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Chapter 5 Saving and exporting 71

the image-only parts of the input PDF. All text-based elements in a PDF remain untouched

including document metadata, annotations, mark-up, stamps and more. The process can run

automatically or with interaction for zoning or proofing. The Assistant loads files you select

from your file system and returns the results to the same location; choose whether to have the

original files overwritten or retained as backup copies. Zoning and proofing occur in pop-up

windows, with no connection to any documents open in OmniPage at the time.

Creating PDF files from other applications

The Nuance PDF Create product supplied with OmniPage Professional provides the ability to

create Normal PDF files from documents in any print-capable application on your system.

Click File / Print and select the printer ScanSoft PDF Create! Adjust properties as desired

and click OK and supply a file name and location. If View resulting PDF is selected, your

default PDF viewer displays the result.

Sending pages by mail

You can send page images or recognized pages as one or more files attached to a mail message

if you have installed a MAPI-compliant mail application, such as Microsoft Outlook. To send

pages by

e-mail:

•

With automatic processing, select Send in Mail as the setting in the Export Results

drop-down list on the OmniPage Toolbox. The Export Options dialog box appears as

soon as the last available page in the document is recognized or proofed. After export

options are specified, an empty mail message appears with file(s) attached - add

recipients and message text as desired.

•

With manual processing, select Send in Mail as the setting in the Export Results drop-

down list and then click its button. The Export Options dialog box appears

immediately and then the mail message with the attachment(s).

•

Workflows and jobs accept a Send in Mail export step, but they require the recipients

and message text to be specified as workflow settings, so the workflow can be run

unattended.

Sending to Kindle

A Kindle reader is an electronic book product from Amazon. The Kindle Assistant in the

Tools menu lets you create a simple workflow that sends recognition results to a Kindle

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Chapter 5 Saving and exporting 72

account at Amazon; these results are optimized for reader display and appear on the Kindle

device registered to that account.

To prepare a Kindle workflow:

Have your Kindle reader and its associated e-mail address on hand.

Choose Kindle Assistant in the Tools menu.

Type in a name for the new workflow.

Choose a document source: Scan, Load files or Load digital camera files. With file input,

you will be prompted to choose input files when the workflow starts running.

Enter the e-mail address linked to your Kindle reader.

Provide a name for the output file. All recognition results enter a single file.

Choose Save to save the workflow for later use, or Save and Run to immediately run the

workflow and transfer its results to your Kindle device.

This simple workflow has three steps: acquire images, perform OCR and send to Kindle.

Recognition is done in English. All other settings take either default values or values

optimized for Kindle.

When you run the Kindle Assistant for the first time, a customized output converter is created,

called 'Kindle Document'. It converts colored items to grayscale, pictures to 72 dpi and sets

Formatted Text to remove any columns. This converter is then available for later processing -

with or without workflows.

You can modify the Kindle workflow using the Workflow Assistant, to add other steps and

change settings. For instance you can specify a page range or add more saving steps, so the

file is not only sent to Kindle, but also saved to file with different settings (for instance with

Flowing Page and color retention). Take care not to make modifications that are unsuitable for

Kindle - e.g. creating multiple output files, setting non-supported languages etc.

You can also compile workflows targeting Kindle with the Workflow Assistant; set a Send in

Mail step, choose the Kindle output converter in its settings and enter the Kindle e-mail

address. You can do the same without using a workflow by choosing Send in Mail in the

Export results drop-down list.

Please note that at the moment (May 2011) this Kindle service is available from Amazon only

in the United States of America. Therefore the Kindle Assistant appears only if English is set

as the program interface language.

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Chapter 5 Saving and exporting 73

Other export targets

Turn recognized text into an audio wave file for later listening, using Nuance RealSpeak. A

multiple converter is useful for this, allowing you to save the document to file and generate

the wave file in one saving step. You must specify the reading language in the converter

options for the wave file type.

OmniPage 18 is delivered with a Nuance Cloud Connector component that can be

easily configured by choosing it from the Windows Start menu in the OmniPage

group. Specify which further Cloud sites you wish to access, and also which FTP

sites you want to use for file saving. Once at least one link has been established, the Connector

is available in the Export Results drop-down list.

