgium BVBA

Guldensporenpark 32 BE-9820 Merelbeke Belgium Part Number 50-281A-10119

O N T E N T S

WELCOME
Using this Guide Getting online Help Online HTML Help Context-Sensitive Help Tech Notes Glossary When to go online

INSTALLATION

AND SETUP
System requirements Installing OmniPage Pro Setting up your scanner with OmniPage Pro How to start the program Registering your software New features in OmniPage Pro 14

INTRODUCTION

What is optical character recognition OmniPage Pros OCR capabilities Documents in OmniPage Pro Basic processing steps The OmniPage Desktop The Menu bar The Toolbars The Image Panel The Text Editor The OmniPage Toolbox

OmniPage Pro Users Guide

Managing documents Thumbnails Document Manager Customizing Document Manager columns Deleting pages from a document Printing a document Closing a document OmniPage Documents Why save to OPD How to save to OPD How to load an OPD Settings

PROCESSING

DOCUMENTS
Quick Start Guide Loading and recognizing sample image files Scanning and recognizing a single page Processing overview Automatic processing Stopping and restarting automatic processing Manual processing Combined processing Processing with workflows Processing from other applications How to set up Direct OCR How to use Direct OCR How to use OmniPage Pro with PaperPort Processing with the Batch Manager Defining the source of page images Input from image files Input from scanner Scanning with an ADF Scanning without an ADF Describing the layout of the document Zones and backgrounds Automatic zoning iv

Contents

Manual zoning Zone types and properties Working with zones Speed zoning Table grids in the image Using zone templates

PROOFING

AND EDITING
The editor display and views Proofreading OCR results Verifying text User dictionaries Languages Training Manual training IntelliTrain Training files Text and image editing On-the-fly editing Reading text aloud

SAVING

AND EXPORTING
Saving OmniPage Documents Export Results button Saving original images Saving recognition results Selecting a formatting level Selecting converter options Using multiple converters Saving to PDF Converting from PDF Copying pages to Clipboard Sending pages by mail Other export targets

WORKFLOWS

Workflows Sample workflows Running workflows Workflow Assistant Creating workflows Modifying workflows Batch Manager Creating new jobs Modifying jobs Managing and running jobs Watched folders Barcode driven workflows Voice recognition

TECHNICAL

INFORMATION
Troubleshooting 110 Solutions to try first 110 Testing OmniPage Pro 111 Increasing memory resources 112 Increasing disk space 112 Text does not get recognized properly 113 Problems with fax recognition 114 System or performance problems during OCR 114 Supported file types 115 File types for opening and saving images 115 File types for saving recognition results 116 Uninstalling the software 118

Getting online Help

In addition to using this guide, you can use OmniPage Pros online Help to learn about features, settings, and procedures. Online Help is available after you install OmniPage Pro.

Online HTML Help

Open OmniPage Pros online Help at its top level by choosing Help Topics at the top of the Help menu. This allows you to see topics arranged in a Table of Contents, search an alphabetical list of keywords or make full-text searches through the topics. Other items in the Help menu provide access to useful topics or web pages. Press F1 as you are working with the program to see an online help topic relating to the current screen area, dialog box or warning message.

Context-Sensitive Help

You can get concise on-the-spot information in a popup window about a particular OmniPage Pro menu item, toolbar button, screen area or dialog box, in the following ways: Click the Help tool in the Standard toolbar to get the help icon. Click this on any item on the desktop outside a dialog box or warning message. Press Shift + F1 to get the same help icon. Use Shift + F1 to get contextsensitive help for shortcut menu items. Click the question mark button in the upper right corner of a dialog box and then click an item in the dialog box to see the popup window. Some dialog boxes or warning messages have their own Help button, or a help text. Click the button or the text to get information on the dialog or message box. Click anywhere to remove a context-sensitive popup Help window.

Tech Notes

ScanSofts web site at www.scansoft.com contains Tech Notes on commonly reported issues using OmniPage Pro 14. Web pages may also offer assistance on the installation process and troubleshooting.

Glossary

This guide does not include a glossary. The online Help has a comprehensive glossary, with its own alphabetical index and a table of contents. Please consult it if you want to find the meaning of a term used in this guide or in the program.

When to go online

This guide concentrates on providing background understanding of program features, suggesting also what they can be useful for. The online Help provides mainly numbered procedures. Turn to online Help for the following items or for grater detail on the following topics:
Keyboard guide Settings guidelines Manual training Export Converter options Using the Text Editor On-the-fly zoning and editing

Chapter 1

Installation and setup
This chapter provides information on installing and starting OmniPage Pro 14. It presents the following topics:

page 49 page 85 page 65 page 86 page 116 page 76 page 101

Office

Smart Folders

page 104

Barcode cover pages

page 106

Greater PDF support

page 88

Open PDF files in MS Word

page 89

Export to Office 2003

page 116

Voice control

page 107

SharePoint, DMS and FTP

page 92

Print to PDF functionality
A more complete list of features and differences appears in online Help.

Chapter 2

Introduction
You probably use your computer for business correspondence, preparing reports, handling data and an ever-increasing number of other uses. The challenge is that, in spite of the digital revolution, certain sources of information still circulate in printed, paper form and cannot be used immediately in a computer. For example, if you want to incorporate information from a magazine article in a report you are preparing, you somehow have to get the text from the article into your computer. Painstakingly retyping the article is not an appealing solution. This chapter introduces you to the solution: optical character recognition (OCR). It describes how OmniPage Pro 14 uses OCR technology to transform text from scanned pages or image files into editable text for use in your favorite computer applications. We present the following topics:
What is optical character recognition Documents in OmniPage Pro Basic processing steps
The OmniPage Desktop Managing documents OmniPage Documents Settings
What is optical character recognition
Optical character recognition is the process of extracting text from an image. This image can result from scanning a paper document or opening an electronic image file. Images do not have editable text characters; they have many tiny dots (pixels) that together form character shapes. These present a picture of the text on a page. During OCR, OmniPage Pro analyzes the character shapes in an image and defines solutions to produce editable text. After OCR, you can save the resulting text to a variety of word-processing, desktop publishing or spreadsheet applications.
OmniPage Pros OCR capabilities
In addition to text recognition, OmniPage Pro can retain the following elements of a document through the OCR process. Graphics Photos, logos, and drawings are examples of graphics. Text formatting Font types, sizes and styles (such as bold, italic and underlines) are examples of character formatting. Indents, tabs, margins and line spacing are examples of paragraph formatting. Page formatting Column structure, table formats, and placement of graphics and headings are examples of page formatting. The graphics, text and page formatting elements that OmniPage Pro retains are determined by the settings you select. Refer to the Settings Guidelines in the online Help for more information about selecting settings.

