Sorting and Filtering Print Documents

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Filtering Documents

Aeon can be set up to filter the various documents to keep certain transactions from printing. The Printer Settings form includes a Filter String field that allows you to specify which documents you print by creating a filter of the values in the requests based on values from the PrintQueue in the document's .xls file using the format <TableName>_<ColumnName>.

For example, if you want to print rush requests separately from regular requests, the filter string would be entered as ServiceLevel <> 'Rush'. Pull slips will print only for those requests with a value of "Rush" in the Service Level field.

The Filter String feature displays in the Print Configurations form and retains the last values entered. You can edit and save the values for future print jobs from there.

Note that the contents of filter strings are case sensitive. Both the column names (ServiceLevel) and values (Rush) should be written as they appear in the .xls files.

Sorting Records - Changing the Print Order

Aeon can be set up to display and print the various documents in almost any order you wish as a part of the merge process. For example, it might facilitate your search efforts to print labels in location or call number order. Please be aware that different versions of MS Word perform the various Mail Merge, Sorting, and Filtering functions used by Aeon very differently. While it isn't possible for us to include instructions specific to any and all possible versions of MS Word that you might be using for Aeon processing, we have included three fairly common examples, Word 2007,  Word 2003 and Word 2000. Other MS Word versions should be fairly similar to at least one of these two examples. For further information about Mail Merge functionality in your version of MS Word, please consult your MS Word Help menu.

For MS Word 2007

To set up an automatic sort as a part of the Mail Merge prior to printing, open up the document template that you wish to modify.

  • Go to the Mailings menu and choose Edit Recipient List. This will bring up the Mail Merge Recipients screen.
  • To sort the data, click the appropriate column Heading(s) until the data is displayed the way you want it.
  • Once this is complete, click the OK button to exit the Mail Merge Recipients screen.

You must save any changes to the original document template to use this sort for future printing. Microsoft Word will store the sort order in the main document. The next time you open this document and merge it with the Aeon Data, Word will retrieve and sort the data records according to the query options you specified.

Filtering Records - Determining What Portion of the Data to Print

Aeon can be set up to filter the various documents to keep certain transactions from printing as a part of the merge process. Please be aware that different versions of MS Word perform the various Mail Merge, Sorting, and Filtering functions used by Aeon very differently. While it isn't possible for us to include instructions specific to any and all possible versions of MS Word that you might be using for Aeon processing, we have included two fairly common examples, Word 2000 and Word 2003. Other MS Word versions should be fairly similar to at least one of these two examples. For further information about Mail Merge functionality in your version of MS Word, please consult your MS Word Help menu.

For MS Word 2007

To set up an automatic filter as a part of the Mail Merge prior to printing, open up the document template that you wish to modify.

  1. Go to the Mailings menu and choose Edit Recipient list. This will bring up the Mail Merge Recipients screen.
  2. Click the dropdown arrow next to the column heading of the item you want to filter by.
  3. Click on (Advanced). This will display the Filter and Sort screen.
  4. Click on the Filter Records tab.
  5. In the Field dropdown, select the database field on which the filter you wish to add will depend.
  6. Be aware that, when setting up a filter, you will be specifying what WILL print rather than what to exclude from printing.
  7. Next, choose the appropriate comparison from the Comparison dropdown and, if necessary, add the information to be compared against to the Compare to field.
  8. Then repeat as necessary in order to achieve the desired result.
  9. Once the query options are set, click the OK button and exit the Mail Merge Recipients screen.
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