Infowise Smart Print Pro 1
Contents Introduction... 3 Installation... 3 Registration... 3 Print Settings... 3 Print Templates... 3 General Settings... 4 Display... 5 PDF Settings... 6 Advanced Mode Editing... 6 User Interface... 7 Email Feature... 8 2
Introduction Smart Print Pro adds advanced printing and exporting capabilities to SharePoint lists and list items. Define templates including just the columns you want to print and set their order. Now you can view the print preview and then send it to the printer, export to PDF or email to yourself. You can create as many templates as you need for every list, including item (for printing single items) and list view (for printing a grid of multiple items) templates. You can choose between a regular or high contrast color themes depending on your specific needs. The templates can be user-specific or shared between all users. Even if you don t create any templates for the list, you can still print it using the default settings. Installation You must be a server administrator to install this component. Log on to the server and copy the installation package to a local directory. Doubleclick to initiate the installation wizard. Follow the directions of the wizard to finish the installation procedure. The product automatically activates a site collection-scoped feature that performs the product integration into your SharePoint environment. Registration If you have purchased Smart Print Pro, use the Infowise Capability Dashboard page accessible through the Central Administration site. Enter the License Key under corresponding product. If no License Key is entered, the version is time-limited to 30 days. Both full and time-limited versions contain the same functionality. Print Settings Print templates are managed from Print Settings page accessible from the List Settings page. You must have permissions to edit list settings. Print Templates This section lists the existing templates created by the current user. Figure 1 - Print Templates 3
You can use this view to edit and delete the existing templates. General Settings In this section you set the main parameters of new and existing templates. Figure 2 - General Settings Title set the template title as it will appear in Print Preview screen. Choose a descriptive name. Type choose whether to create a template for list items or list views View when creating a list view template, choose a view to base the sorting and filtering settings on. Edit Mode when creating an item template, you can choose to use the simple editor, where you simply select the columns you want to print or use the Advanced Mode and directly edit the template. Read more regarding Advanced Mode in the Advanced Mode Editing section of this guide. Use columns defined in view when create a list view template you can define the viewable columns manually or use the columns defined in the selected view. Columns choose the columns and column order for the print-out. In item templates you can also choose to add sections, page breaks and blank rows. Section in item templates you can choose to add section headers to group specific columns together 4
Display Set additional parameters for the view the print-out is displayed. Figure 3 Display Header enter any header to add to the print-out. You can use any combination of text and formatting. Footer enter any footer to add to the print-out. You can use any combination of text and formatting. Theme choose either regular or high-contrast color theme. The regular theme includes shades of gray, whereas high-contrast theme only includes black and white. Share template with all users allow other users to view and use the template. If left uncheck, only the creator of the template can use it. Note: you can include the following tokens in your headers and footers to be filled in automatically during print preview generation: [[Me]] name of the user performing printing [[Today]] current date [[Now]] current time 5
[[WebTitle]] title of the web site [[WebLink]] link to the web site (title is used as a display value) [[ListTitle]] title of the list [[ListLink]] - link to the list (title is used as a display value) [[ItemTitle]] title of the item (can only be used in item templates) [[ItemLink]] link to the item (title is used as a display value, can only be used in item templates) PDF Settings These settings apply when exporting the page to PDF. Figure 4 - PDF Settings Use landscape orientation prints the template in Landscape orientation. Please note that most browser do not allow setting the print layout yet. Page Size: choose one of 4 available page sizes, such as A4 or Letter. Margins set margins in inches or millimeters (depending on your locale). Leaving all values at zero will add default margins. Advanced Mode Editing When you create an item template and need the item to be printed in a specific fashion, you may want to use the Advanced Mode. In this mode you are presented with a rich text editor, where you create you template (you can even use direct HTML manipulation). On the right you see the list of columns, use those columns by selecting one, clicking on Copy to Clipboard and pasting within the rich text editor. You can also type the name of the columns manually, surrounding them with double square brackets. You can also use [[Me]] and [[Today]] keyword to include current user name and today s date respectably. 6
Figure 5 - Advanced Mode editing User Interface The Print button is visible on item context menus, on display forms, in views (under Actions in 2007 or in the ribbon in 2010). Note: in SharePoint 2010 the button under Items ribbon will print a single item when just one item is selected. When multiple items are selected, a list of items or multiple items are printed depending on selected template. Once clicked, the Print Preview screen is opened, where you can view the print preview of the items/list view, choose the desired template and perform on of the following actions: Print the preview is send to the printer. The regular print dialog is shown where you can choose a printer and set additional settings Export to PDF the preview is converted to PDF format and the generated file is downloaded to your browser. The default file name is the list title. Email the preview is emailed to specified recipients, as text or PDF, with or without attached documents. Refer to the next chapter for details. 7
Figure 6 - Print Preview Email Feature The email feature allows you to send the print-out as text or PDF with or without attached documents. Click on the Email button to show the Email panel 8
Figure 7 - Email Settings 1. Specify recipients, by default the email is sent to you 2. Specify subject. By default the subject is the same as the template name 3. Optionally specify body 4. Specify whether to attach print-out as PDF or insert into the message body 5. Specify whether to include documents (in document libraries) or list item attachments (if exists) in the message. 9