Standard toolbar OmniPage Toolbox Formatting toolbar
Thumbnails show a picture of each page in the document. The current page has an eye icon. This page has been recognized. Image toolbar
Page navigation buttons Drag these splitters to resize the working areas. Image Panel: This is displaying the image of the current page, together with its zones. The image panel can display the current page, thumbnails, or both. The Text Editor view buttons offer three formatting levels. Text Editor: This is displaying the recognition results from the current page in True Page view.
Buttons to show or hide the Document Manager, Text Editor and the Image Panels thumbnails and current page display. This can also be done from the View menu.
We show the program with a three-page document. Page one is the current page, which has been recognized and proofed. Page two has been recognized but not proofed yet. Page three has been acquired and manually zoned, but not recognized yet. The icons at the bottom of the thumbnail images show page status. Status bar buttons let you show or hide the main screen areas and move to other pages in the document. A right mouse click in any screen area brings up a shortcut menu with the most useful commands for that area.

The Menu bar

For concise information on any menu item, click the context-sensitive help button and then click a menu item. A popup text explains the purpose of the menu item. Click anywhere to close the popup.

The Toolbars

The program has three main toolbars; all can be floated. Use the View menu to show, hide or customize them. Context-sensitive help explains the purpose of all tools. Two further toolbars govern specific tasks.

Toolbar

Standard Image Formatting Verifier Reorder

Default location

Horizontal under Menu bar Vertically to left of current page image Horizontal at top of Text Editor

Other docking locations

Any edge of the OmniPage Desktop Vertically to right of current page image None

them as mail attachments or direct them to other targets. Save the document as an OmniPage Document file from the File menu or Standard toolbar. See Saving and exporting on page 79. 5. Choose in the Standard toolbar or Options in the Tools menu and check that settings are appropriate for your document. You can, for instance, specify recognition languages and whether you want to proofread the document or not. See Settings on page 31. 6. Click the Start button or choose Workflows in the Process menu and click Start with 1-2-3 still selected. Each page of the document is processed and finished one after the other. The program may perform tasks simultaneously, for instance it may start loading and recognizing a new page as you proofread the previous page.
Stopping and restarting automatic processing
Stop: When automatic processing is in progress, the Start button becomes Stop. Click it to interrupt automatic processing. You may do this if you find that some settings need to be changed. Restart: When automatic processing is stopped, the Start button is restored. Click it to restart processing. The Automatic Processing dialog box lets you specify what you want to do: Finish processing unrecognized and unproofed pages and then export the results. Add more pages from the same source or a different source, with changed or unchanged settings. Re-process all pages to discard all recognition results and rerecognize all pages in the document with different settings. You can specify auto-zoning or a template file. You may want to do this if an unsuitable setting caused poor results on all pages. An example is incorrect language choice, resulting in almost all words marked suspect during proofing. This option lets you perform re-recognition without having to scan or load or rezone all the images again.

Manual processing

Manual processing gives you more precise control over the way your pages are handled. You can process the document page-by-page with different settings for each page. The program also stops between each step: acquiring images, performing recognition, exporting. This lets you, for instance, change the page background and draw zones manually on each page. You start each step in the process by clicking the three numbered buttons on the OmniPage Toolbox. 1. Select 1-2-3 in the Workflow drop-down list. Click in the Standard toolbar or Options in the Tools menu to check or make settings in the Options dialog box. See Settings on page 31. 2. Select the desired value for the Get Page button from the drop-down list. You define the document source, which can be from image files or from a scanner. When scanning with the OmniPage interface, select a scanning mode and use the Scanner and Process panels of the Options dialog box to select settings. See Defining the source of page images on page 48. 3. Click the Get Page button. This either brings up a dialog box allowing you to name images files, or initiates scanning. Thumbnail images of each page can appear in the Image Panel, along with the current page image. Use status bar buttons to show or hide either of these. Acquired pages are summarized in the Document Manager. 4. All page images enter the program with a process background. Provided you draw no zones on these pages, they will be auto-zoned when recognition is requested. 5. You can manually draw and modify zones on one or more images and assign zone properties. Status bar buttons let you move to other pages. As soon as you draw a zone on a page, it takes on an ignore background. You can specify auto-zoning on parts of a page by drawing process zones. See Zones and backgrounds on page 53.

6. Select a value for the Perform OCR button. You describe the layout of the incoming pages. This value has an influence if auto-zoning runs on any pages. See Describing the layout of the document on page 51. You can also select a template to have its zones placed on the current page. See Using zone templates on page 61. 7. Click the Perform OCR button to have the current page recognized. To have selected pages recognized, make a multiple selection with the thumbnails or in the Document Manager (See Managing documents on page 26) and then click the Perform OCR button. Recognized pages appear in the Text Editor. 8. If you requested proofing, the OCR Proofreader dialog box displays suspect words one after the other from the recognized page(s). You can proof and edit the recognized text. See Proofreading OCR results on page 65. 9. Continue loading pages, performing OCR, editing, proofing and verifying as desired. You can change the reading order of page elements in the Text Editor. See Text and image editing on page 73. 10. Select a value for the Export Results button. You can save pages (current, selected or all) to file, copy them to Clipboard, send them as mail attachments or send them to other targets. Some targets are available only in OmniPage Pro 14 Office; others appear only if the target is detected on your system. Click the Export Results button. See Saving and exporting on page 79. Save the document as an OmniPage Document file from the File menu or Standard toolbar.

Combined processing

Automatic processing provides speed and efficiency. Manual processing demands more attention, but gives greater control over results. It is possible to tap into both benefits while processing a single document.
Start automatically and finish manually: When you have a large document with only a few pages needing special attention, you do not have to manually process the whole document. You can process it automatically and view results in the Text Editor. You can determine which pages are in order, and which need different settings or some manual zoning. After adjusting settings and/or modifying zones, use manual processing to re-recognize just those pages. 1. Prepare the document and perform automatic processing, as already described. 2. If you close or finish proofing you will be invited to save the document. This is recommended, even if it is not in its final form. 3. Select a page needing rezoning and delete or modify the existing zones in the Image Panel. You can also load a template to let its zones replace existing ones. Draw new zones as desired. See Zones and backgrounds on page 53. 4. Change other settings as required for the current page. See Settings on page 31. 5. Click the Perform OCR button to re-recognize the current page. Confirm that the previous recognition results should be overwritten. Alternatively, you can use on-the-fly processing to handle zoning changes without re-recognizing the whole page. See On-the-fly editing on page 75. 6. To re-recognize more than one page, select the required pages in the thumbnails or Document Manager before clicking the Perform OCR button. 7. When all pages have been re-recognized with acceptable results, save the document again. Start manually and finish automatically: 1. Prepare settings and acquire images for the document by clicking the Get Page button. 2. Examine the pages for suitable brightness, orientation and content. Rescan or rotate unsuitable images. Reorder pages as desired. 3. Manually zone pages where you want to process only part of the page or if you want to give precise zoning instructions. Use ignore

Unsuitable Tolerable Good Best Good Tolerable Unsuitable

Scanning with an ADF

The best way to scan multi-page documents is with an Automatic Document Feeder (ADF). Simply load pages in the correct order into the ADF. Place blank pages if you want to save your document to multiple output files using the Create a new file at each blank page option. See Saving recognition results on page 82. If you have a document longer than the capacity of your ADF, select Automatically prompt for more pages in the Process panel of the Options dialog box. Then a dialog box lets you add further page batches and signal when all pages are scanned.

