Exporting to ScanTools

Most ScanTools OMR application definition and edit profile functions can be defined in Scantron DesignExpert software and exported to ScanTools. Use this dialog to create a ScanTools application (*.sds) file and edit profile (*.$ep) file from the currently open Scantron DesignExpert (*.dew) file. Access this dialog by selecting Options > Export to ScanTools.

Before Exporting to ScanTools

Before creating ScanTools files, you must define scanning information for your form. This includes timing marks, form ID marks, OMR response grids, bar codes, data fields and the output record format, data editing, and on failure actions:

For this scanning element…	…be sure to specify this…
Timing marks	Verify that a timing mark is present for each row of OMR response positions on your form. Double-click timing marks to toggle them off or on. In Advanced Page Setup, you can elect to "Set All Timing Marks" or "Clear All Timing Marks."
Form ID marks	Verify that unique form ID marks are present for each sheet that will be scanned. Double-click on form ID marks to toggle them off or on.
OMR response grids	For each grid, in Modify Response Grid - Scanning tab: Specify a unique name for the field in the output record that will contain data from the grid. Specify the data type for each grid.
Bar codes	For each bar code, in Modify Caption Text - Scanning tab: Check Bar Code. You can define fields for both hardware and software bar codes. Specify a unique name for the field in the output record that will contain the bar code data. Specify the number of characters in the bar code, not including the start and stop characters. The bar code must be on the top side of the sheet, as scanned. Bar code type, location, and other attributes are not exported to ScanTools. In ScanTools your ScanTools application, Hardware Bar Code is selected by default. For software bar codes you must select Software Bar Code and then define the location and other bar code attributes in your ScanTools Plus version 7.0 and later application. Software bar codes on the bottom side of the sheet, as scanned, must be defined in your ScanTools Plus application.
Data fields and the output record format	In Modify Field Attributes, in the fields and elements area, verify that the data fields are correctly defined and in the correct order. This determines the ScanTools output record format.
Data editing and on failure action	In Modify Field Attributes, in the Field Attributes area, verify that each Field Data Type is correct and then define any edits that you want to perform. If you edit, you can specify what to do when an edit failure occurs.
Response grid elements	In Modify Field Attributes, in the Element Attributes area, verify that the response grid data type associated with each field is correct. If needed, you can specify grid linking. Make sure each section of a linked grid is the same data type.
Job Specification Sheet	You may find it helpful to print and review the Job Specification Sheet for your form. It contains document details such as form ID marks, timing marks, and OMR response grids. You can print it from the Job Specification dialog.
Custom Response Designators	Verify that each custom response designator type has a unique name and designator list. Duplicate names or designator lists may cause ScanTools application errors.

Export to ScanTools Application and Edit Profile Limits

Most ScanTools OMR application definition and edit profile functions can be defined in Scantron DesignExpert software and exported to ScanTools. In some cases, differences exist between the two software products:

Function names differ somewhat between Scantron DesignExpert and ScanTools software. Scantron DesignExpert does not have a translate table function for example but if you create custom response designators, they are exported to ScanTools as custom translate tables.
Scantron DesignExpert provides essential ScanTools functionality. For more advanced settings or for Image settings, you must open the exported application or edit profile in ScanTools to make changes.
Application and edit profile limits for each version of ScanTools and for Export to ScanTools differ somewhat.

Limits are defined for essential ScanTools functions or attributes. These limits are the same as or similar to those imposed within ScanTools software. When you Export to ScanTools, your form is checked against these limits and messages are displayed for discrepancies. See Error Messages for additional information.

The following chart contains a list of ScanTools functions and attributes, the Export to ScanTools limit for each function or attribute, and notes about the compatibility of Scantron DesignExpert generated ScanTools files with ScanTools software. For best results, your form must comply with these limits.

We also recommend that, before you release for scanning, you verify the compatibility of the applications and profiles you Export to ScanTools within your version of ScanTools software. See the Application and Profile Limits topic within Help in your version of ScanTools software.

