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Building Documents OnlineFilePrint allows users to create documents from templates. These templates may be simple with only one variable, such as a telephone contact number; or more complex with several variables and branding information like the office address and telephone numbers. Furthermore the variables themselves might be simple text, paragraphs of text, images or options from a list. Whatever the layout of the template, a preview is always available ensuring the user can be confident of what will be printed and delivered. Build DocumentsSelect the link at the top right hand side of the library screen.
Selecting a TemplateYou will then see a graphical list of your templates. Each template has an image of how the finished document might look and a label. Please note that the images are not to scale. To select the template you require simply click on it.
Template OptionsSome templates have options, whilst others do not. If a template has options then you will be presented with a second list of styles.
Filling in the TemplatesSome of the templates may not have any options and will look like this:
This type of template will automatically insert whatever localisation is required, i.e. your branch address or telephone number. Other templates may require you to enter text:
If this is the case, then there will always be a default option, showing you an example of what is expected. In the example above, the default is Joe. Top Tip: When you make an edit you MUST click on Update to Preview before either previewing or Save to Library. After clicking “Update to Preview” you will see Preview Document appear. You can ‘Preview Document’ to confirm that the document is correct, please note that the document is at Low Resolution, which means some of the images may be pixilated (images appear to be made up of boxes of colour), this does not effect the actual printed documents. Preview a Single Page / SelectionTop Tip: You can speed up previews by showing a selection of the page by clicking on the button:
This will preview only the page you are on, or, a selection of the document, if appropriate. The preview for the Handover and Welcome Pack will show around 8 pages, rather than 30! Saving your OptionsTop Tip: When you preview your document, you can actually save all your entries, then re-use them on another job. You do this by entering a job name in the Save Options at the bottom of the screen. This can then be saved by clicking on “Update to Preview”
Once you have done this, the “Saved Options” will appear at the top of the page.
Important Notes: Saved jobs will remain until you delete them, you can have as many as you like, if you have saved a job with an image that you later delete the system will tell you, finally, a saved job will only appear for specific template and template option combination. Image LibraryTop Tip: Instead of loading all your images in the normal way (see below), click on the library image button at the top of the screen:
This will allow you to upload all your images and manage them. This will speed up the whole process. Save to LibraryWhen you are happy with the Previewed document, you can ‘Save to Library’ which will create a high resolution document and put it into the Library, ready for you to order it.
The document may take several moments to build and you may see this message:
When the print job has been completed, you will see the following dialog box:
The default title is made up of the template name and a date/time. You may wish to edit this to make it more meaningful, such as Express A6 – Joe. Remember once the documents are in the library, you will be able to re-order them and it will important that you can differentiate between them. Once a document is added to the Library, you may order them as detailed in the Library section. Template OptionsInput will depend on the template selected but generally will be a series of input fields that provide variable content. These are some of the options Text FieldA text box will accept text WITHOUT any returns. A text box will accept as many characters as defined by the Maximum Characters, there is a counter showing the remaining number of characters as you type. Text Area FieldA text area will accept text WITH returns. A text area will accept as many characters as defined the Maximum Characters, there is a counter showing the remaining number of characters as you type. Image FieldAn image selector allows you to do one of three actions: 1. Select an image from the drop down list. Once selected you will be shown a thumbnail of the image. 2. Click on Image Library to show a pop up window with a categorised list of images. Click on a category and the images will be listed. Then click on "Select" to add the option back into the Image Selector. 3. Upload your own image by clicking on: Upload a new image. Image FormatsAll images uploaded onto the site must be JPEGs with the file extension of JPG. These will maintain good quality but keep the file size down for quick uploads. Any image's file size is controlled by two elements, dots per inch (DPI) and size. It is important that you ensure that your images are:
Most drawing tools will allow you to set these values. Ensure the JPG Standard format is selected, do not select JPG 2000 or advanced compression options. Who Can See Which ImagesAll images are not shown to all users. Each image that is uploaded from this tool is associated with you and only you can see them. If you want to let other users see the image then you must upload the image from My Account. If you are an Administrator, you set an image to allow everyone to see it, if you are a Super User you can set the image to allow all users in your office to see. |
