Printing

SUMMARY

There is now a Print Sessions Option under the Maintenance Menu that allows you to re-print the last 30 print sessions should the need arise to do so.

EXAMPLES

If you determine that a print job needs to be printed for whatever reason, go to the ILLiad Client Main Menu's Maintenance menu and choose Print Sessions from the dropdown. A list of the last 30 print jobs will appear. Choose the job(s) you wish to reprint and click on the button labeled Reprint Selected Sessions.

This will write the necessary data to the pint queue. Unlike the basic printing process, you will need to open up the documents to be merged and printed. Click the Merge to new document button as usual and print the documents.

SUMMARY

ILLiad Client version 6.1.0.0 simplifies the various ILLiad Print processes by eliminating the following steps:

1. Moving items to the Print queue
2. Manually opening the documents to be printed
3. Emptying the Print Queue upon completion of the print job

These functions are now built into the ILLiad Client as a single "Print" step.

The print templates to be opened by the ILLiad Client are now specified by the institution from the Customization Manager.

In addition, there is now a Print Sessions Option under the Maintenance Menu that allows you to re-print the last 30 print sessions should the need arise to do so.

SETUP

There are several new keys added to the database that can be changed for your site. These keys are:

If you would like to be able to print article and loan requests separately, be sure to change the SeparatePrintOptions key to No.

Also, you may need to change the PrintDocumentsPath to the location of your Word documents. If on your illiad server the value would be: \\servername\illiad\print\ where the servername is your ILLiad server. This value may also be a mapped drive (i.e.X:\). As always, be sure whatever value is there has a trailing backslash. Shared server installations can have different path names as well as Word document names.

EXAMPLES

After Checking in Borrowing items from the Lending institution the print process is as follows:

• Go to the Receives Menu on the ILLiad Main Menu and choose Print Receives.

The received items will be moved to the print queue and the ILLiad client will open up the print documents associated with the Received From Lending Library print process. Typically, these are BorrowingLoanLabels.doc and BorrowingLoanSlips for Loans and BorrowingArticleLabels.doc for articles, although you may specify any documents used by your institution.

The ILLiad client will open each document based on the transactions to be printed. Thus, if no articles have been checked in, any designated article-specific documents will not open.

• For each document to be printed, click the Merge to new Document button as usual. Each document will merge with the transaction and user data and ready itself for printing.
• Print the documents.
• When you have successfully printed each document, close them, without saving them, as usual.
• Refresh the ILLiad Main Menu by clicking the refresh button.

You will see that the transactions just printed have automatically been cleared from the print queue and are now in the Awaiting Customer Contact queue.

• From this point in the Borrowing process, proceed as normal.

MORE INFORMATION

The print templates to be opened by the ILLiad Client are specified by the institution from the Customization Manager.

For Borrowing print functions, the following keys are located under Borrowing - Printing:

• BorrowingPrintALADocsArticle (Example Entry: BorrowingALARequests.doc)
• BorrowingPrintALADocsLoan (Example Entry: BorrowingALARequests.doc)
• BorrowingPrintReceivesDocsArticle (Example Entry: BorrowingArticleLabels.doc)
• BorrowingPrintReceivesDocsLoan (Example Entry: BorrowingLoanLabels.doc,BorrowingLoanSlips.doc)
• BorrowingPrintReturnsDocsArticle (Not typically used.)
• BorrowingPrintReturnsDocsLoan (Example Entry: BorrowingReturnSlips.doc,BorrowingReturnAddressLabels.doc)

For Lending print functions, the following keys are located under Lending - Printing:

• LendingSecondaryDocsArticle (Example Entry: LendingArticleSlips.doc)
• LendingSecondaryDocsLoan (Example Entry: LendingLoanLabels.doc,LendingLoanSlips.doc)
• LendingShippingDocsArticle (Example Entry: LendingArticleShippingLabels.doc)
• LendingShippingDocsLoan (Example Entry: LendingLoanShippingLables.doc)
• LendingStacksDocsArticle (Example Entry: LendingArticleSlips.doc)
• LendingStacksDocsLoan (Example Entry: LendingLoanLabels.doc,LendingLoanSlips.doc)

For Document Delivery print functions, the following keys are located under Doc Del - Printing:

• DocDelPullSlipDocsArticle (Example Entry: DocDelArticleSlips.doc)
• DocDelPullSlipDocsLoan (Example Entry: DocDelLoanLabels.doc)

For each of these keys, you may specify which document(s) to print. If more than one document is needed for a particular print function, these should be separated by commas. For Example: BorrowingPrintReceivesDocsLoan could be set to:

BorrowingLoanLabels.doc,BorrowingLoanSlips.doc

This would open both documents and ready them for the merge.