ScanTools Function or Attribute	Export to ScanTools Limit	ScanTools/Scantron DesignExpert Compatibility Notes
Documents per application	1	Compatible. In Scantron DesignExpert, you can export a ScanTools application for a single document. In ScanTools, you can import this document into an application with multiple documents.
Output record formats per application	1	Compatible. In Scantron DesignExpert, you can define a single output record format. In ScanTools, you can define additional output record formats, if needed.
Translate tables per application	8,182	Compatible. Custom response designators in Scantron DesignExpert are converted into a custom translate table when you Export to ScanTools. A total of up to 8,182 custom translate tables and literal strings can be handled in ScanTools. An additional 10 are reserved for standard ScanTools translate tables. CAUTION: The Add/Edit Custom Designators functions make it possible to define multiple custom designator types with the same name and different designator lists or to define multiple custom designator types with different names and the same designator lists. While this is acceptable for forms design and printing, it is not compatible with Export to ScanTools. For ScanTools compatibility, each named custom designator type and its designator list must be unique.
Literal strings per application	0	Not compatible. Literal strings cannot be defined in Scantron DesignExpert. If required, you must add them to your application using ScanTools. A total of up to 8,192 custom translate tables and literal strings can be handled in ScanTools.
Sheets per document, maximum	99	Compatible. In Scantron DesignExpert, you can define: Booklets - 120 pages (60 sheets). OMR Laser Printer Only, dual-sided - 120 pages (60 sheets). OMR Laser Printer Only, single-sided - 99 pages (99 sheets). Not compatible: OMR Laser Printer Only, single-sided - 100 to 120 pages (100 to 120 sheets).
Timing marks per side of sheet	1 - 107	Compatible. In Scantron DesignExpert, 107 timing marks per side of sheet is the maximum number, for the longest sheet (14 inch), with the most closely spaced timing marks (8 per inch). ScanTools can handle a maximum of 125 timing marks per sheet side.
Form ID marks per sheet	1 - 48	Compatible. Use the ScanTools maximum of 48 form ID marks per sheet. We recommend you assign at least 1 form ID mark per sheet. Not compatible: ScanTools can’t handle more than 48 form ID marks per sheet. "White" form ID marks cannot be defined in Scantron DesignExpert software. If required, you must add them to your ScanTools application.
Grids per sheet, maximum	999	Compatible. ScanTools allows up to 999 grids per sheet. If you create more than 999 grids per sheet in Scantron DesignExpert, you will not be able to Export to ScanTools.
Hardware bar codes per sheet, maximum	6	Compatible. ScanTools software can handle up to 6 hardware bar codes per sheet. The bar code reader on your Scantron scanner can handle up to 4 (Bar Code I) or up to 6 (Bar Code II) hardware bar codes per sheet, depending on scanner model. Hardware bar codes must be on the Top side of the sheet for Scantron scanners.
Characters per hardware bar code	1 - 64	Compatible. Bar Code Reader I can handle a maximum of 32 characters, not including start and stop characters. Bar Code Reader II can handle a maximum of 64 characters, not including start and stop characters.
Fields per output record, maximum	999	Compatible. ScanTools allows up to 999 fields per output record.
User-defined characters per output record, maximum	9,957	Compatible. ScanTools allows up to 9,957 user-defined characters per output record. A 40 character NCS Header and 2 character CR/LF are automatically included at the beginning and end of the record, respectively. If you do not want to use the NCS Header or have other record format requirements, you must use a conversion profile with your ScanTools application.
Characters per alphanumeric or numeric field, maximum	99	Compatible. In ScanTools, you can define up to 9,999 Characters per alphanumeric or numeric field, if needed.
Characters per 1- digit item field	1 - 1,000	Compatible.
Characters per 2-digit item field	2 - 500	Compatible.
Characters per date field	4, 6, or 8	Compatible.
Responses per binary grid, maximum	32	Compatible. ScanTools allows up to 32 responses per binary grid (or 31 + parity).
Segments per linked grid, maximum	64	Compatible. ScanTools allows up to 64 segments per linked grid.

