1.3. Printing

• Print - is used to print individual documents;

• Report - is used to print multiple records;

In both cases, the Report window will open, where the following options are available:

• open the respective tab, and press the Report buton;

• In the Report window, press the Find button;

• and remove the existing filter (press All). Optionally you can define specific filters;

• the report generated will contain all the records from the respective tab, regardless of the record selected on the header.

From the moment the user generated a report, it can also be sent by email as an attachment. To enable this the following settings have to be made:

• email account server setup - Request management section in the Tenant window;

• add an email and password for all users with appropriate rights - Internal section in User window.

If the setting above are active you can send the report as an email attachment by clicking the Send mail button in the Report window.

Defining a Print Format

Print formats are used to print individual documents, multiple records within a window or to display report results. SocrateCloud allows you to customize and define new print formats. There are two ways you can acces an existing print format:

• open the Print Format window, and locate the print format record;

• click the Edit Report button;

  • in the Report window, opened using the buttons on the toolbar;

  • on the report;

In SocrateCloud there are 2 distinct types of print formats:

• Document Print Formats - are used to print documents

• Report Print Formats - are used to print multiple records within a window (e.g. a list of invoices) or to print the results of a report from the menu.

The most effective way to create a new print format is to copy an existing one and edit it accordingly..

Default Print Formats

For a document, the default print format is the first available, in the order below:

• the print format selected manually in the Report window, when printing a document or report;;

• the print format selected for the document business partner, in the Business Partner window, Customer/Vendor tab;

• the print format selected for the document type, in the Document Type window

• the print format selected on print forms, in the Print Form window, in the following order:

  • the print form with the same organization as the document;

  • the print form defined at tenant level: *;

Note: the print form defined at system level cannot be used at tenant level.

Print format used by default when generating a report can be selected when defining the process in the Repot & Process window, Print Format field. For a print format to be available on the process window selection filed, the print format view must be the same as the process view.

Access and Security

Starting with v15.07, the following security policy will apply to print formats:

• for all the windows and processes that require a print format, a system defined print format will be provided. System defined print formats cannot be edited or deleted;

• system defined print formats can be used to print documents and reports, and will be available to all users;

• at tenant level custom print formats can be defined based on the system print format;

• any new print format will be available only for the user that created it and for the administrator;

• any print format defined at tenant level can be made "public" if necessary;

• a "public" print format will be available to all users;

• a "public" print format can be edited by any user with access rights to the level at which the print format was created;