Working with Documents

See Using the Document List for tips and configuration options for the document lists. See Submit a Document to submit a document to run from the Web UI.

NOTE: The options available will be based on the users assigned permissions. For more information on understanding permissions, see Understanding Roles and Capabilities.

To manage documents from the Active Documents window, highlight the document and select an option from the drop-down list. You can select from the following options:

• Properties - View the document properties

• View contents - View the contents of a document if its file type is supported and you have permission to view it

• Change - Change the document settings

• Change destination - Select a different destination for the document if it is not currently printing

• Change page range - Change the start page and end page for a document.

• Simulprint - Split large documents between two or more printers

• Hold - Put a document on hold

• Release - Release a document from the active list after it has been put on hold

• Deactivate - Deactivate the processing of a document

• Delete - Delete the document

• Change save time - Change the number of seconds to save the document when it moves to the  Inactive Documents window

To manage documents from the Inactive Documents window, highlight the document and select an option from the drop-down list. You can select from the following options:

• Properties - View the document properties

• View contents - View the contents of a document if its file type is supported and you have permission to view it

• Reactivate - Moves the document to the Active Documents list for immediate processing

• Reactivate on hold -  Moves the document to the Active Documents list on hold processing

• Delete - Removes a document from the Inactive Documents list

• Change save time - Change the number of seconds to save the document on the Inactive Documents window

To manage multiple documents on the Active Documents and Inactive Documents window, see Manage Multiple Documents.

Document Management Tasks on the Active Documents Window

To put a document on hold:

1. Click Documents on the main menu and select Active documents from the menu options. The Active Documents list opens.

2. Find the document that you want to put on hold. Click on that row and select Hold from the pop-up menu. To search for a specific document, see Search for a Document.

To release a document from hold:

1. Click Documents on the main menu and select Active documents from the menu options. The Active Documents list opens.

2. Find the document that you want to release from hold. Click on that row and select Release from the pop-up menu. To search for a specific document, see Search for a Document.

To deactivate the processing of a document:

1. Click Documents on the main menu and select Active documents from the menu options. The Active Documents list opens.

2. Find the document that you want to deactivate. Click on that row and select Deactivate from the pop-up menu. To search for a specific document, see Search for a Document.

3. Click Yes on the confirmation window. The document will be moved to the Inactive documents list.

To delete a document from the active list:

NOTE: The document will be deleted immediately and the savetime is ignored.

1. Click Documents on the main menu and select Active documents from the menu options. The Active Documents list opens.

2. Find the document that you want to delete. Click on that row and select Delete from the pop-up menu. To search for a specific document, see Search for a Document.

3. Click Yes on the confirmation window. The document will be deleted.

To change the savetime for a document from the active list:

1. Click Documents on the main menu and select Active documents from the menu options. The Active Documents list opens.

2. Find the document for which you want to change the save time. Click on that row and select Change save time from the pop-up menu. To search for a specific document, see Search for a Document.

3. On the Change Save Time window, enter the number of seconds to save the document when it is moved to the Inactive Documents window.

4. click OK.

Document Management Tasks on the Inactive Documents Window

To reactive a document:

You can reactivate a document on the Inactive Documents list and put it on the active list. To reactivate a document you must have ModifyDoc capability see Roles and Capabilities.

1. Click Documents on the main menu and select Inactive documents from the menu options. The Inactive Documents list opens.

2. Find the document that you want to reactivate. Click on that row and select Reactive or Reactivate on hold from the pop-up menu. To search for a specific document, see Search for a Document.

The document is moved to the active documents queue. The document will process immediately if you select Reactivate. If you selected Reactivate on hold, you will have to Release the document on the Active Documents window.

NOTE: The options to Reactivate or Reactivate on hold can be restricted to only users with SysAdmin capability if the global tuning parameter reactivatereqadmin, on the Miscellaneous tab, is set to Yes. For more information, see Roles and Capabilities and Global Tuning.

To delete a document:

1. Click Documents on the main menu and select Inactive documents from the menu options. The Inactive Documents list opens.

2. Find the document that you want to delete. Click on that row and select Delete from the pop-up menu. To search for a specific document, see Search for a Document.

3. Click Yes on the confirmation window.

To change the savetime for  a document:

1. Click Documents on the main menu and select Inactive documents from the menu options. The Inactive Documents list opens.

2. Find the document for which you want to change the save time. Click on that row and select Change save time from the pop-up menu. To search for a specific document, see Search for a Document.

3. On the Change Save Time window, enter the number of seconds to save the document on the Inactive Documents window.

4. click OK.

Manage Multiple Documents

To manage multiple documents at once on the Active Documents window:

1. Click Documents on the main menu and select Active documents from the menu options.

2. To take a single action on specific documents, select the check box in the row for each document for which you want to take action.

3. To take a single action for all documents, click the select all icon in the title section above the columns. Choose Select all from the menu options

4. Click on one of the documents that have been selected. Then select one of the options from the pop-up menu:

   • Change (Opens Change Multiple Documents window). On the Change Multiple Documents window, select the check-box to the left of the fields you want to change. For more information on the fields see Change Document Properties) 

   • Change Destination (deliver all documents to a different destination)

   • Hold (do not begin processing)

   • Release (begin processing)

   • Deactivate  (deactivate processing of all selected documents and move them from the active list to the inactive list)

   • Delete (delete documents from the server)

   • Change save time (change the number of seconds to save the document when it moves to the  Inactive Documents window)

   NOTE: The options available for selection to manage multiple documents will vary based on the document’s status.

To manage multiple documents at once on the Inactive Documents window:

1. Click Documents on the main menu and select Inactive documents from the menu options.

2. To take a single action on specific documents, select the check box in the row for each document for which you want to take action.

3. To take a single action for all documents, click the select all icon in the title section above the columns. Choose Select all from the menu options

4. Click on one of the documents that have been selected. Then select one of the options from the pop-up menu:

• Reactivate (reactivate and move to active list)

• Reactivate on hold (reactivate and move to the active list and place the document on hold)

• Delete (delete from the system)

• Change save time (change the number of seconds to save on the Inactive Documents window)