This list also offers direct connections to two web-based storage sites that cannot be accessed

via the connector: Evernote and Dropbox. Certain cloud services may have limitations, for

example only Google Apps Premier users can upload image files.

In OmniPage Professional you can export files to other targets. You can save files

to Microsoft SharePoint 2003, 2007 or 2010, to Hummingbird (Open Text) or

iManage (Interwoven). Exporting choices are made in the Export Options dialog

box. When you click OK you may be directed to log-in and invited to specify the

required path.

When using SharePoint, the server, login and password information must be provided only

once per session, and it is offered in each subsequent session.

If an ODMA-compliant Document Management System (DMS) is detected in your

computing environment, it will be offered. If you have access to more than one DMS, the

system default will apply. The ODMA server must be pre-configured to accept the file types

to be exported from OmniPage Professional, as defined by their extensions.

See Help for more information on these targets.

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Chapter 6 Workflows 74

Workflows

A workflow contains a series of processing steps and their settings. It can be saved for

repeated use whenever you have a task needing the same processing. Workflows usually begin

with a scanning or loading step, but they can also start from the document currently open in

OmniPage. After that, they do not have to conform to the traditional 1-2-3 processing pattern.

Usually a workflow will include a recognition step, but this is not compulsory. For instance,

page images can be saved to image files in a different file type or to an OmniPage Document.

With or without OCR, any number of saving steps are possible, even to different targets, each

with their own export settings.

Workflows are designed for efficient whole-document processing. They can also handle

recognizing or saving single or selected pages from a document.

Some workflows run without user interaction. Workflows needing interaction are those with a

manual image enhancement step, a manual zoning step, a proofing/editing step, the ones when

run-time prompting is requested for input or output file names and paths, or scanning

workflows prompting for more pages.

Batch Manager jobs are closely related to workflows. Jobs are created in the Job Wizard

which uses the Workflow Assistant in the creation process. Jobs run workflows according to

the job parameters (mostly timing instructions) and it is more typical for them to run

unattended.

Click the Workflow Assistant button

in the Standard toolbar to see its steps and settings.

Running workflows

Here is how to run a sample workflow or one you have created:

If your workflow takes input from scanner, place your document in its ADF or its first

page on the scanner bed.

Select the desired workflow from the Workflow drop-down list.

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Chapter 6 Workflows 75

Press the Start button. The OmniPage Toolbox displays the steps in the workflow and acts

as a progress monitor. The Workflow Status panel shows progress in more detail. To stop

the workflow before it completes, press the Stop button.

If run-time input selection is specified, the Load Files dialog box awaits your choice of

files.

If you requested a step requiring interaction (image enhancement, manual zoning, or

proofing) the program presents pages for attention.

When a page is enhanced, zoned or proofed, click the Page Ready button in

the Toolbox or appropriate dialog box to move to the next page.

When the last page is enhanced, zoned or proofed, or when you no longer

want

to do zoning or proofing, press the appropriate Document Ready

button on the Toolbox. Any pages without zones will be auto-zoned.

The After Completion menu under Process / Workflows gives you three options to end a

workflow. You can choose to close the document, close OmniPage, or shut down your

computer. These settings are typically applied if the workflow runs unattended - if your

workflow is so, remember to include a saving step.

You can also run workflows from an OmniPage Agent icon

on the Windows taskbar.

Right-click it for a shortcut menu listing your workflows. Select one to run it. OmniPage will

be launched if necessary. If it is running with a document loaded, the Start Workflow dialog

box displays where you can choose what to process from the current document: only the

Workflow-defined pages, all pages, selected pages, or the current page.

If you do not see the OmniPage Agent icon, enable it in the General panel of the Options

dialog box or choose Start > All Programs > Nuance OmniPage 18 > OmniPage Agent.

