Teleform Workgroup System Management Guide

Cardiff TeleForm®

TeleForm Workgroup 10.4System Management Guide

Notice

This document is a proprietary product of Autonomy, Inc. and is protected by copyright laws and international treaty. Information in this manual is subject to change without notice and does not represent a commitment on the part of Autonomy, Inc. While reasonable efforts have been made to ensure the accuracy of the information contained herein, Autonomy, Inc. assumes no liability for errors or omissions. No liability is assumed for direct, incidental, or consequential damages resulting from the use of the information contained in this document.The copyrighted software that accompanies this document is licensed to the End User for use only in strict accordance with the End User License Agreement, which the Licensee should read carefully before commencing use of the software. No part of this publication may be reproduced, transmitted, stored in a retrieval system, nor translated into any human or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual or otherwise, without the prior written permission of the copyright owner, Autonomy, Inc., 892 Ross Drive, Sunnyvale, California 94089.This document may use fictitious names for purposes of demonstration; any references to actual persons, companies, or organizations are strictly coincidental.

Trademarks and Copyrights

Copyright 2008 Verity, Inc. All rights reserved. Verity™, Cardiff™, the Verity logo, the Cardiff logo, TeleForm, AutoMerge Publisher, Designer, eForm Option, MediClaim, Reader, Remote Capture Station, Scan Station, Verifier and Web Capture Option are trademarks or registered trademarks of Verity, Inc., part of the Autonomy group of companies. RecoFlex includes technologies licensed from: Ceresoft Inc., re Recognition Technology GmbH, ScanSoft and others. BasicScript copyrighted by Summit Software Company. Other products mentioned herein may be trademarks and/or registered trademarks of their respective owners.

Patent Information

Covered by US Patents 4,893,333; 5,247,591; 5,555,101, 5,943,137, 6,920,247 and 6,950,553.

Document Number and HistoryDocument Number Release Date Product

Version Comments

DM0647 9/28/2004 TeleForm v9.0

DM0673 4/15/2005 TeleForm v9.1

DM0721 6/15/2006 TeleForm v10

DM0766 11/1/2006 TeleForm v10.1

DM0782 08/25/2007 TeleForm v10.2

6/15/2008 TeleForm v10.3Document numbers are no longer assigned to user documents.

9/29/2008 TeleForm v10.4

12/31/2008 TeleForm v10.4 Corrections

Revision History 3

4 Revision History

Contents

CHAPTER 1 Introducing TeleForm Workgroup

About this Chapter............................................................................................................ 15About Workgroup............................................................................................................. 15Workgroup Advantages .................................................................................................... 16Working in a Multiuser Environment............................................................................... 16Important Notes Concerning this Product ........................................................................ 18

Workgroup Documentation ......................................................................................................18Where to go from here...................................................................................................... 19

CHAPTER 2 Preparing for Installation

About This Chapter........................................................................................................... 21Preliminary Questions ......................................................................................................21System Requirements .......................................................................................................22

OS and Hardware Wizards .......................................................................................................22Server Hardware ......................................................................................................................22

Requirements .................................................................................................................... 22Domain Controllers ..........................................................................................................23Web Server for Web Capture Option ............................................................................... 23

Workstation Hardware .............................................................................................................23Remote Capture Station Workstations ..............................................................................24Web Capture Option Workstations................................................................................... 24

Network Requirements ............................................................................................................24Network Protocols ............................................................................................................ 24

Contents 5

Database ........................................................................................................................... 25MS SQL ....................................................................................................................................25MSDE........................................................................................................................................25

Installation Permissions and Operating Rights ................................................................ 26Mapped Drives and UNC Paths ....................................................................................... 26Upgrading Versus Migrating ............................................................................................ 27

Upgrading .................................................................................................................................27Step 1: Check Your Current Version ................................................................................28Step 2: Check Your System Requirements....................................................................... 28Step 3: Stop TeleForm Processing.................................................................................... 28Step 4: Back Up Data ........................................................................................................28Step 5: Install TeleForm v10 to Your Existing TeleForm Server .....................................29Step 6: Install TeleForm Workstations ............................................................................. 29Step 7: Convert Tables to SQL ......................................................................................... 29

Migrating ..................................................................................................................................29Step 1: Check Existing Version ........................................................................................ 29Step 2: Check System Requirements ................................................................................30Step 3: Save Current TeleForm Settings........................................................................... 30Step 4: Install TeleForm v10 ............................................................................................ 30Step 5: Install One TeleForm Workstation .......................................................................30Step 6: Install TeleForm Legacy Option........................................................................... 30Step 7: Restore Settings From Older TeleForm System ...................................................31Step 8: Install Remaining TeleForm Workstations ...........................................................31

CHAPTER 3 Installation

About This Chapter .......................................................................................................... 33Preliminary Steps ............................................................................................................. 33Other Installation Instructions.......................................................................................... 33Create Windows Users ..................................................................................................... 34

Why Configure Windows User Accounts? ...............................................................................34Create Windows Administrator ...............................................................................................34Create TeleForm Users ............................................................................................................36Create a TeleForm User Group ................................................................................................36

Share TeleForm’s Parent Directory .................................................................................. 37

6 Contents

Install TeleForm to the Server ..........................................................................................38Specifying the Location of the TeleForm Server......................................................................38Updating Files During Install ..................................................................................................38Running the Setup Program .....................................................................................................39

Fax Server and Scanners ...................................................................................................43Fax Server .................................................................................................................................43Scanner......................................................................................................................................43

Install Workstations ..........................................................................................................43Activation .........................................................................................................................46Identification Information................................................................................................. 46

Activation Process ...................................................................................................................46Restoring Activation .................................................................................................................46

CHAPTER 4 Remote Capture Option

About This Chapter........................................................................................................... 47Remote Capture Option and Web Capture Option ...........................................................47Important RCS Concepts ..................................................................................................48RCS and TeleForm ...........................................................................................................49Configuration Steps ..........................................................................................................50Job Settings and Remote Capture Stations .......................................................................55

CHAPTER 5 Web Capture Option

About This Chapter........................................................................................................... 57Overview ...........................................................................................................................57Web Capture Stations and TeleForm ................................................................................58Important Web Capture Concepts ....................................................................................59Installing The Web Capture Server ..................................................................................62

Older Files.................................................................................................................................62Important Note: .Net 2.0 / FIPS Requirement .........................................................................62

Installing the Web Capture Client ....................................................................................70Managing the Web Capture Option ..................................................................................71

Synchronizing Job Settings ......................................................................................................71

Contents 7

Limiting Web Capture Job Settings .........................................................................................72Web Settings Tab.............................................................................................................. 72Job Properties Dialog Box ................................................................................................72

Web Capture Server Administration ........................................................................................73Configuration Settings Page .............................................................................................74License Info Page.............................................................................................................. 75

CHAPTER 6 Connecting Modules to Multiple TeleForm Systems

About this Chapter ........................................................................................................... 77Advantages ....................................................................................................................... 77Configured Per Module .................................................................................................... 78

Special Considerations for Reader Stations ..............................................................................78Adding a TeleForm System .............................................................................................. 78Using the Select TeleForm System dialog box ................................................................ 79Possible Complications .................................................................................................... 80

Solution 1 ..................................................................................................................................80Solution 2 ..................................................................................................................................80

CHAPTER 7 Security

About This Chapter .......................................................................................................... 81Overview .......................................................................................................................... 81Purpose of Security .......................................................................................................... 82Security Rights ................................................................................................................. 83

Available Security Rights .........................................................................................................83Form & Image Access ...................................................................................................... 83Verify (Basic) ................................................................................................................... 83Verify (Advanced) ............................................................................................................ 83Verify (QC) .......................................................................................................................84Evaluate ............................................................................................................................ 84Design ............................................................................................................................... 84Scan ...................................................................................................................................84Utilities.............................................................................................................................. 84Administration .................................................................................................................. 84

8 Contents

Group Rights and Individual Rights ........................................................................................85Rights Structure ................................................................................................................ 85Which is Better? ............................................................................................................... 85Individual Rights ..............................................................................................................85Group Rights..................................................................................................................... 85

Enabling Security ..............................................................................................................86Single Sign-on ..........................................................................................................................87

Creating a New User .........................................................................................................88Configuring Users .............................................................................................................89

Manually Configuring a User ...................................................................................................89Copying User Settings .............................................................................................................90

Settings Available for Copying ........................................................................................90Changing User Info ..................................................................................................................91Changing Password ..................................................................................................................91Deleting Users...........................................................................................................................91

Security Groups ................................................................................................................92Batch Security, Not Source Security ........................................................................................92Pre-Defined Security Groups ...................................................................................................93Creating a Security Group .......................................................................................................94

Adding Users to a Security Group.................................................................................... 94Logging In ........................................................................................................................95

Logging into a Current Session ...............................................................................................95Changing Log-In Passwords .....................................................................................................95Logging Off ..............................................................................................................................95

CHAPTER 8 Running and Managing TeleForm

About this Chapter............................................................................................................ 97License Monitoring ...........................................................................................................97

TeleForm License Service .......................................................................................................98Running Modules.............................................................................................................. 98

Launching a Module .................................................................................................................98How Many Modules Can Run? ................................................................................................98

Running Reader and AMP as Services .............................................................................98Enterprise, Not Workgroup.......................................................................................................98Installation of Services..............................................................................................................98

Contents 9

Server Operating Systems ........................................................................................................99User Interface ............................................................................................................................99Global Configuration of Services .............................................................................................99Configuring Services ................................................................................................................99Starting a Service Manually ....................................................................................................100

Control Center ................................................................................................................ 101What is Control Center? .........................................................................................................101Control Center Branches ........................................................................................................102

Outline of the Control Center Tree .................................................................................102Customizing Your Control Center window ....................................................................103Graph Colors ...................................................................................................................103

Workflow Analysis ................................................................................................................104Recommended Statistic Settings .....................................................................................104Statistic Parameters .........................................................................................................105Reader Statistic Collection ..............................................................................................106Verifier Statistic Collection ............................................................................................106

Alerts ......................................................................................................................................107Alerts in Control Center ..................................................................................................108Email Alerts ....................................................................................................................108Email Alert Setup ............................................................................................................109

Configuring TeleForm With Control Center .........................................................................110Global Settings ................................................................................................................111Station Settings ...............................................................................................................112User Settings ...................................................................................................................113

Batch Control .........................................................................................................................113Logging on to Control Center ................................................................................................114Using Control Center to Resolve Inefficiency .......................................................................114

TeleForm Monitor .......................................................................................................... 115Starting TeleForm Monitor ....................................................................................................115Monitoring Active Tasks .......................................................................................................116Monitoring Queued Images ...................................................................................................116Troubleshooting Bad Images .................................................................................................117Troubleshooting Bad Evaluations...........................................................................................117

10 Contents

CHAPTER 9 Customizing Verifier for Your Operators

About this Chapter.......................................................................................................... 119Why Customize Verifier .................................................................................................119Accessing Configuration Controls ..................................................................................120Correction Options ..........................................................................................................121

Field Character Threshold Options.........................................................................................121Exclusion Requirements ................................................................................................. 121

Keyboard Options ...........................................................................................................122Form Mode Options .......................................................................................................123

Correction Options Tab ..........................................................................................................123Available Settings from the Correction Options Tab ..................................................... 123

Appearance Tab ......................................................................................................................124Image Positioning Tab ............................................................................................................124

Field Mode Options ........................................................................................................125Appearance Tab ......................................................................................................................125General Options Tab...............................................................................................................125

Character Mode Options .................................................................................................126General Options Tab...............................................................................................................126Appearance Tab .....................................................................................................................127

Managing Confusable Characters in Character Mode.................................................... 127Adding Extended Characters .......................................................................................... 128Restoring Default Character Exclusion Settings ............................................................128

CHAPTER 10 Maintaining System Performance

General Maintenance Tips ..............................................................................................129Run Windows Utilities ...................................................................................................129Using the Purge Log .......................................................................................................130

Opening the Purge Log ...........................................................................................................130Scheduling Purges...................................................................................................................130Purge Events ..........................................................................................................................131

Completed Tracking Records ......................................................................................... 131Stored Images .................................................................................................................131Other Events ................................................................................................................... 131

Using Database Utilities .................................................................................................132Archive Images ...............................................................................................................132

Reviewing archived images ...................................................................................................133Delete Old Image Zone Files ..........................................................................................133

Contents 11

CHAPTER 11 Managing Licenses

About This Chapter ........................................................................................................ 135Introduction to License Codes........................................................................................ 135

Licensed Modules ..................................................................................................................135Unlicensed Modules................................................................................................................135Licensed Options.....................................................................................................................135

Using License Manager .................................................................................................. 136Viewing License Information .................................................................................................136

Understanding the License Summary .............................................................................136Viewing License Specifics.............................................................................................. 136

Deleting a License ..................................................................................................................137Adding a New License Code .................................................................................................137

CHAPTER 12 Running TeleForm Remotely

About This Chapter ........................................................................................................ 139Overview ........................................................................................................................ 139System Requirements ..................................................................................................... 140Installation Process ......................................................................................................... 140

Step 1: Check Software Requirements ...................................................................................141Step 2: Log Off Users .............................................................................................................141Step 3: Choose Installation Method .......................................................................................141Step 4: Install TeleForm to MetaFrame Server.......................................................................141

TeleForm v10 Application Compatibility Scripts .......................................................... 142Scripts and Keys .....................................................................................................................142Executing the Application Compatibility Scripts ..................................................................143

Upgrade Procedure ......................................................................................................... 144Frequently Asked Questions .......................................................................................... 144Published Application Manager ..................................................................................... 145

12 Contents

CHAPTER 13 Revision Control

Warnings .........................................................................................................................147Prerequisites ....................................................................................................................147Revision Control Terms ..................................................................................................148Possible Problems ...........................................................................................................149Set Up .............................................................................................................................150

Step 1: Configure SourceSafe ................................................................................................150Install SourceSafe Client ................................................................................................ 150Add Network Login Names to SourceSafe .................................................................... 150

Step 2: Enable TeleForm Security .........................................................................................151Step 3: Configure TeleForm ..................................................................................................151

What To Do, Where To Do It .........................................................................................153Using Revision Control ..................................................................................................154

Revision Control in Designer .................................................................................................154Revision Control in the Shape Library ..................................................................................154Revision Control Tasks...........................................................................................................155Add items to revision control..................................................................................................155

Previously Removed Files .............................................................................................. 155Add form folders to revision control .............................................................................. 155

Remove from Revision Control ..............................................................................................156Remove forms and library files from revision control ................................................... 156Remove Folders from Revision Control......................................................................... 156

Check out ................................................................................................................................156Undo check out .......................................................................................................................156Check in .................................................................................................................................157Difference ..............................................................................................................................157History ....................................................................................................................................158Validate Files ..........................................................................................................................158

When to Validate Files ................................................................................................... 159Triggering the Validate Files Command ........................................................................ 159Tables Subject to the Validate Files Command.............................................................. 159

Contents 13

CHAPTER 14 Technical Resources

About This Chapter ........................................................................................................ 161Online Help .................................................................................................................... 161

Other Help Files ......................................................................................................................161User Guides .................................................................................................................... 162

Downloading Revised Documents..........................................................................................162Ordering Hard Copies of User Guides ....................................................................................162Available User Guides ...........................................................................................................162

Tutorials ......................................................................................................................... 163Software Developer’s Kit............................................................................................... 163Cardiff Web Site ............................................................................................................. 163

Accessing www.Cardiff.com from TeleForm.........................................................................163Technical Support .......................................................................................................... 164

Before Contacting Tech Support ............................................................................................164Collecting Troubleshooting Files ...........................................................................................165How To Contact Tech Support ..............................................................................................166

North/South American Support ...................................................................................... 166European & Worldwide Support .................................................................................... 166

Information Index ........................................................................................................... 167

14 Contents

CHAPTER 1Introducing TeleForm Workgroup

ABOUT THIS CHAPTERThis chapter provides new TeleForm users with an introduction to TeleForm Workgroup v10, Cardiff’s most powerful Information Capture product ever. You will learn about:

• What TeleForm Workgroup is;

• Information on working in a multiuser environment;

• The Server/Client relationship used by TeleForm Workgroup v10;

• Parameters of this document and a guide on where to go next.

ABOUT WORKGROUPCardiff® TeleForm® v10 expands upon fifteen years of proven excellence to offer the capability to capture unstructured as well as semi-structured data. Whether you process loan applications or clinical information, simple forms or complex sets, TeleForm v10 provides an easy-to-use, scalable platform that equips your organization to capture data from most any source in a secure, dependable environment; and then to track, audit and search the process behind the form giving you maximum efficiency. An Workgroup system allows independent workstations on a LAN to:

• Design form and document templates;

• Send and receive faxes through a network Fax Server;

• Scan and process forms and documents using a high-speed scanner;

• Process images automatically retrieved from a directory;

• Remotely scan and index using Web Capture Client and Cardiff Remote Capture Station;

With the addition of Citrix Metaframe, you can also use the TeleForm Designer and Verifier remotely.

With TeleForm Workgroup, you can scale the TeleForm system to match your processing needs. Refer to “Managing Licenses” on page 135 for details.

Chapter 1: Introducing TeleForm Workgroup 15

WORKGROUP ADVANTAGESEvery advantage of this product centers around the ability to process a large quantity of documents quickly. You can optimize capture processing efficiency with the following:

• Using more TeleForm workstations when your throughput needs increase;

• Ability to control, manage and prioritize batch processing;

• Assigning one TeleForm Reader workstation to distribute incoming forms to other Reader workstations;

• Reviewing and correcting forms and documents in a Verifier workstation as soon as they are evaluated by a Reader workstation;

• Optimizing throughput efficiency and managing capture processing on-line with TeleForm Control Center;

• Improved use of resources by distributing tasks to remote Designers, Capture Stations and Verifiers.

WORKING IN A MULTIUSER ENVIRONMENTWith TeleForm Workgroup, individual Clients (workstations) communicate with the Server in a Client/Server environment. This means that workstations connected to the Server are set up to run TeleForm applications from the server. Within this environment, the system administrator can modify configuration settings to create a custom-made capture processing system. The following diagram illustrates a typical TeleForm Workgroup system:

16 Workgroup Advantages


IMPORTANT NOTES CONCERNING THIS PRODUCTBefore you install TeleForm Workgroup on your Server, it is critical to understand the relationship between the TeleForm Server and TeleForm Clients (workstations).

• The TeleForm Server should only be used as an information and operations hub. Do not run TeleForm applications on your server, including TeleForm Control Center.

• TeleForm Clients (workstations) must only be used to run TeleForm applications. Do not attempt to use one of your workstations as a TeleForm Server. TeleForm is not certified or supported to operate in a peer-to-peer networking environment.

TeleForm Workgroup operates in a complex Client/Server networking environment. Therefore, in order to properly install and set up your network, you will need to know the following things:

• How your Clients and your Server communicate with each other;

• What other software is installed on your network, and how this software will be affected by the TeleForm Workgroup installation.

Workgroup DocumentationThis manual provides detailed coverage about using TeleForm in a multiuser environment. To get the most out of this manual, be aware of the following:

• This manual contains some information with regard to using TeleForm, but it is not a complete reference on the subject. If you have questions about using TeleForm that are not covered in this manual, refer to the other guides and help files in the TeleForm documentation library.

• This manual assumes that you are familiar with the fundamental aspects of a Server-Client network.

• This manual assumes that you are familiar with the major components of TeleForm, including Designer, Reader, Verifier and Scan Station. Consult the Getting Started with TeleForm Guide if you need more information about these modules.

Other Documentation Required

This manual covers the fundamental steps for setting up your TeleForm Server and Clients (workstations). However, in order to successfully install TeleForm, you will need to refer to the documentation that was supplied with your Windows Server.

18 Important Notes Concerning this Product

WHERE TO GO FROM HEREThis manual contains the following chapters:

CHAPTER 2: Preparing for Installation

Outlines the server, workstation, and network requirements for running TeleForm.

CHAPTER 3: Installation

Instructions on setting up the TeleForm software.

CHAPTER 4: Remote Capture Option

Instructions on configuring TeleForm to work with Remote Capture Stations.

CHAPTER 5: Web Capture Option

Instructions on configuring TeleForm to work with the Web Capture Option.

CHAPTER 6: Connecting Modules to Multiple TeleForm Systems

Describes how to connect individual TeleForm modules to multiple TeleForm servers.

CHAPTER 7: Security

Describes the available security features.

CHAPTER 8: Running and Managing TeleForm

Describes TeleForm Control Center and Monitor, two applications that help you run the Workgroup system.

CHAPTER 9: Customizing Verifier for Your Operators

Customizing the individual Verifier workstations can substantially increase the efficiency of your system.

CHAPTER 10: Maintaining System Performance

Simple maintenance procedures can keep TeleForm running smoothly.

CHAPTER 11: Managing Licenses

As your system changes, you may need to add new licenses to support more workstations.

CHAPTER 12: Running TeleForm Remotely

Provides instructions on running TeleForm through Citrix MetaFrame.

CHAPTER 13: Revision Control

Describes how TeleForm can work with the SourceSafe revision control application.

CHAPTER 14: Technical Resources

Describes other sources of technical information about TeleForm.


20 Where to go from here

CHAPTER 2Preparing for Installation

ABOUT THIS CHAPTERThis chapter contains information you should be familiar with BEFORE beginning the installation of TeleForm:

• Preliminary Questions

• System Requirements

• Database

• Installation Permissions and Operating Rights

• Mapped Drives and UNC Paths

• Upgrading Versus Migrating

PRELIMINARY QUESTIONSAnswer these questions before beginning a TeleForm installation:

• Do your server and workstations meet the system requirements?

• If you have a previous TeleForm installation, are you migrating from one server OS to another?

• Which workstations will be used as:

• Designer stations

• Reader stations

• Verifier stations

• Scan Stations

• AutoMerge Publisher stations

• Control Center stations

• How many total workstations do you need for your capture processing, and how many TeleForm licenses will this require?

Chapter 2: Preparing for Installation 21

SYSTEM REQUIREMENTSSee the following sections for information on determining if your servers and workstations are appropriate for running TeleForm:

• OS and Hardware Wizards

• Server Hardware

• Workstation Hardware

• Network Requirements

OS and Hardware WizardsTeleForm requirements are subject to change. Consult our online wizard for the latest information.

1. Go to https://customers.cardiff.com/support/logon.jsp and log on to Cardiff’s customer service site.

2. If you do not already have a support account, you will be prompted to create one.

3. Once you have logged in and the Support Index page appears, open the Wizards tab.

4. Under the TeleForm section, click the appropriate Wizard.

Server HardwareTeleForm is designed for a true Client/Server network environment. You cannot use a Windows workstation as your TeleForm Server. TeleForm does not support a peer-to-peer networking environment.

Requirements

NOTE: Processor and Server memory will have the greatest impact on database activities. Hard drive speed and available space will have the greatest impact on TeleForm applications.

Processor Pentium 2.42 GHz or higher

Hard Drive1.5 GB free disk space (installation space plus room for production images and data)

RAM 1 GB

Network Card 100 Mbps TCP/IP network card

Operating System

Microsoft Windows 2000 Advanced Server (Service Pack 4)Microsoft Windows 2000 Server (Service Pack 4)Microsoft Windows 2003 Server Microsoft Windows 2003 Enterprise

Other DVD ROM drive

22 System Requirements

https://customers.verity.com/support/logon.jsp


https://customers.cardiff.com/support/logon.jsp

Domain Controllers

You do not need to install TeleForm on the Primary Domain Controller (PDC) or the Backup Domain Controller (BDC) Server. However, your network must have a PDC in order for TeleForm to be installed.

Web Server for Web Capture Option

If you intend to use the Web Capture Option (page 57), the Web Server which hosts the Web Capture client page must meet these requirements:

Workstation HardwareYour TeleForm system can contain a mixture of workstations with different configurations, as long as all the workstations within the system meet these minimum requirements.

Operating System

Microsoft Windows 2000 Advanced Server (Service Pack 4), except 64-bitMicrosoft Windows 2000 Server (Service Pack 4)Microsoft Windows 2003 Server Microsoft Windows 2003 Enterprise

Hard Drive500 MB free disk space (installation space plus room for production images and data)

RAM 1 GB

Internet Information Server

5.0, 5.1, 6.0

.NET.NET Framework 1.1 Web Services Enhancements for Microsoft .NET (WSE)

Other DVD-ROM drive

Processor Intel Pentium III running at 800 MHz or higher

Hard Drive 500 MB Free Space

RAM 512 MB

Network Card 100 Mbps TCP/IP network card

Operating System

Microsoft Windows 2000 Professional (Service Pack 4)Microsoft Windows XP Professional (Service Pack 2)

MonitorVGA color or better17” recommended for Verifier stations

Other

DVD-ROM driveMouse or other interface toolCompatible fax server, scanner, or Web Server, depending on workstation function within TeleForm


Remote Capture Station Workstations

This table outlines the minimum system needed to run Remote Capture Station. RCS workstations are not formally “within” the TeleForm system.

Web Capture Option Workstations

Computers that will run the Web Capture Client do not require the same processor, hard drive, memory, or operating systems as workstations that are formally “within” a TeleForm system. Any workstation on which the Web Capture client will run must meet only these requirements:

• Internet Explorer 6.0

• Microsoft SOAP Client 3.0 (automatically installed, if needed, when the workstation browses to the Web Capture Client URL)

• Microsoft Windows 98, Windows ME, Windows 2000 Professional, Windows XP Home, or Windows XP Professional

• TWAIN (for scanners and other input devices). If any Web Capture Module client will create batches strictly from images in directories, TWAIN is not required.

Network RequirementsTo install and use TeleForm, you must have a functional local area network (LAN) that consists of the following basic components:

• Hardware — a Server and workstations, all with Ethernet network cards. Refer to the server and workstation requirements earlier in this chapter for more details.

• Software — Windows 2000 Server, Windows 2000 Advanced Server, Windows 2003 Server or Windows 2003 Enterprise Server, all running with the TCP/IP protocol. Refer to Server Hardware on page 22 for more details.

• Connections between the workstations and the server — network cables, hubs, routers, etc.

• CAT5 (or better) network cabling.

• Token Ring is not supported.

• 100 Mbps high quality network cards

Network Protocols

A network protocol is a set of rules describing how to transmit data across a network. By default, TeleForm uses TCP/IP to transmit data across the network. If both your clients and your Server are configured for TCP/IP communication, and they are communicating properly, TeleForm will automatically select TCP/IP as your protocol.

