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Capturing Form Images

How to Scan  Form Images with the Scan Forms Button or Manually
Important Tips on Scanning and Saving Form Images
Document Scanners

Response data is captured from your scanned form images that you have uploaded into the Processing Queue. Scan and save forms correctly to make sure all barcodes can be recognized and hand-marked responses made in checkboxes are detected accurately:

  1. The image quality produced must clear and sharp (no black spots on white, no white spots on black) and not bowed. You can Test Preview an image to determine if it has all these qualities before you go ahead and process any forms)
  2. The images from the scanner are saved onto your computer as png; gif or tif files which are able to be recognized by FormReturn. Tips on Saving images.

Scanning and Saving Forms for Faster Form Processing

Save form images as PNG, GIF or TIF format (Don't save as JPEG) PDF files can sometimes be recognized by FormReturn, the only way to know if you can is do a test preview. When you open a PDF image in the Recognition Test Preview, you should be able to view every detail of the page, if the page is all white it means the image can't be recognized by FormReturn and you won't be able to save scanned images as PDF.

Using a quality document scanner, with an automatic document feeder will save you time and effort and let you be confident the form images will be sharp and recognizable by FormReturn. Flatbed scanners, quality high speed document scanners and recent model photocopiers are all imaging devices supported by FormReturn.

Use the lowest possible resolution setting for your scanner, somewhere between 150 and 200 dpi (A Test Preview will determine the best setting for your scanner). The lowest possible resolution without affecting the image quality will mean forms will take less time to scan, take up less space on your computer and process faster in FormReturn.

Although it is possible to use other imaging devices such as a fax or a digital camera, they are not recommended or supported by FormReturn as these types of images could cause inaccuracy to captured data.

How to Scan Form Images

 

 

The Scan Forms button in the Application Toolbar will start FormReturn scanning automatically on Twain compatible scanners.

Using the Scan Forms Button

If you have a TWAIN compatible scanner you can click the Scan Forms button, to start scanning and processing forms. FormReturn running on all systems, except Mac version 10.5.8 and below (Snow Leopard is fine), will work with TWAIN (Unfortunately there is nothing that can be done about this, it's Apple's fault)

TWAIN (Technology Without An Important Name) is technology that connects FormReturn to your scanner so they can communicate to get the correct type of image, which will automatically be saved on your computer and automatically sent to the Processing Queue.

This means full automation of form processing once the forms have be placed in the scanner.

Manually Scanning Forms

When you are ready to scan returned forms, verify the settings of your scanner. Set your scanner to scan form images at a resolution of around 150 dpi or somewhere between 150 and 200 dpi (dots per inch), but this setting will depend on the quality of your scanner. A quality scanner can be set at a lower resolution which means faster scanning and processing of forms. You may need to play around with the settings if your form images don't process properly the first time.

100dpi

 

 

 

The mark area and segment barcode detected on a scanned form image.

Important Tips on Scanning and Saving Form Images:

Documents to be uploaded into FormReturn are scanned and saved in PNG , GIF or TIFF format and since version 1.1 PDF Files can sometimes be recognized by the Form Processor; Note: Wherever possible, DON'T SAVE AS JPEG. JPEG is generally used for photographic images.

Image quality makes the difference of forms being detected accurately or not. We recommend using a higher end document scanner or a  scanner that takes good quality images. The following are some important tips for scanning and saving form images:

  • Don't save your images as JPEG files. JPEG files create “artifacts” within images, this will translate into black spots where they shouldn't be, in the 1 bit conversion. It will make it harder for FormReturn to read barcodes and will also make it harder for FormReturn to count the correct number of pixels in the checkboxes. If you have to use JPEG, make sure your scanning resolution is 200 DPI and your barcodes are big enough (full size) to always be detected.

  • Don't use image enhancing filters, such as a sharpening filter.

  • Some scanners with automatic document feeders scan images in a non-perfect straight line (ie, the image appears to “bow”). If your scanner does this, it would be wize to get a better scanner.

  • If the image is blurry, you require a better scanner.

  • If you use a flatbed scanner and the foam is worn away, this may cause black spots or blurry patches. The paper must be held firmly against the glass to take a good image. You require a better scanner.

  • Fax machines take low resolution images, though it is possible to increase the size of everything in the form, we don't recommend using them to take images for use with FormReturn.

  • If you have problems with detection, increase the DPI of your scanner up to 300 DPI. If you still have problems, increase the size of your barcodes and fragment areas in FormReturn. If you still have problems, invest in a better scanner.

Document Scanners and Imaging Device Types.