50 Processing documents

You can scan double-sided documents with an ADF. A duplex scanner will manage this automatically. For non-duplex scanners, select Scan double-sided pages in the Scanner panel of the Options dialog box. Then you can scan the document in just a few passes, with even pages grouped together and odd pages also grouped. OmniPage Pro will merge the pages for you.

Scanning without an ADF

Using OmniPages scanner interface, you can scan multi-page documents efficiently from a flatbed scanner, even without an ADF. Select Automatically scan pages in the Scanner panel of the Options dialog box, and define a pause value in seconds. Then the scanner will make scanning passes automatically, pausing between each scan by the defined number of seconds, giving you time to place the next page. A dialog box allows you finish the pause early or request a longer pause and to specify when the last page is scanned. To scan books two pages at a time, select Look for facing pages in the Process panel of the Options dialog box. The program will split the incoming images into two pages and deskew them independently.
Describing the layout of the document
Before starting recognition you are requested to describe the layout of the incoming pages to assist the auto-zoning process. When you do automatic processing, auto-zoning always runs unless you specify a template that does not contain a process zone or background. When you do manual processing, auto-zoning sometimes runs. See online Help: When does auto-zoning run? Here are your input description choices: Automatic Choose this to let the program make all auto-zoning decisions. It decides whether text is in columns or not, whether an item is a graphic or text to be recognized and whether to place tables or not. Choose Automatic if your document contains pages with different or unknown layouts. Choose it for a page with multiple columns and a table, and for any pages with more than one table.

Retain Fonts and Paragraphs (RFP) This exports decolumnized text with font and paragraph styling, along with graphics and tables. This is available for nearly all file types. Flowing Page (FP) This keeps the original layout of the pages, including columns. This is done wherever possible with column and indent settings, not with text boxes or frames. Text will then flow from one column to the other, which does not happen when text boxes are used. True Page (TP) This keeps the original layout of the pages, including columns. This is done with text, picture and table boxes and frames. This is offered only for target applications capable of handling these. True Page formatting is the only choice for XML export and for all PDF export, except to the file type PDF Edited. Spreadsheet This exports recognition results in tabular form, suitable for use in spreadsheet applications. Decolumnization for NF and RFP export is performed from left-to-right and top-to-bottom:
Original page Decolumnized result
Before export, check in NF or RFP view that the decolumnized order of elements is correct. If not, switch to True Page view and click the Show reading order tool to have the order shown by arrows. Use the Change reading order tool to specify a different order. Multicolumn areas show which columns are linked. If this linking is unsuitable, ungroup the area and change the order of the elements it enclosed.
Selecting converter options
Click the Converter Options. button in a saving dialog box to have precise control over the export. This brings up a dialog box with the name of the current file type. It presents a series of options tailored to this file type. First, confirm or change the formatting level, because this influences which other options are presented. Select options as desired. Online Help details how to do this. Click Apply to have the changed settings applied to the current save only. Click Defaults to have all settings returned to the default values for the current file type. Click Save to have the changed settings applied to the current save and also stored as the settings to be applied in future whenever this file type is selected again for saving.
The program currently associated with the chosen file type for the Save and Launch feature is displayed at the bottom of the dialog box. Click the three dots button to specify a different program. To make your own customized converter, prepare your settings, click New Converter., provide a name, then click OK. Alternatively, name the converter first, change settings next and then click Save.
Custom converters are useful for repeated tasks, such as publishing a weekly magazine. Then all recognized pages can be exported with their formatting tailored to their intended use. You can also create a set of customized converters for a given file type defining saving options for each output formatting level, for example: RTF No Formatting, RTF Retain Fonts and Paragraphs, RTF Flowing Page and RTF True Page. You can change converter options without saving anything to file. Call the Export Converters dialog box from the Tools menu. Three groups appear: Text converters, Image converters and Multiple converters. Select the desired converter and click the Options button. In this case, the Apply button is not available.

Running workflows

Here is how to run a sample workflow or one you have created: 1. If your workflow takes input from scanner, place your document in its ADF or its first page on the scanner bed. 2. Select the desired workflow from the Workflow drop-down list. 3. Press the Start button. The OmniPage Toolbox displays the steps in the workflow and acts as a progress monitor. You do not have access
to most program functions while the workflow is running. To stop the workflow before it completes, press the Stop button. 4. If run-time input selection is specified, the Load Images dialog box awaits your choice of files. 5. If you requested a step requiring interaction (manual zoning or proofing) the program presents pages for attention. 6. When a page is zoned or proofed, click the Page Ready button in the Toolbox to move to the next page. 7. When the last page is zoned or proofed, or when you no longer want to do zoning or proofing, press the appropriate Document Ready button on the Toolbox. Any pages without zones will be auto-zoned. 8. The document will remain displayed in OmniPage Pro if you requested that when the workflow was created. Documents created by the sample workflows will remain displayed. If your workflow contains no saving step, you will be invited to save it to an OmniPage Document on workflow completion. 9. A progress monitor tells you when the workflow is complete and where to find the output file(s). In OmniPage Pro 14 Office, you can have automatic notification sent to an e-mail address. You can also run workflows from an OmniPage Workflow Starter icon on the Windows taskbar. Click it for a shortcut menu listing your workflows. Select one to run it. OmniPage Pro will be launched if necessary. If it is running with a document loaded, you will be invited to close it first, unless the workflow input is Use current document. If you do not see the OmniPage icon, enable it in the General panel of the Options dialog box or choose Start!All Programs!ScanSoft OmniPage Pro 14.0! OmniPage Workflow Starter. When the Workflow Starter is running in OmniPage Pro 14 Office with the ASR-1600 voice recognition system in operation, you can launch workflows by voice commands. See Voice recognition on page 107. You can launch some workflows from your desktop. Right click on an image file icon or file name for a shortcut menu. Multiple file selection is possible. Choose OmniPage Pro 14.0 and a workflow name from the sub-menu. This sub-menu also provides quick access to five target