Processor Intel Pentium III running at 600 MHz or higher

Hard Drive 500 MB Free Space

RAM 256 MB

Operating System

Microsoft Windows 2000 Professional (Service Pack 4)Microsoft Windows XP Professional (Service Pack 2)

Monitor VGA color or better

Other

DVD-ROM driveMouse or other interface toolCompatible fax server, scanner, or Web Server, depending on workstation function within TeleForm


DATABASETeleForm Workgroup can work with two different databases:

• MS SQL (Strongly recommended)

• MSDE

MS SQLBefore installing TeleForm v10.0, you MUST have a working MS SQL database application. You will be prompted for the identity of this database application during the v10.0 installation. You must also have a valid user name and password. Supported versions include:

• MS SQL Server 2000

• MS SQL Server 2005

The TeleForm install program can create a new database in your MS SQL application or link to an existing database. You will be given this option during the v10.0 installation.

MSDEWe STRONGLY recommend that all TeleForm Workgroup systems run on a regular Microsoft SQL database, NOT the Microsoft SQL Desktop Engine (MSDE). MSDE has built-in performance limitations that make it unsuitable for larger TeleForm systems. Smaller Workgroup systems may be able to function effectively on MSDE, but it is still not the preferred option.

If you use MSDE, you must follow these instructions to install TeleForm Workgroup:

1. Download Microsoft SQL Server Desktop Engine (MSDE 2000) Release A.

http://www.microsoft.com/sql/msde/downloads/download.asp

2. Run the download to extract the files.

3. Once the files have been extracted, edit the SETUP.INI file. These changes enable network protocols so the database can be seen by another computer and set the security mode to SQL rather than Windows Authentication:

[Options]

SAPWD=”replace this text with a secure password in quotes”

DISABLENETWORKPROTOCOLS=0SECURITYMODE=SQL

4. Before saving the changes to the SETUP.INI file, change the “sa” password (using the SAPWD setting) to something unique and secure. Write down the new password because you will need it when configuring TeleForm. Note that MSDE will not install without a non-null sa password.

5. Open a DOS shell and enter the following command to set the default database for the sa user to “master.” This change allows the TeleForm install to create the TeleForm database in MSDE:

osql -U sa -P sa -Q “sp_defaultdb 'sa', 'master'”

6. Run the TeleForm Workgroup install.

7. When prompted to select your database (page 41), select MS SQL, then select the computer where MSDE was installed. You will need to enter the sa user and password when specifying the database information.


http://www.microsoft.com/sql/msde/downloads/download.asp

INSTALLATION PERMISSIONS AND OPERATING RIGHTSBefore you begin the TeleForm installation procedure, you must have the appropriate permissions for installing TeleForm. After installing TeleForm, your users must have the appropriate rights to run TeleForm.

Installation Permissions

The following table shows the permissions required to install TeleForm.

Operating Rights

In order to run TeleForm, all users must have the appropriate rights to the TeleForm directory. These rights are as follows:

MAPPED DRIVES AND UNC PATHSTeleForm supports UNC paths (\\servername\volume\path) and mapped Drives.

You should decide how you want to specify the location of the TeleForm server (mapped drive or UNC) BEFORE you begin installing TeleForm.

• If you want to use a mapped drive, see Mapped Drives on page 38.

• If you want to use a UNC path, there are no prerequisites. When the TeleForm Setup Program asks you for the location of the TeleForm Server, simply specify that location via a UNC path.

Upgrade Customers

If you are upgrading to TeleForm v10.0 from a previous version, and you want to switch to UNC paths, we recommend that you migrate your TeleForm system rather than installing “over” the existing one. See Upgrading Versus Migrating on page 27 for more information.

WINDOWS OS PERMISSIONS

2000 Administrator

XP Administrator

2003 Administrator

WINDOWS OS REQUIRED RIGHT

2000 Modify

XP Modify

2003 Modify

26 Installation Permissions and Operating Rights

UPGRADING VERSUS MIGRATINGUpgrading and migrating are two different processes for installing TeleForm v10 when you are currently running an older version of TeleForm.

Upgrading

Upgrading is the process of installing v10 directly over an existing TeleForm system. You can upgrade a server and workstations or the server alone, with v10 installed to new workstations. In the latter situation you will lose any workstation-specific settings, but any templates and/or images on the older server will be retained.

When you upgrade, TeleForm processing must be halted for the duration of the v10 installation. Any information and images that are currently being processed will be retained for processing by the v10 installation.

Migrating

Migrating is the process by which you install v10 on a “fresh” computer or network while your current TeleForm system continues to process documents. Once the new system is ready, you move your TeleForm settings from the older system to the new one. To move the information, you take a “snapshot” of the older system and then apply it to the v10 installation.

Any data and images that are being processed by the older system when the snapshot is taken are not captured.

UpgradingUpgrading to v10.0 from an existing TeleForm system is a seven-step process:

• Step 1: Check Your Current Version

• Step 2: Check Your System Requirements

• Step 3: Stop TeleForm Processing

• Step 4: Back Up Data

• Step 5: Install TeleForm v10 to Your Existing TeleForm Server

• Step 6: Install TeleForm Workstations

• Step 7: Convert Tables to SQL


Step 1: Check Your Current Version

You can directly upgrade to v10 from the following older versions of TeleForm:

• v8

• v8.1

• v8.2

• 9.0

• 9.1

Step 2: Check Your System Requirements

Even if you are currently running a version of TeleForm that can be directly upgraded to v10, you must be sure that your server, workstations, and network protocol meet the system requirements for v10. See System Requirements on page 22 for detailed information.

If your existing server hardware does not meet the minimum system requirements for v10, you should migrate instead of upgrading. See page 29 for instructions on migrating.

It is possible to upgrade the server and then install v10 to new workstations, in which case you will lose any workstation-specific settings but your templates and images will remain (because they are stored on the server).

Step 3: Stop TeleForm Processing

To perform a direct upgrade, you MUST be able to stop TeleForm processing COMPLETELY. If you cannot stop processing for the time needed to install TeleForm to your server and workstation, you should migrate to a a fresh TeleForm system instead of directly upgrading.

Step 4: Back Up Data

After you have stopped all TeleForm applications, you should back up the Pervasive server being used for your existing TeleForm application as well as the TeleForm server itself. This step is a precaution in case of a major error during the upgrade installation. If you experience such an error, which is unlikely, you can follow the instructions in Migrating on page 29. During the migration process you can restore your backed-up settings.

1. Run tfmigutl.exe, located in the root folder of your existing TeleForm system.

2. The Migration Utility dialog box will appear:

3. Choose Save snapshot from the Operation drop-down list.

4. Select all of the items in the Categories display pane.

5. Click Start.

6. You will be prompted to define the name and location for the snapshot file. This snapshot is saved as a ZIP file.

7. After the file has been saved, click Close on the Migration Utility.

28 Upgrading Versus Migrating

Step 5: Install TeleForm v10 to Your Existing TeleForm Server

You should install TeleForm v10 to same location as your existing TeleForm system. Follow the instructions found in Running the Setup Program on page 39.

Step 6: Install TeleForm Workstations

Run the Setup.exe program, found in your new v10 TeleForm\Install\Workstation folder, as described on page 43. You can install v10 directly over existing TeleForm workstations or to new workstations. If you install v10 to new workstations, you should remove the older version of TeleForm from the older workstations.

Step 7: Convert Tables to SQL

Previous versions of TeleForm used a Pervasive database. TeleForm v10 uses an MS SQL database. You must convert the older database to the new format before running your upgraded system.

1. Browse to the tfmigutl.exe program. This program is available in all the TeleForm directories on your workstations.

2. In the Operation list, select Convert tables from Pervasive to SQL.

3. Click the Start button.

MigratingAs described earlier, “migrating” involves installing TeleForm v10 on a clean server and workstations, then moving the settings from your older TeleForm system to the new installation. Data and images that are in-process on the existing system when you switch to the new one will not be retained by the “snapshot” that captures the settings from the existing system.

Migrating from an older TeleForm system to v10 involves these steps:

• Step 1: Check Existing Version

• Step 2: Check System Requirements

• Step 3: Save Current TeleForm Settings

• Step 4: Install TeleForm v10

• Step 5: Install One TeleForm Workstation

• Step 6: Install TeleForm Legacy Option

• Step 7: Restore Settings From Older TeleForm System

• Step 8: Install Remaining TeleForm Workstations

Step 1: Check Existing Version

You can migrate to v10 from the following older versions of TeleForm:

• v8

• v8.1

• v8.2

• 9.0

• 9.1


Step 2: Check System Requirements

Before beginning to migrate to v10, you must be sure that the server, workstations, and network protocol to be used for v10 meet the system requirements. See System Requirements on page 22 for detailed information.

Step 3: Save Current TeleForm Settings

1. Run tfmigutl.exe from the root TeleForm directory on your existing TeleForm server.

2. The following dialog box will appear:

3. Choose Save snapshot from the Operation drop-down list.


5. Click Start.

6. You will be prompted to define the name and location for the snapshot file. This snapshot is saved as a ZIP file.

7. After the file has been saved, click Close on the Migration Utility.

Step 4: Install TeleForm v10

Follow the instructions found in Running the Setup Program on page 39 to install TeleForm v10 to your new server.

Step 5: Install One TeleForm Workstation

Installing v10 to one workstation initially makes it easier to use the Legacy Option and to restore your old settings. You will install the other TeleForm workstations later.

Run the Setup.exe program, found in your new v10 TeleForm\Install\Workstation folder, as described on page 43. You can install v10 directly over an existing TeleForm workstation or to a new workstation.

If you install v10 to a new workstation, you should remove the older version of TeleForm from the older workstations afterwards.

Step 6: Install TeleForm Legacy Option

This step is only required if templates used on your older TeleForm included recognition dictionary files. These files were stored in a Pervasive format and must be converted for use with TeleForm v10.

TeleForm Legacy Option is included in a separate folder on the TeleForm DVD. It must be installed to a workstation, NOT to the TeleForm server. To install it, browse to the TF\Legacy Option folder and run the SETUP.EXE program.

After installation, use the workstation to which Legacy Option was installed to import forms from your older TeleForm system and to export forms to older TeleForm versions.


Step 7: Restore Settings From Older TeleForm System

1. Run tfmigutl.exe from the TeleForm v10 workstation you installed in Step 6. Do NOT run the Migration Utility from your older version of TeleForm.

2. The following dialog box will appear:

3. Choose Restore from snapshot from the Operation drop-down list.


5. Click Start.

6. You will be prompted to select the snapshot file. This snapshot is saved as a ZIP file. Select the snapshot file you saved earlier and click Open.

7. After the snapshot settings have been extracted to your v10 system, click Close on the Migration Utility.

Step 8: Install Remaining TeleForm Workstations

Run the Setup.exe program, found in your new v10 TeleForm\Install\Workstation folder, as described on page 43. You can install v10 directly over existing TeleForm workstations or to new workstations.

If you install v10 to new workstations, you should remove the older version of TeleForm from the older workstations afterwards.



CHAPTER 3Installation

ABOUT THIS CHAPTERThis chapter describes all the information needed to install TeleForm, including:

• Preliminary Steps

• Other Installation Instructions

• Create Windows Users

• Share TeleForm’s Parent Directory

• Install TeleForm to the Server

• Fax Server and Scanners

• Install Workstations

• Activation

PRELIMINARY STEPSRead Preparing for Installation on page 23 before proceeding with the installation steps in this chapter.

OTHER INSTALLATION INSTRUCTIONS

Remote Capture and Web Capture Options

See Remote Capture Option on page 47 and Web Capture Option on page 57 for information on setting up these two modules.

Connect Agents

For information on installing Export Connect Agents, see the Getting Started with TeleForm guide.

Intelligent Clasification Server

For information on installing the Cardiff Intelligent Classification Server, see the Getting Started with TeleForm guide.

Chapter 3: Installation 33

CREATE WINDOWS USERSSee the following topics for detailed information on required Windows User accounts:

• Why Configure Windows User Accounts?

• Create Windows Administrator

• Create TeleForm Users

• Create a TeleForm User Group

Why Configure Windows User Accounts?You must have a user with administrative rights and log on as this user to perform the following tasks:

• Installing TeleForm on the server;

• Installing TeleForm on the workstations;

• Performing administrative duties for the TeleForm system;

• Setting up Remote Capture Stations.

This user must be a member of the Domain Admins user group. If you do not have a user account with these specifications, follow the steps in the Create Windows Administrator section.

You should also have a unique user account for each TeleForm workstation. Use this user account to run TeleForm on the workstation after TeleForm is installed and configured by the TeleForm administrator. These users must have at least Change rights to the parent directory of the directory where you will install TeleForm. If you do not have enough user accounts in your environment, or if your existing user accounts do not meet these specifications, follow the steps in Create TeleForm Users on page 36.

All elements of an NTFS volume have two layers of security (in addition to the Sharing tab, there is also a Security tab). If you are going to install TeleForm to an NTFS volume, make sure that the TeleForm administrator and TeleForm users have sufficient security permissions.

Create Windows AdministratorThe following example applies to a Windows 2000 Server that is set up in a domain environment. The procedure for your Server may be different. Refer to the Server’s documentation for more information on creating user accounts.

1. Click Start — Settings — Control Panel — Administrative Tools — Computer Management.

2. The Computer Management console will appear.

3. Expand the Local Users and Groups branch.

4. Select the Users folder.

5. From the Action menu, select New User

OR

Right-click on the Users folder and select New User.

6. The New User dialog box will appear.

34 Create Windows Users

7. Enter the following information for your TeleForm administrator:

• User name• Full name• Description• Password• Confirm password• User must change password at next

logon is the default setting. You may want to choose the check box Password never expires for easier user access to the TeleForm modules on the workstation.

8. Click Create.

9. Click Close. Your newly created TeleForm Administrator will appear in the Users list.

10. Highlight the TeleForm Administrator and select Properties from the Action menu

OR

Double-click on the TeleForm Administrator.

11. The TeleForm Administrator Properties dialog box will appear.

12. Click the Member Of tab.

13. Click the Add button. The Select Groups dialog box will appear.

14. Select the Domain Admins group from the list.

15. Click Add.

16. Click OK.

17. The Member Of list will show the groups to which the TeleForm Administrator belongs.

18. Click OK.


Create TeleForm UsersThe following example applies to a Windows 2000 Server in a domain environment. This example puts the TeleForm users into a global group. The procedure for your Server may be different. Refer to the Server’s documentation for more information.



3. Select the Users folder.

4. From the Action menu, select New User

OR

Right-click on the Users folder and select New User.

5. The New User dialog box will appear.

6. Enter the following information for your TeleForm user:

• User name (for example, User 1)• Full name• Password• Confirm password

7. Click Create to create your TeleForm user.

8. Repeat Step 5 for each additional TeleForm user that you want to create.

9. Click Close to close the New User dialog box.

Create a TeleForm User GroupWhen you create a global group that includes all of your TeleForm users, you can simplify the task of sharing TeleForm’s parent directory.



3. Select the Groups folder.

4. From the Action menu, select New Group

OR

Right-click on the Groups folder and select New Group. The New Group dialog will appear.

5. Enter the Group Name and Description for your TeleForm user group.

6. Click Add. The Select Users or Groups dialog will display.

7. Select a TeleForm user from the list and click Add.

8. Repeat step 7 for each additional TeleForm user.

9. When you have finished adding users, click OK.

10. Click Create.

11. Click Close.

36 Create Windows Users

SHARE TELEFORM’S PARENT DIRECTORYThe parent directory of TeleForm is the directory that contains the TeleForm folder. For example, if the TeleForm directory is:

\\[Server_Name]\Apps\TeleForm

then the parent directory of TeleForm is:

\\[Server_Name]\Apps\

This parent directory must be shared, and you must give permission to the TeleForm user group that you set up earlier (described on page 36).

1. Create the parent directory (e.g. “Apps”).

2. Create the TeleForm directory under the parent directory.

3. Right-click the parent directory and choose Sharing.

4. The Properties dialog box for the parent directory will appear.

5. Click on the Sharing tab, if it is not already selected.

6. Click the Share this folder radio button.

7. Click the Permissions button.

8. The Permissions dialog will display. Click Add. The Select Users or Groups dialog will display.

9. Select the TeleForm user group and click Add.

10. Select the TeleForm Administrator and click Add.

11. Click OK. The TeleForm user group and Administrator will appear in the Share Permissions list.

12. Select the TeleForm group and click the Allow box for Change Permission.

13. Select the TeleForm Administrator and click the Allow box for Full Control Permission. This gives the TeleForm Administrator account administrative privileges to the shared parent directory of TeleForm.

14. Click OK to save these permission settings and return to the Properties dialog box.

15. Click OK.


INSTALL TELEFORM TO THE SERVERYou are now ready to install TeleForm to the TeleForm Server. See the following sections for detailed information:

• Specifying the Location of the TeleForm Server

• Updating Files During Install

• Running the Setup Program

Specifying the Location of the TeleForm ServerTeleForm v10.0 supports UNC paths. You can now specify the location of the TeleForm Server via a UNC path or mapped drive.

Mapped Drives

If you want to use a mapped drive to specify the location of the TeleForm Server during installation, you must map a drive to TeleForm’s parent directory. See Share TeleForm’s Parent Directory on page 37 for information on this directory.

The TeleForm Server and each TeleForm workstation MUST use the same drive letter for the mapped drive. Be sure to select a map letter that is free on all the TeleForm workstations.

UNC Paths

If you want to specify the location of a UNC path, there are no prerequisites. When the TeleForm Setup Program asks you for the location of the TeleForm Server, simply specify that location via a UNC path.

Updating Files During InstallSome systems may require updated MDAC and PDF driver files before TeleForm can be installed. The TeleForm installation program will automatically detect whether these upgrades are needed and prompt you to:

• Accept the update of older files;

• Remove obsolete files, if necessary;

• Reboot the computer after the tasks have been performed.

38 Install TeleForm to the Server

Running the Setup ProgramFollow this procedure to install the TeleForm software to your TeleForm Server.

1. Read Preparing for Installation on page 23 for important pre-installation information.

2. Make sure that all applications, including anti-virus software, are closed.

3. Insert the TeleForm DVD into the drive of the TeleForm server.

3.1 If the TeleForm installation program does not automatically begin, run Setup.exe on the DVD.

4. The Cardiff TeleForm dialog box will appear. Select Install TeleForm.

5. The Welcome to the InstallShield Wizard for TeleForm screen will appear. Click Next.

6. The License Agreement screen will appear. Select I accept the terms of the license agreement and click Next.

7. The TeleForm eForm Option is no longer supported as of v10.3. Installing TeleForm 10.3 will result in the loss of the following functions:

• Exporting forms to HTML and PDF

• Merging forms to HTML and as eForm versions of PDF. The AutoMerge Publisher will still be able to create “static” PDF files.

• To install TeleForm 10.3, click Yes. Click No to retain your current TeleForm system with eForm functionality.

8. If you are installing TeleForm for the first time on this server, the License Code dialog box will appear. Type your license code in the fields provided and click Next.


9. The License Information Summary dialog box will appear.

9.1 Check this information carefully and click Next.

9.2 Contact your Cardiff sales representative if you find a discrepancy.

10. The Choose TeleForm Server Directory dialog box will appear.

10.1 If you are specifying the server location via a UNC path (see page 38), enter the path here.

10.1.1 Specify the TeleForm Parent Directory you created earlier.

10.1.2 Use the format \\servername\volume\path.

10.2 If you are specifying the server location via a mapped drive, make sure that you add TeleForm to the drive you mapped before running the setup program.

10.2.1 For example, if the mapped drive is J:\, enter:

J:\TeleForm

10.2.2 See Specifying the Location of the TeleForm Server on page 38 for information on mapping a drive to the TeleForm parent directory.

10.3 If you are installing TeleForm to a cluster server, you must type the name of the server. The installation program cannot automatically detect cluster servers.


11. The Choose TeleForm Local Directory dialog box will appear.

12. The Setup Type dialog box will appear. Select a setup type and click Next.

12.1 Complete — TeleForm will be installed with all features. This option is recommended for most users.

12.2 Custom — Allows you to choose the options that will be installed. This choice is recommended only for advanced users.

13. The Database Server dialog box will appear. Select an SQL server and enter your login information. You can either select an existing database or type a name for a new database, which will be created by the installation program.

13.1 See page 25 for information on using MSDE with TeleForm Workgroup. We strongly recommend that you use MS SQL instead of MSDE.

14. The TeleForm License Service dialog box will appear. This screen prompts you for the settings under which the License Service should run.


15. The Select Program Folder screen will appear. You can usually accept the defaults.

16. The Start Copying Files dialog box will appear. If you are satisfied with the current settings, click Next.

17. The Setup Status screen will display the progress of the installation.

18. For new installations, when installation completes, you will get a reminder message to activate TeleForm via the License Manager.

19. Click OK. The InstallShield Wizard Complete dialog box will appear. Click Finish to exit the TeleForm Setup.

20. Reboot your machine if prompted to do so.


FAX SERVER AND SCANNERSThe TeleForm workstation setup program will ask you to enter information about faxes and servers to be used with TeleForm. These must be installed to the appropriate machines BEFORE you run the TeleForm Workstation Setup program on those workstations.

Not all fax servers and scanners can be used with TeleForm. Consult our online wizards for the latest information.




Fax Server1. Before installing TeleForm, your fax server must

be installed and configured correctly. During the TeleForm install, you will need to enter certain information during install to properly configure your fax server to work with TeleForm.

2. Make sure you select the correct fax server during installation. While you will be able to change your settings within TeleForm, you will need to run a TeleForm workstation install to select a different fax server. A generated Fax Setup dialog box is illustrated below.

3. After you install TeleForm, you may need to perform additional steps if necessary. The steps you follow depend on what type of fax server you have installed on your system. Follow the appropriate steps below as they apply to your fax server.

ScannerIt is important to install and test your scanner before you install TeleForm; otherwise, there may be errors because of driver conflicts. In addition, there are a few scanner settings that need to be configured after both your scanner and TeleForm have been installed.

INSTALL WORKSTATIONS

IMPORTANT! The TeleForm user on any workstation must have administrative rights to that workstation during installation.

1. Close all other applications, including anti-virus programs.

2. Log on as the user who will be operating TeleForm on the workstation. This will ensure that the workstation operator has access to the desired TeleForm applications after installation.

3. If you are using mapped drives, on each workstation where you plan to set up TeleForm, map a drive to the TeleForm network directory (the directory that you installed TeleForm to on the TeleForm Server). Use the exact same letter for the workstation mapped drive as you did for the server.

4. Run the TeleForm Workstation Setup Program.

4.1 Browse to the Install\Workstation subdirectory on the TeleForm server. Do NOT use the TeleForm DVD.

For example, browse to:

J:\TeleForm\Install\Workstation

4.2 Double-click the Setup.exe program to begin the installation.

5. The Welcome to the InstallShield Wizard for TeleForm dialog box will appear. Click Next.






7. The License Information Summary dialog box will appear. Click Next.

8. The Choose Destination screen will appear. Choose a local location (on the workstation, not the server) for the TeleForm application and click Next.

9. The Setup Type dialog box will appear. Select a setup type and click Next:

• Complete — TeleForm will be installed with all features. This setup is recommended for most users.

• Custom — You may choose the options you want to install. This setup is recommended only for advanced users.

10. In the Scanning Interface Selection dialog box, indicate whether you will be scanning from this workstation and click Next.

• Refer to Fax Server and Scanners on page 43 for more information on setting up your fax server.

• If you choose Yes, you must have your scanner hardware and software installed and functioning on the workstation before installing TeleForm.

44 Install Workstations

11. In the Fax Options dialog box, select your fax server and click Next. If you will not be using a fax server on this workstation, select None.

• You must have your fax software installed and functioning correctly on this workstation before installing TeleForm.

• Refer to Fax Server and Scanners on page 43 for more information on setting up your fax server.

12. The Select Program Folder dialog box will appear. You can usually accept the default value and click Next.

13. Review the Start Copying Files screen and click Next.

14. The installation program will copy files to the workstation from the server. When finished, the InstallShield Wizard Complete dialog box will appear.

15. Click Finish. If prompted to do so, restart your workstation.

16. Repeat these installation procedures on each workstation on which you plan to run TeleForm.

17. Proceed to Activation on page 46.


ACTIVATIONActivation adds a specific code to the TeleForm License Database which allows you to use the TeleForm product. TeleForm will not function until you have entered a valid Activation Code via the Activation Wizard

See the following sections for information about activation:

• Identification Information

• Activation Process

IDENTIFICATION INFORMATIONTo activate TeleForm, you need several pieces of identification information.

• License Code

• Machine ID

• Activation Code

The Machine ID and Activation Code are automatically determined when you run the Activation Wizard.

License Code

The License Code is unique to each customer. You will be prompted to enter it during the installation process. The License Code determines what features will be enabled in TeleForm. It ships in your TeleForm product box.

Machine ID

The Machine ID is a combination of letters and numbers that identifies the computer from which you launch the Activation Wizard.

The Activation Wizard will automatically determine the Machine ID when you activate the product.

Activation Code

The Activation Code is a unique combination of letters and numbers generated during the activation process. Once Cardiff determines that your System Code and Machine ID are valid, an Activation Code will be delivered to you.

Activation Process1. From the Windows Start menu, click Programs

Cardiff TeleForm — TeleForm Utilities — TeleForm License Manager.

2. From the File menu, click Activation Wizard.

3. The Activation Wizard will launch.

4. Follow the prompts in the wizard.

Restoring ActivationThe Activation Wizard can re-send you the original Activation Code. This feature would be used in two situations:

• You choose to receive your Activation Code by email, then deleted the email before entering it;

• You successfully activated TeleForm, but a problem forced you to reinstall TeleForm and your Activation Code was not retained in the License Database. This problem might occur if the computer suffered a serious crash or the License Database was severely compromised.

46 Activation

CHAPTER 4Remote Capture Option

ABOUT THIS CHAPTERThis chapter covers the following topics:

• Remote Capture Option and Web Capture Option

• Important RCS Concepts on page 48

• RCS and TeleForm on page 49

• Configuration Steps on page 50

• Job Settings and Remote Capture Stations on page 55

REMOTE CAPTURE OPTION AND WEB CAPTURE OPTIONBoth the Remote Capture Option and Web Capture Option are designed to expand TeleForm’s sources of batched images and data. These two modules allows operators who are not physically located “within” a TeleForm system to supply that system with batches.