SUMMARY

The 6.1.0.0 client version modified the data files created by the ILLiad Client for the purposes of generating shipping labels in Lending.

With Client version 6.1.0.0, ShipStacksL.dbf and ShipStacksP.dbf no longer exist. These are replaced by shpstkl.dbf and shpstkp.dbf, respectively.

The document template(s) for Lending Shipping labels will need to be changed to look for these new data source files. This may be accomplished by going to the Mail Merge Helper under Tools - Mail Merge in MS Word and changing the data source to be the new filename.

MORE INFORMATION

This change was made in order to eliminate a compatibility problem between MS Word 97 and the data files used by the ILLiad Client.

SUMMARY

Invoices can be generate and printed by month (or any other time period) within Lending, Borrowing and Document Delivery. In order to generate invoices, billing must be active for each respective module.

For all three modules, the dbf file created is Invoices.dbf. The format varies for Lending versus Borrowing or Document Delivery. For Lending the Word document is LendingMonthlyInvoices.doc and for Borrowing and DocumentDelivery the Word document is BorrowingMonthlyInvoices.doc.

SUMMARY

If anything should happen to your Word documents used for printing in ILLiad, you can download a zip file of the latest Word documents supplied. These documents would replace those in the print folder either on your local machine or on the file server in the ILLiad share.

SUMMARY

The following items are OPTIONAL. While we have made an attempt to recommend products that will work with ILLiad, you are free to use whatever brands/products will work with your ILLiad system. NONE of these materials are provided by Atlas Systems or OCLC.

MORE INFORMATION

The optional labels are listed here:

SYMPTOMS

The barcodes in the Microsoft Word templates and documents do not display correctly and are in Arial font etc.

CAUSE

The barcode font is in the correct folder on the client machine, but is not installed.

RESOLUTION

To install the barcode font, open a Windows Explorer or My Computer window and browse to the fonts folder. The folder is usually under c:\windows\fonts or c:\winnt\fonts on the local machine. Once in that folder, be sure that there is a 3 of 9 barcode font installed. The screen may refresh as soon as you open that folder.

After opening that folder and verifying the font exists, go to a Word template and see if the barcode font displays. The font is copied during the ILLiad Client installation but in some cases will not be recognized by the system until it is "installed" or viewed through the Windows Explorer.

If the font is missing from the client machine, it can be copied from the fonts directory on the ILLiad share.

SYMPTOMS

After merging the Word document, the barcode prints with gaps or does not scan with a barcode reader.

CAUSE

Barcode fonts may be missing * symbols around the merge fields or may be formatted to a decimal place with leading zeroes or spaces.

RESOLUTION

The barcode merge field is a True Type font, just like any other font, called 3 of 9 barcode. Any value (usually numbers) can be converted to a barcode. The field, however, must be preceeded and followed by a * that is also in 3 of 9 barcode. For example, a transaction number barcode in the Word template would look like *<Transactio>* in Ariel or some other font.

If those * symbols are missing or if there are spaces between them and the field, the barcode may appear fine, but will not scan with any reader. Check the template and verify that the merge field has no spaces but does have * symbols surrounding it.

Also, fields like TransactionNumber may be formatted to not have a decimal place print. If you right click on the <Transactio> merge field in word and choose Toggle Field Code, the field should look like {MERGEFIELD Transactio \# 0}. If there are multiple # or 0 symbols at the end, Word may be adding zeroes or spaces at the beginning of each number that may cause a barcode to not scan.

SYMPTOMS

Merging ILLiad records to the ILLiad Labels or slips (or any data to a Microsoft Mail Merge document), the records are being repeated or skipped.

CAUSE

Reminder: ILLiad labels will duplicate for loans that have multiple pieces.

If a record is being skipped, then there is an extra «Next Record» tag in the Word template. This is the instruction to Word to select the next record in the data file. If there is an extra «Next Record», then Word will skip over the record and merge the next record to the template.The most common place this is found incorrectly is the very first record of the document (so that Word skips the first record and the seventh record, etc.).

If a label is being duplicated, then the «Next Record» is missing in that section of the form.

Word automatically goes to the next record when moving to the next page in a document.