If you selected a workflow or job as source, you proceed by modifying its steps and settings. See the next section. If you save the workflow to a new name, the changed settings apply to the new workflow only and are not written back to the workflow or job used as the source. Similarly, when you make a new workflow with Fresh Start as source, its panels present settings as they were last set in OmniPage Pro. Any changed settings enter the new workflow, but do not affect the settings in the program. We now describe the creation of a workflow from a fresh start. Click Next to proceed to the panel where the input is defined:
Choose one input step: Load Image Files: Choose this and click Next to define file names or request run-time prompting and input settings. Scan Images: Choose this and click Next to define scanner settings for the workflow. Open OmniPage Document: Choose this to open a partially processed OPD file that your new workflow should handle. Click Next to name the file. Use Current Document: Choose this to use a document in OmniPage Pro as input. Be sure OmniPage Pro is running with a suitable document when you start a workflow with this step. Other input: Depending on your OmniPage Pro version and computing environment, other input sources may be available.
After defining the input settings, click Next to choose your second step. The screen looks like this:
Choose your next step: Recognize Images: Send document pages to OCR with auto-zoning. Zone Images Manually: Choose this to see document pages before recognition and draw zones on them. Click Next. The recognition step will be offered again. Apply Zone Template: Click Next to specify the template name. Both manual zoning (in addition to template zones) and recognition will be offered again. Saving: If you choose a saving step without recognition, you can save only page images. Finish Workflow: If you choose this now, you will be invited to save images to an OmniPage Document at run-time.
Use Next to move to further steps. Select steps and settings as requested, always using Next to confirm settings and proceed. Use Back to return to earlier steps and modify their settings. If you select a different step, all the steps following it will be deleted. To place multiple saving steps, always use Next. After each saving step is chosen and its settings specified, you still have a full choice of saving icons. Finally, select Finish Workflow and click Next. Name the workflow. If you click Finish without providing a name, the workflow is run and the document remains in OmniPage Pro with the name [untitled]. You can consider this a different way of doing automatic processing. If you name the workflow, choose whether the document should remain open or not. In OmniPage Pro 14 Office you can request e-mail notification of workflow completion to specified recipients. You can also request a barcode cover page for the workflow to be printed or saved to an image file. See Watched folders on page 104.

Barcode driven workflows

In OmniPage Pro 14 Office, you can run workflows without specifying the workflow name inside the program. You do this using barcode cover pages that define which workflow should run. Workflows with image file input are handled using special watched folders. In these cases, cover page starting is available only for workflows that ask for run-time specification of file names, because this is what the cover page provides. To scan with a cover page Create a named workflow in OmniPage Pro with scanner input and a saving step. In the last Workflow Assistant panel select Print Cover Page. Close the Assistant with Finish; a print dialog box appears ready to print the cover page. To use the cover page, place it on the top of the document in the ADF. Be sure Start Batch Manager scheduler at system startup is selected in the General Panel of the Batch Managers dialog box. When you press the scanner button a dialog box appears. Select OmniPage Pro 14 and then Barcode driven workflow. This will start OmniPage Pro if necessary, it will read the cover page and process the document underneath using the defined workflow. It continues until the ADF is empty. If the option Prompt for more pages is on, the program asks whether to continue with another stack of pages or finish. Add stacks until the document is completed. On subsequent scans you can choose whether they should be barcode driven or not. To read image files with a cover page Create a named workflow in OmniPage Pro with a saving step and with input from image files with run-time prompting for file names. In the last Workflow Assistant panel select Save Cover Page to File. When you close the Assistant, a system Save As dialog box lets you save the cover page for this workflow to an image file. By default the file name is the job name and the file type is TIFF. Then open the Batch Manager. Use its Tools menu to open the Options dialog box and go to the Barcode panel to define two sets of folders. First, define one or more barcode driven input folders. These folders should be used only for barcode driven processing. They are watched

106 Workflows

folders with no starting or end time; they are always monitored, so long as Start Batch Manager scheduler at system startup remains selected in the General panel of the Options dialog box. The starting time for the workflow is defined by the moment the cover page enters a barcode folder. Second, optionally define a set of folders as the locations that should be searched to find the workflow files (extension.xwf ) referenced by the cover pages. The program always looks in the default folder, and will look additionally in any other folders that you define. These can be at network locations. To run a workflow in this way, copy the cover page image file to a barcode driven input folder, then place the document images. OmniPage Pro will be started if necessary, the cover page is read and the image files are processed by the defined workflow. When no more files arrive, the instance of OmniPage Pro handling the processing may be closed, but the folder remains watched and newly arriving files will activate OmniPage Pro to continue processing. If OmniPage Pro is in use at that time a new instance is launched to handle the workflow. Barcode driven workflows appear in the Batch Manager where page-bypage reports can be viewed. To signal the end of processing you can send a new cover page to the watched barcode folder to begin a different workflow or you can remove the folder from the watching list in the Barcode panel of the Batch Managers Options panel.

Voice recognition

ScanSoft ASR-1600TM voice recognition software is supplied with OmniPage Pro 14 Office. By default this is installed during program installation for up to seven languages, depending on which interface languages are available in your version of the product. By performing a custom installation, voice modules can be added and removed. Please consult the ASR-1600 Help system for guidance on microphone installation and handling. Go to the General panel of the Options dialog box and select Enable voice assistant. The voice recognition functions in the language set for the user interface in the General panel of the Options

Voice recognition 107

dialog box. You may need to change this temporarily if you have to use a different voice recognition language. Voice activation is applied to two fields. Workflow activation To do this, the workflow icon must be visible on the Windows taskbar. Use the Start menu or the General panel of the Options dialog box to place it there if it is not. When your ASR-1600 system is operational, just say OmniPage workflows. This will activate the shortcut menu. Speak the name of a workflow or say its number to have the workflow start, invoking OmniPage Pro Office if necessary. The following commands are available: OmniPage number <number> OmniPage <workflow name> OmniPage Batch Manager OmniPage Exit The last command removes the workflow icon from the taskbar. Use the Start menu or the General panel of the Options dialog box to restore it. Proofing When you have OmniPage Pro Office operational with the OCR Proofreader dialog box open, the voice recognition can be used to accept a suggestion from the list offered by the proofreader. The suggestions are numbered. Say Number, then the suggestion number in the appropriate language. For instance, say Number five. Then suggestion five will be placed in the text and you will move to the next suspect word. You can also speak the word you want accepted. The buttons in the OCR Proofreader dialog box can also be voice activated.

Chapter 7

Technical information
This chapter provides troubleshooting and other technical information about using OmniPage Pro 14. Please also read the online Readme file and other help topics, or visit the ScanSoft web pages. Its scanner section contains detailed and regularly updated information about scanner setup and support. The Readme file contains last-minute information relating to OmniPage Pro. Access to the Readme file and to ScanSofts web pages is provided in the Help menu. This chapter contains the following information:
Troubleshooting Solutions to try first Testing OmniPage Pro Increasing memory resources Increasing disk space Text does not get recognized properly Problems with fax recognition System or performance problems during OCR Supported file types File types for opening and saving images File types for saving recognition results Uninstalling the software

To test OmniPage Pro in VGA mode (Windows NT): 1. Restart your computer. 2. Select Windows NT Workstation Version 4.00 [VGA mode] and press Enter. 3. Press Ctrl+Alt+Del and select Task Manager. 4. In the Task Manager dialog box, select all background applications and click End Process. See Windows online Help for more information.
5. Launch OmniPage Pro and try performing OCR on an image. Use a known image file such as one of the supplied sample files.
You can also run OmniPage Pro from a command line in its own safe mode. Choose Start !Run, browse for the file OmniPage.exe and add the command line option /safe. This starts the program, but ignores previously stored settings and does not try to recover a document from an abnormal termination.
Increasing memory resources
OmniPage Pro may run poorly under low-memory conditions. This may be indicated by various error messages or if OmniPage Pro works slowly and accesses the hard drive often. Try these solutions for low memory conditions: Restart your computer. Close other open applications to release memory. Close unnecessary OmniPage Pro applications. Defragment your hard disk to free up contiguous blocks of disk space. See Windows online Help for instructions. Increase the amount of free hard disk space. Increase your computers physical memory (RAM). More memory optimizes OCR performance. See System requirements on page 12.