This chapter covers only the Remote Capture Option. See page 57 for information on the Web Capture Option.

Chapter 4: Remote Capture Option 47

IMPORTANT RCS CONCEPTSUnderstanding the following concepts and terms will make it easier to configure and use the Remote Capture Option:

• Remote batch directory

• Synchronization directory

• DSS Files

Remote batch directory

The Remote batch directory is the storage location to which Remote Capture Stations submit their batches.

Each Remote Capture Station must have its own unique subdirectory in the root Remote batch directory.

Synchronization directory

The Synchronization directory is the storage location for TeleForm Job Settings used by Remote Capture Stations.

Both the Remote Capture Option and the Web Capture Option use a Synchronization directory. If you use both these options, you MUST have at least two distinct Synchronization directories:

• one for Remote Capture

• a second for Web Capture

DSS Files

When a Remote Capture Station submits a batch, it actually transmits a DSS file to the Remote batch directory. The DSS file is a compressed “package” that includes the batch images and an XML file. This XML file contains any data collected about the batch, such as index and tracking information.

48 Important RCS Concepts

RCS AND TELEFORMThe following illustration explains the relationship between Remote Capture Stations and the “home” TeleForm site. RCS modules supply batches to TeleForm via a Remote Batch Directory, typically located on the same network as TeleForm itself. In turn, TeleForm supplies Job Settings to the Remote Capture Stations. These Job Settings control the processing of batches created by RCS operators.

Not pictured: TeleForm also supplies Remote Capture Stations with confirmation messages indicating whether batches created by an RCS module were successfully transferred to TeleForm.

RCS 2

Remote Capture Stations2 shown for clarity, more possible

Batchesuploaded

toTeleForm

Synchronization Directory

Job Settings

Job SettingsdownloadedbyRCS

Reader Scan Stationor

Control Center

Remote Batch

Directory

RCS 1


CONFIGURATION STEPSThere is no setup or installation program required at the home TeleForm site to use Remote Capture Stations. The remote workstations that will run RCS modules do require the installation of software, which is covered in the Remote Capture Station User Guide.

However, the TeleForm system manager must perform certain administrative steps at the home TeleForm site before ANY Remote Capture Stations are installed at remote workstations. These steps are:

• Task 1: Add Remote Capture Station License

• Task 2: Define Your Connection Protocol

• Task 3: Create Directories

• Task 4: Synchronization Directory Setup

• Task 5: Determine which Readers will process RCS batches

• Task 6: Configure the Remote Batch Setup Connect Agent

• Task 7: Inform RCS Operators of Configuration Settings

Task 1: Add Remote Capture Station License

A Remote Capture Station license is required in order to run Remote Capture Stations. Your TeleForm License Code may already support the Remote Capture Station option; if it does not, contact Cardiff Sales to purchase the appropriate license.

See Managing Licenses on page 135 for information on adding TeleForm licenses.

Task 2: Define Your Connection Protocol

You must decide how your Remote Capture Stations will be connected to the “home” TeleForm site before proceeding. The following connection options are available:

• FTP: The Remote Capture Station currently supports only IIS 4.0 and IIS 5.0 running on a Windows NT or Windows 2000 server. TeleForm does not include any FTP software — your organization must set up its own FTP site and procedures.

• Directory: This directory must not require a user name or password for access. It must be shared so that Remote Capture Stations have read/write access to it. Remote Capture Stations need to read information FROM this directory and write information TO it.

• Network: A network connection, unlike the Directory option, requires a user name and password. When using this option, you must specify the Remote batch directory and/or the Synchronization directory with a UNC path.

You can “mix and match” these connection protocols.

• The Remote batch directory can be accessed via a different protocol than the Synchronization directory.

• Some RCS stations may connect to the “home” TeleForm site via FTP while others use the Network method.

50 Configuration Steps

Task 3: Create Directories

TeleForm interacts with Remote Capture Stations through special directories:

• Remote batch directory

• One subdirectory for each Remote Capture Station in the Remote batch directory


These directories must be created through Windows Explorer before you can configure TeleForm to use them.

1. Using Windows Explorer or another browsing tool, create a base Remote batch directory. This directory can be located anywhere, so long as it can be accessed by the Remote Capture Stations and the TeleForm Reader station(s) that will process the batches.

2. Create subdirectories within the base Remote batch directory for every Remote Capture Station.

IMPORTANT! If you are also using Web Capture Option, the subdirectories for Remote Capture MUST be different from the directories used for Web Capture.

2.1 These subdirectories MUST match the Workstation Names defined during the local Remote Capture Station installations.

2.2 The local Remote Capture Station installation reads the workstation name from the operating system on the remote computer; for example, “YourName-2K.” If you know the workstation names that will be assigned automatically, you should use these names for the subfolders. If you do not know the workstation names, you can use a logical naming structure for the subfolders and provide these names to your RCS operators before they install the RCS locally. They will need to manually type the appropriate subfolder name in the Workstation Name screen during the local installation.

2.3 See Task 6: Configure the Remote Batch Setup Connect Agent for instructions on configuring TeleForm Reader to process DSS files found in these subdirectories.

3. Create a Synchronization directory.

3.1 This directory should be located on a server. The rules for its location are identical to that for the Remote batch directory. Users at the home site needs read/write access. Remote Capture Stations need read access.

3.2 The Synchronization directory is the location where Job Settings are posted at the home site. RCS stations download these Job Settings to ensure that all “batch creation” points in the TeleForm system use common batch processing settings.


Task 4: Synchronization Directory Setup

The synchronization directory is a “central repository” for Job Settings created at the “home” TeleForm site. Remote Capture Stations use these Job Settings when creating batches.

The Synchronization command, initiated at individual Remote Capture Stations, looks for transfer confirmation messages as well as Job Settings. However, the confirmation messages are downloaded from the RCS-specific subfolder of the Remote batch directory, not the Synchronization directory.

1. From the Utilities menu of a TeleForm module, click Configuration.

2. On the Global & Local TeleForm Settings-Multiuser Features dialog box, open the Remote Settings tab.

3. Select the Enable synchronization option.

4. Select the Type of synchronization and define the Synchronization directory:

• FTP: Click the Setup button to configure the FTP settings.

• Directory: This directory must NOT require a user name or password for access. No Setup is required.

• Network: Click the Setup button to configure the UNC path to the directory. A Network connection requires a user name and password.

5. De-select any Job in Jobs to include that you do not want to include in the synchronization. All Jobs are selected by default.

6. Click OK.

Task 5: Determine which Readers will process RCS batches

After RCS batches have been submitted to TeleForm, TeleForm Reader must process them. There are several options for “targeting” RCS batches with Reader:

Single Reader for all RCS batches

You can assign one TeleForm Reader station to evaluate all the batches created by Remote Capture Stations. In this case, you only need to setup the Remote Batch Connect Agent on that particular Reader station.

Multiple Readers, one Batch Distribution Reader

You can also “split” the RCS batch load among multiple Reader stations.

The best way to “split” the RCS batch load among multiple Reader stations is to designate one Reader as a Batch Distribution station (see Distribution on page 101). Set up the Remote Batch Connect Agent on that station and allow it to distribute RCS batches to other Readers.

Multiple Readers, no Batch Distribution Reader

The Remote Batch Connect Agent settings are specific to the Reader station on which the Connect Agent is configured. If you want multiple Reader stations to process RCS batches, and you are not using a Batch Distribution Station, you must configure the Remote Batch Connect Agent on each Reader.

All Reader stations that will process Remote Capture Station batches must use the same base Remote batch directory. However, each Reader can be configured to process only batches from specific Remote Capture Stations “within” that Remote batch directory.

See Task 3: Create Directories and Task 6: Configure the Remote Batch Setup Connect Agent for information on the relationship between the Remote batch directory and the RCS-specific subdirectories.


Task 6: Configure the Remote Batch Setup Connect Agent

1. Start TeleForm Reader.

2. From the Utilities menu, click Connect Agent Setup — Remote Batch Setup.

3. On the Remote Batch Receive tab, select the Enable remote batch monitoring checkbox.

4. Select the appropriate Type of connection by which this Reader station will access the Remote batch directory.


• Directory: This directory must not require a user name or password for access. No Setup is required.

• Network: Click the Setup button to configure the UNC path to the desired network directory. A network connection, unlike the Directory option, requires a user name and password.

NOTE: If using Network Connection Type, the workstation will be limited to only these user credentials for network connections to the same server. If another user logs in, the connection will fail.

5. Define the Remote batch directory you created in Task 3: Create Directories. If necessary, use the Browse button to locate it.

6. Open the Remote Workstation tab.

7. Click the Add button.


8. In the Add a Remote Workstation dialog box, type the name of a Remote Capture Station.

8.1 This name must exactly match one of the subdirectories you created in the Remote batch directory during Task 3: Create Directories. If it does not, you will be prompted with an error message.

8.2 The number of Remote Capture Stations you can add is limited by the license you purchased from Cardiff.

9. Select the checkbox for all Remote Capture Stations that will provide batches to this Reader station. Only batches from selected Remote Capture Stations will be processed by the Reader on which you are configuring the Connect Agent.

10. If you want other Reader stations to process batches from Remote Capture Stations, open the Remote Batch Connect Agent on those Readers and repeat Step 9.

10.1 Do not alter the base Remote batch directory on any subsequent Reader stations.

Task 7: Inform RCS Operators of Configuration Settings

You must relay the following information to every person who will install a Remote Capture Station:

• The location of the Remote batch directory. This directory is discussed in Task 3: Create Directories;

• The Workstation Name that they must enter during the installation of their Remote Capture Stations. This name is discussed in Task 3: Create Directories;

• The location of the Synchronization directory. This directory is discussed in Task 3: Create Directories and Task 4: Synchronization Directory Setup;

• Any FTP or network passwords that must be entered to gain access to the Remote batch directory and/or Synchronization directory.

The operators who will install the Remote Capture Stations must know this information in order to configure the individual stations.

If you want your Remote Capture Station operators to be able to contact Cardiff Technical Support directly, you must provide them with your registration or maintenance contract information.


JOB SETTINGS AND REMOTE CAPTURE STATIONSJob Settings can be created and managed through the Job Configuration command in Scan Station, Designer, and Control Center modules. However, the Synchronize Now command can only be initiated at a Scan Station or Control Center, not from within Designer.

Clicking the Synchronize Now button on the Job Configuration dialog box automatically saves all new and modified Job Settings to the Synchronization directory. See Task 4: Synchronization Directory Setup above for information on defining this directory.

Every Remote Capture Station will be able to access the Job Settings found in the Synchronization directory, assuming the Remote Capture Stations are also properly configured with the directory location.


56 Job Settings and Remote Capture Stations

CHAPTER 5Web Capture Option


• Overview

• Web Capture Stations and TeleForm

• Important Web Capture Concepts

• Installing The Web Capture Server

• Installing the Web Capture Client

• Managing the Web Capture Option

OVERVIEWThe Web Capture Option consists of two components:

• The Web Capture Client, accessed through an Internet browser on remote workstations, which creates batches of documents and submits them to TeleForm for processing.

• The Web Capture Server, which connects the Web Capture Clients and TeleForm.

From the standpoint of the operator creating a batch, the Web Capture Option is a very light application. The operator simply browses to a URL. There is no setup program and the Web Capture Option can be run on a wide range of computers.

Chapter 5: Web Capture Option 57

WEB CAPTURE STATIONS AND TELEFORMThe following illustration shows a typical Web Capture — TeleForm system.

Web Capture Server

Web Capture Clients Workstations browse to URL at Web Capture Server

Web Capture Clients transfer batches to

Web Capture Server

Web Capture Server supplies clients with

Web Capture interface and Job Settings

Web Capture Server subdirectory

Synchronizationdirectory

Web Capture directory

Firewall

Job

Set

tings

Batches

Job

Set

tings

Batches

TeleForm:o Scan Stationo Designero Control Center

TeleForm Reader

58 Web Capture Stations and TeleForm

IMPORTANT WEB CAPTURE CONCEPTSUnderstanding these concepts will make it easier to configure and use the Web Capture Option:

• Concurrent Users

• DSS Files

• Data Transfer Methods

• Web capture directory


• Firewall

Concurrent Users

Each Web Capture Option license limits the number of Web Capture Clients who can access the Web Capture URL simultaneously. If more Web Capture Clients attempt to access the server than are allowed by the license, the “extra” clients will be denied access. Such clients will receive a message explaining why access was denied.

DSS Files

When a Web Capture Client submits a batch, it actually transmits a DSS file to the Web Capture Server. The DSS file is a compressed “package” that includes the batch images and an XML file. This XML file contains any data collected about the batch, such as index and tracking information.


Data Transfer Methods

Web Capture Clients communicate with the Web Capture Server via HTTP or HTTPS.

The Web Capture Server and TeleForm transfer data back-and-forth by one of three methods:

• FTP

• Directory

• Network

See page 68 and page 69 for instructions on selecting the transfer method.

Web capture directory

The Web capture directory is the root storage location to which the Web Capture Server saves batches. The Web Capture Server actually saves batches to a subdirectory in the root Web capture directory.

Web Capture Clients

Web Capture Server

http or

https

http or

https

TeleForm

FTP, Directory, Network

TeleForm Reader

Web Capture Client

Web Capture directory

Serverfolder

WebCaptureServer

Batch (DSS)

Web Capture Connect Agent

DSS

DSS

60 Important Web Capture Concepts

Synchronization directory

The Synchronization directory is the storage location for TeleForm Job Settings used by Web Capture Clients when creating batches. You are not required to save all Job Settings to this directory; you can limit the available Job Settings depending on what type of batches will be created by Web Capture Clients.

Both the Remote Capture Option and the Web Capture Option use a Synchronization directory. If you use both these options, each should have a unique Synchronization directory. If you use the same directory for both, you will be unable to limit the Job Settings used by Web Capture Clients.

Firewall

See Web Server for Web Capture Option on page 25 for information on the system requirements for the Web Capture Server.

We recommend that the Web Capture Server be “insulated” from the home TeleForm site by a firewall. The Web Capture Server should be located outside the firewall if Web Capture Clients outside the firewall need access to it.

TeleForm

Web Capture Client

Synchronizationdirectory

WebCaptureServer

JobSettings

Web Capture Server

TeleForm

Web capture directory Synchronization

Firewall


INSTALLING THE WEB CAPTURE SERVERThere are several steps involved in installing and configuring the Web Capture Option to work with TeleForm:

These steps cover only the installation of the TeleForm side of the Web Capture Option. For information on installing the Web Capture Client to remote workstations, see Installing the Web Capture Client on page 70.

Older FilesWhen installing Web Capture Server v10.3, older versions of files that may have been customized in the WCMApp and WCMServices directories are placed in a Backup directory, named with the date the directory was created. For instance, the directory path may look like C:\Inetpub\TeleForm Web Capture\Backup\10_30_2006_14_00_27.

NOTE: JavaScripts for the TeleForm 9.1 release of Web Capture are not supported and will need to be updated to work with TeleForm v10 and later.

Important Note: .Net 2.0 / FIPS RequirementASP.Net, used by the Web Capture Server, is not naturally compatible with .Net 2.0.

ASP.Net uses a non-FIPS certified encryption tool. which will cause a parser error (Win XP) or unhandled exception (Windows Vista) if you attempt to install the Web Capture Server to a system that uses .Net 2.0 and FIPS.

To work around this problem:

1. Open WCMServices\Web.config and add the following line under <system.web>:

<machineKey validationKey="AutoGenerate,IsolateApps" decryptionKey="AutoGenerate,IsolateApps" validation="3DES" decryption="3DES" />

1.1 If machineKey already exists in Web.Config, just add: decryption=”3DES”.

2. From the Windows Start menu, click Run.

3. In the Run dialog box, type iisreset and click OK.

4. You should be informed that Internet services were successfully restarted.

See http://support.microsoft.com/kb/911722 for more details.

TASK SEE PAGE

Task 1:Install the Web Capture Server 63

Task 2:Create Directories 65

Task 3:Configure The Web Capture Server 66

Task 4:Choose Reader Stations 67

Task 5:Configure the Web Capture Connect Agent 68

Task 6:Configure Synchronization Directory 69

62 Installing The Web Capture Server

http://support.microsoft.com/kb/911722

http://support.microsoft.com/kb/911722

Task 1: Install the Web Capture Server

1. TeleForm must already be installed.

2. Insert the TeleForm DVD in the drive of the Web Server. All Web Capture Option application files are installed to this server.

3. The Setup Program should automatically start. If it does not, browse the DVD and run the Setup.exe program.

4. The Welcome screen will appear. Click Next.


6. The License Code screen will appear. Enter the Web Capture Server license code (included with the Web Capture Option disc) and click Next.

7. The Choose Destination Location screen will appear. This screen specifies where the WCM files will be installed.

7.1 Normally you can accept the default location, but you can also Browse to a different directory or folder.

7.2 If the default folder (Inetpub\WCM) does not exist, the Setup program can create it.

7.3 Click Next to continue.


8. On the Virtual Directory Alias screen, enter an alias for accessing the WCM virtual directory.

9. On the Start Copying Files screen, click Next.

10. The Setup Status screen will track the progress of the installation.

11. The InstallShield Wizard Complete screen will appear when the installation is finished.

11.1 Select the Open configuration page option to automatically launch a Web page for configuring the Web Capture server. See Configure The Web Capture Server on page 66 for instructions on using this page.

11.1.1To launch this configuration page later, use your web browser to open this file:

http://server_name/WCM/WCMServices/WCMConfig.aspx

11.2 Click Finish.

12. The following subdirectories will now exist under Inetpub\TeleForm Web Capture. If you changed the installation location, the root directory may be different, but the subdirectory names will remain the same.

• AdmHelp — Help files related to the Web Capture Server Administration pages

• WCMApp — Web Capture Client files

• WCMServices — Web Capture Server configuration files

• WebHelp — help files for the Web Capture Clients

13. Proceed to Create Directories on page 65.


Task 2: Create Directories

You must create several directories before proceeding.

1. Open Windows Explorer.

2. Browse to a location that can be accessed both by the Web Capture Server and TeleForm.

3. Create a new folder named WCMDir in this location.

4. In the WCMDir folder, create two more folders:

• bat

• sync

5. In the WCMDir\bat folder, create one last folder. The name of this folder should match the machine name of your Web Capture Server. For example, if your Web Capture Server is named “Colossus,” the full path for this folder should be:

WCMDir\bat\Colossus

6. Proceed to Configure The Web Capture Server on page 66.

WCMDir

bat

Web Capture Server name

sync


Task 3: Configure The Web Capture Server

The Web Capture Server must validate the Web capture directory and Synchronization directory before you can proceed.

1. If you selected the Open configuration page option at the end of the Web Capture Option setup program (see Step 11 on page 64), the Web Capture Administration page will automatically appear in your web browser.

OR

To open this page manually, go to Start — Programs — Cardiff TeleForm Web Capture — Web Capture Configuration.

2. Open the Configuration Settings tab.

3. In the Web Capture Directory field, enter the exact location of the WCMDir\bat directory you created earlier.

3.1 See Create Directories on page 65 for instructions on creating this directory.

4. In the Synchronization Directory field, enter the exact location of the WCMDir\sync directory you created earlier.

4.1 See Create Directories on page 65 for instructions on creating this directory.

5. If the Web Capture Directory and Synchronization Directory are on a local drive, select the Use default ASP.NET account option.

6. If either directory is not on a local drive, de-select Use default ASP.NET account and specify the Domain, User ID, and Password for the directories. Make sure that both directories can be accessed through the same Domain, User ID, and Password.

7. Click Submit.

8. The Web Capture Server will attempt to validate the two directories. If the directories cannot be validated, either because they do not exist or cannot be accessed through the login specifications, you will be warned.

9. Proceed to Choose Reader Stations on page 67.


Task 4: Choose Reader Stations

You must determine how many Reader stations will process Web Capture batches before configuring the Web Capture Option Connect Agent (page 68).

You can assign one TeleForm Reader station to evaluate all the batches created by Web Capture Clients. You can also “split” the Web Capture Client batch load among multiple Reader stations.

After you have determined how TeleForm Reader will handle Web Capture batches (see next column), proceed to Configure the Web Capture Connect Agent on page 68.

Single Reader

If you want only a single Reader station to process all Web Capture Servers, you should configure the Web Capture Option Connect Agent on that Reader and no others.

Multiple Readers, Batch Distribution Reader

The best way to “split” the Web Capture batch load among multiple Reader stations is to designate one Reader as a Batch Distribution station (see Distribution on page 101). Set up the Web Capture Option Connect Agent on that station and allow it to distribute Web Capture batches to other Readers. You do not need to configure the Web Capture Option Connect Agent on any other Reader stations.

Multiple Readers, No Batch Distribution

The Web Capture Option Connect Agent settings are specific to the Reader station on which the Connect Agent is configured. If you want multiple Reader stations to process Web Capture batches, and you are not using a Batch Distribution Station, you must configure the Web Capture Connect Agent on each Reader.

Access Rights

Any Reader station on which the Web Capture Option Connect Agent is configured must have read-write access to the WCMDir\bat\Server Name folder. See Create Directories on page 65 for information on creating this folder.


Task 5: Configure the Web Capture Connect Agent

The Web Capture Option Connect Agent must be configured before TeleForm can process Web Capture batches.

1. Start TeleForm Reader.

2. From the Utilities menu, click Connect Agent Setup — Web Capture Setup.

3. On the Web Capture Receive tab, select the Enable web capture monitoring checkbox.

4. Select the appropriate Type of connection by which this Reader station will access the Web capture directory.


• Directory: This directory must not require a user name or password for access. No Setup is required.

• Network: Click the Setup button to configure the UNC path to the desired network directory. A network connection, unlike the Directory option, requires a user name and password.

NOTE: If using Network Connection Type, the workstation will be limited to only these user credentials for network connections to the same server. If another user logs in, the connection will fail.

5. Define the Web capture directory. By default, it is:

Web Capture Server\WCMDir\bat

5.1 See Configure The Web Capture Server on page 66 for more information on this directory. The Web capture directory specified on the Web Capture Server Administration page MUST match the Web capture directory specified for the Connect Agent.

6. Open the Remote Servers tab.

7. Click the Add button.

8. In the Add a Web Capture Server dialog box, type the name of a Web Capture Server and click OK.

8.1 This name must match the “Server Name” portion of the WCMDir\bat\ServerName subfolder you created earlier. See Create Directories on page 65 for instructions on naming this directory.

9. Place a check next to each Web Server that will send batches to this Reader and click OK.

10. Proceed to Configure Synchronization Directory on page 69.


Task 6: Configure Synchronization DirectoryThe Synchronization directory is a “central repository” for Job Settings created at the “home” TeleForm site. Web Capture Clients use these Job Settings when creating batches.

IMPORTANT! If you are also using Remote Capture Option, the subdirectories for Web Capture MUST be different from the directories used for Remote Capture.


2. Select the Web Settings tab on the Multiuser Features tab.

3. Select the Enable synchronization option.

4. Select the Type of synchronization. These settings determine how TeleForm will send Job Settings to the Synchronization directory.


• Directory: This directory must NOT require a user name or password for access. No Setup is required.

• Network: Click the Setup button to configure the UNC path to the directory. A Network connection requires a user name and password.

5. Specify the Synchronization directory. By default, it is:

C:\WCMDir\sync

5.1 See Configure The Web Capture Server on page 66 for more information on this directory.

5.2 If necessary, use the Browse button to locate it.

6. In the Jobs to include list, place a check next to the jobs that you want to include in the synchronization.

7. Click OK.

See Synchronizing Job Settings on page 71 for information on saving Job Settings to the Web Capture Synchronization directory.


INSTALLING THE WEB CAPTURE CLIENTThe Web Capture Client files are installed to remote workstations the first time a user connect to the Web Capture Option.

1. When the user first access Web Capture Server URL, they will be asked to install the WCM QC Control, published by Cardiff.

2. Then they will be asked to install the WCM Client, published by Cardiff.

3. Once the Client has been installed, the Web Capture Client will be available.

70 Installing the Web Capture Client

MANAGING THE WEB CAPTURE OPTIONAfter the Web Capture Option has been installed and configured, you still need to perform certain management functions:

• Synchronizing Job Settings

• Limiting Web Capture Job Settings

• Web Capture Server Administration

Synchronizing Job SettingsClicking the Synchronize Now button on the Job Configuration dialog box automatically saves Job Settings to the Web Capture Synchronization directory.

The Job Configuration dialog box is available from:

• TeleForm Scan Station — File menu

• TeleForm Designer — Utilities menu. However, the Synchronize Now command is not available from Designer. If you build or modify Job Settings from Designer, you must still open the Job Configuration dialog box in Scan Station or Control Center to inititiate the Synchronize Now command.

• TeleForm Control Center

The Synchronize Now button will not be available unless you have configured a Synchronization directory for the Web Capture Option or the Remote Capture Option.

If you use both the Web Capture Option and the Remote Capture Option, you should have two separate Synchronization directories. If you use the same Synchronization directory for both options, you will be unable to limit the Job Settings available to Web Capture Clients. All Job Settings will be saved to the single Synchronization directory, and therefore all will be available to Web Capture Clients.


Limiting Web Capture Job SettingsEvery Web Capture Client will be able to access the Job Settings that have been saved to the Web Capture Synchronization directory through the Synchronize Now command. However, not every Job Setting must be made available to this directory.

Both the Web Settings configuration dialog box and the Job Properties — General tab for a specific Job allow you to determine if a Job Setting should be added to the Web Capture Synchronization directory.

Web Settings Tab


2. On the Global & Local TeleForm Settings dialog box, open the Multiuser Features —Web Settings tab.

3. Use the Jobs to include controls to determine which Job Settings will be made available to Web Capture Clients.

4. Click Apply and OK.

Job Properties Dialog Box

1. Open the Job Configuration dialog box.

• In Scan Station, click File — Job Configuration.

• In Designer, click Utilities — Job Configuration.

• In Control Center, select Global Settings — Job Configuration.

2. Select the job that you want to edit in the Jobs window.

3. Click the Modify button.

4. The Job Properties dialog box will appear.

5. On the General tab, use the Include in Web Capture checkbox to determine if the Job Setting will be available to Web Capture Clients.

72 Managing the Web Capture Option

Web Capture Server AdministrationTo open the Web Capture Server Administration page manually, go to Start — Programs — Cardiff TeleForm Web Capture — Web Capture Configuration.