You can launch some workflows from your desktop, from Windows Explorer or the Easy

Loader. Right click on an image file icon or file name for a shortcut menu. Multiple file

selection is possible. Choose OmniPage 18 and a workflow name from the sub-menu. This

sub-menu also provides quick access to six target formats using default settings: Word, Excel,

PDF, RTF, TXT and WordPerfect. To customize which workflows you would like to see here,

click the Add and Remove Workflows menu item. Only workflows with run-time prompting

for input files are listed here.

Pressing Stop while a workflow is running pauses it. Click Start to resume processing. If you

pause a workflow, maybe do some manual processing, and then save the document as an

OmniPage Document, when you later open that OmniPage Document, the interrupted

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Chapter 6 Workflows 76

workflow will resume.

Workflow Assistant

This allows you to create and modify workflows. The Job Wizard also uses this to create or

modify workflows that jobs execute - see the next section. The Assistant offers one or more

steps, each with a drop-down list. This left panel of the Workflow Assistant dialog box lets

you build your workflow.

This shows the

steps you have

chosen.

Specify settings

for current step

here.

Click the Close button to delete a workflow step.

All subsequent, dependent steps will also be removed.

To change a step, click this arrow and select

from the ones in the drop-down list.

This drop-down list

shows the possible steps

at any given workflow

position.

Use this to add a new step

to your workflow.

Specify settings for

the current step here.

At any moment in the process, the Assistant drop-down menu offers all steps that are logically

possible at that point.

In OmniPage Professional, additional steps are available: Extract Form Data and Mark Text.

Chapter 6 Workflow Assistant

Creating workflows

Select New Workflow... in the Workflow drop-down list, or from the Process menu. Or

click the Workflow Assistant button in the Standard toolbar when no workflow is

selected.

The opening Assistant panel offers two starting points:

Choose Fresh Start to begin with no steps in the workflow diagram on the right. Accept or

change the default workflow name. Then click Next and choose your first step. Choose an

image loading step that can take input from file, scanner or digital camera files. Specify

settings on the right. Then move on to build your workflow: it can include a variety of

different steps. When done, click Finish.

Choose Existing Workflows to see a list of existing workflows. These are the sample

workflows plus any you have created. Select one as source. Its steps will appear in the

workflow diagram on the right. Enter a name for your new workflow. Click Next to proceed;

modify its steps and settings as described in the next section. The changed settings apply to

the new workflow only and are not written back to the workflow used as the source. Any

changed settings enter the new workflow, but do not affect the settings in the program. Finally,

select Finish to complete your new workflow.

Modifying workflows

Select the workflow you want to modify in the Workflow drop-down list and click the

Workflow Assistant button in the standard toolbar. Or choose Workflows... in the Tools

menu, select the desired workflow and click Modify... . The first panel of the Workflow

Assistant appears with the workflow loaded. Click the icon in the workflow diagram that

represents the step you want to modify. Click the downward pointing arrow under the icon to

replace this step with another one. Continue modifying steps and/or settings as desired.

Remember that deleting or modifying a step may result in later, dependent steps being

removed. Click Next to replace removed steps or to add new ones. Click Finish to confirm the

changes to your workflow.

After creating or modifying a workflow, you must either run a workflow or select the 1-2-3

item in the Workflow drop-down list, to return to normal processing.

Chapter 6 Batch Manager

Workflow to Kindle

The Kindle Assistant in the Tools menu helps you create a simple workflow that will accept

input, perform OCR and send the results in a suitable format to a Kindle account at Amazon;

it will then appear on the Kindle device registered to that account. See “Sending to Kindle” on

page 71.

Batch Manager

The Batch Manager is a separate but integrated program to let you create jobs to

be processed immediately, or at some time in the future. By choosing steps

carefully, you can set up jobs that can run unattended. A job executes a workflow

according to the job settings. Jobs are created in the Job Wizard.

In OmniPage Professional you have the following additional Batch Manager

capabilities:

•

Setting job timing and recurrence

•

Folder watching for incoming image files

•

E-mail inbox watching for incoming attachments (Outlook and Lotus Notes)

•

E-mail notification of job completion to specified recipients

•

Driving workflows with barcodes.