Messages Received During Export

Messages are listed in alphabetical order:

Alpha type has too many responses; converting to 2-digit response.

The Alpha No-Space grid has more responses than are allowed for the alpha data type. 26 responses, A through Z, are allowed. If you proceed with export to ScanTools, the grid response positions are left intact; however, the grid type is changed from Alpha No-Space to Two-Digit Response. You can modify this in ScanTools, if desired, to meet your application requirements.
Alphanumeric type has too many responses; converting to 2-digit response.

The Alpha Numeric grid has more responses than are allowed for the alphanumeric data type. 63 responses blank, A through Z, and special characters are allowed. If you proceed with export to ScanTools, the grid response positions are left intact; however, the grid type is changed from Alphanumeric to Two-Digit Response. You can modify this in ScanTools, if desired, to meet your application requirements.
BCD grid type has too many responses; converting to 2-digit response / converting to 1-digit response.

The BCD grid has more responses than are allowed for the numeric data type. 4 responses plus parity are allowed. If you proceed with export to ScanTools, the grid response positions are left intact; however, the grid type is changed from Numeric to Two- or One-Digit Response, depending on the size of the grid. You can modify this in ScanTools, if desired, to meet your application requirements.
Binary grid type has too many responses; converting to 2-digit response.

The Binary grid has more responses than are allowed for the numeric data type. 32 responses are allowed. If you proceed with export to ScanTools, the grid response positions are left intact; however, the grid type is changed from Numeric to Two-Digit Response. You can modify this in ScanTools, if desired, to meet your application requirements.
Binary w/parity grid type has too many responses; converting to 2-digit response.

The Binary with Parity grid has more responses than are allowed for the numeric data type. 31 responses plus parity are allowed. If you proceed with export to ScanTools, the grid response positions are left intact; however, the grid type is changed from Numeric to Two-Digit Response. You can modify this in ScanTools, if desired, to meet your application requirements.
Custom type has too many responses; converting to 2-digit response / converting to 1-digit response.

The custom response designator grid contains more responses than are allowed for the selected data type. If you proceed with export to ScanTools, the grid response positions are left intact; however, the grid type is changed to Two- or One-Digit Response, depending on the size of the grid. You can modify this in ScanTools, if desired, to meet your application requirements.
Document has too many sheets.

Export to ScanTools is compatible with documents containing a maximum of 99 sheets.
Error in linked grids.
- Either grids are linked across sheets or the final grid in the field is linked. Field Name: <field name>.
  
  You cannot link grids that are on different sheets.
  
  You cannot link a grid for a field that has a single grid associated with it.
  
  You cannot link the final grid in a series of linked grids.
- Linked grids cannot have a "Mark all that apply" data type. Field Name: <field name>.
  
  You cannot use the Scantron DesignExpert Mark all that apply data type. Use a different date type. If linking is required for a "mark all that apply" type area, you may be able to use custom response designators to create a custom translate table in ScanTools that can be associated with a Mark All That Apply field type. See ScanTools Plus Help for additional information.
- Linked grids cannot have different data types. Field Name: <field name>.
  
  Linked grids must all be of the same data type.
- Linked grids cannot have different output lengths. Field Name: <field name>.
  
  Linked grids must each generate the same field length.
Grid has too many segments.

Export to ScanTools has a maximum of 64 segments per linked grids. The field name <field name> is identified.
Invalid bar code fields.
- Document contains <number> bar code fields. No more than 6 bar code fields are allowed.
  
  A maximum of 6 bar code fields can be defined. Export to ScanTools is not completed while this condition exists.
  
  If additional bar codes must be present on the sheet, then do not check Bar Code in the Modify Caption Text - Scanning dialog for those bar codes. A maximum of 6 hardware bar codes can be scanned. Additional software bar codes may be scanned and must be defined in your ScanTools Plus version 7.0 or later application.
- All bar code fields must be on the same side of the sheet.
  