See the following sections for information on the Web Capture Administration controls:

• Configuration Settings Page on page 74

• License Info Page on page 75

• Session Info Page on page 76


Configuration Settings Page

This page allows you to specify the location of two key directories. If you change the default directories, and either directory is not on a local drive, make sure that both directories can be accessed through the same Domain, User ID, and Password.

After configuring these directories, click Submit. The Web Capture Server will validate the directories by attempting to access them. If it cannot, you will be warned to change either the directories or the login credentials.

Web Capture Directory

This is the root directory to which Web Capture Servers store batches. By default, it is:

Web Capture Server\WCMDir\bat

The Web Capture Server actually saves batches to a subdirectory in the Web Capture Directory. See Create Directories on page 65 for information about creating this subdirectory.

At least one TeleForm Reader station must be configured to process batches from this directory. See page 68 for instructions.

Synchronization Directory

This directory stores the TeleForm Job Settings that are used by Web Capture Clients when creating batches. By default, it is:

Web Capture Server\WCMDir\sync

This directory cannot be created from the Configuration Settings page. See Create Directories on page 65 for information about creating this subdirectory. TeleForm must be configured to save Job Settings to this directory. See Configure Synchronization Directory on page 69 for instructions.

Network Login

If the Remote Batch and Remote Synchronization directories are on a local drive, select the Use default ASP.NET account option.

If either directory is not on a local drive, de-select Use default ASP.NET account and specify the Domain, User ID, and Password for the directories. Make sure that both directories can be accessed through the same Domain, User ID, and Password.


License Info Page

This page allows you to enter a Web Capture Option license and displays a summary of the active license.

Adding a Web Capture Option License

You must add a Web Capture Option license before using the Web Capture Option to capture batches.

1. Type a Web Capture Option license code in the License Code field

2. Click the Replace License button.

3. The license will be added to the Web Capture Server. A summary of the license will be displayed in the License Summary window.

Replacing a License

1. Type a Web Capture Option license code in the License Code field

2. Click the Replace License button.

The license will be added to the Web Capture Server. A summary of the license will be displayed in the License Summary window.

Resetting

Use the Reset button to clear a license entry and reload the last valid Web Capture Option license.

License Summary

The License Summary window displays:

• Name of the license

• Serial number of the license

• Expiration date of the license

• How many users can access the Web Capture Server concurrently. See Session Info Page on page 76 for information on tracking current sessions.


Session Info Page

This page shows the current Web Capture Clients that are currently connected (sessions) to the Web Capture Server.

This page does not automatically refresh when a session begins or is terminated. You must manually refresh the page to see the latest information.

Sessions

The Sessions table provides detailed information on every Web Capture Client that is currently accessing the Web Capture Server or has accessed the Web Capture Server in the past. The Active column indicates if the client is currently accessing the server or not.

IP Address

IP Address of the client.

Client System

Machine ID of the computer on which the client runs.

User

User name of the client.

Active

• True: Currently connected to the server.

• False: Not currently connected to the server.

Login Time

The last time the client logged into the server.

Last Batch

The last time the client submitted a batch to the server.

Last Contact

The last time the client had contact with the server.


CHAPTER 6Connecting Modules to Multiple TeleForm Systems

ABOUT THIS CHAPTERThis chapter describes the following topics:

• Advantages

• Configured Per Module

• Adding a TeleForm System

• Using the Select TeleForm System dialog box

• Possible Complications

ADVANTAGESAlthough this option is available to all customers, it may be particularly useful in the following situations:

• You have a test / development TeleForm system and a production TeleForm system. When you are testing modifications, rather than devoting modules full-time to the test system, you can simply “target” it with a particular set of modules. When the new/modified options are ready for production, it's easy to switch the modules back to the production system.

• You have multiple production systems and your Verifier operators are not running at peak efficiency on one or more of them. The Verifier operators can be instructed to connect to another system when appropriate.

Chapter 6: Connecting Modules to Multiple TeleForm Systems 77

CONFIGURED PER MODULEThis feature must be enabled for each individual module that needs the ability to connect to multiple systems. Configuring multiple systems via the Select TeleForm System dialog box on a Verifier station will NOT automatically give a Reader module on a different workstation the option to connect to the same systems.

Special Considerations for Reader StationsIf you switch Reader stations between TeleForm systems, we strongly recommend that you do NOT switch any Readers that are configured to perform critical tasks, such as Batch commit.

ADDING A TELEFORM SYSTEM This system does not have to be “new” in the sense of a fresh installation. It could be a TeleForm system that has been in service for some time, but that has never been connected to the module you are currently working on.

1. Start the TeleForm module.

2. Immediately press the CTRL and ALT keys simultaneously.

3. The Select TeleForm System dialog box will appear.

4. Click the Plus button.

5. The Add New System dialog box will appear.

6. Specify the Name and Directory (TeleForm Server Directory) of the new TeleForm system.

7. Click OK.

8. The new system will be listed on the Select TeleForm System dialog box.

9. Repeat for any other TeleForm modules that need the ability to connect to multiple systems.

78 Configured Per Module

USING THE SELECT TELEFORM SYSTEM DIALOG BOXThis dialog box can be used to connect to a TeleForm system and to add or remove TF systems.

By default, all TeleForm installations have a System Count of 1. To add systems, see page 78.

Name

Shows the name of each system currently configured. These systems can be added by clicking the button.

Directory

Shows the TeleForm Server directory.

Plus Button

Click this button to add a new TeleForm system to the list. The Add New System dialog box will appear, which allows you to specify the new system.

Minus Button

This button deletes the currently selected system from the TELEFORM.INI file. You will be prompted to confirm the decision.

Make this the default

Specifies the default TeleForm system. Only one system listed in the Select TeleForm System dialog box can be the default.

Only show this dialog if <Ctrl> + <Alt> keys are pressed at startup

When this option is enabled, the Select TeleForm System dialog box will only appear when an operator presses the CTRL and ALT keys simultaneously and immediately after launching the module on the current workstation.

If this option is disabled, the Select TeleForm System dialog box will automatically appear whenever the module is launched.

Chapter 6: Connecting Modules to Multiple TeleForm Systems 79

POSSIBLE COMPLICATIONSIf you connect a single Scan Station to multiple TeleForm systems, you may experience problems with batches intended for one system being routed to the other system. The problem can occur when the batches are saved to the Local Batch Directory (the Workstation Base Batch Directory entry in the workstation INI file) and are not accepted by the Scan Station operator before the module is switched to a second TeleForm system.

Depending on the settings used by the “wrong” TeleForm system, these batches may have serious identification, recognition, and/or export failures.

The default configuration of TeleForm does not use the Local Batch Directory. You must manually configure a TeleForm system to create batches in this directory on a workstation. Ordinarily batches are saved to a batch directory on the TeleForm Server.

Solution 1The easiest way to avoid this problem is to make sure that Scan Station operators accept (or delete) all batches from the local batch directory before switching to the other TeleForm system.

Solution 2Since this problem occurs only when the two TeleForm systems use similar / overlapping batch numbers, you can also use the TeleForm Database Utilities program (DBUTIL) to set the batch numbers for System 2 to a range that does not overlap the batch numbers for System 1.

80 Possible Complications

CHAPTER 7Security

ABOUT THIS CHAPTERThis chapter discusses the security options available to TeleForm Workgroup users. It covers the following topics:

• Overview

• Security Rights

• Enabling Security

• Creating a New User

• Configuring Users

• Security Groups

• Logging In

OVERVIEWSecurity is enabled from TeleForm Control Center. You can also access security from most TeleForm modules, if you have the required rights. Administrators can set up different operators with varying degrees of access to your TeleForm system, ensuring that less-trained personnel do not have access to critical functions.

TeleForm provides pre-defined groups with default rights already established to simplify the process. For example, users who belong to the Designer group automatically have the right to run and configure Designer.

Administrators can also create custom groups if desired. Specific rights can be turned on and off by the Administrator for particular needs. Enabling a right turns on other required rights. Disabling a right turns off other rights that require it.

Chapter 7: Security 81

PURPOSE OF SECURITYTeleForm Security serves several purposes:

• Restricts access to modules and commands

• Tracks effectiveness of TeleForm operators

• Improves efficiency

• Enables routing of problematic items between Verifier operators, including supervisors

• Prevents unauthorized users from viewing the contents of batches

Using Security to Restrict Access

Since Workgroup systems use multiple operators and workstations, the problem of an operator gaining inappropriate access to other modules is somewhat lessened. However, the Security function does allow you to specify exactly what tasks an operator can perform within the various TeleForm modules. Many operators should not be given the permission to delete image files or see batches created by Security Groups to which they do not belong, even though they should be allowed to run the TeleForm modules that perform these tasks.

Using Security for Tracking

TeleForm's statistical reports are more valuable when broken down by operator rather than raw totals, and operator information comes directly from the security log-in function. By enabling Security, your reports will illuminate how each operator is performing.

Using Security to Increase Efficiency

Security's payoff in operator efficiency is perhaps its most powerful application. By using a combination of Security and the Auto-Batch Assign function, you can feed your Verifier operators with tasks for which they are best suited, thereby improving overall accuracy and throughput.

Using Security to Route

Security lets TeleForm know which operators are working, which in turn enables the routing feature. When security is enabled, a Verifier operator can forward a problematic form or document to another operator or to a supervisor. The supervisor role is defined in a user's security rights, so without security you have neither a name nor an organizational target for routing problematic.

Batch Security

This feature is a Job-level setting and thus applies only to batches. When enabled, the batch files will be saved to subdirectories in the TELEFORM\BAT folder.Your system administrator would be responsible for setting the Windows access rights to the “Loan” subfolder so that unauthorized users could not view the files.

82 Purpose of Security

SECURITY RIGHTSEnabling the proper security rights is a key aspect of managing an TeleForm system. Another important consideration is HOW you will assign rights to users: at the individual or group level. See the following topics for detailed information:

• Available Security Rights

• Group Rights and Individual Rights

Available Security RightsSecurity Rights are organized into eight categories:

• Form & Image Access

• Verify (Basic)

• Verify (Advanced)

• Verify (QC)

• Evaluate

• Design

• Scan

• Utilities

• Administration

Form & Image Access

These rights define access to form and document files in multiple TeleForm modules. Some of these rights will not be useful unless rights in other categories are also enabled. For example, the Create right does NOT automatically select the Run Designer right in the Design category:

• Create

• Open

• Modify

• Delete

• Import/Export

• View Images

• Print & Save Images

Verify (Basic)

These rights give a user the ability to perform verification. They can be contrasted to the Verify (Advanced) rights, which allow a user configure the Verifier module and other more complex tasks.

• Run Verifier

• Use Batch Management

• Use Image Management

• Use Auto-Assign

• Use Form Selection

• Use Form Mode

• Use Field Mode

• Use Character Mode

• Use Capture Mode

Verify (Advanced)

These rights allow a Verifier operator to use more powerful features than the Verify (Basic) rights. In most cases, an advanced Verifier operator should have all of the Basic rights along with whatever Advanced rights are appropriate.

• Configure Verifier

• Supervisor

• Override Validations

• Delete Images

• See Batches of Other Groups

• Process Research Queue


Verify (QC)

These rights allow a Verifier operator to use the Quality Control features of Verifier. In most cases, a QC Verifier operator should have all of the Basic and Advanced rights along with whatever QC rights are appropriate.

• Use Classification QC

• Use Image QC

• Use Anytime QC (edit)

• Use Anytime QC (view)

• Add items in QC

• Classify/Unclassify

Evaluate

These rights apply primarily to TeleForm Reader, although Recognition Sets can also be configured in Designer.

• Run Reader

• Configure Reader

• Configure Recognition Sets

• Evaluate Images

Design

These rights apply strictly to TeleForm Designer.

• Run Designer

• Configure Designer

• Debug Scripts

• Shape Library — Add/Modify

Scan

These rights apply strictly to the Scan Station. Other methods of creating a batch, such as Automated Batch Creation, are not constrained by these rights.

• Run Scan Station

• Configure Scan Station:

• Create Batch

• Configure Scanners

• Configure Jobs

Utilities

These rights provide access to accessory TeleForm modules.

• Run Viewer

• Run Control Center

• Run Statistics Reports

• Run AutoMerge Publisher

• Configure AutoMerge Publisher

Administration

These rights allow access to administrative programs and tasks. A user who is defined as an Administrator via the Administrator checkbox on the Rights tab of the User Configuration dialog box enjoys additional rights that are not individually specified and cannot be selected from the Administration category. These rights are hidden to prevent non-Administrator users from accidentally being given certain permissions.

• Run Monitor

• Purge Statistics Log

• Configure Monitor

• Configure Advanced Settings

• View Form Log

84 Security Rights

Group Rights and Individual RightsSecurity rights can be assigned to a TeleForm user on an individual or group level. You can also use both methods in combination, assigning some rights to a user on an individual basis but using Security Group membership to define others.

Rights Structure

Rights, both individual and group, are organized in a tree structure. Individual rights are displayed in the left pane. Aggregate rights are displayed in the right pane. Use the left pane to modify user rights.

Turning on the rights for a branch also turns on the rights for all the nodes contained in that branch. You may turn the individual nodes on and off to customize the rights for a given operator, but disabling a right that other rights require will turn off the associated rights. Conversely, enabling a right that requires other rights, will turn on those other rights.

There are three states for each aggregate right: some

rights have been enabled; all rights have been

enabled; or no rights have been enabled.

Which is Better?

Naturally, it depends on your own needs. Assigning rights through Security Group memberships makes it easy to change rights for multiple operators. Simply change the rights that pertain to a Security Group and all the members immediately have the new permissions, with no need to update individual rights. On the other hand, group rights may be too broad for your needs. Certain users may require unique rights that do not lend themselves to a specific Security Group. Don't forget, you can always use both methods in combination. Assign rights that are unlikely to need modification through Security Group membership, then “fine-tune” other rights on the individual level.

Individual Rights

Rights assigned to the user as an individual pertain only to that user and are retained despite any changes in that user's Security Group memberships.

Example

You give “Pete” all the Designer rights as an individual and also add him to the Designer Security Group. If you removed him from the Designer Security Group, he would still have all the available Designer rights, since they were assigned to him as an individual. The Aggregate Rights pane of the User Configuration — Rights dialog box would show that Pete has all the Designer rights; the pane would only show that he did not have those rights if you removed them from him at the individual level.

Group Rights

When you assign a user to a Security Group, that user immediately enjoys all the rights that belong to that group. Even if the user is assigned none of these rights on an individual basis, that user will be allowed to perform all the tasks that his or her Security Group memberships allow.

The Individual Rights pane of the User Configuration — Rights dialog box is never updated based on group memberships. It's possible for a user to have NO individual rights but to belong to the Administrator Security Group and thus enjoy ALL of the possible TeleForm permissions.

Example

You assign Heather, Pete, and Sam to the Scanners — Advanced Security Group. You never enable any Scanner rights, Basic or Advanced, for them on an individual level. If you change the rights that pertain to the Scanners — Advanced Security Group, there is no need to update any group member's individual scanning rights. Their scanning rights are completely contained within their Security Group membership.


ENABLING SECURITY1. Launch TeleForm Control Center.

1. In the Control Center tree, expand the Configuration Settings branch and click the Global Settings branch.

2. Double-click the Global System setting. The Global TeleForm Settings dialog box will appear.

3. Select the Security sub-tab.

4. Check the Enable user security box.

NOTE: There are no external providers for security in TeleForm Workgroup. You must run TeleForm Enterprise to access the Provider option.

5. See “Single Sign-on” on page 87 for information on the Single sign-on option.

6. Remember last login: When security is enabled, this option causes the TeleForm Login dialog box to remember the name of the last user to login and places the input focus on the Password field. This option is enabled by default.

7. Click OK.

Once user security is enabled, users will be prompted to login each time they launch a TeleForm module (or the first time they launch a TeleForm module during a given session, if Single sign-on is enabled). Users who have not been granted the necessary rights will be denied access or have limited access to the given module.

86 Enabling Security

Single Sign-onSingle sign-on is available only when security is enabled. It can be used with any security provider, although the function is somewhat different when used with TeleForm's internal security rather than LDAP or Windows. The following topics explain the different aspects of the Single sign-on option:

• Internal Security

• Error handling

• Logging out

• Administrator log in

Internal Security

If you use TeleForm's internal security, Single sign-on allows a logged-in user to open another TeleForm module without logging in to that new module. If Single sign-on is not enabled, a user will be forced to log into to each module that is opened on a workstation.

Error handling

If TeleForm cannot verify that the user is already logged in through an external security provider or encounters another error, the regular TeleForm Login dialog box will be displayed. Users can log into TeleForm using this tool.

Logging out

If a user logs out from a TeleForm module but not from the workstation, logging into TeleForm again requires the regular TeleForm login procedure.

Administrator log in

Single sign-on will not log a user in as a TeleForm administrator. There are two ways to log in as an administrator when Single sign-on is enabled AND TeleForm is using an external security provider:

1. Start a TeleForm module on a workstation with a user name that is not a valid TeleForm user, then login manually.

2. Run TeleForm on a workstation that does have a valid TeleForm user name, then log off and log back in manually.


CREATING A NEW USER1. Launch TeleForm Control Center.

2. In the Control Center tree, expand the Configuration Settings branch and click the Global Settings branch.

3. Double-click the Security setting. The Security dialog box will appear.

4. To add a new user, right-click in the Users pane and select New User. The Add New Operator dialog will appear.

5. Enter the following information:

• Login Name: The new operator will need to type this name when they log into a TeleForm application.

• Display Name: This name will identify the operator in TeleForm reports.

• Password and Verify Password: A password can be any combination of letters or numbers, up to 24 characters. Passwords are not case sensitive, so the words “secret”, “SECRET”, and “sEcReT” are all considered to be the same.

6. You may set rights and configuration settings instantly by selecting another user from the Copy from user drop-list. When this option is selected, you may choose which settings to copy from the following checkboxes:

• Group Memberships

• Rights

• Configuration Settings

7. Click OK to add the new operator.

See “Configuring Users” on page 89 for instructions on changing the rights, group memberships, and display name for a user.

88 Creating a New User

CONFIGURING USERSThis section covers the following topics:

• Manually Configuring a User

• Copying User Settings

• Changing User Info

• Changing Password

• Deleting Users

You can also change a user’s display name and password without modifying the more important security rights and group memberships.

Manually Configuring a User1. Log into a TeleForm module as an administrator.

2. From the Utilities menu, click Security or use Control Center, Configuration Settings, Global Settings, Security.

3. On the Security dialog box, open the Users tab.

4. Double-click the desired operator.

OR

Right-click the operator and select Properties.

5. On the Rights tab of the User Configuration dialog box, define the Rights for the operator.

6. Open the Memberships tab.

7. Define the security groups to which the operator belongs.

8. Click OK on the User Configuration dialog box.

9. Click OK on the Security dialog box.


Copying User Settings1. Log into a TeleForm module as an administrator.

2. From the Utilities menu, click Security.


4. Right-click the user whose settings you want to change and select Copy Settings from User....

5. The Copy User Settings dialog box will appear.

6. The Copy from user list lets you select an existing user as a “template.”The checkboxes below determine what aspects of the existing user's configuration profile will be copied. See

7. Click OK on the Copy User Settings dialog box.

8. Click OK on the Security dialog box.

Settings Available for Copying

You can copy any or all of the following settings from an existing user.

Group Memberships

The user being modified will belong to the same Security Groups as the copied user.

Rights

The user being modified will have the same Security Rights as the copied user.

Configuration Settings

The user being modified will have the same configuration settings as the copied user.

90 Configuring Users

Changing User Info1. Log into a TeleForm module as an administrator.



4. Double-click the desired operator.

OR

Right-click the operator and select Properties.

5. On the User Info tab of the User Configuration dialog box, change the user’s Display Name. You cannot change the Login Name. To create a new Login Name for an existing user, you should delete the existing operator and create a new one.

Changing Password1. Log into a TeleForm module as an administrator.



4. Right-click on the user and select Set Password. The Set Password dialog will appear.

5. Enter and confirm the new password.

6. Click OK.

Deleting UsersTo delete a user, right-click on the Login Name of the user in the user’s list and select Delete.

IMPORTANT! There is no confirmation prompt when you delete a user. The user will be deleted instantly.


SECURITY GROUPSThe Security Groups function plays an important role in TeleForm Workgroup systems. It allows you to create groups of users who share the same rights. When used in conjunction with the Batch Processing and AutoBatch Assign functions, Security Groups give you precise control over which Verifier operators are allowed to process a specific batch.

The Security Groups feature can be used to ensure that:

• Verifier operators who have not been trained to process (Image QC, Classification QC, Correction, or Data Review) a specific form, document, or group of items, are not asked to do so;

• Images that contain business-critical information are routed to employees who have been cleared to see such data;

• Personal information collected from and documents (medical history, credit rating, financial situation) is shown only to approved users.

Batch Security, Not Source SecurityThe Security Groups function works in conjunction with TeleForm’s Batch Processing feature to restrict access to batches of images. It cannot prevent unauthorized access to physical copies of forms or documents, nor to network folders that store TeleForm data. You should institute policies to restrict access to hard copy documents and network directories.

Furthermore, if the batch contains items that it should not — that is, if you had intended to restrict the batch to one group, but it contains items that you did not want that group to see — the Security Group feature will not prevent them from viewing the “unauthorized” items. When the batch is created, whether from scanned documents or items in a directory, you must be sure that the source pages or images are appropriate for the Security Group to whom the batch is assigned.

Example

You are a manager of the capture processing department of a large home appliance manufacturer. Company policy restricts access to prospective sales information — which could influence stock prices, product pricing, and other critical factors — to individuals who have been with the company for at least two years. However, field sales personnel provide warning of future commitments by mailing Sales Notification to your department. How can you set up your TeleForm system to comply with company policy?

1. The notification should be given to a scanner operator who has been with the company for at least two years. This step cannot be controlled by TeleForm, and must be enforced by a department policy.

2. Enable the Security function for TeleForm, which requires that all your TeleForm operators log-in when they begin work.

3. Create a Security Group named “Future Sales.”

4. Assign Verifier operators to this group. These operators should also have at least two years of experience with the company.

5. Set up a batch processing Job named “Future Sales.” This Job must restrict the future handling of “Future Sales” batches to the “Future Sales” Security Group. This Job can enable any of the Quality Control modes.

6. When the scanner operator starts a new batch of Possible Sales Notification, he MUST select the “Future Sales” Job.

7. After the Sales Notification are scanned, the batch will proceed to the QC modes defined by the Job Setting. Only Verifier operators who are logged-in and belong to the “Future Sales” Security Group will be able to process this batch.

92 Security Groups

Pre-Defined Security GroupsTeleForm provides the following pre-defined Security Groups:

GROUP RIGHTS

Administrators All rights

All No rights

DesignersRun and configure Designer, all form and document related rights, all shape library rights, run and configure Reader, Auto Merge Publisher and Viewer, evaluate images, configure Recognition Sets, use Form Log.

Scanners - Advanced Run Scan Station, configure Scan Station, create batches, configure scanners, configure jobs, print and save images.

Scanners - Basic Run Scan Station, create batches.

Verifiers - AdvancedRun Verifier, Batch Management, Image Management, Auto-assign, Form select, Form Mode, Field Mode, Character Mode, Capture Mode, QC Modes, batch image viewing, process research queue, override validations, configure Verifier, run Image Viewer.

Verifiers - Basic Run Verifier, Batch Management, Image Management, Auto-assign, Form select, Form Mode, Field Mode, Character Mode, Capture Mode.

Verifiers - Supervisors

Run Verifier, Batch Management, Image Management, Auto-assign, Form select, Form Mode, Field Mode, Character Mode, Capture Mode, QC Modes, batch image viewing, process research queue, override validations, configure Verifier, run Image Viewer, configure Verifier, delete images, supervisor, purge statistics log, run statistics reports, run Image Viewer, debug scripts, run Control Center, run and configure Auto Merge Publisher, run and configure Reader, view batches of others, configure advanced settings, configure jobs, configure Recognition Sets, user form log, print and save images.


Creating a Security GroupTo create a new group, perform the following steps:

1. Launch TeleForm Control Center.

1. In the Control Center tree, double-click Configuration Settings and click the Global Settings sub-folder.

2. Double-click Security. The Security dialog box will appear.

3. Click on the Groups tab.

4. Right click on the Security Groups folder icon and select the New group option.

5. Enter a name for the new group.

NOTE: User-defined groups will appear in the Security Groups tree in black text. Pre-defined groups will appear in blue text.

6. To set the rights for your new group, right-click on the group name and select Properties. The Security Groups — Rights tab will appear.

7. Select individual or aggregate rights by clicking on the appropriate nodes.

8. You may rename or delete a user-defined Security Group by right-clicking on it.

9. See “Adding Users to a Security Group” on page 94 for instructions on populating a Security Group.

NOTE: Pre-defined Security Groups cannot be renamed or deleted. You can alter the rights of predefined groups by right-clicking and selecting Properties.

Adding Users to a Security Group

1. From the Groups tab, select group “All”.

2. In the display pane, click on the Login name of the user and drag it onto the group name.

3. Click on the new group folder to confirm that the user is a member of that group.

OR

1. From the Users tab, double-click on a user’s Login name.

2. Click the Memberships tab.

3. Select the new group from the Groups list.

94 Security Groups

LOGGING INIf the security option has been enabled, users will have to login to the TeleForm modules to which they have been given access. When a user launches a TeleForm application, the TeleForm Login dialog appears. If the Remember last login box was checked on the Global System - Security tab, the Name field will be filled in automatically with the last user to login to this workstation.

If a user’s rights are restricted in a given module, they will only have access to those options that are permitted under their individual and aggregate rights. For example, if a user has the right to run Designer but no right to delete forms, the Delete option on the File menu will be grayed out.

The current user’s name will appear at the bottom of the application window.

If the Single sign-on box was checked on the Global System - Security tab, a single user on the workstation may login once to run any application to which they have rights. But if multiple users are logged into the workstation, each user must login to each module, even if all users currently logged in have rights to the given module.

For example, if User 1 has Designer rights and no one else is logged in to the workstation, User 1 can open the TeleForm Viewer without logging in a second time. If User 2 has Advanced Verifier rights and both User 1 and User 2 are logged in to the same workstation, then both users will have to login to TeleForm Viewer, even though they both have the rights to run it.

Logging into a Current SessionIf a module is already open and you wish to login as another user, you may do so without having to exit and reopen the program.