Increasing disk space

Problems may occur if your system runs low on free disk space. Try these solutions for low disk space problems: Empty the Windows Recycle Bin. Close all open applications and delete the *.tmp files in the Temp folder. This folder is usually located in your Windows folder. Run ScanDisk or Check Disk. Back up unneeded files onto floppy disks or other media and delete them from your hard disk. Remove Windows applications that you do not use. Defragment your hard disk. Clear the cache for your web browser and limit its size.
112 Technical information
Text does not get recognized properly
Try these solutions if any part of the original document is not converted to text properly during OCR: Look at the original page image and ensure that all text areas are enclosed by text zones. If an area is not enclosed by a zone, it is generally ignored during OCR. See the section on creating and modifying zones, Working with zones on page 57. Make sure text zones are identified correctly. Reidentify zone types and contents, if necessary, and perform OCR on the document again. See Zone types and properties on page 55. Be sure you do not have an unsuitable template loaded by mistake. If zone borders cut through text, recognition is impaired. Adjust the brightness and contrast sliders in the Scanner panel of the Options dialog box. You may need to experiment with different settings combinations to get the desired results. Check the resolution of the original image. Hover the cursor over a page thumbnail for a popup display. If the resolution is significantly above or below 300 dpi, recognition is likely to suffer. Make sure the correct document languages are selected in the OCR panel of the Options dialog box. Only languages included in the document should be selected. Turn IntelliTrain on and make some proofing corrections. This is most likely to help with stylized fonts or uniformly degraded documents. If IntelliTrain was running, try turning it off on some types of degraded documents it may not be able to help. Do some manual training, or edit existing training to remove unsuccessful training. If you use True Page as the Text Editor view or for export, recognized text is put into text boxes or frames. Some text may be hidden if a text box is too small. To view the text, place the cursor in the text box and use the arrow keys on your keyboard to scroll to the top, bottom, left, or right of the box. Check the glass, mirrors, and lenses on your scanner for dust, smudges or scratches. Clean if necessary.

When you uninstall OmniPage, the link to your scanner is also uninstalled. You must setup your scanner again with OmniPage if you reinstall the program. All RealSpeak modules that were installed with the program will also be uninstalled. With OmniPage 17 Professional, Nuance PDF Create 5 and PaperPort must be uninstalled separately.

Using OmniPage

OmniPage 17 uses optical character recognition (OCR) technology to transform text from scanned pages or image files into editable text for use in your favorite computer applications. In addition to text recognition, OmniPage can retain the following elements and attributes of a document through the OCR process.
Graphics (photos, logos) Form elements (checkboxes, radio buttons, text fields) Text formatting (character and paragraph) Page formatting (column structures, table formats, headings,

placing of graphics).

Documents in OmniPage
A document in OmniPage consists of one image for each document page. After you perform OCR, the document will also contain recognized text, displayed in the Text Editor, possibly along with graphics, tables and form elements.

OmniPage Documents

An OmniPage Document (.opd) contains the original page images (optionally pre-processed) with any zones placed on them. After recognition, the OPD also contains the recognition results. An OmniPage Document can contain an embedded user dictionary, training file, zone template file, or an image enhancement template file. This can increase file size considerably but makes the OPD
more portable. To embed a file, open the relevant dialog box from the Tools menu, select the desired file and click Embed. Use the Extract button to get a local copy of an embedded file inside an OPD you have received. When you open an OmniPage Document, its settings are applied, replacing those existing in the program.
The OmniPage Desktop and Views
OmniPage comes with three different views to suit your task. Classic View - This view has a similar look and feel to previous versions of OmniPage. Flexible View - This view provides an alternate layout of the OmniPage function panels stacked in a tabbed view to give each panel more space. Quick Convert View - This view is designed for quick and easy document conversion without having to learn a lot. The most important conversion options are clearly visible on one screen.
Use the Window menu to switch between views and to save your own custom view (see later). On starting a new session you receive the view and screen arrangement that was in force when the program was last closed.

Program Panels

OmniPage has seven panels that can be docked (tabbed or tiled), floated, resized, minimized and restored separately: Thumbnails, Page Image, Text Editor, Document Manager, Easy Loader, Workflow Status, and Help. To float a panel double-click its title bar or tab. To restore the floating panel to its previous docked
position, double-click its title bar. To dock it to a new location, drag it to an edge. A purple rectangle shows the docking position release the mouse button to dock it. To move a floating panel without docking displays, keep CTRL pushed while dragging. To see all possible docking positions one after the other (tiles and tabs), drag the panel over the OmniPage main window, holding down the left mouse button and pressing the spacebar repeatedly. When the desired location shows purple, release the mouse button.

Classic View

In Classic View, the default OmniPage Desktop has four main tiled working areas, separated by splitters: the Document Manager, the Page Image, Thumbnails and the Text Editor. The Page Image has an Image toolbar and the Text Editor has a Formatting toolbar.
OmniPage Toolbox Standard Toolbar Formatting toolbar

Thumbnails

Image toolbar

Document Manager

Page Image

Text Editor

OmniPage toolbox: This Toolbox lets you drive the processing. Thumbnails panel: This displays page thumbnails. Document Manager: This provides an overview of your document with a table. Each row represents one page. Columns present statistical or status information for each page, and (where appropriate) document totals. Page Image: This displays the image of the current page with its zones. When a page is displayed, the Image toolbar is available. Text Editor: Displays recognition results from the current page. Panels can be re-arranged freely - horizontally or vertically; use the Window menu to open the Easy Loader, Workflow Status or Help panels. Panels can be minimized or closed, but not tabbed. To restore the default Classic View appearance, choose Reset Current View in the Window menu.

Flexible View

Use this view to set up the OmniPage workspace so that it fits your task optimally. By default all panels appear. There are five tabs: Page Image (including Thumbnails), Text Editor, Easy Loader, Workflow Status and Help. The Document Manager appears in a horizontal panel at the base of the working area. You can undock, move, minimize, group or close panels as already described. Drag a tab onto the working area to convert it to a Classic-type tiled panel. Drag it back to the tab bar to revert to a tabbed panel, or use the Spacebar as already described. If panels are grouped, the tab name shows the active one. To restore the default Flexible View appearance, choose Reset Current View in the Window menu. Easy Loader provides a Windows Explorer type file listing and functionality that can remain open during the session, allowing quick file selection and assembly (see Chapter 3).

