Work With Spooled Files

This option allows you to view your spool files on the server, display the contents of a selected file on your screen, as well as output these files as a PDF which can then be e-mailed with additional text to multiple users. The displayed report can be printed or output to a text file that can be imported into a spreadsheet or word processing program.

Select System Utilities | Work with Spooled Files to display a list of the reports that you generated.

Set Preferred Display of Reports

You may now control the reports that display in your spooled files and output queue.  The first time you access the Work With Spooled Files option, the default view contains only the current day’s reports. These are your choices. When you are satisfied with your choices, click "Save current setup as default" to have this preferred view display the next time you select this option.

• Click to Include All Dates. When all dates display, you may sort by column header as you have done before.

• Include Job Logs displays the system-generated job log for each report. This is useful when  you are troubleshooting a problem, but probably not useful under normal conditions.

• Include "SAVE" Outqueue Reports. The SAVE output queue is where backup copies of your released bills, for example, are stored. It also stores backup copies of some reports.

• The Library feature allows you to view reports in all authorized output queues associated with the specified Library. Just key the Library code in the Library field.  Also, if keying a specific output queue and that output queue is associated with more than one Library, then reports in the output queue associated with each Library will display

Using the Spooled Files Display

1. You can sort the list of Spool Files by clicking the Spool File column heading. When the sort completes, a solid triangle displays next to the column heading indicating the direction of the sort.

2. For any file you select by clicking the checkbox at the left of the desired row/record you may:

• Click <Hold> to hold a spooled file and keep it from printing.

• Click <Release> to release the spool file to print. Some spool files are automatically put on Hold and must be released using this function.

• Click <Change> to change the number of copies and/or output queue, to restart printing at a certain page number, and to save the file.

• Delete a file by clicking the Delete icon .

• View the contents of the File, by clicking the Next icon .. When the file displays, you may take two more actions: Print or export as a text file for import into a spreadsheet or word processing program.

Caution: Before you view the contents of any Spool File, it is important to look at the number of pages the file contains. The more pages, the longer it takes to display information. If a Spool File contains more than 300 pages, it will not be displayed in the web browser due to the memory intensive nature of these large files.

Selecting Multiple Files

1. When you select multiple spool files by clicking more than one checkbox, you may use delete, hold, release, and change functions.

2. For multiple file selections, Restart Printing is disabled from starting printing at a certain page number,

3. For multiple selections, you may not use the Next icon. That is reserved for single file selections.

With the report displayed on your screen:

• To Print this report, click the Print icon , indicate number of copies, then click OK.

• • On the same printing menu, the Restart Printing field has a dropdown. Click Server Printing Settings if you need to use some of the AdVault server features.

• To use <Copy Report to Text File> click the button at the top of the displayed report. When the File Download window displays, click <Save> to save this file to your computer. When the Save As window displays, type a new file name and use the .spool file extension. Click <Save>.

When the Download Complete window displays, click <Close>. You may import this file into any word processing or spreadsheet program.

To Output as a PDF file:

1. 1. If you selected Output as PDF on the View Output Queue Window and clicked the Next icon, the report prints as a PDF in Adobe® Acrobat®.

   2. As you review the pages in PDF format, you may also print all or selected pages, save it to a folder, or e-mail it to another person. See E-Mailing a PDF.