1. On the Utilities menu, click Log In. The TeleForm Login dialog box will appear.

2. Type your user name in the Name box.

3. Type your password in the Password box and click OK.

4. You are now logged into the module and all actions performed from this workstation will be tracked under your user name.

Changing Log-In PasswordsOperators may change their password at any time.

1. Log in using your current password.

2. On the Utilities menu, click Change Password.

3. The Set Password dialog box will appear.

4. Type the new password once in the Password box and again in the Confirm Password box

• A password can be any combination of letters or numbers, up to 24 characters.

• Passwords are not case sensitive, so the words “secret,” “SECRET,” and “sEcReT” are all considered to be the same.

5. Click OK to activate the new password.

Logging OffTo log off, click Utilities — Log Off.

Logging off from a module does not close that module.


96 Logging In

CHAPTER 8Running and Managing TeleForm

ABOUT THIS CHAPTERThis chapter describes the following topics:

• License Monitoring

• Running Modules

• Control Center

• TeleForm Monitor

LICENSE MONITORINGTeleForm modules cannot be run from a workstation unless TeleForm can verify that you have a valid, activated product. This done using TeleForm License Service that is used to lock TeleForm to the TeleForm server using Machine Locking.

See “TeleForm License Service” on page 98 for details about these license monitoring methods.

Chapter 8: Running and Managing TeleForm 97

TeleForm License ServiceThe License Service is automatically installed to the TeleForm v10.0 Server and used to manage licenses. This service ‘locks’ TeleForm to the server using Machine Locking.

1. Open Windows Control Panel — Administrative Tools — Services on your TeleForm Server.

2. On the Services window, find the TeleForm License Service.

3. Confirm the Startup Type is Automatic.

RUNNING MODULESMost often, all the program files for all the TeleForm modules will be installed to each workstation. You can choose to install only certain modules to workstations, but you do not need to do this. If you choose the default installation method, all the TeleForm modules will be available on every TeleForm workstation.

Launching a ModuleTo start a TeleForm module on a workstation, click Windows Start — Programs — Cardiff TeleForm and select the module.

How Many Modules Can Run?TeleForm License Service will keep track of how many instances of each module are running and prevent you from launching modules for which you have insufficient licenses. Reader and AMP stations running those modules as services (page 98) will also be tracked.

RUNNING READER AND AMP AS SERVICESThis section covers the following topics:

• Enterprise, Not Workgroup

• Installation of Services

• Server Operating Systems

• User Interface

• Global Configuration of Services

• Configuring Services

• Starting a Service Manually

Enterprise, Not WorkgroupAutoMerge Publisher and Reader can be run as services only by TeleForm Enterprise. TeleForm Workgroup does not support this configuration.

Installation of ServicesThe TeleForm workstation install program automatically configures two services on each workstation:

• AutoMerge Publisher (AMP)

• Reader

These services are installed and registered by the setup program. Initially, they must be manually started. However, you can change the startup method from manual to automatic. See “Configuring Services” on page 99 for instructions.

98 Running Reader and AMP as Services

Server Operating SystemsIn addition to the operating systems supported for workstations, Reader and AMP services can run on these server operating systems:

• Windows Server 2003 (SP1)

• Windows 2000 Server (SP3, SP4)

They CANNOT be run as a service on the TeleForm Server, or on any member of a cluster if that cluster is acting as the TeleForm Server.

Reader and AMP can also be run as regular applications, not only services, on these server operating systems.

User InterfaceWhen run as services, Reader and AMP have no user interface

Even if you usually run these modules as services, you can always launch the regular user interface. Simply click Windows Start — Programs — Cardiff TeleForm — TeleForm Reader or AutoMerge Publisher. For example, if you want to use Reader’s Connect Agent Setup feature, you can launch the Reader module and use the Utility — Connect Agent menu. Similarly, if you need to create a new merge, you can launch AMP, configure the merge, then shutdown the module and run the TeleForm AutoMerge Publisher service. You can also configure merges through Designer’s Utility menu.

Global Configuration of ServicesThe Global & Local TeleForm Settings dialog box, described on page 89, allows you to configure certain aspects of Reader and AutoMerge Publisher. These configuration settings apply whether the modules are run as regular modules or as services.

Configuring Services1. Start the TeleForm workstation on which the

service(s) will run.

2. Launch the Windows Control Panel.

3. From the Control Panel, click Administrative Tools.

4. From the Administrative Tools window, click Services.

5. Right-click the TeleForm AutoMerge Publisher or TeleForm Reader service and select Properties.

6. The service’s Properties dialog box will appear.


7. On the General tab, choose a Startup type. Initially, the service will be configured to start manually. We recommend that you change this setting to Automatic.

8. Open the Log on tab and choose the log-on method for the service:

• Local System account

• This account. You must specify a valid user name (including domain, if applicable) and password.

9. Click OK on the Properties dialog box.

Starting a Service Manually1. Start the TeleForm workstation on which the

service(s) will run.

2. Launch the Windows Control Panel.

3. From the Control Panel, click Administrative Tools and open the Services window.

4. Right-click the TeleForm AutoMerge Publisher or TeleForm Reader service and select Start.

100 Running Reader and AMP as Services

CONTROL CENTERControl Center is a powerful application that allows you to monitor and control your TeleForm system. See the following topics for detailed information:

• “What is Control Center?” on page 101

• “Control Center Branches” on page 102

• “Logging on to Control Center” on page 114

• “Using Control Center to Resolve Inefficiency” on page 114

NOTE: A user must have Full Rights to the TeleForm directory in order to use Control Center.

What is Control Center?TeleForm Control Center is a snap-in for Microsoft Management Console (MMC). The relationship of the Control Center snap-in to the MMC consists of a shared common hosting environment, and cross-application integration. The Control Center snap-in will reside in the MMC, but will not run on its own. The Control Center snap-in delivers the actual management behavior; MMC itself does not provide any management functionality. The MMC environment provides for seamless integration between snap-ins. Therefore, the combination of Control Center and MMC will allow you to manage your TeleForm system within an integrated interface.

TeleForm Control Center manages every aspect of automated capture processing in TeleForm. When you are processing a high volume of data, it is important to know how many images are in each phase of the system, and how quickly these images are being processed. With TeleForm Control Center, you can find where the system is not as efficient as it could be, and find ways to optimize your system.

You can think of TeleForm Control Center as a high-tech diagnostics lab. Because of the sophisticated equipment (MMC), analyzing form processing becomes a scientific pursuit. If your experiment (form processing with the current configuration) does not yield the desired results, you troubleshoot the problem (using Control Center Statistics), and come up with a solution (by changing one or more configuration settings and/or by changing one or more form designs).


Control Center BranchesControl Center is composed of 5 distinct branches. To display a branch’s contents in the right pane of the Control Center window, click that branch. To expand a branch, click the adjacent + sign, or double-click the branch. To hide a branch’s components, click the adjacent - sign, or double-click the branch again. In certain cases, a sub-branch of a particular branch can also be expanded.

The following bullets highlight the major benefit of each branch in the Control Center tree.

• System branch — Displays summary statistics and licenses of the TeleForm system, and more detailed statistics on each of the TeleForm modules and users.

• Current Workload branch — Displays detailed statistics of every batch and form that is currently being processed in the TeleForm system.

• Configuration Settings branch — Allows you to customize the global, user, and local settings of your TeleForm system.

• Alerts branch — Displays special conditions that signal some sort of inefficiency in your TeleForm system.

• Reports branch — Allows you to generate reports based on the statistics in Control Center.

Outline of the Control Center Tree

Control Center functions are accessed by clicking folders on the Control Center tree. This tree operates like the Windows Explorer tree.

The Control Center tree is in the left pane of the Control Center window:

• Each folder in the tree represents a category of information.

• When you click on a folder, its contents appear in the right pane of the Control Center window (the display pane).

• When you double-click on a folder that expands, sub-folders appear underneath the main folder.

• To expand a folder, click its plus box ( ), or double-click the folder

• To collapse an expanded folder, click on its minus box ( ), or double-click the folder.

102 Control Center

Customizing Your Control Center window

The Action menu contains options that allow you to customize the display of the Control Center window. This menu applies to the folder or sub-folder that you select on the Control Center tree. You can also access this menu by right-clicking a folder or sub-folder.

For example, if you want to put the contents of the Readers sub-folder in its own window, right-click Readers, and then select New window from here on the shortcut menu. The Readers sub-folder will appear in its own window. This feature allows you to view multiple windows of information on the same screen.

Graph Colors

The Colors tab allows you to set the colors used in the Control Center Graphs.

1. In the TeleForm Control Center tree, double-click Configuration Settings.

This folder expands to include four sub-folders.

2. Double-click Control Center.

The Control Center list will appear in the display pane.

3. Double-click Control Center in the display pane.

4. The Control Center Properties dialog box will appear.

5. Click the Colors tab. The Colors dialog box will appear.

6. Change the Graph Colors as desired.

7. Click OK.


Workflow AnalysisControl Center gives you access to complete workflow analysis. This analysis includes extensive system and operator statistics. Control Center statistics cover specific things such as the number of images in a batch that are waiting to be evaluated by Reader stations. They also cover more general things such as the average time it takes to evaluate one image in TeleForm Reader. Using these statistics, you can manage and optimize the entire data collection process: from scanning images and correcting forms through final data output.

Using Control Center Statistics, you can determine the following:

• How many TeleForm Designer, Reader, Verifier, Scan Station, and AutoMerge Publisher stations are being used;

• How many images are waiting for evaluation in TeleForm Reader and correction in TeleForm Verifier;

• Estimated time to complete evaluation and correction of all images in your TeleForm system;

• High, low and average time to evaluate a form’s image in TeleForm Reader;

• Average time to correct a form’s image in TeleForm Verifier;

• Number of images evaluated in TeleForm Reader and the number of images corrected in TeleForm Verifier.

Statistic Topics

Consult the following topics for information on configuring the statistical aspects of your system:

• Recommended Statistic Settings

• Statistic Parameters

• Reader Statistic Collection

• Verifier Statistic Collection

Recommended Statistic Settings

You will probably want to use the default Statistics Collection settings, with the following exceptions:

• If you want to collect Reader statistics, you must select the Collect Reader statistics check box. It is recommended that you enable this setting.

• If you are processing a large number of items per day, you may want to set Form Tracking to Minimal Tracking to maximize the system’s speed.

If you need to collect detailed field statistics, make sure that you only do so while you are optimizing a single form or document. In addition, make sure that you clear the Collect detailed field statistics... check box when you are done optimizing that form or document. Collecting these statistics can greatly slow down form evaluation in your Reader stations, slow down the system considerably, and may require a large amount of disk space.

IMPORTANT! Minimal Tracking automatically deletes intermediate records (such as prints, receives, and sends). Full Tracking collects and stores intermediate records. With Full Tracking on, these intermediate records remain on your system until you delete them manually.

104 Control Center

Statistic Parameters

Before you start analyzing TeleForm processing, you must specify what time period you want to focus on and how often you want to measure TeleForm.

1. In the TeleForm Control Center tree, expand the Configuration Settings branch.

2. Select Control Center.

3. Double-click Control Center in the display pane.

4. The Control Center Properties dialog box will appear with the Data tab displayed.

5. Under Statistics Data, do one of the following:

• Click the Include all data option if you want to include all statistical information from the databases.

• Click the Include data for (days) option if you want to include statistics for a specific time interval. Enter the number of days that you want the statistics to reflect. For example, if you enter 1, the statistics will only be for today.

Your Purge Log settings will impact how much data is actually available. Refer to “Using the Purge Log” on page 130 for more information.

6. Under Batch Data, enter the number of minutes that you want deleted and completed batches to show up under the Current Workload branch.

7. In the Refresh Data (sec) box, type a number. For example, if you enter 300, Control Center will update the statistics every 5 minutes.

NOTE: If you have built up a large amount of information in your statistics databases, you may notice a slight decrease in system performance. To improve system performance and responsiveness, include data for only one day, and increase the value in the Refresh Data (sec) box.

8. Click OK to save settings and close the Control Center Properties dialog box.

NOTE: Clicking OK starts a refresh process of stored data using the new settings. Depending on how much information is stored in your statistics databases, and how much of this data you are going to display, it might take some time to save these settings (in which case, you will see the hourglass pointer appear).

9. Your statistic parameters are now specified.


Reader Statistic Collection

1. In the Control Center tree, expand Configuration Settings and click the Global Settings sub-folder.

2. Double-click Reader Settings. The Global TeleForm Settings — Reader dialog box will appear.

3. Click the General sub-tab.

4. Click the Collect Reader statistics check box if you want to collect statistics from TeleForm Reader. You can also click the Collect Reader field statistics check box if you want to collect evaluation statistics for every field on a particular form or document. Select the template that you want to collect field statistics for, or select <All forms— if you want to collect field statistics for all of your forms and documents.

NOTE: Remember that you only want to collect Reader field statistics while optimizing a form or document, not while processing.

5. Click OK.

Verifier Statistic Collection

You may also collect Verifier statistics. To do so, perform the following steps:

1. In the Control Center tree, expand Configuration Settings and click the Global Settings sub-folder.

2. Double-click Global System. The Global TeleForm Settings — Global System dialog box will appear.

3. Click the General sub-tab.

4. Click the Collect Verifier statistics check box.

5. To collect only the most fundamental statistics, click the Minimal Tracking check box.

6. Click OK.

106 Control Center

AlertsWith Control Center Alerts, you can have messages appear whenever an administrator-specified event occurs. Optionally, you can set up Control Center to perform certain actions, such as sending an email or executing a command, when a specific event occurs.

For example, if you want to be notified when more than 300 images need evaluation, you can enable the “More than __ images need evaluation” Alert, and enter 300 in the corresponding box. You will then be able to take the necessary actions to increase (or start) the evaluation of images whenever there is a backlog.

Using Control Center Alerts, you can specify conditions that will result in a warning message being displayed. You can generate alerts for the following conditions:

• When TeleForm estimates that the forms or documents in the system will not be completed by a certain time;

• When more than a specified number of images need to be evaluated;

• When more than a specified number of images need to be corrected;

• When more than a specified number of batches need to be committed;

• When there are items that have been in the system for more than a specified number of days;

• When a Reader station has stalled;

• When a TeleForm Statistic file exceeds the size specified, e.g., a file exceeding 100KB in size;

• When a TeleForm database log file exceeds the size specified, e.g., a file exceeding 200KB in size.

Alert Topics

• Alerts in Control Center

• Email Alerts

• Email Alert Setup


Alerts in Control Center

To aid your management of the TeleForm process, you should specify under what conditions you want Control Center to display Alert messages.

1. In the TeleForm Control Center tree, expand the Configuration Settings branch.

2. Select Control Center.

3. Double-click Control Center in the display pane. The Control Center Properties dialog box will appear.

4. Click the Alerts tab.

Email Alerts

In addition to displaying alerts in the Control Center module, you can also set Control Center Alerts to provide email notification, execute a command, or log the event in the NT Event Log.

IMPORTANT! Alert notifications only work while Control Center is running.

To set Alert Properties for a given event, click on the

Alert Action button to the left of the event. The Alert Properties dialog box will appear.

The Alert section displays the Alert ID and a description of the alert (e.g. “Estimated completion later than __ today”).

108 Control Center

Send Email to

Defines the recipient(s) of the Email Alert. Click the Send Email to checkbox and enter one or more email addresses in the input field separated by semicolons.

Execute command line

Specifies a command to be performed when the given condition occurs. If you want the alert message text to be added to the command line, use “%1” to indicate the placement of the message text.

Log Alert to NT Event Log

Sends a log entry to the Event Log on the TeleForm Server. Click the Log Alert to NT Event Log checkbox to log the event.

Test Action

After setting up the Alert Actions, you can test them by clicking the Test Action button. Whatever actions were selected will be performed (e.g. you can send an email alert to a test address).

Re-Notification

The Re-Notification section allows you to specify when to send another alert.

Suppress subsequent occurrences for __ hours prevents further alerts for a specified time period. Enter the time (in hours) in the input field. Some alerts use additional filtering options:

• Same alert subject suppresses subsequent alerts from the same batch, workstation, file, etc.

• Any alert subject suppresses subsequent alerts from any batch, workstation, file, etc.

For example, if you have several stalled Readers, setting the Same alert subject option only suppresses the alert notifications from the original workstation. Setting Any alert subject suppresses the alert notifications from all the stalled Reader workstations.

Select Re-notify if not cleared in __ hours to force an alert notification in the specified time frame, if the alert has not been cleared in that time. Enter the time (in hours) in the input field.

Email Alert Setup

You can define separate alert properties for each event in the Workflow list. Events that have email alert actions associated with them will have a yellow arrow

on the Alert Action button .

1. To setup email delivery, click the Email Setup button. The Outbound E-Mail dialog box will display.

2. Select Message Importance from the drop-down menu (“Low”, “Normal” or “High”). The default value is “Normal”.

3. Select Send Method from the drop-down menu (“SMTP” or “MAPI”, if available). The default value is “SMTP”.

4. Enter your Outbound mail server, Port and Sender/Reply address where indicated.

5. Click OK to save your Email Send options.

6. Once you have finished setting your Alert Properties, click the OK button to return to Control Center Properties dialog box.

7. Click OK to save your alerts.


Configuring TeleForm With Control CenterControl Center can be used to configure all of your TeleForm settings. Instead of going to each TeleForm workstation to configure TeleForm, you can configure all global, user, and local (station) settings in one place. Having centralized control simplifies the set up of TeleForm. Control Center also allows you to manage and configure the TeleForm systems global settings, workstation settings and user settings. In a multiuser environment, every TeleForm workstation and user runs off the network. With Control Center, you have control over every configuration in TeleForm, regardless of whether or not a particular workstation or user is logged on.

Use the Configuration Settings folder to access:

Global Settings

Affect all TeleForm workstations and users.

Station Settings

Only affect a specific workstation.

User Settings

Only affect a specific operator.

110 Control Center

Global Settings

Global settings are those settings that apply to every workstation, user and form in the TeleForm system. These settings are the most powerful settings in Control Center. Therefore, be careful when you change a global setting, because it can affect your TeleForm system dramatically.

SETTING DESCRIPTION ALSO FOUND IN...

SecuritySets up a security system that restricts access of certain information and TeleForm functions to designated users.

Security command on the Utilities menu of the TeleForm Verifier window

Licenses Displays the current license information of your TeleForm system.

License Info command on the File menu of the TeleForm License Manager window

Image Preprocessing

Sets up the preprocessing settings of all form images that enter TeleForm Reader.

Image Preprocessing command on the Utilities menu of any major TeleForm application

Recognition Set Enables the recognition (processing) of Existing forms and VersiForms.

Recognition Set command on the File menu of the TeleForm Designer window

Reader SettingsSets up Reader task settings, form identification, recognition, OCR performance, image handling, disk space monitoring and other general Reader settings.

Configuration command on the Utilities menu of any major TeleForm application

Form Merges Enables/disables and sets up form merges between form or document fields and database values.

Form Merge command on the Utilities menu of the TeleForm Designer, Reader and AutoMerge Publisher window

Purge Log Set up the removal (purge) of information from the TeleForm system.

Purge Log command on the Utilities menu of the TeleForm Designer or Reader window

Multiuser Features

Sets up features that are unique to multiuser versions of TeleForm.

Configuration command on the Utilities menu of any major TeleForm application

Job Configuration

Allows you to save the settings for a batch and use these settings for future batches of the same type.

Job Configuration command on the File menu of the TeleForm Scan Station window

Advanced Configuration

Allows you to change the value of additional global settings that do not appear in the Global Setting options listed above.

Configuration command on the Utilities menu of any major TeleForm application.


Station Settings

When you click the Station Settings sub-folder, a list of your TeleForm workstations will appear in the display pane.

When you double-click on a workstation, the Local TeleForm Settings dialog box for that workstation will appear.

For example, if you have TeleForm Reader generating batches using Automated Batch Creation on a workstation that is also used for verification, you will probably have the enable evaluations option for this Reader turned off. However, if you determine that the amount of images in the evaluation queue is such that you cannot complete their evaluation by the end of the workday, you can turn on the enable evaluations and leave it on until the queue is sufficiently reduced.

The following table contains a description of each Local TeleForm Setting:

STATION SETTING DESCRIPTION

Local System tab

Sets up batch automation, specifies whether to export forms with missing pages, and enables/disables audible alerts for this workstation.

Designer tab

Specifies whether or not a new form is created when TeleForm Designer is started, specifies the background color of Existing forms, and specifies the TeleForm Spell Checker options for this workstation.

Reader tabSets up the configuration of TeleForm Reader for this workstation.

Merge/Print tab

Defines how forms and images will be printed. If you use AutoMerge Publisher, this tab also controls certain aspects of the merge function.

Configuration Options tab

Changes the value of miscellaneous settings for this workstation.

112 Control Center

User Settings

User settings apply to individual TeleForm operators.

1. Expand the Configuration Settings branch.

2. Expand the User Settings branch.

3. Click the User Settings sub-folder. The list of operators will appear.

4. Select a user from the list. The user settings will appear in the display pane.

For more information on changing user settings, refer to “Customizing Verifier for Your Operators” on page 119.

Batch ControlWorkgroup and Enterprise customers can commit, discard, and pause batches from Control Center rather than having individual Verifier operators perform these tasks. Using Control Center for batch disposition frees your Verifier resources to concentrate on Quality Control and correction tasks.

1. Right-click a batch in the Control Center "Current Workload" display.

2. Select Properties.

3. The Batch Properties dialog box for the selected batch will appear.

4. Select a batch disposition task from the Action list.

• Commit

• Discard

• Pause

• Resume

5. Click OK.


Logging on to Control CenterIf you have security enabled (using the Security option of the Global Settings sub-folder in TeleForm Control Center), every time you start TeleForm Control Center, you will be asked to enter a login and password.

• If you just want to view the basic throughput statistics, you can log on as any TeleForm user, or you can click Cancel on the TeleForm Login dialog box.

• If you want to change Global or Local configurations, or view sensitive information, you must log on as a user with administrative rights.

• If you want to change Purge Log settings you must log on as a user with administrative rights.

• If you want to change station configuration dialogs that do not require administrative rights, you need to have the right to “Configure Reader” set.

If you want to log on as a different user while TeleForm Control Center is open, use the following procedure:

1. On the Action menu, point to Task, and then select Login.

The TeleForm Login dialog box will appear.

2. Enter the new login Name and Password.

NOTE: TeleForm Control Center users must have the “right” to run Control Center or be the TeleForm Administrator to successfully run Control Center.

See “Security Rights” on page 83 for more information on TeleForm security.

Using Control Center to Resolve InefficiencyThis example shows how to diagnose inefficiency between your Verifier operators and Reader stations.

1. View the Workflow tab of the System folder.

2. Look in the Evaluate column, and see if any of these statistics point to the problem.

If the average time to evaluate an image seems too long, you may need to reconfigure either your TeleForm Reader station settings, your global capture processing settings, or your form or document design.

3. Try changing your local or global settings, and then process a batch of forms with these new settings.

4. Repeat steps 1-3 until you have increased TeleForm Reader efficiency.

5. If your evaluation efficiency is still problematic:

• Re-design one or more of your forms.

• Purchase additional Reader licenses.

For more information on improving efficiency, refer to “Analyzing Your System Throughput” on page 95.

114 Control Center

TELEFORM MONITORTeleForm Monitor is used to oversee the fundamentals of each TeleForm workstation. It can show you the status of each workstation as well as the status of each image that is currently being processed by TeleForm Reader.

See the following sections for more information on Monitor:

• “Starting TeleForm Monitor” on page 115

• “Monitoring Active Tasks” on page 116

• “Monitoring Queued Images” on page 116

• “Troubleshooting Bad Images” on page 117

• “Troubleshooting Bad Evaluations” on page 117

Starting TeleForm MonitorYou may want to run TeleForm Monitor on the same workstation as Control Center to give you access to both TeleForm management modules.

1. On a TeleForm workstation, choose TeleForm Monitor from the Utilities folder of the TeleForm Program Group.

2. The TeleForm Monitor window will appear.

3. If you want, change the Refresh Time(s) value. TeleForm Monitor will refresh the information it displays every specified number of seconds.


Monitoring Active TasksUnder Active Tasks in the TeleForm Monitor window, the following information is displayed for each workstation running TeleForm over the network:

• The name of the TeleForm workstation;

• The TeleForm application the workstation is running;

The status of each TeleForm application running over the network.The following table lists possible status values for each TeleForm application.

Monitoring Queued ImagesIn the Image Queue list on the TeleForm Monitor window, a list of images is displayed. These images were scanned, faxed, or automatically retrieved from directory into TeleForm, went to the TeleForm network directory, and are waiting to be evaluated by a TeleForm Reader workstation.

• Use the Image Queue list to monitor TeleForm’s progress as it processes images.

• If you want, you can view, save, print or delete an image in the Image Queue list using the Monitor menu commands. For example, to view an image, click on the image in the Image Queue list, and then select View on the Image menu.

• If you attempt to view a queued image through Monitor while the file is being evaluated or viewed by another workstation, a 'file locked' message will appear.

• After a file has been retrieved for evaluation by Reader, the image is removed from the queue.

• You cannot delete an image from the TeleForm Monitor if the image is part of a batch.

STATUS MEANING

Active The TeleForm application is currently being used.

IdleThe TeleForm application is currently running but not actively performing a task.

Stalled The TeleForm application is currently stalled.

TeleForm Reader - Evaluate

TeleForm Reader is evaluating an image.

TeleForm Reader - Idle

TeleForm Reader is waiting for images to process.

TeleForm Reader - Stalled

TeleForm Reader is stalled. Check the workstation running TeleForm Reader for the specific problem. If possible, clear the problem at the workstation. If you are unable to do this, then click Delete Stalled Task on the Task menu of Monitor. Often, workstations will be reported as Stalled if their system times are significantly different (more than two minutes) from the workstation running Monitor. Consider having all workstations synchronize their clocks from the TeleForm Server each time they log on or re-start.

116 TeleForm Monitor

Troubleshooting Bad ImagesA Bad Image status can be caused by:

• A bad image file (a file that is actually damaged);

• A file that TeleForm does not recognize as one of its supported image formats.

If a Bad Image is found in the TeleForm Monitor’s Image Queue, the following steps should be taken.