Processing from other applications
You can use the Direct OCR feature to call on the recognition services of OmniPage while you work in the following applications: Microsoft Office XP or higher, Corel WordPerfect 12 or X3. First you must check the Enable Direct OCR check box under Tools > Options > General. Then, two buttons in Office 2007's
Nuance OCR tab, or in an OmniPage toolbar open the door to OCR facilities.

How to set up Direct OCR

Start the application you want connected to OmniPage. Start OmniPage, open the Options dialog box at the General panel and select Enable Direct OCR. In the target application, use the Acquire Text Settings button in the OmniPage toolbar (in Office 2007 go to the Nuance OCR tab). Select options in the following panels: OCR: languages, dictionaries, layout, fonts. Process: Image pre-processing, choices for PDF opening, feature retention. Output format: Set a formatting level Direct OCR: Automatic or manual zoning, perform or skip proofing, image source. Scanner: Set-up or change scanner settings.
These function for future Direct OCR work until you change them again; they are not applied when OmniPage is used on its own.
How to use Direct OCR 1. Open your application and work in a document. To acquire
recognition results from scanned pages, place them correctly in the scanner.
2. Use the OmniPage toolbar button
Acquire Text Settings or the same item in the target applications File menu (or the Nuance OCR tab in Office 2007) to review your recognition settings, if necessary; the Direct OCR panel lets you specify input from scanner, image file or digital camera image files.
3. Use the OmniPage toolbar button
Acquire Text or the same item in the File menu (use the Nuance OCR tab in Office 2007) to acquire images from the specified source. of the Options dialog box, under Acquire Text Settings, recognition proceeds immediately.
4. If you selected Draw zones automatically in the Direct OCR panel
5. If Draw zones automatically is not selected, each page image will
be presented to you, allowing you to draw zones manually. Click the Perform OCR button to continue with recognition.
6. If proofing was specified, this follows recognition. Then the
recognized text is placed at the cursor position in your application, with the formatting level specified in the Output Format panel under Acquire Text Settings.
Defining the source of page images
There are three possible image sources: from image files, from a digital camera and from a scanner. There are two main types of scanners: flatbed or sheetfed. A scanner may have a built-in or added Automatic Document Feeder (ADF), which makes it easier to scan multi-page documents. The images from scanned documents can be input directly into OmniPage or may be saved with the scanners own software to an image file, which OmniPage can later open.

Good brightness and contrast settings play an important role in OCR accuracy. Set these in the Scanner panel of the Options dialog box or in your scanners interface. After loading an image, check its appearance. If characters are thick and touching, lighten the brightness. If characters are thin and broken, darken it. Then rescan
the page. If your scanning results are still not satisfactory, open the scanned image in the Image Enhancement window to edit it using a range of different tools.

Scanning with an ADF

The best way to scan multi-page documents is with an Automatic Document Feeder (ADF). Simply load pages in the correct order into the ADF. You can scan double-sided documents with an ADF. A duplex scanner will manage this automatically.

Scanning without an ADF

Using OmniPages scanner interface, you can scan multi-page documents efficiently from a flatbed scanner, even without an ADF. Select Automatically scan pages in the Scanner panel of the Options dialog box, and define a pause value in seconds. Then the scanner will make scanning passes automatically, pausing between each scan by the defined number of seconds, giving you time to place the next page.
Scanning to OmniPage and workflows
Go to Tools / Options / Scanners to choose an action to be performed when a button on your local scanner is pushed. This can be simple scanning resulting in images loaded into OmniPage. It is also possible to select a scanner-based workflow from those you have created or choose to be prompted to select a workflow whenever the button is pressed. Use the Control Panel button to associate OmniPage with a scanner event (a scanner button being pressed). Then a button press launches OmniPage, runs the workflow and sends the results to the defined target, with or without interaction. In OmniPage Professional this feature can also be used to initiate barcode-driven workflows (see Chapter 6).
Document-to-document conversion
In OmniPage Professional 17 you can open not only image files, but also documents created in wordprocessing and similar applications. Supported file types include.doc,.xls,.ppt,.rtf,.wpd and others. Click the Load Files button in the OmniPage Toolbox or select the Load Files command under Get Page, in the File menu. In the Load Files dialog box, choose Documents. When you are finished, you can choose from a wide variety of document file types for saving. These conversions require Nuance PDF Create to be installed.

Synchronize Views - click this tool to zoom and scroll the inactive view to the same zoom value and scroll position as the active view. To make the inactive view dynamically follow the focus of the active one, click View then choose the Keep Synchronized command. PO. WH. The following SET tools allow you to modify image contents: Brightness and Contrast - click this tool to adjust the brightness and contrast of your primary image or a selected part of it. Use the sliders in the tool area to achieve the desired effect. P. AR. Hue / Saturation / Lightness - click this tool then use the sliders to modify the hue, saturation and lightness of your primary image. P. AR. Crop - to use only a part of your image, click the Select Area tool, then the Crop tool and select the area to keep the rest of the image will be removed. P+O. WH > AR Rotate - click this tool to rotate (by 90, 180 or 270 degrees) and/or flip your image. P+O. WH. Despeckle - click this tool to remove stray dots from your image. Despeckle works on the OCR image at 4 levels of severity. You can also use this tool not to remove noise from the page but to strengthen letter outlines: to do this mark the checkbox Inverse despeckling. O. AR. OCR Brightness - use this tool the set Brightness and Contrast of your OCR image. See the diagram of optimum brightness under Preprocessing Images above. O. AR. Dropout color - click this tool and select Red, Green, Blue or choose a color from the primary image with the Select Area tool. Sections of the scanned image in this color will be set transparent. The tool has its effect on the OCR image. P/O. WH.
Resolution - use this tool to decrease the resolution of your primary image in percentages. Note that you cannot adjust a resolution higher than that of the original one. P. WH. Deskew - sometimes pages are scanned crookedly. To straighten the lines of text manually, use the Deskew tool. (Auto-deskew is also available in the Process panel of Options.) P+O. WH. 3D Deskew - use this tool to remove perspective distortion from digital camera images. This is particularly useful when you want to check the results of automatic 3D Deskew or you prefer to do 3D deskew manually after a Load Files step. P+O. WH. Fill - use this tool to apply a color to the image or a selected part of it. PO. AR. 3D Deskew works by snapping the distorted image to a grid. All you need to do is to manually straighten this grid, and image coordinates will follow - see illustration below (before - after 3D Deskew).

under Options/OCR, a default font is automatically applied typically Arial Unicode MS. Other Asian-capable fonts on your system can be chosen in the Text Editor. Editor support allows text viewing and verifying - Formatted Text is recommended as formatting level. Large-scale editing and spell-checking are better done in the target application. Proofing, training and dictionary support are not available for Asian texts. Therefore, prior to performing Asian OCR, go to the Proofing panel under Options and disable dictionary word marking, automatic proofreading and IntelliTrain and ensure that no training file is loaded. Redaction can be applied to Asian texts, either by selection or searching. The workflow step Form Data Extraction should not be applied to Asian pages. Typical output converters for Asian texts are RTF, Microsoft Word, Searchable PDF or XPS. The text direction will be as detected during pre-processing. Changes made in the Text Editor - where text is horizontal - will be exported, also to vertical text. Plain Text converters are available (Unicode TXT, Notepad) but here text direction will always be horizontal.

