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Printing
Professional Version Only
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All documents are first generated and displayed on the Print Preview window (in batches of about 25 records).
Printing is processed in Batches
Since it is conceivable that you could create a 50 page document and generate it for 50,000 members, the system has safeguards in place to prevent generating so much data at once that it uses up all available memory and crashes the PC. To that end, print jobs are created in "batches" of 25 records each. In other words (and this only applies when using embedded fields) the system takes the first 25 members' data and generates their documents. If it is a 2 page document, it would generate 50 pages. Then it sends this information to the Print Preview window. On the preview window, you have the option to click Print and print only that batch and generate the next preview set, or Print All to print that batch and all subsequent batches without going through the preview process again.
If the document you are printing has no embedded fields, or if you have only one batch worth of data, the Print All button will not display (because it would do the same thing as the Print button in that case).
The batch you are printing is always displayed in the upper-right corner of the preview window.
Printing a Document
| 1 | Be sure the correct printer has been selected. Choose File > Printer Setup if necessary to change the printer in use. |
| 2 | Choose File > Workspace > Documents. |
| 3 | Select the document to be printed. |
| 4 | Verify the data to be used, if you have embedded database fields, by clicking Show Data, and modify the Settings as needed. (If there are no fields in use, no settings or data apply -- the document will only print one time, or however many copies are requested). |
| 5 | Click Print to open the Print Preview window for the first batch of documents.
If the document contains embedded Database Fields, the system displays documents for printing in batches of about 25 records. This prevents accidentally trying to preview a 10 page document for 10,000 members all at once! If there are no embedded fields, the document is displayed as-is. |
| 6 | On the Print Preview window, the following options are available: |
| • | All Pages - Select this option to print the all pages in the batch. Clear this option if you want to specific a specific start and end page. If you clear this option when additional batches remain to be printed, you will be prompted whether you want to generate the next batch after printing the selected pages. |
| • | From Page - the first page to be printed, if the All Pages option is not selected. |
| • | To Page - the last page to be printed, if the All Pages option is not selected. |
| • | Copies - the number of copies to print |
| • | Printer Setup - enables you to change the printer (the current printer is displayed above the "Entire Document" checkbox) |
| 7 | When you are finished, click the appropriate button: |
| • | Print - to print the current batch and display the next |
| • | Print All - to print the current batch and all subsequent batches without any further preview display |
| • | Cancel - to cancel all printing |