1. If the image is not part of a batch,

1.1 Select the image in the Image Queue, choose the File menu and delete the image.

2. If the image is part of a batch, the image cannot be deleted.

2.1 Select the image in the Image Queue and note the path of the image in the TeleForm Monitor’s status bar. This path will indicate which batch the bad image belongs to.

2.2 Discard and reprocess the batch.

Troubleshooting Bad EvaluationsIf an image in the Image Queue list has a Bad Evaluation status, this means that TeleForm Reader had a problem processing one or more fields on the image. The image was evaluated and passed on to Verifier. The image that generated the Bad Evaluation in TeleForm Monitor will also display the Bad Evaluation status in Verifier’s Image Management dialog.

When the Verifier operator opens the image and corrects it, the Verifier’s status bar will reflect the status of each field during the correction process. When the problem field is found, the Verifier status bar will indicate a status of Bad Evaluation and the field(s) that caused the problem will be displayed.

If this occurs occasionally, just correct the field as you normally would and the image will complete the verification process and export with no problems. However, if you receive this message frequently, you should contact Technical Support for their assistance in locating the source of the Bad Evaluations.


118 TeleForm Monitor

CHAPTER 9Customizing Verifier for Your Operators


• “Why Customize Verifier” on page 119\

• “Accessing Configuration Controls” on page 120

• “Correction Options” on page 121

• “Keyboard Options” on page 122

• “Form Mode Options” on page 123

• “Field Mode Options” on page 125

• “Character Mode Options” on page 126

WHY CUSTOMIZE VERIFIERThe default Verifier configuration works well for processing the majority of forms. However, you may want to change these aspects of how Verifier functions:

Correction Options

Do you need to visit every available correction mode (Character Mode, Field Mode, Capture Mode, and Form Mode)? Instead of skipping these modes completely, would you like to set up thresholds to launch them under certain conditions?

Keyboard Options

What keystrokes control certain functions in Verifier?

Form Mode Options

How will Verifier behave and look during Form Mode correction?

Field Mode Options

How will Verifier behave and look during Field Mode correction?

Character Mode Options

How will Verifier behave and look during Character Mode correction?

Chapter 9: Customizing Verifier for Your Operators 119

ACCESSING CONFIGURATION CONTROLSTo access an operator’s Verifier configuration:

1. Start Control Center.

2. Double-click the Configuration Settings branch to expand it.

3. Click the User Settings sub-branch to display the TeleForm operators.

4. Double-click an operator from the list. A menu of Verifier settings will appear in the display pane.

5. Double-click any setting to access the corresponding dialog box.

120 Accessing Configuration Controls

CORRECTION OPTIONS Depending on the nature of the forms you are processing, there are occasions where you may wish to skip over one or more correction modes, or restrict a particular workstation to a single correction mode.

If you designate a workstation for a particular correction mode, you will probably also want to set the Image Management Options such that only forms requiring that type of correction are visible at this workstation. For instructions on setting your Image Management Options, see page 121.

Field Character Threshold Options If the data for a given data entry field meets the conditions specified in the Field character threshold settings, the field will be excluded from Character Mode correction. The field will appear during Field and Form Mode correction, but it will be blank.

Exclusion Requirements

In order for a field to be excluded from Character and Field Mode correction, it must meet the following requirements:

• The number of errors in the field is greater than the Maximum in field value;

AND

• The number of errors in the field is greater than or equal to the Minimum in field value;

AND

• the percentage of errors is greater than the Percentage in field value.

Minimum in Field

The minimum number of questionable characters a field must have to qualify for exclusion.

Maximum in Field

The maximum number of questionable characters a field could contain and not be excluded.

Percentage in Field

The percentage of characters in the field that could contain questionable characters and not be excluded.


KEYBOARD OPTIONSThe Keyboard Options determine what key strokes are assigned to commands for these correction modes:

• Character Mode

• Field Mode

• Form Mode - Single Line Fields (Constrained Print Fields, single line Image Zones, and Entry Fields)

• Form Mode - Multi Line Fields (multi-line Image Zones)

• Form Mode - Choice Fields

Assigning a New Keystroke to a Command

1. Click Correction Keyboard Settings.

2. Select a correction mode from the Category list.

3. In the Command list, select the command.

4. Click Add or double-click the command.

5. The New Key Assignment dialog box will appear.

6. In the Select a Key list, click the key you want to assign to the command.

7. The Control, Shift, and Alt check boxes will be available or “greyed out” depending on whether they may be used with the key you selected in step 6.

8. If the current key combination is already mapped to a command, the name of the assigned command appears in the Currently assigned to box. A key combination can only be assigned to one command per category. If a key that is already assigned to another command is chosen as the new key assignment, it will replace the old key assignment.

9. Repeat these steps for the same command or a new one. You can assign more than one key combination to a command, but a specific key combination can only control one command.

Removing a Keystroke Assignment

1. In the Keyboard Assignments dialog box, select the command that you want to remove the keyboard assignment for in the Command list.

2. Select the key assignment in the Current Keys list.

3. Click Remove.

Restoring Default Keystroke Assignments

1. Click Options-Keyboard to open the Keyboard Assignments dialog.

2. To restore defaults for a single command, select it in the Command list and click Reset.

3. To restore defaults for all the commands in a category, select the category in the Category list and click Reset All.

122 Keyboard Options

FORM MODE OPTIONS If desired, you can modify the behavior and appearance of Verifier during Form Mode correction.

1. Click Form Correction. The Form Mode Options dialog will appear.

2. Select either the Correction Options tab, the Appearance tab, or the Image Positioning tab.

Correction Options TabThese settings primarily affect how Verifier will behave in Form Mode correction.

Available Settings from the Correction Options Tab

You can choose any or all of the following settings from the Correction Options tab of the Form Mode Options dialog box.

Don't allow incorrect entry

When enabled, a Verifier operator will not be able to override any field constraints or validation settings. This option is enabled by default.

Don't prompt to save data after each form

When enabled, this option automatically saves the item after the last field is corrected. This option is disabled by default.

Skip empty Image Zones

When enabled, Verifier will ignore Image Zones that do not contain any information. This option is enabled by default.

Automatically move to the next character needing review

When enabled, the Verifier cursor will automatically advance after you replace a questionable character. This option is disabled by default.

Leave after all fields visited

When enabled, Verifier will automatically exit the Capture Zone after all fields have been visited. This option is disabled by default.

Leave after tabbing out of last field

When enabled, Verifier will automatically exit the Capture Zone after you TAB out of the last field. This option is enabled by default.

Leave when user presses enter

When enabled, Verifier will automatically exit the Capture Zone when the Verifier operator presses the ENTER key. This option is enabled by default.

Always prompt before leaving

When enabled, Verifier will prompt you to confirm your desire to exit before leaving the Capture Zone. This option is disabled by default.


Appearance TabThese settings determine how the various elements of an image will appear during Form Mode correction.

Color

Select a color for the following elements of an image during Form Mode correction:

• Normal Text

• Current Field Highlight

• Selected Character Highlight

• Questionable Character Text

• Choice/Entry Field Mark

Multi-Line Image Zone Font Size

These settings determine the size of the text that will appear when you type a value for a multi-line Image Zone.

The Medium setting is the default value.

Image Positioning TabThese settings determine how the image of a specific type of data entry field will appear when that particular type of data entry field is visited during Form Mode.

For Example:

You select Center Field in Bottom of Window for Constrained Print Fields.

You begin to correct a form in Form Mode.

When you tab into a Constrained Print Field, the form image will move so that the Constrained Print Field is displayed at the bottom center of the Verifier Image Window.

Default Image Scaling

Select the default scale for the image when displayed in Form Mode. Choose from:

• Fit Sides

• Fit Vertical

• Actual Size (100%)

• Magnify (200%)

124 Form Mode Options

FIELD MODE OPTIONS1. Click Field Correction.

2. The Field Mode Options dialog will appear.

3. Select the General Options or Appearance tab.

Appearance TabThese settings determine how the various elements of an image will appear during Field Mode correction.

Color

Select a color for the following elements of an image during Field Mode correction:

• Corrected Text

• Current Text

• Current Questionable Character Text

• Selected Character Highlight

• Uncorrected Text

• Uncorrected Questionable Character Text

• Current Field Highlight

General Options TabThese settings determine how Verifier will behave during Field Mode correction.

Don’t allow incorrect entry

When selected, you will not be able to override any constraints or validation settings which were assigned to the field either during template design or by a script. For instance, you could not insert a numeric character if the field was designated as alphabetic. This option is enabled by default.

Automatically skip to the next questionable character

If you type a character to replace the questionable (red) character, the cursor will advance to the next questionable character on the item. This option is disabled by default.

Exclude Image Zones

By default, single-line Image Zones are only corrected during Form Mode. However, you may encounter situations where Character or Field Mode correction for such fields is appropriate. In such cases, you can disable the Exclude Image Zones function.

Number of fields to display

Controls how many fields appear on the screen in Field Mode correction. This option is set to 5 by default.


CHARACTER MODE OPTIONS1. Click Character Correction.

2. The Character Mode Options dialog will appear.

3. Select General Options or Appearance.

General Options TabThese settings determine how Verifier will behave during Character Mode correction.

Number of columns and rows to display

Sets the number of rows and columns of characters that appear. The default setting is 9 x 6. This means that the character boxes will be sized to fit in nine columns and six rows in the Verifier window, up to the number of characters to display selected. Available grid sizes are 12 x 8 (smallest), 9 x 6, 6 x 4, 3 x 2, and 2 x 1 (largest).

Number of corrected characters to display

The maximum number of corrected characters that will appear on the screen at once. The default value is 10.

Number of uncorrected characters to display

The maximum number of uncorrected characters that will appear on the screen at once. The default is 10.

Exclude confusable characters

This option filters out characters that are hard to identify without seeing them in context (like the letter

O and the number 0). Click the Setup button to configure which characters are deemed “confusable.”

TeleForm provides a default setting for look-alike characters that can be enabled simply by checking the Exclude Confusable Characters check box. Seepage 127 for instructions on customizing this function.

Exclude if confidence is less than

Causes a character to automatically forego Character Mode correction based on how confidently it was evaluated by TeleForm Reader. Excluded characters will be corrected during Field Mode, where they can be more easily identified from the context of the field. Values can range from 0-100. The default is 30.

Exclude Image Zones

By default, single-line Image Zones are only corrected during Form Mode. However, you may encounter situations where Character or Field Mode correction for such fields is appropriate. In such cases, you can disable the Exclude Image Zones function.

Sorting

You can sequentially sort the characters that will appear during Character Mode.

• Alphabetical by field name: Sorts characters by the name of the field from which they came.

• Field type: This choice is the default sort setting. It sorts characters based on the allowed range of values for the character, grouping questionable Numeric, Alpha, and AlphaNumeric characters together. This option has been found to result in the fastest rate of verification during Character Mode.

• Confidence: Sorts characters by confidence. Higher confidence characters will be displayed first, followed by lower confidence characters.

• Alphabetical by best guess: Sorts characters according to the recognized best guess character. This will group all characters that were recognized as 'A' together and all characters that were recognized as 'B' together, etc.

126 Character Mode Options

Appearance TabThese settings determine how the various elements of an image will appear during Character Mode.

Colors

Select a color to display for Corrected Text, Current Text, Current Background, Uncorrected Text, and Current Character Highlight Rectangle.

Best guess character position

Specify where the best guess characters should be displayed. Possible choices are upper left, upper right, lower left, and lower right. The preview is updated whenever this option is changed.

Best guess character font size

Control how large the best guess character will be. Possible choices are Small, Medium, and Large. The preview is updated when this is changed.

Show best guess for uncorrected characters

Displays best guess characters for all characters in character mode. If this box is cleared best guess characters will only be displayed for corrected characters.

Managing Confusable Characters in Character Mode

The Look-Alike Character feature allows you to establish a list of characters that will never appear in Character Mode correction, but will instead appear for the first time in Field Mode correction.

The purpose of the character feature is to reduce the number of characters that get held over during Character Mode correction. One example of look alike characters is the letter “l” (el) and the number “1” (one). Due to their similarity, it is virtually impossible to distinguish them during Character Mode correction. By designating these as look alike characters, they are excluded from Character Mode correction and appear instead during Field Mode correction, where they can be deduced from the context of the field.

Characters may be added or removed from the default “Look-Alike” settings by following this procedure:

1. Start Verifier.

2. From the Options menu, click Character Mode.

3. On the Character Mode Options dialog box, click the General Options tab.

4. Make sure the Exclude confusable characters check box is selected.

5. Click the Setup button.


6. The Look-Alike Character Setup for Character Mode dialog box will appear.

7. To exclude a character:

7.1 Select the Character class.

7.2 In the Correctable Characters list, select the character you wish to exclude.

7.3 Click the button.

8. To include a character:

8.1 Select the Character class.

8.2 In the Correctable Characters list, select the character you wish to include.

8.3 Click the button.

Adding Extended Characters

Extended characters are items such as his common punctuation marks, superscript numbers (1, 2, and 3), parentheses, brackets, non-English characters, and so on. If you select the Include external characters check box, the full list of extended characters will be “appended” to characters in the Characters to exclude list. You can then move them to the Characters to include list as needed.

Each Character type has a unique set of extended characters. To add all the possible extended characters to the Characters to include list, you would need to select each Character type in turn.

Restoring Default Character Exclusion Settings

1. On the Look-Alike Character Setup for Character Mode dialog box, click Set Defaults.

2. The Set Look-Alike Character Defaults dialog box will appear.

3. Select the Character classes you want to restore to their default values.

4. Click OK to save your changes and return to the Look-Alike Character Setup for Character Mode dialog box.

128 Character Mode Options

CHAPTER 10Maintaining System Performance

GENERAL MAINTENANCE TIPS As you use TeleForm, you will accumulate hundreds or even thousands of image files on your hard drive in just a short time. The constant cycle of deleting files and receiving new ones inevitably causes fragmentation on your system's hard drive. To optimize your system's integrity and performance, we recommend the following maintenance measures:

• Run ScanDisk, Disk Defragmenter and Disk Cleanup at regular intervals;

• Use the Purge Log;

• Archive images;

• Delete old Image Zone files.

• Use Database Utilities as appropriate

RUN WINDOWS UTILITIESWindows includes several built-in utilities to help you keep your hard drive in optimum operating order.

ScanDisk

ScanDisk checks your hard drive for lost file fragments, invalid file names, and cross-linked files which can slow performance and even cause errors. The ScanDisk utility detects and repairs these situations before they can cause problems.

Disk Defragmenter

This utility locates files that have been stored in several different locations on the disk (that is, they are fragmented) and rejoins them, allowing these files to be located and read much more quickly. Defragmenting also consolidates the free space on your hard drive, making it faster and easier to write new information to the disk.

Disk Cleanup

Disk Cleanup searches your drive for temporary files, internet cache files, and unnecessary program files that you can safely delete. You can direct Disk Cleanup to delete some or all of those files.

NOTE: You must close all TeleForm applications on the workstation prior to running these utilities.

Chapter 10: Maintaining System Performance 129

USING THE PURGE LOGUse TeleForm’s Purge Log to automatically delete old files from your hard disk, ensuring that you always have enough disk space to accommodate your incoming data.

The Purge Log provides a systematic way to delete old and unwanted images from your hard drive. You have two options for triggering the purge function:

• Manual, or on-demand, with the Purge now button;

• Automatic, at a scheduled time.

Both methods allow you to specify the age of the files to be deleted. By default, the Purge Log is set to purge your TeleForm files after they have been on your system for seven days, excluding NonForms and any images.

Opening the Purge Log1. Start TeleForm Designer or TeleForm Reader.

2. From the Utilities menu, click Purge Log. The Purge Log dialog box will appear.

3. Select the type of records you want to remove.

4. Choose the purge method from the Purge checked events section. Purge settings are described on page 131.

Scheduling PurgesBy default, the Purge Log is configured to delete files after they have been on your hard drive for 7 days. While you can purge files manually with the Purge now function, or use the standard automatic purge feature, you can also schedule your purges so they occur at a convenient time. Scheduling purges for the weekend, for example, can keep your TeleForm Reader station process “real” forms more efficiently during the week.

1. Open the Purge Log.

2. Choose the files that will be purged. The available events are described on page 131.

3. In the Purge checked events section, select the Automatic checkbox.

4. Click the Schedule button. The Schedule dialog box will appear.

5. On the Schedule dialog box, define when the purge will take place. You can choose from:

• Weeks

• Days

• Hours

• Seconds

6. Click OK on the Schedule and Purge Log dialog boxes.

130 Using the Purge Log

Purge EventsThe following paragraphs describe the events that can be purged.

Completed Tracking Records

In the Completed Tracking Records section, select those types of events that you want to automatically remove from the form log. These are not files, just records of past events.

Send/Print/Reminders

Check this box if you want to purge records of forms that were scheduled to be faxed, printed, or that used the Send Reminder option.

Expected Returns

Check this box if you want to purge records of forms sent with the Track Expected Returns option selected.

Receives

Check this box if you want to purge records of all received (faxed or scanned) forms.

E-Forms

These are records of forms completed using the NonForm Data Entry utility or TeleForm Internet Server records needing review.

Deleted Data/Exports

These are records of files that have been deleted and of forms that have been auto exported or manually exported from TeleForm.

Stored Images

In the Stored Images section, select the types of image files that you want to purge.

You can choose to purge images with the status Non Form, Evaluated OK, Labels & Zones, or all of these.

You cannot automatically purge images with the status Needs Review, since they contain data that has not been processed yet. These files can be deleted manually from the Form Log or TeleForm Verifier's Stored Images window.

Other Events

In the Other events section, you can choose to purge:

• Batches that have been completed (that is, they have been committed or discarded)

• TeleForm Reader statistics

• TeleForm Verifier statistics


USING DATABASE UTILITIESUse TeleForm’s Database Utilities occasionally to optimize your system's integrity.

The following functions can be performed from the Database Utilities program:

• Clear lock records

• Rescan unique file database

• Purge\rescan unique file database

• Change next batch ID

• Run Diagnostic Tests

ARCHIVE IMAGESTeleForm Verifier has a built in archiving feature that allows you to remove any number of form images from standard TeleForm activity and store their image files in the \BAK subdirectory. These files will no longer be listed with TeleForm Verifier's stored images unless the Show Archived Images option is selected. Archiving old files reduces overhead so TeleForm can better track your current files but it will not compress the images.

To save additional hard disk space, you may manually copy archived files from the \BAK subdirectory to another disk or drive.

Archived image can be re-evaluated directly using TeleForm Reader's Evaluate Image command. An evaluated image is processed exactly the same as if it were an incoming fax or newly scanned image because of image pre-processing.

1. Start TeleForm Verifier.

2. In the Image Management dialog box, select the forms to archive from the Stored Images list.

3. From the Image menu, click Archive. You will be prompted as to how you want to handle the images after they are archived.

4. Click Yes if you want to delete the images after they have been archived. The selected images will be archived to the \BAK subdirectory.

5. Click No to leave the original files in Verifier.

6. To cancel the archive, click Cancel.

132 Using Database Utilities

Reviewing archived images 1. In Verifier, on the Options menu, click Image

Management, or click the Options button to the right of the Image Management dialog box.

2. The Image Management Options dialog box will appear.

3. Select Show Archived Images, and click OK.

4. In the Forms list, select Archived Directory Images. All the archived images for that form appear in the Stored Images list.

5. To view an image, select it from the list and on the Image menu, click View Results and Image or double-click on it.

NOTE: Archived images selected through the Image Management Options cannot be evaluated by using the Re-Evaluate As command in Verifier. They can only be evaluated directly from TeleForm Reader.

DELETE OLD IMAGE ZONE FILESIf your Image Zones use the Store images in separate file option, you can easily accumulate a number of these graphic files. TeleForm tracks these images as part of the standard purge operations. You can delete these files when you are certain that you will no longer need the information that they contain by opening the Labels dialog box from the Utilities menu of TeleForm Designer and TeleForm Reader.


134 Delete Old Image Zone Files

CHAPTER 11Managing Licenses

ABOUT THIS CHAPTERThis chapter provides instructions on managing the license codes that control how many workstations your TeleForm system can use and what modules can be run on those workstations. It covers the following topics:

• Introduction to License Codes

• Using License Manager

INTRODUCTION TO LICENSE CODESWhen you originally installed TeleForm, you entered a license code that enabled at least one of the TeleForm Designer, Reader and Verifier modules.

The license code controls:

• Your base license, which determines what version and platform (Enterprise or Workgroup) you are running

• How many TeleForm modules you can run

• What type of TeleForm modules you can run

Licensed ModulesThe “main” TeleForm modules are restricted by a license. You cannot run Designer, Reader, Verifier, Scan Station, or AutoMerge Publisher if you do not have a license that enables those modules. These modules also require that the TeleForm License Service be running.

Although TeleForm Enterprise can run Reader and AutoMerge Publisher as services, those services still “count” against the licensed number of modules.

Unlicensed ModulesOther portions of TeleForm, such as License Manager itself, Database Utilities, Stats, Monitor, and the TeleForm documentation, are not licensed. They can run even if the TeleForm License Service is stopped and are not restricted by a license code.

Licensed OptionsMany TeleForm options are also controlled by license codes. These options are not always “modules.” Some of them simply expand the capabilities of the core modules.

The Remote Capture Option, Web Capture Option, and MediClaim Option are controlled by license codes. Many Image Export Connect Agents are also license-controlled.

Chapter 11: Managing Licenses 135

USING LICENSE MANAGER TeleForm License Manager is a utility that helps you maintain and upgrade your TeleForm licenses.

Viewing License InformationAfter installing TeleForm, you will have a License Manager application in your TeleForm Utilities program group. From here you can start TeleForm License Manager.

The License Codes in the pictures below have been deliberately blurred. Your dialog boxes should show actual license code information.

1. From the Windows Start menu, go to the Cardiff TeleForm group and select Cardiff TeleForm Utilities — License Manager.

2. The License Manager application will be launched.

3. From the File menu, click License Info.

4. The License Manager dialog box will appear. A summary of the installed licenses will be shown in the License Information section.

Understanding the License Summary

The License Summary section of the License Manager dialog box lists:

• Product (Enterprise or Workgroup)

• Number of licenses for each licensed TeleForm module. For example, your license may specify 5 Readers, which means you can run as many as 5 instances of Reader.

• Number of workstations on which TeleForm modules can run.

Viewing License Specifics

1. From the License Manager dialog box, double-click a license. The License Specifics dialog box will appear.

2. To close the License Specifics dialog box, click OK.

3. Click Close on the License Manager dialog box.

136 Using License Manager

Deleting a LicenseIn certain instances, you may need to remove a TeleForm license from your system. Delete a TeleForm license only under the advice of a Cardiff Technical Support Representative, or your Cardiff sales representative.

1. Start TeleForm License Manager.

2. From the File menu, select License Info.

3. The License Manager dialog box will appear.

4. Select a license and click the Delete button.

5. You will be prompted to confirm your decision.

• Click Yes to delete the license.

• Click No to retain the license.

6. Click Close on the License Manager dialog box.

Adding a New License Code1. Start TeleForm License Manager.

2. From the File menu, select Add License

OR

From the License Manager dialog box, click Add.

3. Type the new license code in the Add License Code dialog box.

4. Click OK.

Chapter 11: Managing Licenses 137

138 Using License Manager

CHAPTER 12Running TeleForm Remotely

ABOUT THIS CHAPTERThis chapter describes what you need to get started running the TeleForm Designer and Verifier modules in a Citrix MetaFrame environment. The topics covered include:

• Overview

• System Requirements

• Installation Process

• TeleForm v10 Application Compatibility Scripts

• Upgrade Procedure

• Frequently Asked Questions

• Published Application Manager

For information about Citrix MetaFrame itself, see your Citrix documentation.

OVERVIEWCardiff has implemented support for Citrix MetaFrame, a Thin Client and Web Browser-based application delivery system with robust features.

Combining Citrix MetaFrame and TeleForm allows the MetaFrame Server to host a number of sessions concurrently while clients execute TeleForm Designer and Verifier remotely.

Via the Citrix ICA Client, off-site users can run TeleForm through a client window with the look and feel of a local TeleForm session.

Chapter 12: Running TeleForm Remotely 139

SYSTEM REQUIREMENTSTo run TeleForm with Citrix MetaFrame, you need the following:

TeleForm requirements are subject to change. Consult our online wizard for the latest information.




4. Under the TeleForm section, click the OS Wizard.

INSTALLATION PROCESSThe installation process can be broken into several steps:

• Step 1: Check Software Requirements

• Step 2: Log Off Users

• Step 3: Choose Installation Method

• Step 4: Install TeleForm to MetaFrame Server

MetaFrame Server (MFS)

Certified: Windows 2003 Server and Citrix Presentation Server 4.0. Supported: Windows 2000 Advanced Server SP 4 with Terminal Services and Citrix MetaFrame XP.

TeleForm Server (TFS)

See System Requirements on page 24 for information.The TeleForm Server cannot be the same machine as the MetaFrame Server.

Citrix ICA ClientICA Client installed on a workstation that will be running TeleForm via the MFS.




Step 1: Check Software RequirementsMake sure the following steps have been taken before proceeding with the installation:

MetaFrame Server

Microsoft Windows 2003 Server should be installed first. The recommended disk configuration is a RAID 5 drive array containing 3 active and 1 hot spare disk. For optimum performance, the system page file should be set to 2.5 times the amount of physical memory and located on the data drive.

Citrix Presentation Server 4.0 should be installed on the MetaFrame Server.

MetaFrame Client

Citrix MetaFrame 32 bit Client v6.00.910 or higher should be installed and configured on the remote client (i.e. TeleForm workstation) machines. The client can be configured to launch TeleForm, if desired.

TeleForm Server

It is assumed that a TeleForm Server is configured and running on the LAN before you begin the TeleForm/Citrix MetaFrame installation.

NOTE: Citrix MetaFrame and TeleForm are not certified to run on the same Server.

Step 2: Log Off UsersBefore beginning the installation procedure, make sure that no users are logged on to the MetaFrame Server. Any open or disconnected sessions should be terminated.

Step 3: Choose Installation MethodYou must install TeleForm on the MetaFrame Server by using Add/Remove Programs. Using the Add/Remove Programs method places the computer in Install mode and returns the computer to Execute mode when the installation is complete.

NOTE: If you install TeleForm via the Add/Remove Programs method, a Citrix After Install dialog box will appear before the first TeleForm installation dialog box is displayed. Do not click Next on the After Install screen until you are finished installing TeleForm.