Training

Training is the process of changing the OCR solutions assigned to character shapes in the image. It is useful for uniformly degraded documents or when an unusual typeface is used throughout a document. OmniPage 17 offers two types of training: manual training and automatic training (IntelliTrain). Data coming from both types of training are combined and available for saving to a training file. When you leave a page on which training data was generated, you will be asked how to apply it to other existing pages in the document.

Manual training

To do manual training, place the insertion point in front of the character you want to train, or select a group of characters (up to one word) and choose Train Character. from the Tools menu or the shortcut menu. You will see an enlarged view of the character(s) to be trained, along with the current OCR solution. Change this to the desired solution and click OK. The program takes this training and examines the rest of the page. If it finds candidate words to change, the Check Training dialog box lists these. Incorrect words should be re-trained before the list is approved.

IntelliTrain

IntelliTrain is an automated form of training. It takes input from the corrections you make during proofing. When you make a change, it remembers the character shape involved, and your proofing change. It searches other similar character shapes in the document, especially in suspect words. It assesses whether to apply the user correction or not. You can turn IntelliTrain on or off in the Proofing panel of the Options dialog box. IntelliTrain remembers the training data it collects, and adds it to any manual training you have done. This training can be saved to a training file for future use with similar documents. For examples of IntelliTrain, see Help.

Training files

Whenever you close a document or switch to another one when unsaved training data exists, a dialog box appears allowing you to save it. To save a training file into an OPD, load it from Tools > Training File, click Embed, and save to the file type OmniPage Document.
Saving training to file, loading, editing and unloading training files are all done in the Training Files dialog box. Unsaved training can be edited in the Edit Training dialog box, an asterisk is displayed in the title bar in place of a training file name. Save it in the Training Files dialog box. A training file can be also edited; its name appears in the title bar. If it has unsaved training added to it, an asterisk appears after its name. Both the unsaved and the modified training are saved when you close the dialog box. The Edit Training dialog box displays frames containing a character shape and an OCR solution assigned to that shape. Click a frame to select it. Then you can delete it with the Delete key, or change the assignation. Use arrow keys to move to the next or previous frame.
You are editing your unsaved training. This frame has been deleted. To undelete it, select it again and press the Delete key. This frame is selected. Top part: image shape. Bottom part: OCR
Double-click frame or press Enter to change its OCR solution.

Text and image editing

OmniPage has a WYSIWYG Text Editor, providing many editing facilities. These work very similarly to those in leading word processors.
Editing character attributes In all formatting levels except Plain Text, you can change the font type, size and attributes (bold, italic, underlined) for selected text. Editing paragraph attributes In all formatting levels except Plain Text, you can change the alignment of selected paragraphs and apply bulleting to paragraphs. Paragraph styles Paragraph styles are auto-detected during recognition. A list of styles is built up and presented in a selection box on the left of the Formatting toolbar. Use this to assign a style to selected paragraphs. Graphics You can edit the contents of a selected graphic if you have an image editor in your computer. Click Edit Picture With in the Format menu. Here you can choose to use the image editor associated with BMP files in your Windows system, and load the graphic. Alternatively, you can use the Choose Program. item to select another program. This will replace the Default Image Editor item. Edit the graphic, then close the editor to have it re-embedded in the Text Editor. Do not change the graphics size, resolution or type, because this will prevent the re-embedding. You can also edit images before recognition using the Image Enhancement tools. Tables Tables are displayed in the Text Editor in grids. Move the cursor into a table area. It changes appearance, allowing you to move gridlines. You can also use the Text Editors rulers to modify a table. Modify the placement of text in table cells with the alignment buttons in the Formatting toolbar and the tab controls in the ruler. Hyperlinks Web page and e-mail addresses can be detected and placed as links in recognized text. Choose Hyperlink. in the Format menu to edit an existing link or create a new one.

copy, both the copy and the original remain open in OmniPage, ready to be saved. WARNING: If you redact the original document, you cannot retrieve the information you have blacked out. To find and redact text by searching, select Find and Mark Text from the Edit menu to display the Find, Replace and Mark Text dialog box. Search for text to be marked for redaction. Step through all occurrences and decide for each case whether to redact immediately or mark for redaction. In the latter case, perform the redaction by choosing Close and Redact Document in the Mark Text dialog box or later click the Redact Document button. You can apply highlighting and striking out either by selection or searching.

Reading text aloud

The Nuance RealSpeak speech facility is provided for the visually impaired, but it can also be useful to anyone during text checking and verification. The speaking is controlled by movements of the insertion point in the Text Editor which can be mouse or keyboard driven.
To hear text: One character at a time, forward or back Current word One word to the right One word to the left A single line Next line Use these keys: Right or left arrow. Letter, number or punctuation names are spoken. Ctrl + Numpad 1 Ctrl + right arrow Ctrl + left arrow Place the insertion point in the line Down arrow
Previous line Current sentence From insertion point to end of sentence From start of sentence to insertion point Current page From top of current page to insertion point From insertion point to end of current page Previous, next or any page Typed characters
Up arrow Ctrl + Numpad 2 Ctrl + Numpad 6 Ctrl + Numpad 4 Ctrl + Numpad 3 Ctrl + Home Ctrl + End Ctrl + PgUp, PgDown or navigation buttons Each typed character is pronounced separately.
The Text-to-Speech facility is enabled or disabled with the Tools menu item Speech Mode or with the F10 key. A second menu item Speech Settings. allows you to select a voice (for example, male or female for a given language), a reading speed and the volume. You must ensure the language selection is appropriate for the text you want to hear. You also have the following keyboard controls:
To do this: Pause/Resume Set speed higher Set speed lower Restore speed Use this: Ctrl + Numpad 5 Ctrl + Numpad + Ctrl + Numpad Ctrl + Numpad *

The Form Arrangement Toolbar
The tools on this toolbar can be used to line up form elements or to set which one is on top of the others when they overlap. This latter function is useful for example if you want to create a background graphic design for your form. To set the order of overlapping elements, use the Bring to Front and Send to Back buttons. To align the right/left, top/bottom edges or the centers of the selected form elements horizontally - use the horizontal alignment tools vertically - use the vertical arrangement tools. The commands of the Form Arrangement toolbar are also accessible from the shortcut menu of any form element.
Editing Form object properties
To edit a form object directly select it then right-click the given element to display its shortcut menu. You can edit the appearance or the properties of any form element here. Use the following commands: Form Object Appearance - use the tabs Borders, Shading and Shadow to design the look of your form elements in a similar way as you would do in a text-editing application. Form Object Properties - this command gives you access to the element properties such as size, position, name. Properties dynamically vary depending on what type of element you select.