  Hardware bar codes must be on the top side of the sheet, as scanned. Export to ScanTools is not completed while this condition exists.
  
  Hardware bar codes on the bottom side of the sheet cannot be scanned. Software bar codes on the bottom side of the sheet cannot be defined. If a software bar code must be present on the bottom side of the sheet, then do not check Bar Code in the Modify Caption Text - Scanning dialog for those bar codes. Additional software bar codes may be defined in your ScanTools Plus version 7.0 or later application.
Invalid scanning application file name.

The application file name is incorrect. It must be Z---.sds where --- is a three-digit number. For example, Z123.sds.

Invalid timing marks.

The following conditions cause this message. In each case, you need to return to the Scantron DesignExpert file and correct the timing mark problem.

Cannot scan page <page number>. Missing timing mark in row containing form ID.

The row where the form ID mark is located does not have a timing mark.

Cannot scan field <field name>. Missing timing mark in row <row number>.

A row with an OMR response grid does not have a timing mark. The row number refers to original ruler position number and not to the revised number after unused marks have been deleted.

Possible causes	What to do
OMR response grids are used in marking examples.	Use the Ellipse or Box tool instead of the Response tool to draw example responses.
Unused OMR response grids may be present in a graphic layer that is hidden behind another shape in your form design.	Locate and delete any unused OMR response grids.
White may have been selected for the response stroke color, rendering it invisible in your form design.	Locate and delete any unused OMR response grids.
Timing marks may have been deleted that are needed for an OMR response grid.	Restore the necessary timing marks.

Cannot scan field <field name>. Inconsistent timing mark in row (row number).

An OMR response grid has a spacing greater than 1 and some of the spaces have timing marks and some do not. The row number refers to original ruler position number and not to the revised number after unused marks have been deleted.

Litho-code grid type has too many responses; converting to 2-digit response.

The Litho-Code grid has more responses than are allowed for the numeric data type. 32 responses are allowed. If you proceed with export to ScanTools, the grid response positions are left intact; however, the grid type is changed from Numeric to Two-Digit Response. You can modify this in ScanTools, if desired, to meet your application requirements.
"Mark all that apply" grids must be single row/column; converting to 2-digit response / converting to 1-digit response.

The "Mark all that apply" grid contains more than one row or column. If you proceed with export to ScanTools, the grid response positions are left intact; however, the grid type is changed from Mark all that apply to One- or Two-Digit Response, depending on the size of the grid. If the grid is less than 10 digits, it is converted to 1-digit type, if 10 or more, it is converted to 2-digit type. You can modify this in ScanTools, if desired, to meet your application requirements.
Numeric type has too many responses; converting to 2-digit response.

The Numeric grid has more responses than are allowed for the numeric data type. 10 responses, 0 through 9, are allowed. If you proceed with export to ScanTools, the grid response positions are left intact; however, the grid type is changed from Numeric to Two-Digit Response. You can modify this in ScanTools, if desired, to meet your application requirements.
Output field length exceeds limit.
- Field name <field name> exceeds maximum length of <number>.
  
  Export to ScanTools has a maximum field length of 99 characters for alphanumeric and numeric fields, 1,000 characters for one-digit fields, and 500 characters for two-digit fields
- Field name <field name> has invalid length
  
  Export to ScanTools requires date fields to be 4, 6, or 8 characters.
Output record has too many fields.

Export to ScanTools has a maximum of 999 fields per output record.
ScanTools files have been generated and saved.

Export to ScanTools was successful.
ScanTools files have been generated and saved. Unresolved warnings. ScanTools file(s) may cause unexpected results.

Export to ScanTools was completed despite unresolved errors. You must either resolve the errors in Scantron DesignExpert software and then try the export to ScanTools again or resolve the errors in ScanTools.
ScanTools files have not been generated. Error building edit profile.

Edit or On Failure attribute errors prevent completion of export to ScanTools.
ScanTools files have not been generated. Error building scanning application.

