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

1Be sure the correct printer has been selected. Choose File > Printer Setup if necessary to change the printer in use.
2Choose File > Workspace > Documents.
3 Select the document to be printed.

 

4Verify 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). There are two Processing Style options on the Show Data window that control how the document will print:
Generate and print each document immediately - this is the default option, simply meaning that the system will generate a document, fill in any embedded fields, and preview/print it immediately.
Generate all documents and print as one - this options causes the system to append every document for every record into one large "master" document, and then send that one large document to the printer.  This only makes sense on small jobs, when printing to a PDF file.
5Click Print to open the Print Preview window for the first document.
 
If the document contains embedded Database Fields, the system displays the document for the first record with embedded fields replaced with data for that member.  If there are no embedded fields, the document is displayed as-is.

 

6On 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)
7When you are finished, click the appropriate button:
Print - to print the current document and display the next
Print All - to print the current document and all subsequent documents without any further preview display
Cancel - to cancel all printing