TeleForm is a powerful document and data capture software application, part of our workflow automation tools, that reads the content from documents and forms that have been scanned, as email attachments or received originally by fax.
In order to process documents inside TeleForm forms, you’ll need to design the form template using TeleForm desinger module.
Prior to Designing a Form in Teleform Designer, Follow these 5 Steps
- Identify and meet with the form owner and determine whether the form can be redesigned.
- Obtain copies of any existing versions of this form. Work with the form owner to identify any required changes.
- Identify the goal or intended purpose of your form and your form’s audience.
- Working with a DBA, technical liaison, or business owner, obtain a list of all required fields and field properties. Field properties should include maximum field lengths, required fields, and field types.
- Identify which form type will be used to recreate your new template.
Preparing for Form Design
When designing a form, try to maintain a balance between aesthetics and readability. Every form is unique and should be approached with a cost-benefit analysis. The goal of form design is not to try to be so restrictive as to eliminate all data entry but rather to reduce the amount of corrections that may be needed to speed through the process without restricting the form filler too much. Keep in mind that there may be at least a small degree of Verification required for most forms. However, the elimination of 80%—95% of manual entry is a realistic goal. Even when some manual data entry is required, processing is significantly more efficient when using the Verifier module.
Select Your Form Type
To start the process, you’ve got to launch TeleForm Designer to create a new form template. You’ve got 3 options to choose from … a Traditional, VersiForm and Existing forms. We’ll get into this deeper on another article, but suffice it to say that most forms these days are handily processed using the VersiForm form type. Traditional forms were originally created to process forms that were received by a fax server like RightFax. They still work of course, but the form id graphic is a bit clugey and large, that’s partially why I recommend the VersiForm form type. It’s more elegant, the form ID’s can be moved around on the page and they’re more flexible. Experiment with each and you’ll see what I mean.
Select the Field Types
So you’ve picked your form type in the Teleform designer, probably VersiForm, now you got to add the fields to be captured. The six standard field types used in TeleForm Designer. Each field type has many property settings and if configured correctly can ensure that you’ve captured the data you need and if not configured just right, you’re not going to like the results. Common field types include Constrained Print field, Comb field, Choice field, Entry field, Image zone and Capture zone field. Each field type manages different content. Constrained fields have little boxes for the characters and usually bring very precise results, however, the field itself once printed on paper might not look as elegant as you wish – experiment and you’ll see what I mean. Choice fields are the common true-false and multiple-choice type objects including circles, squares and others. Image Zone fields are very flexible and can capture just about everything from machine print text, hand printing, bar codes and pictures. While Image Zones are flexible they might bring unexpected results if the property settings are nailed down correctly.
Optimize the Field Properties
Comb-style and date fields are simply pre-configured constrained print fields. These field types will receive nearly the same quality of recognition as all other print fields. Print fields are very reliable and will usually bring the most consistent and successful results. In addition to obtaining higher levels of recognition,constrained print fields are much faster and easier to correct within Verifier.
Prior to developing your form, it may be necessary to obtain a copy of the database schema for your back end system. When designing constrained print fields, you will need to specify field lengths, data types, and required fields. It is important that these properties are consistent with those in your back-end environment. Field lengths on your form can be shorter than those identified within your back-end system, however they should never be longer.It is always best to limit the set of expected characters as much as possible. If a field is almost always entered using hand-printed font, do not select the machine-print option within the processing window. Limiting the expected character set will increase the level of recognition achieved for an individual field. Within all field types you can also raise and lower the confidence levels for a given field. A confidence level measures how certain TeleForm must be before bypassing verification. It is recommended that confidence levels are adjusted sparingly. The default confidence levels set by the application are very reliable. Only in rare situations should these levels be modified. In some instances you will need to raise a confidence level for a field that is very critical. There are very few circumstances by which you would want to lower these levels. You will want to conduct additional testing anytime confidence levels have been modified on a given form.
Field Properties Optimization
There are some generic properties found on all field types including Required Field, Always Review, Numeric Ranges, Pre-processing, dictionary files and Database Look-ups. By defining and selecting the appropriate properties you can optimize your form design for better results. Don’t forget if you’re capturing text to indicate which special characters
Optimizing a Job for Form Identification
In order to reduce the time it takes for TeleForm Reader to identify and process a form, you can force Reader to apply some rules to the specific form image or for each incoming batch of images scanned or images picked up from a directory. While in Designer working on the template, select the menu item … Utilities | Job Configuration and select any job to be modified, click on the Form ID/Capture tab. This is where you can force Reader to choose which form ID method should be used to process the incoming images. Options include, Traditional, Existing or VersiForm, by form or Recognition set.