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5. If you print your forms using a printer, do not print them with a resolution less than 600 dpi.
6. Always use the same printer to print each form. If this is not possible, try to ensure that the same printer models
6. Always use the same printer to print each form. If this is not possible, try to ensure that the same printer models
are used.
7. Never use a Xerox machine to make copies of your form! Xerox copies always distort the image to some
extent i.e. frames can become thicker, raster dot size may increase, color saturation may change. This naturally
has an adverse effect on the recognition quality as well as the ability to match the templates.
has an adverse effect on the recognition quality as well as the ability to match the templates.
Requirements for form completion
Forms are best completed neatly, in capital letters, using a black ball-point pen (dark blue and violet are also
acceptable). Soft-tip pens are not to be recommended as characters are likely to be very thick, causing recognition
problems. Recognition is worst in the case of forms completed by pencil or using a light ink. To encourage correct
completion, we recommend to include a note on your form similar to the one below:
Forms are best completed neatly, in capital letters, using a black ball-point pen (dark blue and violet are also
acceptable). Soft-tip pens are not to be recommended as characters are likely to be very thick, causing recognition
problems. Recognition is worst in the case of forms completed by pencil or using a light ink. To encourage correct
completion, we recommend to include a note on your form similar to the one below:
Creating machine-readable forms
Form creation stages
Machine-readable form creation is made up of the following stages:
1. Definition of the form content; form approval; and draft form creation.
We recommend that the form content be determined before the actual form design process is started.
2. Choice of form type (see “Types of machine-readable forms“, page 6 and “How to choose a form type,
page 11).
3. Placing the various form elements on the form (see “Elements of machine-readable forms“, page 6)
a. Placing reference blocks on the form
b. Placing entry fields on the form
b. Placing entry fields on the form
During form creation, always abide by the requirements listed under “General requirements for machine-readable
forms“, page 14.
In the following two sections, the process of machine-readable form creation within Microsoft Visio 2000 and
Microsoft Word 2000 is discussed in detail.
Both packages are ideal for creating forms you are going to use print in your office: with printer or a Xerox
machine.
If you plan to use dropout forms and have them professionally printed, you will need to perform color separation
before handing over the source document to the printing house. In this case we recommend to useCorelDraw as a
graphic editor for form creation, as it has built-in color separation tools.
Note. You may also prepare a form created in MS Visio for professional printing (see "Preparing an MS Visio form
for professional printing " chapter, page 21).
forms“, page 14.
In the following two sections, the process of machine-readable form creation within Microsoft Visio 2000 and
Microsoft Word 2000 is discussed in detail.
Both packages are ideal for creating forms you are going to use print in your office: with printer or a Xerox
machine.
If you plan to use dropout forms and have them professionally printed, you will need to perform color separation
before handing over the source document to the printing house. In this case we recommend to useCorelDraw as a
graphic editor for form creation, as it has built-in color separation tools.
Note. You may also prepare a form created in MS Visio for professional printing (see "Preparing an MS Visio form
for professional printing " chapter, page 21).
Developing forms in Microsoft Visio 2000
(For the purposes of this guide we assume you already have a working knowledge of MS Visio 2000. If this is not the
case, please consult the extensive literature, which is available concerning the application.)
In order to facilitate form creation within MS Visio, a set of MS Visio stencils is included in the ABBYY
FormReader package (stored in the Elements.vss file). These allow you to determine the appearance of all main
form elements, including reference points, background colors, background patterns, and field borders.
The stencil list includes only those elements that can enhance recognition quality:
case, please consult the extensive literature, which is available concerning the application.)
In order to facilitate form creation within MS Visio, a set of MS Visio stencils is included in the ABBYY
FormReader package (stored in the Elements.vss file). These allow you to determine the appearance of all main
form elements, including reference points, background colors, background patterns, and field borders.
The stencil list includes only those elements that can enhance recognition quality:
•
“raster” type (for creating black&white, and red forms),
•
“white rectangles on gray background” type (these are used for the creation of black&white form with 10%
black saturation, and for orange forms).
black saturation, and for orange forms).
The Elements.vss file (in VisioStencils format) can be found on the ABBYY FormReader CD-Rom.
Attaching a stencil set
Before the set of stencils provided in the Elements.vss file can be used, it must be incorporated into MS Visio. This
can be done in one of two ways:
Before the set of stencils provided in the Elements.vss file can be used, it must be incorporated into MS Visio. This
can be done in one of two ways:
•
Copy the Elements.vss file into a folder on your computer and open it in MS Visio (File>Open).