Creating new jobs

Open the Batch Manager from the Process Menu or from your system, by choosing Start > All

Programs > Nuance OmniPage 18 > OmniPage Batch Manager or from the OmniPage Agent

on the taskbar.

Creating a job is basically timing a workflow. To do this, start the Batch Manager (as

described above) and click the Create Job icon or choose Create Job from the File

menu.

The Job Wizard starts. First you need to define your job type. You can create five different

types, instances of two basic categories: Normal and Watch type.

Normal and Watch type jobs may have a recurrence pattern. The latter are tailored to monitor

a specified folder or e-mail inbox for incoming images to be processed in OmniPage. A

Chapter 6 Creating new jobs

specific type within this category is Barcode cover page jobs, where barcode cover pages are

used to identify which workflow to carry out.

Normal job: Set starting time and specify or create the Workflow to be run. If you select

‘Do not start now’ use the Activate button in the Batch Manager to start it.

Job types available in OmniPage Professional only:

Barcode cover page job: This is a special type of folder watching job (see below). It

monitors a folder for incoming barcode pages, then processes subsequently incoming

images with the workflow identified by the barcode. For details, see Barcode

processing later in this chapter.

Folder watching job: Select this job type and browse to the folder(s) to be watched for

incoming image files.

Outlook mailbox watching job: This job watches an Outlook e-mail inbox for incoming

image attachments of a specified type.

Lotus Notes mailbox watching job: Same as above, but a Lotus Notes inbox is watched.

Name your job and click Next.

The next panel shows Start and Stop Options. Specify Start and End Time, set whether input

files are to be deleted or saved when the job is completed. If you have a job requiring user

interaction, choose whether to allow it or not with the checkmark Run job without any

prompts. This lets you run such jobs in two ways, avoiding the need to create two jobs. If you

plan to be at the computer as the job runs, de-select the checkmark. If you want to run the job

without being present, select the checkmark. Then only automatic image enhancement will

run, auto-zoning will replace manual zoning and proofing is skipped. In this case you must

ensure that the input and saving file sets and locations are pre-defined.

In OmniPage Professional you can set a recurrency pattern and request e-mail notification

when the job is completed.

From the next panel onwards, you can construct your job (except for barcode cover page jobs)

as you normally do with Workflows. Set your starting point (Fresh Start or Existing

Workflows) and proceed as described in the Workflows topic.

Chapter 6 Creating new jobs

The Options dialog box in the Batch Manager is in the Tools menu. Its General panel has an

option Enable OmniPage Agent on system tray at system startup. By default it is on. It must

remain selected for jobs to run at their scheduled time. The option is provided so it is possible

to prevent all jobs from running without having to disable them individually. Its state also

governs the running of barcode cover page jobs.

The General panel lets you limit the number of pages allowed in an output document, even if

the file option Create one file for all pages is selected. When the limit is reached, a new file is

started, distinguished by a numerical suffix.

Click Finish to confirm job creation.

Modifying jobs

Jobs with an inactive status can be modified. Select the job in the left panel of the Batch

Manager and choose Modify from the Edit menu or click the Modify Job button

. First,

modify timing instructions as desired. Then the Workflow Assistant appears with the

workflow steps and settings loaded. Make the desired changes as already described for

workflows. See “Modifying workflows” above.

Managing and running jobs

This is done with the Batch Manager. It has two panels. The left panel lists each job, its next

run, status and history. The status is:

Waiting:

Scheduled but job start time is in the future.

Running:

Processing is currently underway.

Watching:

Watching is in progress but there is no processing.

Inactive:

Created with timing instruction: Do not start now; or

any deactivated jobs.

Expired:

Scheduled job but start time is in the past.

Collecting:

Watching in progress but the job is waiting for all

incoming files to arrive.

Paused:

User has paused the job and not yet resumed it.

Closing:

Watch type job is saving its result.

Starting:

The status right before Running. Displays when a job

is just being started or when more jobs are about to

run than the number of jobs Batch Manager can

simultaneously run.

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