Step 4: Install TeleForm to MetaFrame Server1. Make sure you have completed the previous steps

in the installation process.

2. From the MetaFrame Server, browse to the Install\Workstation subdirectory on the TeleForm server. Do NOT use the TeleForm disc in the MetaFrame server.

3. Run the SETUP.EXE program in the Install\Workstation subdirectory. Unlike previous versions of TeleForm, v10.0 requires that you perform a workstation install to the MetaFrame server.

4. Follow the instructions on the dialog boxes to install TeleForm. See Install Workstations on page 43 for guidance.

5. You may be prompted by TeleForm to restart the MetaFrame Server.

5.1 Select No, I will restart my computer later.

5.2 You must finish the installation through Add/Remove Programs.

6. When the Finish Admin Install dialog box appears, wait for the installation process to complete, then click Finish.

7. Restart the MetaFrame Server manually.

Installation must complete before applying Application Compatibility Scripts (see Executing the Application Compatibility Scripts on page 143).


TELEFORM V10 APPLICATION COMPATIBILITY SCRIPTSBefore you can run TeleForm on a MetaFrame Server, you must execute several Application Compatibility Scripts. The Application Compatibility Scripts are not installed automatically with TeleForm. This safeguard prevents unneeded scripts from being installed when TeleForm is not being run on MetaFrame.

Procuring Scripts

Contact Cardiff Technical Support for Citrix scripts.

Upgrade Customers

Customers who have upgraded to TeleForm v10 and who previously ran TeleForm on MetaFrame must replace the old scripts with those on the TeleForm DVD.

Scripts and KeysThe following table describes the scripts and keys used by TeleForm on the MetaFrame Server:

See Executing the Application Compatibility Scripts on page 143 for details on performing these scripts.

FILE DESCRIPTION

TeleForm.cmd Updates the TeleForm Elite installation on the MetaFrame Server

ChKTfrm.cmd Creates TfrmDrv2.cmd if it doesn’t already exist

TfrmDrv.cmd Calls TfrmDrv2.cmd if it exists

TfrmUsr.cmd Login script called by UsrLogn1.cmd

TeleForm.ini Template copied to %homedrive%%homepath%\windows

142 TeleForm v10 Application Compatibility Scripts

Executing the Application Compatibility ScriptsAfter you complete the TeleForm installation, you must execute the Application Compatibility Scripts (ACS). Perform the following steps:

1. Contact Cardiff Technical Support for the appropriate Application Compatibility Scripts. Even if you have run TeleForm on MetaFrame before, you should replace your old scripts with updated versions.

2. At the command prompt, change to the following directory: %systemroot%\Application Compatibility Scripts\Install

3. Extract the Application Compatibility Scripts to the System folder (C:\Windows or C:\WINNT) on your MetaFrame server.

4. Run theTELEFORM.CMD script.

5. You will be prompted to update the TFRMDRV2.CMD file (see below) with the DOS Editor.

6. Set the Tfrm_Drive variable to the drive letter used for the TeleForm system. If you are unsure of the drive letter, open a TeleForm.ini file on any running TeleForm workstation and search for the TeleForm Directory value, e.g.,

[TeleForm]TeleForm Directory=T:\teleform

For UNC install:Set Tfrm_Drive=\\

7. Set the Tfrm_Share variable to the shared parent folder on the TeleForm Server.

For UNC install:Set Tfrm_Share=\\server\share

8. Set the Locl_Tfrm_Path variable to the path to the newly installed TeleForm folder on the MetaFrame Server.

For UNC install:Set Locl_Tfrm_Path=C:\Program Files\Cardiff\TeleForm

9. Set the Entr_Tfrm_Path variable to the full path where the TeleForm folder can be found.

For UNC install:Set Entr_Tfrm_Path=\\server\share\TeleForm

10. Save and close TFRMDRV2.CMD.

11. Exit the command prompt.

12. Log off the MetaFrame Server and log back on again.


UPGRADE PROCEDUREIf you are upgrading from a previous version of TeleForm, perform the following steps:

1. Install the latest TeleForm build or patch to the TeleForm Server.

2. Install the latest TeleForm build or patch to the MetaFrame Server via Add/Remove Programs, as described on page 141.

3. Follow the steps in Executing the Application Compatibility Scripts.

FREQUENTLY ASKED QUESTIONSThis section discusses some Frequently Asked Questions (FAQs) about running TeleForm on Citrix MetaFrame.

1. How can I determine if the current session has a valid station name stored in the USER.DAT file?

Once a workstation has launched TeleForm through a Citrix Client, the operator can access the Global & Local TeleForm Settings dialog via the Configuration option on the Utilities menu in Designer or Verifier. The station name should appear in the dialog’s title bar.

2. Must every Citrix session start with a unique login name?

Yes. Since TELEFORM.INI is copied to the “%homedrive%%homepath%\windows” directory for this login, it must contain a unique TeleForm workstation name.

3. Can I change the workstation name under which a Citrix Client logs onto TeleForm?

Yes. The client workstation will have a Wfcname.ini file on the root of the local disk. You can modify this file in NotePad or through the Citrix Client.

144 Upgrade Procedure

4. Can TeleForm Control Center be used to delete stations if a mistake is made?

Yes. Unwanted configuration settings can be removed from the TeleForm system via the Control Center by right-click the station and selecting Delete.

5. Why do I get an error indicating that no TeleForm Verifier license is available?

The TeleForm system must have a license available for every concurrent TeleForm Verifier independent of how the Verifier is connected. See Managing Licenses on page 135 for more information on license codes.

PUBLISHED APPLICATION MANAGERThe Published Application Manager (PAM) publishes and maintains applications on Citrix Servers. Published applications are installed on a Citrix Server and are configured for multiuser access from remote workstations. Publishing an application allows a user at an ICA Client for Win32 workstation to start the application without knowing details about the application’s directory, executable name or server name.

NOTE: When publishing an application on a Citrix Server, you must publish it explicitly. If you publish your application anonymously, it will not function properly.


146 Published Application Manager

CHAPTER 13Revision Control

WARNINGSRead the following warnings before proceeding:

Preparation

Read this entire chapter before making any changes to your TeleForm system in regard to revision control. This feature requires:

• A sophisticated understanding of source control principles;

• Knowledge of TeleForm configuration steps

• Training of the TeleForm operators who will use the revision control function.

A lack of preparation or understanding of any of these requirements can cause your TeleForm system to experience serious problems when revision control is enabled.

SourceSafe Administrator

Microsoft Visual SourceSafe is the only source control software certified for use with TeleForm.

Cardiff strongly recommends that an experienced Microsoft Visual SourceSafe administrator be involved in setting up your SourceSafe database, client installations, and TeleForm configuration.

SourceSafe Training

This chapter should not be considered a substitute for reading the documentation provided with SourceSafe.

PREREQUISITESTo use revision control with TeleForm, the following prerequisites must be met:

• You must run TeleForm v8 or higher. Earlier versions of TeleForm do not support revision control;

• You must use Microsoft Visual SourceSafe as your revision control software. This product is the only source control software certified for use with TeleForm;

• The Microsoft Visual SourceSafe client must be installed on every TeleForm Designer workstation that will be expected to move TeleForm items into and out of revision control.

• To create new merges or modify existing ones, the SourceSafe client must be installed on your AutoMerge Publisher workstations.

Chapter 13: Revision Control 147

REVISION CONTROL TERMSThe following terms are used throughout this chapter.

Controllable Items

The following items can be added to revision control:

• Form folders (must be added prior to adding forms)

• Forms

• Shape Library Glossary files (GLS)

Add to revision control

When an item is placed in revision control, it is added to the Microsoft Visual SourceSafe database. The copy of the file in the TeleForm directory structure is assigned a status of Read-only. To make the file editable, you must use the Check out command.

Check in

Checking in causes two functions to occur:

1. The latest version of the file in the TeleForm directory is copied to the SourceSafe database. Basically, the SourceSafe database is updated with the revised TeleForm file;

2. The file in the TeleForm directory structure is assigned a status of Read-only. You will not be able to edit the file until it is checked out.

You cannot check in a file until that file has been added to revision control and checked out.

Check out

When an item is checked out of SourceSafe, the file that is stored in the Microsoft Visual SourceSafe database is copied to the corresponding location in the TeleForm directory structure. The file in TeleForm is assigned a status of Read-Write. You can edit and modify files that have been checked out. You cannot check out a file until it has been added to SourceSafe.

Get

The Get command cannot be initiated from within TeleForm, and should only be initiated from Microsoft Visual SourceSafe when you must recover from a massive loss of TeleForm data.

Difference

This command compares the version of a file saved in the Microsoft Visual SourceSafe database with the version saved in the TeleForm directory structure.

The Difference command will not produce a summary explaining the exact differences between the SourceSafe and TeleForm versions of the files. You will simply be notified if there are any differences.

History

This command displays a record of the changes to a file since it was initially added to revision control. You can use the History command to retrieve previous versions of a form or GLS file. Scripts, merge setups, and graphic files are stored with the form for each version checked in. Restoring a previous version also restores the scripts and merge setups for that version.

Remove from revision control

When a folder is removed from revision control, you can choose to either delete the copy of the folder in the SourceSafe database or leave this project in SourceSafe but disconnect the “link” between it and the folder in the TeleForm directory structure. The TeleForm file is assigned a status of Read-Write.

If you remove a specific form or GLS file from revision control, the matching copy of the file will be deleted from the SourceSafe directory.

Recursive

If you add a form folder to revision control and select the Add sub-folders (recursively) option, all the sub-folders contained within that folder will also be added to revision control.

148 Revision Control Terms

TCD Files

When you add a form to revision control, you are actually adding a “package” of files (a TCD file) that includes the TeleForm form definition, scripts that are associated with the form, merge definitions, and any graphic files that are part of the form. Before a TCD file is added to revision control or checked in, the current versions of images and scripts are embedded in the TCD, so they can be extracted at a later time. This package cannot be split apart and the constituent parts added to revision control separately.

POSSIBLE PROBLEMSThe revision control feature can cause your TeleForm system to behave unexpectedly if it is not properly configured and used. Improper usage can cause problems such as:

Overwriting Forms via the Import Command

Forms that are checked out of revision control are given “read and write” access. If a form designer imports a form that has the same name as the checked out form, the imported form will overwrite the checked out form, even if the imported form represents an older version of that form. No warning message will appear.

Breaking Revision Control Links

If you rename or move folders or files from within Microsoft Visual SourceSafe, you will break the linkage between TeleForm and SourceSafe. When these links are broken, you will be unable to perform the most basic source control functions, such as checking in, checking out, adding files to revision control, and deleting files from revision control.

Locking Files in TeleForm

If you delete a project from within Microsoft Visual SourceSafe, and this project contains TeleForm items, those items will be locked and unavailable for use in TeleForm. You will not be able to open, export, move, rename, or delete them from within Designer or AutoMerge Publisher. As noted throughout this manual, you should NOT manage the projects and files that have been added to SourceSafe through the Microsoft Visual SourceSafe interface. Only in rare instances should you perform any revision control tasks from SourceSafe itself. Use the controls in TeleForm to manage your revision controlled items.

You can use the Validate Files function to recover locked files. See page 158 for more information.


SET UPConfiguring TeleForm to work with Microsoft Visual SourceSafe is a three step process:

Step 1: Configure SourceSafe;

Step 2: Enable TeleForm Security;

Step 3: Configure TeleForm.

Cardiff strongly recommends that these set up steps be performed by an experienced SourceSafe administrator.

Step 1: Configure SourceSafeThere are two phases to this step:

Install SourceSafe Client

Every Designer and AutoMerge Publisher workstation on your TeleForm system must have the Microsoft Visual SourceSafe client installed. The operators who will work at these stations should be thoroughly trained on SourceSafe in general and the specific interaction of SourceSafe and TeleForm before they begin working.

Add Network Login Names to SourceSafe

Cardiff recommends that you take advantage of the Use network name for automatic user login function in SourceSafe.

1. Start the SourceSafe Administrator program.

2. From the Tools menu, select Options.

3. Enable the Use network name for automatic user login option.

4. Add the network login names of your Designer and AutoMerge Publisher operators to the list of SourceSafe users.

5. The Designer operators will be able to move items in and out of revision control without being prompted to login to SourceSafe.

6. The AutoMerge Publisher operators will be able to merge data onto forms that are subject to revision control without being prompted to login to SourceSafe.

150 Set Up

Step 2: Enable TeleForm SecurityCardiff strongly recommends that you enable the TeleForm Security function and limit the security rights for the Designer and AutoMerge Publisher operators. The following rights are recommended:

• Run Designer

• Run AutoMerge Publisher

• Create Forms

• Open Forms

• Delete Forms

• Import/Export Forms

The following rights would allow an operator to modify the revision control settings in TeleForm, and as such you should seriously consider disabling them:

• Administrator

• Configure Designer

• Configure AutoMerge Publisher

Step 3: Configure TeleFormSourceSafe must already be installed and functional before you can link it to TeleForm.

1. Start TeleForm Designer.

2. From the Utilities menu, click Configuration.

3. On the Global & Local TeleForm Settings dialog box, open the Multiuser Features — Revision Control tab.

4. Select the Enable checkbox.

5. The Select Revision Control Provider dialog box will appear. This dialog box will automatically be populated with the revision control clients found on your computer. Choose your revision control software and click OK.

6. You will be prompted to Select or add the base project. Click Yes to continue, No to stop the process of configuring revision control.

7. On the Visual SourceSafe Login dialog box, type your user name, password (if any) and use the Browse button to select the SourceSafe database.


8. On the Add to SourceSafe Project dialog box, select an existing project or type the name of a new project.

9. Click OK on the Revision Control tab.

Aux Label

This field shows the root directory of Microsoft Visual SourceSafe. Revision Control is a multiuser feature. Cardiff recommends that you link to a database that is available to all users.

Base Project

This field displays the project in the Microsoft Visual SourceSafe database to which your form and Shape Library files will be added and from which they will be checked in and out.

Options

This button launches a control dialog box from SourceSafe. See your SourceSafe documentation for more information on this tool.

152 Set Up

WHAT TO DO, WHERE TO DO ITThe following table lists the revision control tasks that can be performed and what program they should be initiated in: TeleForm or Microsoft Visual SourceSafe.

As a general principle, you should never do anything from Microsoft Visual SourceSafe that you can do from TeleForm. See page 149 for a list of problems that can occur if you perform tasks in the wrong application.

Task TeleForm SourceSafe

Rename items Yes NO

Add items to revision control Yes NO

Check in items Yes NO

Check out items Yes NO

Run History command Yes NO

Run Differences command Yes NO

Delete folders or forms that are subject to revision control Yes NO

Search for deleted items No Yes

Create Base Project in Microsoft Visual SourceSafe database for storing TeleForm item.

Yes Yes (Not recommended)

Purge items that have been deleted from within TeleForm. This task should be performed periodically by an experienced SourceSafe administrator.

No Yes


USING REVISION CONTROLRevision control commands can be initiated from TeleForm Designer and the Shape Library.

Revision Control in DesignerTo access the revision control commands in Designer, right-click a folder or form in the Select Form(s) dialog box:

Visual Indicators

Yellow form folders are not subject to revision control. Gray form folders have been added to revision control.

Red checkmarks next to forms show that they are checked out.

Revision Control in the Shape LibraryTo access the revision control commands in the Shape Library, use the Library menu.

You cannot place the shapes within the Shape Library in revision control. The entire Shape Library file (GLS file) is subjected to revision control. The check out, check in, history, and difference commands are performed on the entire GLS file.

154 Using Revision Control

Revision Control TasksAfter you have enabled revision control, form designers can perform the following tasks:

• Add items to revision control

• Remove from Revision Control

• Check out

• Undo check out

• Check in

• History

• Difference

• Validate Files

Add items to revision controlItems that are added to revision control are copied to the SourceSafe database. The copy that remains in your TeleForm directory structure is given a status of read-only. You cannot edit these files unless you check them out or remove them from revision control.

Previously Removed Files

If you add an item to revision control after previously removing it, you will be notified that “A deleted file of this name already exists in SourceSafe. Do you want to recover the deleted file instead of adding your local” file?

Yes

The file on your local hard drive will be replaced by the file in SourceSafe which you had previously removed from revision control.

No

The file on your local hard drive will be added to SourceSafe. The file that had previously been removed from revision control will need to be purged at some time.

Add form folders to revision control

You must add the form folders that contain forms you wish to add to revision control before you can add the forms themselves.

To add form folders to revision control, right-click the folder in the Select Form(s) or Delete Form(s) dialog boxes in TeleForm Designer and select the Add to revision control command.

The Add to Revision Control dialog box allows you to choose from the following options:

• Add only the folder (which becomes a project in SourceSafe). Do not select either of the checkboxes.

• Add the folder and the forms it contains. Select the Add forms checkbox.

• Add the folder and any sub-folders (all of which become projects in SourceSafe). Select the Add sub-folders (recursively) checkbox.

• Add the folder, sub-folders, and forms these folders contain. Select both the Add forms and the Add sub-folders (recursively) checkboxes.


Remove from Revision ControlThe process of removing forms and library files from revision control differs from that used to remove form folders from revision control.

Remove forms and library files from revision control

When you remove a form or GLS file from revision control, it is deleted from the SourceSafe database. You cannot remove a form or GLS file from revision control when it is checked out.

Remove Folders from Revision Control

When removing a folder from revision control, you will see the Remove From Revision Control dialog box:

Folder

This field shows what folder was selected for the Remove from revision control command. You cannot edit this field.

Remove forms

When this option is enabled, all the forms in the selected Folder will be removed from revision control and deleted from the SourceSafe database. The versions of the forms on your hard drive will remain.

If you do not select this option, the forms will be removed from revision control but will remain in the SourceSafe database. The versions of the forms on your hard drive will remain.

Remove sub-folders (recursively)

This option is always selected.

Check outYou can Check out forms and Shape Library files after they have been added to revision control. When an item is checked out, the copy in your local TeleForm directory structure is assigned a status of read-write and can be modified.

You cannot Check out form folders.

Undo check outThe Undo check out command undoes changes that have been made to an item since it was checked out. The copy of the item in your local TeleForm structure will not be checked back in to SourceSafe. Instead, the copy of the file in SourceSafe will be retained and copied out to your local TeleForm directory structure.

Undo check out works only on files that have been checked out.


Check inYou can check in forms and Shape Library files after they have been added to revision control. When an item is checked in, the file in your local TeleForm directory structure is assigned a status of read-only and cannot be modified. A copy of this file is added to the SourceSafe database.

You cannot check in form folders, since these folders cannot be checked out.

1. When you initiate a Check in command, the Check In dialog box will appear.

2. Add a Comment, if desired. Comments can be viewed in the History — Details dialog box, available by running the History command.

DifferenceThe Difference command compares the copy of a file that is stored in the SourceSafe database with the copy of the same file stored on your local TeleForm directory structure.

After the comparison is performed, you will be notified either that the files are identical or that they differ. No detailed explanation of the differences will be provided, since SourceSafe cannot determine “what” has happened to binary files (such as TCD and GLS files), only that some bytes are not in the same locations.

Difference Command in the Shape Library

When run on a Shape Library file, the Difference command triggers a binary file comparison without regard to contents.

Differences will not be apparent until you Save the modified Shape Library file on your local TeleForm directory.

Difference Command and Form Folders

You cannot run a Difference command on form folders.

Difference Command and Forms

When run on a form, the Difference command will simply detect whether the saved version of the form within your TeleForm directory differs from that stored in the SourceSafe database. You will be notified that the files are identical or that they differ, but no detailed information on the differences will be made available.


History You can run a History report on forms and Shape Library files after they have been added to revision control. You cannot run a History report on form folders.

A dialog box containing a summary of the revision control tasks that have been performed on the item will be generated. To view any Comments that were applied to the item when it was checked in, click the Details button.

The History function also allows you to revert to a previously saved version of the form or GLS file.

Validate FilesThe Validate Files command initiates the following sequence of events:

1. Scans TeleForm’s form folders to make sure that they are registered in the form folder tables. Each folder is subject to the following actions:

• Validation using the FOLDER.INI file. This file contains enough information to re-register the folder in the folder table should the table get lost due to a system failure or the folder is restored from revision control.

• Verification that forms in the folder are registered in the form table and folder member table.

• Verification that there are no duplicate form files (same form in multiple folders). If any duplicate forms are found, you will be prompted as to which copy to keep. Duplicate files are moved to the TELEFORM\FRM\$DUPLICATES folder.

• Elimination of form fragments (i.e. tfxxxxx.00x files from pre-v8 TeleForm versions). Fragments are moved to the TELEFORM\FRM\$REMOVED folder.

• Validation that the form table record lists the correct form version based on the filename. V7 and earlier versions of TeleForm used different file extensions than TeleForm v8 forms.

2. Checks the form table to make sure that all entries have a valid form file. Invalid entries are removed.

3. Checks the folder tables to make sure that all entries are valid. Invalid entries are removed.

4. Validates the Recognition Set folders. Backups of entries are kept in RECSET_<name—.INI files in case of table loss.

5. Validates the Security Groups. Backups of entries are kept in GROUP_<name—.INI files in case of table loss)


6. Scans all the form folders to validate revision control status of forms and folders:

• Checks that revision controlled TeleForm folders are also present in the revision control system. If not, the state is repaired.

• Checks that forms which are not subject to revision control have read-write status.

• Verifies that forms which are subject to revision control and are checked out have read-write status.

• Make sure that all forms which are subject to revision control and are not checked out have read-only status.

• Check that the package of form files (scripts, graphics, merge setups, etc.) are present and correct for the version of the form (TCD file) on the local hard disk. This check is important if a Get command is performed from the SourceSafe client.

When to Validate Files

The Validate Files command is designed to fix some common user and system errors. While it is safe to use at any time and can repair certain types of damage, it is not a magic bullet for repairing any TeleForm problem. The following list explains the conditions and actions that may require use of the Validate Files command.

1. If you are experiencing problems with the internal tables listed below.

2. After restoring your TeleForm system from backup tape. You should reinstall TeleForm after the restoration but before running the Validate Files command.

3. If files in the TeleForm directories have been manually manipulated from outside the TeleForm system, such as with Windows Explorer.

4. After using the Get command from SourceSafe.

5. After removing or renaming a SourceSafe project corresponding to a TeleForm form folder from SourceSafe.

Triggering the Validate Files Command

1. Right-click a folder in the Select Form(s) dialog box in Designer.

2. Select Validate Files from the Operation list in the TeleForm Migration Utility.

3. Select the Validate files at next startup option from the Global & Local TeleForm Settings — Designer — Advanced dialog box.

Tables Subject to the Validate Files Command

The Validate Files command affects six TeleForm database tables.

Form Table

tfidtbl

Form Folder, Recognition Set Tables

tffldr, tffldmem

Group Folder Tables

tfgrpfld, tfgrpmem

Merge Setup Records

tflogex



CHAPTER 14 Technical Resources

ABOUT THIS CHAPTERThis chapter describes the available sources of technical information about your TeleForm system:

• Online Help

• User Guides

• Tutorials

• Software Developer’s Kit

• Cardiff Web Site

• Technical Support

In addition, this chapter includes a table describing exactly how to find technical information on specific TeleForm features in the online Help and the User Guides. This table begins on page 167.

ONLINE HELPOnline Help files are the primary technical resource for TeleForm information.

You can access the main TeleForm Help system from any TeleForm module by pressing the F1 key or using the Help menu. Most TeleForm dialog boxes also include a context-sensitive Help button that calls up a relevant topic.

Other Help FilesIn addition to the main TeleForm Help, Cardiff also provides Help files specific to products and needs:

Remote Capture Station Help

This help file is installed along with the Remote Capture Station and provides information tailored to RCS operators. The Remote Capture Option can only be used with Enterprise and Workgroup customers.

Web Capture Client Help

This help file can be accessed through the Web Capture Client. The Web Capture Option is only available to Enterprise and Workgroup customers.

VBA Scripting Help

The VBA Scripting Help file describes the methods and objects available for customizing TeleForm. It is installed by the regular TeleForm setup program.

Chapter 14: Technical Resources 161

USER GUIDESCardiff’s User Guides are designed to provide information about specific products and applications. Some of this information will be covered in the Online Help, but many details, including installation instructions, can be found only in these guides.

The entire TeleForm User Guide library is provided as Adobe PDF files on the TeleForm installation disc. You can either view PDF files directly from this installation disc or install them to your computer.

Downloading Revised DocumentsCardiff updates our user guides on a continuous basis. To download the latest revision of a user guide:

1. Go to https://customers.cardiff.com/support/logon.jsp and log into Cardiff’s customer service site.

1.1 If you do not already have a support account, you will be prompted to create one.

2. The Support Index page will appear.

3. In the Knowledge Base list, click Documentation.

4. The support site will generate a list of available documents.

5. In the Category Navigation list, click TeleForm. Browse for the desired documents.

Ordering Hard Copies of User Guides1. Visit http://www.ondemandmanuals.com.

2. Select the Bookstore.

3. Click Browse aisles.

4. Select the Cardiff Software aisle.

5. Locate the desired guides and order.

Available User GuidesThe TeleForm User Guide library includes the following documents:

Getting Started with TeleForm

This guide provides installation instructions and a basic introduction to TeleForm.

Workgroup System Management Guide

This guide provides everything you need to know about TeleForm Workgroup, from installation to configuration to maintenance.

Enterprise System Management Guide

This guide gives you installation instructions and operational guidelines for an Enterprise system.

TeleForm Enterprise Best Practices Guides

We’ve combined dozens of helpful hints about setting up and running a TeleForm Enterprise system in this handy document.

MediClaim Option User Guide

This guide explains the customized features of Cardiff’s MediClaim Option, which enables TeleForm to process HCFA-1500 and UB-92 medical claims forms.

Remote Capture Station Guide

This guide provides installation and configuration information for Remote Capture Station operators. Instructions on using the Remote Capture Station are supplied via the Remote Capture Station Help file.

162 User Guides

http://www.ondemandmanuals.com



TUTORIALSThe TeleForm Tutorials walk you through step-by-step instructions that demonstrate valuable product features and applications. There are currently two tutorials, with more being developed:

• Introduction to Form Design and Processing

• Using TeleForm for Form-Based Capture

Each tutorial consists of instructions and a number of sample files. The instructions are provided via an online Help browser that can be left open while you work in the actual TeleForm applications. The sample files save you the trouble of creating graphics, textual information, and form or document images.

Installing

The tutorials can be installed by running the Setup program on the TeleForm installation disc.

