Printing Callslips and Request Slips

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You can print callslips and request slips for both loans and copy (photoduplication) requests. Printing can be done from several locations in the Aeon client. Aeon uses the Word Mail Merge process for printing and supplies default Word templates as the main document for the merge.  The Word template used for printing the callslip is PrintCallslip.doc. The Word template used for printing the request slip is PrintRequest.doc. The two Word templates listed above can be modified to suit your specific needs. Both of the Word templates merge with an .xls data source file called RequestsPrintQueue.xls. The result is a new merged Word document containing the output data from the data source file. A digitization request slip is also available if you want to print a slip for your photoduplication staff (PrintDigitizationRequest.doc). It also uses the RequestsPrintQueue.xls form. See Customizing Printer Templates to read more about the Word templates and data files used in Aeon printing. The Printer Setup command allows you to configure your print options on a per-template basis.

The first time you print something using the Aeon document templates, the client will display the Aeon Printer Settings screen to confirm, for each particular template, your printing options.

The Difference Between Callslips and Request Slips

Callslips are available for printing only when an item is at the transaction status of Awaiting Request Processing or Awaiting Activity Processing (or any custom queue created from those states). When you print a callslip, the item request moves from the Awaiting Processing queue to In Item Retrieval. You can reprint callslips from the Request form. Printing a request slip does not move the item request through the workflow process, so request slips can be printed at any time.

You can prints callslips for requests for Activities that are not at the Awaiting Request Processing or Awaiting Activity Processing from the Activity Information form.

Printing Callslips

There are three places that allow you to print callslips: the Request Form, the Activity form, and the Awaiting Request Processing/Awaiting Activity Processing queues. You can also print callslips from any queues you may have created from the Awaiting Request Processing and Awaiting Activity Processing queues.

  1. Printing Callslips from the Request Form

    Once you've determined that a request is valid, printing a callslip enables you to retrieve the item from its location. Printing a callslip for a request can be easily accomplished from the Request form. To print a callslip from the Request form, click the Print Callslip button located as a Next Step option on the Home tab of the Request form. Clicking Print Callslip sends the callslip directly to your default printer unless you have specified otherwise in Printer Setup.

  2. Printing Callslips from the Activity Information Form

    You can print callslips from the Activity Information form for requests submitted for an Activity. Here you have the option to print callslips for those requests awaiting processing or to print callslips for all requests for the Activity. Callslips are printed using the Print Callslips button on the Details tab:

    • To print only callslips for requests in Awaiting Request (or Activity) Processing, click the lower half of the Print Callslip button and click Print Callslips for Requests Awaiting Processing.
    • To print all callslips for the requests submitted for an Activity, click the lower half of the Print Callslip button and click Print Callslips for All Requests.
  3. Printing Callslips from the Requests Queues

    Click the Print Callslip button located as a Next Step option on the Process tab of a Request list for the Awaiting Request Processing or Awaiting Activity Processing queues. Printing from the Request list allows you to select and print callslips for multiple requests in a list.

Reprinting Callslips

You can reprint a callslip from the Request form Home ribbon using the Reprint Callslip button. This button is enabled only when the Print Callslip (Next Step) button is not available. Because this feature is outside the normal workflow, reprinting a callslip does not affect processing. Requests do not change status when this feature is used. The Reprint Callslip feature uses the same template as the Print Callslip feature, PrintCallslip.doc.

Batch Reprinting Callslips

You can also batch reprint callslips. To do so, open a specific status grid and select all of the items that you want to reprint callslips for. Then click Reprint Callslips.

Printing Request Slips

There are four places where you can print request slips: the Request Form, the Activity form, the Request queues, and Search results lists.

  1. Printing Requests from the Request Form
    You can print the request slip from the Request form by clicking the Print Request button located on the Home tab of the Request form. Clicking Print Request sends the request directly to your default printer unless you have specified otherwise in Printer Setup.
  2. Printing Requests from the Activity Information Form
    You can print Requests from the Activity Information form for requests submitted for an Activity. Requests are printed using the Print Request button on the Processing ribbon (click the Requests tab to view this ribbon). Printing from the Activity form allows you to select and print request slips for multiple requests in a list.
  3. Printing Requests from the User Information Form
    You can print selected requests from the Requests tab of the User Information form. Printing from the User Information form allows you to select and print request slips for multiple requests in a list.
  4. Printing Requests from the Requests List or Search Results
    Click the Print Request button located on the Process tab of a Request list or Search list. Printing from the Request list or Search list allows you to select and print request slips for multiple requests in a list.

Printing Digitization Request Slips

Photoduplication processing allows you to print a request slip to give to the photoduplication staff. The digitization request slip template (PrintDigitizationRequest.doc) contains fields for the page range and page count of the requested item. The Print Digitization Request button is found on the Process tab of the Request form. Clicking the Print Digitization Request button sends the digitization request slip directly to your default printer unless you have specified otherwise in Printer Setup.

Editing Callslips and Request Slips

Along with other fields, you can include Activity and Researcher information and the last entered Request Note on your printed callslips and request slips by editing the Word templates to display these fields.

Associating a Word File with the Data File

The first time a Word document is printed with Aeon, it may not locate the .xls file. If this happens, it just needs to be associated with the corresponding .xls data file. This is communicated to you by a popup window. Using the Request Slip as an example, you will see the message: "PrintRequest.doc is a mail merge main document. Word cannot find its data source, C:. . . My Documents\Aeon\Print\RequestsPrintQueue.xls."

To associate the Word template, PrintRequest.doc, with the .xls data file, RequestsPrintQueue.xls, click Find Data Source. On the Select Data Source screen, navigate to the default location for the .xls files. This is the Aeon\Print\ folder under the logged in user's My Documents folder. Select RequestsPrintQueue.xls, and click Open.

Choosing the Data File Worksheet

If the Select Table screen displays, you will need to specify which worksheet within the .xls data file.

  1. The Aeon .xls files use only one worksheet (either Users or Requests) so choose the option on the screen and click OK.
  2. For the callslips and request slips, choose Requests.
  3. The PrintRequest.doc file (main document) and the merged Word document will open. Print the merged Word document and close both documents without saving your changes.

Selecting the Word Template to Merge

If the merged Word document does not open automatically, you will need to merge the data file with the Word template manually. To do this in Word 2007, go to Mailings | Finish and Merge | Edit Individual Documents. Select the records to merge (i.e., All or Current record) and click OK. The associated merged document opens, containing the information from the .xls date fields. Print as described above.

An entry is added to the request's History table to record when a request or callslip is printed.

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