RESOLUTION

If there is an extra «Next Record» then remove it by highlighting and hitting either the Backspace or Delete button. If the «Next Record» tag is missing, add one by moving the cursor to the spot in the template you want to add the tag and select the "Insert Word Field" drop down list from the Mail Merge Toolbar. Then select "Next Record".

Note: The «Next Record» tag should be placed at the very beginning of each label (except for the first one), so that Word knows to move to the next record in the data file.

SYMPTOMS

When you try to move items to a print queue, the system responds with "0 items moved to print queue", even when items exist to export.

ERROR MESSAGES

0 items moved to print queue.

CAUSE

This is normally caused by missing entries in the LocalInfo table.

RESOLUTION

Using the Customization Manager, open the Contacts section, and make sure that an entry exists for the NVTGC (DeliveryLocation) of the user that the item belongs to. You can check the user's NVTGC from the Edit Customer screen.

SYMPTOMS

Documents do not open automatically when items are printed.

CAUSE

No documents or the wrong documents are specified for the specific print key being used.

RESOLUTION

There are several keys that govern what documents print for each print process. These keys and thier default values are as follows:

Be sure that each key points to the appropriate print templates for your ILL operation.

If you would like to be able to print article and loan requests separately, be sure to change the SeparatePrintOptions key to No.

Also, you may need to change the PrintDocumentsPath to the location of your Word documents. If on your illiad server the value would be: \\servername\illiad\print\ where the servername is your ILLiad server. This value may also be a mapped drive (i.e.X:\). As always, be sure whatever value is there has a trailing backslash. Shared server installations can have different path names as well as Word document names.

MORE INFORMATION

After Checking in Borrowing items from the Lending institution, the print process is as follows:

• Go to the Receives Menu on the ILLiad Main Menu and choose Print Receives.

The received items will be moved to the print queue and the ILLiad client will open up the print documents associated with the Received From Lending Library print process. Typically, these are BorrowingLoanLabels.doc and BorrowingLoanSlips for Loans and BorrowingArticleLabels.doc for articles, although you may specify any documents used by your institution.

The ILLiad client will open each document based on the transactions to be printed. Thus, if no articles have been checked in, any designated article-specific documents will not open.

• For each document to be printed, click the Merge to new Document button as usual. Each document will merge with the transaction and user data and ready itself for printing.
• Print the documents.
• When you have successfully printed each document, close them, without saving them, as usual.
• Refresh the ILLiad Main Menu by clicking the refresh button.

You will see that the transactions just printed have automatically been cleared from the print queue and are now in the Awaiting Customer Contact queue.

• From this point in the Borrowing process, proceed as normal.
  

SYMPTOMS

When attempting to merge the LendingArticleShippingLabels.doc or LendingLoanShippingLabels.doc document template with the associated DBF file, Word 97 cannot seem to locate the DBF file, even though the DBF file does seem to be present in the local c:\illiad\print folder.

ERROR MESSAGES

LendingArticleShippingLabels.doc is a mail merge main document. Word cannot find its data source, ShipStacksP.dbf.

or

LendingLoanShippingLabels.doc is a mail merge main document. Word cannot find its data source, ShipStacksL.dbf.

CAUSE

Word 97 is incapable of dealing with DBF filenames that are longer than eight characters. The filenames being looked for by these documents are:

• ShipStacks.dbf(for combined Articles/Loans)
• ShipStacksP.dbf(for Articles)
• ShipStacksL.dbf(for Loans)

RESOLUTION

To get around this limitation of Word 97, the latest version of the ILLiad client creates additional redundant DBF files with shorter filenames for these documents. These new DBF file are:

• ShpStk.dbf(for combined Articles/Loans)
• ShpStkP.dbf(for Articles)
• ShpStkL.dbf(for Loans)

To solve the problem, open the template document in Word, go to the Tools menu and choose Mail Merge. The Mail Merge Helper will open. Edit the Data Source (under the number 2: Data Source in the Mail Merge Helper) to point to the appropriate shorter DBF file and save the document template.

MORE INFORMATION

Be aware that most ILLiad shares are set up to be read only. In order to save the modified Word file, you will need the permission to do so.

SYMPTOMS

When opening a Word Template, the error appears "Word cannot find its data source."

CAUSE

The template cannot find the dbf file needed to merge the data source. The dbf files are created when moving items to the print queue in ILLiad.

RESOLUTION

In ILLiad, move the items to the print queue. Even if there are no items that need to be printed, ILLiad will create an empty dbf file for Word to use.

MORE INFORMATION

ILLiad Reference Guide - Chapter 13 - Data Files and Documents.
(There is a list of dbf files for each printing process.)