The Print Document tool is used to express data from lists or forms in documents with specific formats.
1 Print Document
Users must navigate to the screen where they want to generate a document, then click the Print Document button. Alternatively, the commands (Alt+P) or (Shift+Ctrl+P) can be used. The print button is shown below:
This screen is shown when printing from a list or a form.
During printing, the system displays a Set Document Format window. Here users will find Execution and Print options, depending on the type of document selected and its format conversion.
1.1 Execution Options
Lists can be converted into different types of documents. However, when printing a form, no document converter can be selected, because forms are always generated in PDF format and converted.
1.2 Print Options
Various Print Options are supported once a Document Converter has been set. These include some common options and other more specific ones, depending on whether the user is printing a list or a form.
Sections will change depending on the format chosen.
1.2.1 Print PDF
The following types of documents can be printed in PDF:
- Print Document (Form)
- Print List
Shows available printing templates for a form. A default template with predefined formatting is always set automatically. This template must be identified through a description, which consists of the form title followed by fixed text: (auto).
This option is only available for form objects.
Shows all pages to be printed in PDF. The default setting is Current Document, which means that only the page viewed on the screen will be converted. The option All Selected Documents, on the other hand, converts all pages which meet query requirements into PDF.
This option will only appear for form objects.
Shows the default preset printer where the document will be sent.
Users must open the drop-down option menu to select other printers.
Sets paper format and size.
A4 can be set as default, and users can also find a drop-down menu with more options.
This option is only available for form objects.
|Debug Borders (PDF)||
When a PDF file has been created, users can see the borders of form templates. The main purpose of this option is to debug margins depending on borders, allowing the programmer to avoid overlaps.
This option is only available for forms.
PDF Printing Specifications
PDF printing (using FOP for conversion) has certain rules attached to it:
- The number of documents to be printed is limited according to the database connection group, set by the system administrator. These limitations are motivated by the fact that this document type consumes a great deal of system resources.
- When printing a double-sided PDF form, each main form page must be printed on an odd-numbered page. For example, when printing two one-page invoices in double-sided mode, users must insert a blank page in order to keep each invoice on a separate sheet.
- Documents with characters specific to a UTF-8 database locale use a different, non-standard font to represent special characters for printing. Two font types are available:
The user can choose a font from their configuration screen. The conversion is outlined in the table below:
|ISO||UTF-8 DejaVu||UTF-8 Liberation|
The DejaVu and Liberation fonts are different sizes. As such, the structure of the printed document may be modified according to the database's ISO locale and UTF-8 locale (or when the database locale changes).
This option converts a list into an Excel document. Three different formats may be selected, and each will organize information in different ways. The options used to create an Excel file are:
|Excel format (XLSX, from versions 2007 or later)|
|Download list and convert it to an Excel file with (.xlsx) extension.|
|Excel Format (XLS)|
|Download list and convert it to an Excel file with (.xls) extension. Some cases of data incompatibility may arise if the user's Excel version is older than 2007. If so, this format is recommended.|
|Excel Format (HTML)|
|Download list and convert it to an Excel file with (.xls) extension, using HTML for a more visually-friendly and readable experience.|
Specific Document Conversion Options:
- Convert Column: Selecting this option indicates that amounts in columns will be rounded to the nearest integer, rather than exact value being shown. The description associated with each column value is also shown, and column values are converted to text.
- Mode: The two available modes are Programmed and Ungrouped. When a user selects Ungroup, column data is not grouped together or totaled in any way. In Programmed mode, each column automatically groups its values and calculates a Total below.
The Excel file will need to be ungrouped to insert filters into grouped columns.
Creates a plain ASCII text file with a (.txt) extension. The file transforms elements into text characters and line breaks, generated through the text editor. processor.
This option creates a plain CSV text file with a (.csv) extension. Line elements can be separated by commas, semicolons, or vertical bar (pipe); these options are shown in the Separator drop-down menu.
This option generates an XML plain text document with a (.xml) extension. It includes all elements with tags divided hierarchically.
This option creates DBase files with a (.dbf) extension. It displays the list's current elements as database tables.
This option generates a Word file (rich text format) with a (.rtf) extension. This file can be opened from all common system word processors. All elements are distributed on tables and document pages.
If ActiveX controls are installed on the client device, and the user needs to edit and share Office documents via the Sharepoint platform, it is possible that some problems will arise when printing or viewing these documents.
These documents will be linked to ActiveX controls; as such, if the platform attempts to open them, credentials will be necessary. In order to avoid this problem and view documents correctly from Office applications, controls must be disabled.