Linking, number of responses for data type, number of sheets, number of grids, field length, or translate table errors prevent completion of export to ScanTools.
ScanTools files have not been generated. Error saving edit profile.

Edit or On Failure attribute errors prevent completion of export to ScanTools.
ScanTools files have not been generated. Error saving scanning application.

The file(s) could not be written due to lack of disk space, device not being available, or similar reasons.
ScanTools files have not been generated. Error validating scanning information.

You have elected to abort export to ScanTools. Correct the timing mark, form ID mark, bar code, or Litho-code problem(s) previously reported and then try the export to ScanTools again.
ScanTools files have not been generated. Unexpected error.

An unexpected error has been encountered during Export to ScanTools. Scantron DesignExpert software is unable to generate the ScanTools files or to identify the exact source of the error.
Sheet has too many grids. Page <number> / Pages <number> and <number>.

Export to ScanTools has a maximum of 999 grids per sheet. The page or pages containing too many grids are identified.
Some sheets in the document have incorrect form ID marks. Select OK to continue to export to ScanTools anyway. Select Cancel to abort the export to ScanTools.
The following conditions cause this message. In each case, you should return to the Scantron DesignExpert file, correct the form ID mark problem, and then try the export to ScanTools again. If you do not, you can export but will need to add one or more form ID marks in ScanTools software before your application is usable.
- Page <page number> contains no form ID marks.
  
  The page identified does not contain form ID marks.
- Pages <page number> and <page number> contain no form ID marks.
  
  The pages identified do not contain form ID marks.
- Page <page number> and <page number> contain more than 48 form ID marks. – this message is generated when a sheet contains more than 48 form ID marks.
  
  The pages identified contain too many form ID marks. The ScanTools maximum is 48 form ID marks per sheet. See Export to ScanTools Application and Edit Profile Limits.
Some sheets in the document have more than one litho-code. Select OK to continue to export to ScanTools anyway. Select Cancel to abort the export to ScanTools.
ScanTools software allows only one Litho-code per scan sheet. You should change the scanning data type from Litho-code to binary to avoid this warning message.
- Pages <page number> and <page number> contain <number> litho-codes.
  
  The pages identified contain too many Litho-codes.
- Page <page number> contains <number> litho-codes.
  
  The page identified contains too many Litho-codes.
Translate table or literal string error. Maximum count of <number> exceeded.

The maximum of 8,192 translate tables has been exceeded.
Translate table too long. Translate name <name>.

The length of the translate table exceeds 101 entries (including blanks and multiples).

What's on the Dialog?

Show me the screen details

NOTE: The default directory used for the application and/or edit profile depends on your previous actions and system installation:

Previously used paths, if you have already used Export to ScanTools
Path currently defined in your Scantron DesignExpert (Pearson NCS\Scantron DesignExpert) directory

Use this element…

…to…

Application

Specify the full path, file name, and file extension for the application file you want to use for scanning with the ScanTools scanning module. The file name must begin with a Z and have the extension .sds. The name must have three numeric digits (0 - 9) immediately after the Z.

A sample file path and name is: C:\Program Files\Scantron\ScanTools Plus\Applications\Z101.sds.

An error message appears if you use an incorrectly formatted file name.

Edit Profile

Specify the settings and path for the profile to be used when doing post-scan editing in ScanTools Plus.

Use this element…

…to…

Export Edit Profile

Specify whether to create an edit profile in addition to the application. Select this only when you have edit settings defined for any of the response grids in this Scantron DesignExpert document. For a description of defining edits for a response grid, see the Modify Field Attributes dialog.

NOTE: There are no user-defined edits for bar codes.

File Name

Use this area to enter the full path, file name, and file extension for the edit profile file you want to use with ScanTools' scanning module. The file name can have a maximum of 24 characters before the extension. The extension must be .$ep.

A sample file path and name is: C:\Program Files\Scantron\ScanTools Plus\Profiles\Sample.$ep.