Accessing

To access the tutorial instructions, click Start — Programs — Cardiff TeleForm — Documentation — Tutorials and make the appropriate selection.

SOFTWARE DEVELOPER’S KITThe Help files in the TeleForm SDK provides specific information on customizing TeleForm.

Installing

The SDK Help files can be installed by running the Documentation Install program on the TeleForm installation disc.

Accessing

To access the SDK Help files after they have been installed, click Start — Programs — Cardiff TeleForm — Documentation — SDK and make the appropriate selection.

CARDIFF WEB SITEThe Cardiff Web site, http://www.Cardiff.com, provides a wealth of information about TeleForm. The site includes:

• News updates;

• A list of Frequently Asked Questions (FAQ) that you can search for solutions to common problems;

• A Scanner Wizard to help you find scanners that are certified for use with or compatible with TeleForm;

• A list of fax servers that are certified for use with TeleForm;

• A library of Cardiff documents in Adobe Acrobat PDF format;

• Free downloads of Connect Agents, Service Packs, patches, and other useful software;

• A glossary of terms you may encounter when working with your system;

• White Papers explaining the use of TeleForm in real-world scenarios;

• An Operating System (OS) Wizard to help you determine if your computer OS is compatible with your version of TeleForm and any other Cardiff products;

• Automatic email contact to Cardiff’s Technical Support and Sales departments.

Accessing www.Cardiff.com from TeleFormThe Help menu and the www.Cardiff.com toolbar

button provide direct links to Cardiff’s Web site.


http://www.Cardiff.com

TECHNICAL SUPPORTWe want your Cardiff software to be configured properly and to perform to your expectations. To ensure this, a dedicated and knowledgeable team of technical support representatives is available to assist new customers and those who have purchased a support and maintenance contract.

All new customers receive 60 days of free technical support beginning on their ship date for new product purchases.

After the 60 day trial period, customers may purchase an annual support and maintenance plan. This plan offers the following benefits:

• Unlimited technical support;

• Bug fixes;

• New point releases that enhance the return on your TeleForm investment.

Point releases are only available to customers with an Annual Support and Maintenance Plan. Express shipping and handling is available for new point releases for a nominal fee. Contact your Cardiff sales representative for more information.

See the following sections for more information:

• Before Contacting Tech Support

• Collecting Troubleshooting Files

• How To Contact Tech Support

Before Contacting Tech SupportIf you have a question about TeleForm, you should first look in the online Help, the appropriate User Guide, or on the Cardiff Web site for answers. Frequently Asked Questions (FAQ) are available on the Web site’s Technical Support page. If you still can't find answers to your questions, contact Cardiff's Technical Support team.

Before you call Technical Support, please have the following data available:

• The version and build number of TeleForm that you are running. This information can be found by clicking About from the Help menu of any TeleForm module;

• The license code of your software. You can find it by starting the TeleForm License Manager utility and clicking File — License Info;

• The problematic template and several files that were identified / classified as that template.

• Detailed information about your workstation (and server, if applicable) hardware, including processor speed, available memory (RAM), and disk space;

• A description of what you were doing when the problem occurred;

• The exact wording of any warning messages;

• Any other details pertinent to your problem.

164 Technical Support

Collecting Troubleshooting Files1. Create a “Troubleshooting” folder on a local drive.

2. Start TeleForm Designer.

3. From the File menu, click Templates..... The Templates dialog box will appear.

4. Navigate to the desired folder location.

5. Right-click the troublesome template and select Export. You can select multiple templates simultaneously and right-click them to access the Export command if desired.

6. The Export dialog box will appear.

7. If you did not do so earlier, select the template(s) you need to troubleshoot.

8. In the To directory field, Browse to your new Troubleshooting directory.

9. In the Export Format list, select TFT.

10. Select the Export dictionaries with templates option.

11. Click Export. A copy of the template will be saved to the Troubleshooting directory.

12. Start TeleForm Verifier.

13. From the Utilities menu, open the Image Management Dialog.

14. In the Template window, select the “troublesome” template.

15. In the Stored Images list, select 5-10 files that were identified or classified as the template.

16. From Verifier’s File menu, click Save As and save the files to the Troubleshooting directory. Accept the default Save as type selection.

17. Create a “ReadMe.txt” file that contains step-by-step notes on the events leading up to the problem. Save this file in a text (.txt) format in your Troubleshooting directory.

18. If possible, compress the Troubleshooting directory.

19. Email the compressed Troubleshooting directory to your Cardiff Technical Support representative.


How To Contact Tech SupportContact the office appropriate to your location.

North/South American SupportEmail: [email protected]

Hotline: (877) 483-7489

Direct: (403) 294 - 1107

Fax: (403) 750 - 4100

Hours: 7:00am to 6:00pm MST (GMT-8) (or leave voice mail)

European & Worldwide SupportEmail: [email protected]

Phone (Toll Free): 00-800-4837-4890

Phone: 403-294-1107

Hours: 9.00 am to 5.00 pm (GMT+1) (or leave voice mail)

166 Technical Support

INFORMATION INDEX

Feature / Option Guide or Help file Index keyword (Help) or Chapter (Guide)

Auto Exports Main TeleForm Help Auto Export

Automated Batch Creation Main TeleForm Help Automated Batch Creation

Batch ProcessingMain TeleForm Help Batch Processing

Getting Started with TeleForm Overview of TeleForm Processing

Capture Main TeleForm Help Capture

Classification Main TeleForm HelpCaptureQuality Control

Connect Agents Main TeleForm HelpConnect AgentsExport Connect AgentsAuto Exports

Data Entry Fields Main TeleForm Help Data Entry Fields

Designing forms Main TeleForm Help Forms — Designing

Document Templates Main TeleForm HelpCaptureDocument Templates

Existing Forms Main TeleForm Help Existing Forms

Exporting data from collected forms Main TeleForm Help Auto Export

Form Design Main TeleForm Help Forms — Designing

Form ID Main TeleForm Help Forms — Identification

Image Rotation Main TeleForm Help Rotate image

Indexing Main TeleForm HelpCaptureQuality Control

Installation

Getting Started with TeleForm Installing TeleForm and Supporting Components

Workgroup System Management Guide Installation

Enterprise System Management Guide Installation

Job Processing Main TeleForm Help Job Processing


Merging Main TeleForm Help Merge

Package Templates Main TeleForm HelpPackage TemplatesCapture

Page Link fields Main TeleForm Help Page Links

Quality Control modes Main TeleForm Help QC Modes

Recognition Settings Main TeleForm Help Recognition

Remote Capture Station

Remote Capture Station Guide All

Remote Capture Station Help All

Workgroup System Management Guide Remote Capture Option

Enterprise System Management Guide Remote Capture Option

Scanner management Main TeleForm Help Scanners

Scanner setup Getting Started with TeleForm Installing TeleForm and Supporting Components

Scripting TeleForm VBA Scripting Help All

TeleForm Enterprise Enterprise System Management Guide All

TeleForm Workgroup Workgroup System Management Guide All

Web Capture Option

Workgroup System Management Guide Remote Capture Option

Enterprise System Management Guide Remote Capture Option

Web Capture Client Help All

Main TeleForm Help Web Capture

Feature / Option Guide or Help file Index keyword (Help) or Chapter (Guide)

168 Information Index

APPENDIX AGlossary

Activate Moving a form from the design stage to the production stage, allowing it to be identified and evaluated by TeleForm Reader.

Active Refers to the window, object, or icon that “has focus” — keystrokes and mouse clicks apply to the “active” item.

AutoMerge Publisher (AMP) A TeleForm module that allows you to distribute documents via printer, fax or email.

Append To add data to the end of an existing file.

Application A Windows program.

Application icon A graphic on the desktop, Start menu, etc., that represents an application.

Application window The work area of a running application.

Banding Dragging a cursor over a specific area. When used for Traditional and VersiForms, banding selects all the objects in the area.When used with Existing forms, TeleForm will attempt to match an equivalent data Entry Field to the original.

Bar Code Sets of characters that are represented as a series of black bars and white spaces. The bars and spaces represent characters that can be read by TeleForm or other devices.

Bitmap An image made up of individual pixels.

Blank A field that does not contain any data.

Appendix A 169

Block Form ID A block at the top of a Traditional form that TeleForm reads to aid in identification.

Border A rectangle that encompasses an object and defines the object's perimeter on a form.

Box-style Choice Field A Choice Field where the standard bubbles are replaced by small boxes that the user can mark (i.e. fill in, check, or “x”)

Bubbles Circles that a user darkens to indicate a selection. May be part of an Entry Field or a Choice Field. The term is also used generically to refer to the choices in underline fields, box-style fields, and response-style choice fields.

Check box A small square that appears in a dialog box. It can be selected or cleared. When selected, it contains either a check-mark or an X.

Choice Field A data Entry Field that includes one or more choices. Each choice consists of a bubble, a display value, and storage value.

Choice Option One element (bubble, display value and storage value) of a Choice Field.

Choose To select an item or command by clicking on it or by using the appropriate key sequence.

Click To quickly press and release the left mouse button.

Client Recipient of data in a Dynamic Data Exchange (DDE) conversation.

Clipboard A temporary storage area for cut or copied text and graphics that can be pasted into another TeleForm form or another Windows application. The clipboard holds information until another selection is cut or copied.

Close To shut down a document or application window.

Cold link In DDE, a conversation in which the client only receives data from the server when the client requests it.

Comb-style Print Field A data Entry Field that lets users hand print alphabetic or numeric characters with a specific appearance. Identical in nature to a Constrained Print Field, but it looks like this:

Command A word or phrase, usually found on a menu or a button, that you choose to carry out an action.

Constrained Print Field A data Entry Field that lets users hand print alphabetic or numeric characters with a specific appearance so that they can be interpreted by TeleForm. It looks like this:

Conversation Exchange of data between two applications using DDE protocol.

Copy To put a copy of the selected text or item on the Windows clipboard that can be transferred it to another location.

170 Appendix A

Cornerstone Any of the four blocks automatically placed at the corners of a Traditional form that aid in alignment and interpretation of returned forms. (a type of reference mark.)

CSV Comma Separated Values. A format in which TeleForm can save data for use in exporting to other applications.

Cursor A visual marker that indicates the area in which you are working. Depending on the function, the cursor may appear as an arrow, insertion bar, crosshair, or other shape.

Cut To remove an item from a document and put it onto the clipboard.

Data Information maintained in individual fields and records.

Data Entry Field A form element provided by TeleForm which users darken or otherwise use to enter printed information. Data Entry Field types include constrained print fields, choice fields, entry fields, and Image Zones.

Data Group A type of group that can be applied to multiple data entry fields to combine their values into a single field value.

Date Field The date field is a TeleForm object capable of performing date validations on your form. It can also export date values to databases that can accept such information.

DCX A graphical image file format that supports multipage PCX files.

DDE Dynamic Data Exchange. A windows communication interface that allows windows applications to exchange data.

Defaults Predefined TeleForm settings such as confidence threshold, printer settings, and so on.

DEL Delimited values. A format in which TeleForm can save data for use in exporting to other applications.

Detail Group A type of group that can be used to instantly create data tables and similar multi-row field structures from a single field or group of fields. Data entered into each row are stored as a records of the detail group field.

Device Driver A file that tells your computer how to operate a peripheral device such as a mouse or printer.

Dialog box A box that appears in response to a command that allows you to control or configure an element of TeleForm.

Directory A collection of files and subdirectories that are stored at the same location on a disk.

Document window A window in an application where a file can be viewed and edited.

Double-click To click the left mouse button twice in rapid succession.

Appendix A 171

Draft A form that has not been activated. Draft forms can be printed and distributed, but cannot be identified or evaluated by Reader.

Drag To hold down the left mouse button while moving the mouse.

Dropout form A form that is professionally produced using drop out ink. Drop ink is a special colored ink that is invisible to your scanner. When dropout forms are evaluated, TeleForm Reader does not need to perform line removal, so there is no risk of removing parts of characters that overlap field lines.

Edit To add, change, or delete text and/or graphics.

Entry Field A data Entry Field consisting of any number of bubbles with corresponding single character data storage values.

Exclude Zone An area of the form where no recognition occurs. Exclude zones can be drawn onto forms using the Exclude Zone tool in TeleForm Designer. Exclude zones are generally used to prevent the interpretation of text inside a recognition area, such as pre-filled text inside an Image Zone.

Existing form A form that was initially created in some application besides TeleForm. These forms can be scanned into TeleForm Designer and overlaid with TeleForm data fields to enable recognition.

Explicit ID field A field that is added to Existing forms to uniquely identify the form to TeleForm.

Export To copy a form or form data from the hard disk to another directory or disk. Exporting data requires selecting an export format so the data can be used by another application.

Extension The last three characters in a file name following the period.

Field A data gathering object that is filled out by the form user and read by TeleForm. Can also be a reference to a data element in a database file.

File A document or application that has been given a name.

File format The structure or arrangement of data stored in a file.

File name The name of a file. In DOS and Windows, file names are generally composed of one or more naming characters, followed by a period separator and one to three extension characters to identify the file format.

Flat-file database A database in which all related information is contained in a single table.

Font The shape of a set of characters. Each set has a unique name, such as Helvetica or Times Roman.

Form A TeleForm document designed to gather data automatically.

172 Appendix A

Form ID The unique identification number for a TeleForm form, whether Traditional, VersiForm, or Existing. For Traditional and VersiForms, the Form ID is a physical mark or set of numbers on the form itself.

Form name The name of a TeleForm document. In TeleForm, this can be up to 30 characters and does not need to have an extension.

Form template The complete set of form properties that have been set, saved, and activated for a form in TeleForm Designer. When a form is evaluated, TeleForm Reader identifies the form and then references the form's template to obtain the evaluation and export instructions for the form.

Format The structure of a data file. Specifies the type of database to which file data will be exported. Also, to prepare a disk so that it can hold information.

Grab handles Small black squares that appear on the edges and corners of an object when it is selected.

Grid Vertical and horizontal guidelines whose spacing and measurement units can be defined as an aid to form design.

Group (standard) A collection of objects that behave as one object.

Highlighted Indicates that an object or text is selected. Highlighted items are displayed in a different color than normal items.

Hot link In DDE, a conversation in which the server sends data to the client whenever the data changes or becomes available.

Icon A graphic representation for various elements, such as application programs.

ICR An acronym for Intelligent Character Recognition. The technology used to read and convert hand-printed text from a graphical image format to an editable text format.

Image Zone An area on a form that TeleForm reserves for capturing data (e.g. a bar code, encrypted text) and/or images (e.g. a drawing).

Import To copy a form or form data from another directory or disk.

Insertion point Refers to the location of the cursor. The place where text will be inserted when you type.

Library A TeleForm file in which frequently used objects and groups of objects can be stored.

Log A chart, list, or table of events that have occurred.

Machine Locking Tying TeleForm to a specific computer through the Activation Wizard. TeleForm must be activated before it can run.

Magnify In TeleForm, to enlarge a form on the screen to twice its actual size so that objects can be edited in detail.

Appendix A 173

Master-detail A term used for forms that include Detail Groups. It defines the relationship between two data tables. The master table (or Order table) contains the main records; the detail table (or Line Item table) contains Detail Group records. Multiple Detail tables can exist for each order table.

Menu A list of commands that appears under each menu bar item.

Menu bar The horizontal bar that contains the names of TeleForm menus. It appears below the title bar.

NonForm (1)The form status assigned to a document that is not recognized by TeleForm Reader as being a TeleForm form. (2) A form or page that is not a TeleForm document.

Non-recognition form A form that is designed to not be interpreted by TeleForm, and as such, does not need to be activated or contain reference marks.

Object An item placed on a form that can be text, graphics, shapes, or data entry fields.

Object ID A unique identifier assigned for form data entry fields (sometimes called a field name).

OCR Optical Character Recognition. The technology used to read and convert machine-printed text from a graphical image format to an editable text format.

Open To display the contents of a form in a window or to enlarge an icon to a window.

Option button A small round button that appears in a dialog box and is used to enable an option.

Overlay field A TeleForm data field that is positioned directly over the background image on an existing form. When the existing forms are filled out and evaluated, TeleForm interprets the text and marks as part of the overlay field and processes it accordingly. In this way, overlay fields allow recognition to occur on existing forms.

Page link An element repeated on every page of a form that serves to link the pages (should they happen to get separated) when the form is returned.

Paste To transfer the contents of the clipboard to an application.

Path The location of a file in a directory tree. For example, forms held for verification may be stored in TELEFORM\SUS.

PCX A file format for storing one page images in the form of a rectangular bitmap. TeleForm can store Image Zones as PCX files.

PDF-417 A set of high density 2 dimensional bar code symbology.

Pixels The smallest graphic units on the display screen.

174 Appendix A

Point size A unit of measure for text. A point is equal to 1/72 of an inch.

Pointer An arrow-shaped cursor that indicates the mouse position. Used in TeleForm to move objects.

Preprocessing The process of enhancing an image as it is processed by TeleForm Reader. This process applies various filters to the image to increase its clarity and remove unwanted lines and noise before it is evaluated.

Priority You can set varying priorities for batches and Connect Agents. The allowable range is 0-255, with the default being 100. 0 is the highest priority. 255 is the lowest priority.

Proportional font A font in which different characters have varying widths.

RAM An acronym for Random Access Memory. It can be read from or written to by the computer or other devices. Information held in RAM is lost when you turn off your computer.

Raster font A font created as a graphic bitmap image. It is available only in a fixed size and is not scalable. A raster font is used mostly on the screen, but is also used by some dot-matrix printers and built into some laser printers.

Recoflex A software utility built into TeleForm that combines the interpretation results of several recognition engines and applies complex algorithms and artificial intelligence routines to determine which result is the most accurate.

Recognition set The currently active set of forms that TeleForm Reader is able to recognize and process.

Record A horizontal row in a database that contains a group of related fields of data.

Reference marks The alignment marks that are automatically placed on a Traditional or VersiForm form and aid in its interpretation (for Traditional forms they are also called cornerstones).

Relational database As opposed to a flat-file database system, in which all related information is contained in a single table, a relational database can store related information across a number of tables, and can create relationships between tables based on common data. See “Master-detail” on page 174.

Response field A special class of Choice Field where users circle the desired option rather than fill in a bubble field.

Response mark The portion of an Entry Field or a Choice Field that a user darkens in order to indicate the desired value. Can be bubbles, squares, and other such marks.

Right-click To quickly press and release the right mouse button.

Save To store a file or document on a disk using the Save or Save As commands.

Scaled point size A point size that approximates a specified point size for use on the screen.

Appendix A 175

Script A short program or routine that can be used by a program to enhance its function or provide additional capability.

Scroll arrow An arrow at either end of the scroll bar that helps you scroll through information. Click on the scroll arrow to advance by one line, or press the mouse button to scroll continuously.

Scroll bars The bars that display at the bottom and right edge of a window when the contents of the window are not entirely visible.

Select To highlight an object or a menu command by clicking on it.

Server Source of data in a Dynamic Data Exchange (DDE) conversation.

SQL Structured Query Language. Adopted by the American National Standards Institute (ANSI) as the standard language for relational database management systems (RDBMS). SQL includes programming commands for data definition, data manipulation, data retrieval, security, and transaction processing.

Standard group A collection of objects that can be moved, cut, copied, and pasted as a single object. Often useful to retain the spacing between fields during form design.

Status bar A bar that displays underneath certain TeleForm windows that provides information about the items in the window.

TeleForm Control Center A snap-in for Microsoft Management Console (MMC) that allows you to manage your TeleForm network.

TeleForm Database Utilities The TeleForm utilities that allow you to optimize and maintain your database files.

TeleForm Designer The TeleForm application where all forms are created and managed.

TeleForm form Any form created in TeleForm Designer that can be evaluated by TeleForm Reader.

TeleForm License Manager The TeleForm utility where your registration code and license codes are managed.

TeleForm Monitor The TeleForm utility that monitors the status of every workstation.

TeleForm Reader The TeleForm application responsible for interpreting forms. Although forms can be received when this application is closed, they cannot be interpreted unless TeleForm Reader is running.

TeleForm Remote Capture Station

The TeleForm application that allows forms and documents to be captured remotely, then transferred to the main TeleForm system for evaluation.

TeleForm Scan Station The TeleForm application that turns completed forms into batches that can be processed by Reader and Verifier.

TeleForm Stats The TeleForm application that collects statistics for workflow analysis.

176 Appendix A

TeleForm Verifier The TeleForm application where returned forms that contain suspect data are corrected. Forms can also be filled in by keyboard from Verifier.

TeleForm Viewer The TeleForm utility for viewing forms and images.

Template A layout for data entry fields that includes fields and separator characters, such as commas, hyphens, and slashes. For example, a date format may include slashes to separate month, day, and year (2/2/2).

Text Any characters entered on a form or data Entry Field that are not treated numerically.

Text cursor The text cursor appears whenever the insertion point is in a text field, such as when editing a text object.

TIF Tagged Image File format. A graphical file format commonly used for fax transmissions.

Title bar The horizontal bar at the top of a window containing the title of the window.

Topic Name of the topic of a DDE conversation, usually a form name.

Traditional form A form created entirely in TeleForm Designer, containing the cornerstone reference marks and visible User ID.

Underline-style Choice Field A Choice Field where the bubbles are replaced by underscores where the user can draw a mark (check, or “x”)

User ID A name associated with a form that identifies the person to whom it was sent, therefore identifying who returned the form.

VersiForm A form created in TeleForm Designer, containing the flexible reference marks and text or bar code Form ID.

Warm link In DDE, a conversation in which the client is notified each time the data changes at the server (at least data which is relevant to the conversation). Upon notification, the client may request to have the actual data sent to it.

Window A rectangular area on the computer screen in which an application is run. Windows can generally be manually resized, maximized, and minimized.

Appendix A 177

178 Appendix A

Index

Symbols

.NET 23

.Net 2.0 62

A

Add New System 77Advanced configuration 111Alerts 108AMP

Service 98Application Compatibility Scripts 142Application compatibility scripts 142Archiving images 132

B

Bad evaluations 117Bad images 117Batches

Purging 131

C

Cardiff web site 163Character Mode 126

Appearance tab 127Best guess character display options 127Exclude confusable characters 126Exclude if confidence is less than 126Exclude Image Zones 126General Options tab 126Number of columns and rows to display 126Number of corrected characters to display 126Number of uncorrected characters to display 126Setting colors 127Sorting 126

Citrix system requirements 140Concurrent Users 59

Configuration Options tab 112Configuration settings

Verifier configuration 120Configuring global settings 111Configuring station settings 112Configuring user settings 113Connect Agent setup 53, 68Connect Agents 33Connecting modules to multiple TeleForm

systems 77Control Center

Action menu 103Alerts 108Alerts branch 102Configuration Settings branch 102Current Workload branch 102Customizing 103Email alerts 108Global settings 111Reports branch 102Resolving inefficiency 114System branch 102

Control Center branches 102Correction options

Character Mode 126Field Mode 125Form Mode 123Verifier 121

Customizing Verifier 119

D

Designer tab 112Directory connection 50DSS Files 48, 59

E

Email alerts 108Enable synchronization 52, 69Export Connect Agents 33

Index 179

F

Field character threshold 121Field Mode 125

Appearance tab 125Automatically skip to the next questionable

character 125Don’t allow incorrect entry 125Exclude Image Zones 125General Options tab 125Number of fields to display 125Setting colors 125

FIPS 62Firewall 61Form merges 111Form Mode 123

Always prompt before leaving 123Appearance tab 124Automatically move to the next character needing

review 123Correction Options tab 123Default image scaling 124Don’t allow incorrect entry 123Don’t prompt to save data after each form 123Image Positioning tab 124Image Zone font size 124Leave after all fields visited 123Leave after tabbing out of last field 123Leave when user presses enter 123Setting colors 124Skip empty Image Zones 123

Form tracking 104Full tracking 104

G

Global settings 111Advanced configuration 111Form merges 111Image preprocessing 111Job Configuration 111Licenses 111Purge Log 111Reader settings 111Recognition Set 111Security 111

H

Hardware requirementsServer 22

Help files 161

I

Image management options ??–121Image preprocessing 111Installation 21, 33

Network protocols 24Network requirements 24Permissions 26

Installing on your Server 21, 33Intelligent Classification Server 33Internet Information Server 23

J

Job Configuration 111

L

License codes 135License information 136License Manager 136Licensed Modules 135Licenses 111Local System tab 112Logging in 95Logging off 95Look-alike characters 127

M

Mapped Drive 40Mapped Drives 26, 38Merge/Print tab 112Minimal tracking 104Modules 98

Connecting to multiple TeleForm systems 77Licensed 135

MSDE 25Multiple TeleForm Systems 77

180 Index

N

Network cabling 24Network connection 50Network protocols 24Network requirements 24

O

Online Help 161Operating rights 26Optimizing system performance 129

P

PasswordFor TeleForm modules 95

PermissionsInstallation 26

Protocols 24Published Application Manager (PAM) 145Purge Log 111, 130Purging

Batches 131Image Zone files 133Statistics 131Stored images 131

R

ReaderService 98

Reader settings 111Reader Status

Evaluate 116Idle 116Stalled 116

Reader tab 112Recognition Set 111Remote Batch Directory 74Remote batch directory 51Remote batch setup 53, 68Remote settings 52Reviewing archived images 133Revision Control 147–159Rights 26

S

Scripts 142Application compatibility 142

Security 81, 111Changing module password 95Logging in 95Logging off 95

Security Groups 92Adding users 94Creating 94

Select TeleForm System dialog box 77Server

Hardware requirements 22Software requirements 22, 23Web 23

Services 98Session Info 76Settings

Security 81Software requirements

Server 22, 23Station settings 112

Configuration Options tab 112Designer tab 112Local System tab 112Merge/Print tab 112Reader tab 112

StatisticsPurging 131Reader statistics 106Recommended settings 104Verifier statistics 106

StatusActive 116Evaluate 116Idle 116Stalled 116

Support, Technical 164Synchronization 51Synchronization Directory 74System maintenance 129

T

TCP/IP 24Technical Support 164Troubleshooting bad images 117

Index 181

U

UNC 26UNC Path 38, 40User documents 161User settings 113

V

VerifierConfiguration settings 120Correction options 121Customizing for Operators 119Image management options ??–121Keyboard options 122Shortcut commands 122

W

Web Capture Administration 66Web Capture Server 61Web Server 23Web site (Cardiff) 163

182 Index

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