Extracting Form Data

Form data extraction (FDE) is a workflow step. Data is extracted from elements such as fillable fields, check boxes, and option buttons. FDE is a simplified implementation of the full Logical Form Recognition technology. To create a workflow that contains form data extraction: Define the processing input and its settings. Input types include: image PDF, PDF form, image files and forms scanned from paper. Choose Extract Form Data in place of recognition, and specify its settings. Set an active PDF form as template. It can be single or multi-page, filled or unfilled. The program determines the location and type of the form fields based on this form template. Finish the workflow with a saving step. OmniPage will extract data from incoming forms, using the specified template. Export is to a comma-separated value text file (.csv) ready to be loaded into a spreadsheet. Once you select Form Data Extraction in a workflow, only saving steps will follow.

Saving and exporting

When exporting to Microsoft Excel, 'Spreadsheet' is good for saving whole-page tables. Prefer 'Formatted Text' if your document contains smaller tables: each table will be placed on a separate worksheet with non-table parts placed in an index worksheet with hyperlinks to each relevant worksheet
Selecting converter options
Click the Options. button in a saving dialog box to have precise control over the export. This brings up a dialog box with the name of the converter associated with the current file type. It presents a series of options tailored to this file type. First, confirm or change the formatting level, because this influences which other options are presented. Select options as desired. Help details how to do this. To make changes apply to all future export done with the given converter, select the checkmark Make changes permanent. If this is not selected, changes are applied to the current export only and are not saved for future use. Export settings can be changed and saved without a document save choose Tools/Saving Preferences.
Using multiple converters
Multiple converters allow you to export to two or more file types in one export step. Choose Multiple in the saving dialog box:
To make your own multiple converter, open the Saving Preferences dialog box from the Tools menu. Choose the heading Multiple converters. Select a converter and click Create from. This will make a copy of the selected converter that you can freely modify without overwriting the original one. The new converter appears in the list. Select it and click Options. to specify its settings. You receive a list of all text converters,
followed by all image converters. Checkmark the desired ones. Optionally specify sub-folder paths for each file type. You can save pages with different formatting levels or file options to the different file types, as defined in their simple converters. A few saving operations cannot be done with multiple converters. These are: Saving OmniPage Documents Use a workflow with two saving steps, or perform two separate saves. Saving to two targets For instance, you cannot use a multiple converter to save a document to file and also send it in mail. Use a workflow with two saving steps, or perform two separate saves. Saving different page ranges You cannot save different page ranges to different file types, because only one set of selected pages can exist at saving time. For the same reason, a single workflow cannot be used either. Perform two separate saves or use two workflows.

Workflow to Kindle

The Kindle Assistant in the Tools menu helps you create a simple workflow that will accept input, perform OCR and send the results in a suitable format to a Kindle account at Amazon; it will then appear on the Kindle device registered to that account. See Sending to Kindle on page 82.

Batch Manager

The Batch Manager is a separate but integrated program to let you create jobs to be processed immediately, or at some time in the future. By choosing steps carefully, you can set up jobs that can run unattended. A job executes a
workflow according to the job settings. Jobs are created in the Job Wizard. In OmniPage Professional 17 you have the following additional Batch Manager capabilities:
Setting job timing and recurrence Folder watching for incoming image files E-mail inbox watching for incoming attachments (Outlook and Lotus Notes) E-mail notification of job completion to specified recipients Driving workflows with barcodes.

Creating new jobs

Open the Batch Manager from the Process Menu or from your system, by choosing Start > All Programs > Nuance OmniPage 17 > OmniPage Batch Manager or from the OmniPage Agent on the taskbar. Creating a job is basically timing a workflow. To do this, start the Batch Manager (as described above) and click the Create Job icon or choose Create Job from the File menu. The Job Wizard starts. First you need to define your job type. You can create five different types, instances of two basic categories: Normal and Watch type. Normal and Watch type jobs may have a recurrence pattern. The latter are tailored to monitor a specified folder or e-mail inbox for incoming images to be processed in OmniPage. A specific type within this category is Barcode cover page jobs, where barcode cover pages are used to identify which workflow to carry out.
Normal job: Set starting time and specify or create the Workflow to be run. If you select Do not start now use the Activate button in the Batch Manager to start it. Job types available in OmniPage Professional 17 only: Barcode cover page job: This is a special type of folder watching job (see below). It monitors a folder for incoming barcode pages, then processes subsequently incoming images with the workflow identified by the barcode. For details, see Barcode processing later in this chapter. Folder watching job: Select this job type and browse to the folder(s) to be watched for incoming image files. Outlook mailbox watching job: This job watches an Outlook e-mail inbox for incoming image attachments of a specified type. Lotus Notes mailbox watching job: Same as above, but a Lotus Notes inbox is watched. Name your job and click Next. The next panel shows Start and Stop Options. Specify Start and End Time, set whether input files are to be deleted or saved when the job is completed. If you have a job requiring user interaction, choose whether to allow it or not with the checkmark Run job without any prompts. This lets you run such jobs in two ways, avoiding the need to create two jobs. If you plan to be at the computer as the job runs, de-select the checkmark. If you want to run the job without being present, select the checkmark. Then only automatic image enhancement will run, auto-zoning will replace manual zoning and proofing is skipped. In this case you must ensure that the input and saving file sets and locations are pre-defined. In OmniPage Professional you can set a recurrency pattern and request e-mail notification when the job is completed.

The Independent JPEG Group's software, copyright 1991-1995, Thomas G. Lane. Portions of this software are copyright 2006 The FreeType Project <www.freetype.org>. All rights reserved. FreeType 2.3.1, Turner, Wilhelm, Lemberg. Zlib copyright 1995-1998 Jean-loup Gailly and Mark Adler. This product was developed using Kakadu software. Export Options dialog controls from Allan Nielsen, Supergrid control, copyright 1999. This product includes software developed by the OpenSSL project <http:// www.openssl.org/> with software written by Eric Young and Tim Hudson. Part of this software is derived from the RSA Data Security Inc. MD5 Message-Digest Algorithm. AES encryption/decryption for PDF 2001, Dr Brian Gladman, Worcester, UK. Amazon's Kindle 2 copyright 1999-2009. Components for Asian font handling: copyright 2009 Adobe Systems Incorporated. All rights reserved. Some integration and other components: 2009 Microsoft Corp. All rights reserved. PDF creation: 1993-2009 Zeon Corporation. All Rights Reserved RealSpeak Solo 2002-2009 Nuance Communications, Inc. All rights reserved
OmniPage is protected by one or more of the following United States Patents: 4,700,400; 4,754,489; 4,773,099; 4,918,740; 5,046,114; 5,060,277; 5,077,807; 5,131,053; 5,133,023; 5,235,651; 5,261,009; 5,278,918; 5,278,920; 5,347,595; 5,381,489; 5,436,983; 5,657,397; 5,778,092; 5,862,259; 6,038,342; 6,047,251 Nuance Communications, Inc., 2009. All rights reserved. Subject to change without prior notice.