octotools™ jbm systems, inc 4 bald hill lane peabody, ma 01960 978-535-7676 [email protected]
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Forms Choices Today
Forms Choices Today• Paper• Web/HTML• Proprietary • PDF
Forms Choices Today
Forms Choices Today• Paper• Web/HTML• Proprietary • PDF
Paper Pros• Anyone can fill• Inexpensive• Can be filled offline with pen and clipboard• Can be changed by anyone who knows MS Word• Paper format is standard and flexible
Paper Cons• Data must be scanned and/or transcribed to get into the IT system• Transcription and/or OCR are inaccurate and costly• Handwriting is difficult to read• Even if images are scanned and stored, indexes must be manually entered (or OCRed)• Preprinted forms are costly and are subject to change, remainder is usually discarded.
Forms Choices Today
Forms Choices Today• Paper• Web/HTML• Proprietary • PDF
Web/HTML Pros• Anyone can fill• Inexpensive• Electronic data is accurate, there is no transcription or OCR• Can be changed relatively easily• Is a smart form allowing pull downs, checkboxes and radio button
Web/HTML Cons• Requires a computer or thin client to fill out• May be difficult to format and fit on a page if it is to be printed and to be signed• Somewhat difficult to interface with Document Management Systems (DMS)• Difficult to sign document and then capture for DMS
.
Forms Choices Today
Forms Choices Today• Paper• Web/HTML• Proprietary • PDF
Proprietary Pros• Anyone can fill• Electronic data is accurate, there is no transcription or OCR• Can be changed relatively easily• Is a smart form allowing pull downs, checkboxes and radio button• May allow saving and emailing of documents• Usually easy to print, save and email
Proprietary Cons• Requires a computer or thin client to fill out• May require a per user form filler program• May be difficult to format and fit on a page if it is to be printed and to be signed• Somewhat difficult to interface with Document Management Systems (DMS)• Difficult to sign document and then capture for DMS
.
Forms Choices Today
Forms Choices Today• Paper• Web/HTML• Proprietary • PDF
PDF Pros• Anyone can fill• Electronic data is accurate, there is no transcription or OCR• Can be changed relatively easily• Uses free Adobe Reader to fill forms • Is a smart form allowing pull downs, checkboxes and radio button• May allow saving and emailing of documents using Extended Reader Rights• Usually easy to print
PDF Cons• Requires a computer or thin client to fill out• If you want to save or email a form, requires Extended Reader Rights.• Adobe Professional Editor allows the creation of up to a maximum of 500 copies of a
form with Extended Reader Rights. Beyond 500, beyond that it is necessary to move to Adobe Livecycle ES as an expensive central solution
• Somewhat difficult to interface with Document Management Systems(DMS)• Difficult to sign document and then capture for DMS
.
OctoTools Forms Processor (OFP)™
Your Best Forms Choice Today• PDF Using OctoTools Forms Processor (OFP)™
PDF OctoTools Forms Processor (OFP)™ Pros• Anyone can fill on a computer or thin client• Electronic data is accurate, there is no transcription or OCR• Can be created and changed relatively easily using any PDF compatible design tool.• Uses free Adobe Reader to fill forms • Is a smart form allowing pull downs, checkboxes and radio button• If multiple choices are in a select list, a normal PDF would not display them. OFP will add
supplementary pages to the PDF to show these otherwise hidden values, something Adobe does not even do today.
• If you have long scrolling fields in a small text box that are truncated or shrink too small, OFP will add supplementary pages to the PDF to show these otherwise hidden values, something Adobe does not even do today.
• Usually easy to print• Unlimited copies of a form may be entered with HTTP or emailed without additional charges using free
Adobe Reader• Barcodes may be added to any or all copies of the form based on one or more values from the form input
and/or through a user supplied server based program. No addition license is required on a per user basis.• Forms are flattened (no longer fillable), but are still text searchable, and may be easily imported into DMS
using a CSV file containing all index values
PDF Cons• Requires a computer or thin client to fill out
Problems
1. Paper forms require re-entry of data
2. Document Management Systems (DMS) doesn’t interface w/the data on PDF forms
3. Adobe limits forms generation
4. No easy way to generate barcodes for input
5. OCR not 100% accurate
Solution
1. OctoTools OFP™ extracts data from Adobe fillable forms without OCR
2. Import documents and index values into Document Management Systems
3. Automatically generate barcodes to easily associate signature pages scanned later
OctoTools Forms Processor (OFP)™
Industries• Government (Federal, State, Municipal)• Healthcare• Insurance• Transportation• Distribution• Manufacturing• Retail• Automobile
Applications• Human Resources (Job Applications)• Mortgage, loan, financing• Shipping/Receiving• Passport, visa• Insurance claims
OctoTools Forms Processor (OFP)™
One Time Setup• Get Forms from Client in searchable PDF, Word, Excel etc• Convert to PDF as needed• Add form boxes using full Acrobat®/Nitro®/Foxit™ Pro with
appropriate field names• Add new fields if needed• Add Submit button for web( or email)
Form Processing• Customer fills the PDF form on any system and presses the submit button,
the data will be transmitted to the server
• We process the form, assign barcodes, indexes and create files by any ERP or DMS system..
• Optionally will pop up for a customer, a non-changeable PDF download to print with barcodes as a signature or cover page.
• The customer will sign and the resulting document will be batch scanned into the DMS
Note the multiple selection box below. Normal DMS systems only show what is visible
No Longer FillableSelect boxes are now references
Previously the document was 9 pages
Problem:
You could not see that multiple items were selected. This is a serious limitation when storing a form in a DMS or entering into en ERP system
The standard way of addressing this is to list all possible the fields as check boxes. That takes up a great deal of form space
Innovative OctoTools OFP Solution
Add another page at the end with the multiple values
OctoTools Forms Processor (OFP)™
One Time Setup• Get Forms from Client in searchable PDF, Word, Excel etc• Convert to PDF as needed• Add form boxes using full Acrobat®/Nitro®/Foxit™ Pro with appropriate field names• Add new fields if needed• Add Submit button for web( or email)
Form Processing1. Customer fills form on any system
2. When customer presses the submit button, the data will be transmitted to the server
3. IIS (Apache also in future) OFP application will parse the data, call a DLL to add/change data
4. OFP will create and stamp the requested barcodes out of submitted fields or from DLL
5. OctoTools OFP™ will merge the form data with the desired forms
6. Flatten (remove form fields) them into a PDF
7. Form data will be saved in CSV format including with a pointer to the PDF and optionally a multipage TIF file on a disk readable. A document management system (DMS) will import the documents/indexes.
8. Optionally will pop up for a customer, a flattened PDF download to print with barcodes as requested.
9. The customer will sign and the resulting document will be batch scanned into the DMS
