Document Print Formats

Creating a new document print format allows you to create a format for both printed letters or for email notifications. To create a new document print format:

1. Click the Create New Format link.

2. In the Format Name field, enter the name for the print format.

   Document print format names must be unique.

3. In the Tab Order field, enter a numeric value.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

4. To create a format for printed documents, enter the content in the large Format Text field.

   The content can include static text, print tokens, and images, and can be formatted using the formatting tools at the top of the field. You can create the format from scratch or copy and paste it in from another electronic document.

5. To create a format for email notifications:

   1. In the Document type field, select the document type.
   2. In the Subject field, enter the text for the subject of the email message.

   3. In the Body field, enter the content for the email message.

      The content can include static text, print tokens, images, and HTML tags. You can create the format from scratch or copy and paste it in from another electronic document.

6. Click OK to save the print format.

7. To propagate the document print format to all properties in a region:

   1. In the Add this format to the following Region field, select a region.
   2. Click Assign.

To edit an existing document print format:

1. In the Format Name field, select the print format you want to edit.

   The content of the selected format appears. Text values that are displayed between asterisks (for example **COMPANYNAME**) are print tokens.

2. Click the Edit this Format link.

3. Modify any of the following values:

   • Format Name – the name of the format
   • Tab Order – the position in drop-down menus where lower numbered values are listed first
   • Format Text – the content of the print format.
   • Document Type – the document type for email formats
   • Subject – the subject line for email formats
   • Body – the content of the email message
4. Click UPDATE.

5. To propagate the document print format to all properties in a region:

   1. In the Add this format to the following Region field, select a region.
   2. Click Assign.

You can print a document print format to ensure that it lays out on the page as expected.

When printing the document print format, only the template will print. The system cannot populate print tokens with document information.

To print a document print format:

1. In the Format Name field, select the print format you want to print.

2. Click the Print Format link.

   The content of the selected format appears, as well as a Print dialog box.

3. Select the desired printer.
4. Click OK.

Document print formats that have not been used can be deleted from the system.

Document print formats that have been used cannot be deleted, but they can be inactivated to prevent users from accessing them.

To delete a document print format:

1. In the Format Name field, select the print format you want to delete.
2. Click the Edit this Format link.

3. Click the Delete Format link.

   A dialog box opens asking you to confirm your choice.

4. Click OK.