Print Files

Print files are files users have requested for printing, but have not yet printed. Because the printer can only process one file at a time, print files need to be organized in a logical order (queued) when sent to the printer. HP Easytime/XL sorts print files according to their status and prints each in turn.

The menus at the top of the Print File Management screen contain all of the tasks necessary for managing the print files, including:

Status
Deleting
Put on hold
Take off hold
Moving a print file to the top of the queue
Reading the contents of a print file
Changing the number of copies
Changing printers
Reprinting a print file
Loading and aligning forms
Displaying a set of print files
Sorting

The Print File Management screen provides information about all pending print files on the system, Including:

Print File Name
User who created the print file
Account
Printer (which printer that file will be assigned)
Status of print file
Number of copies requested
Approximate length (in pages) of the print file
Name of the required form (if available)

Figure 3-3 “Print File Management” illustrates the Print File Management screen.

Figure 3-3 Print File Management

Accessing Print File Management

Move cursor to Print File Management on the Main menu.
Press either F3, Return key, or Spacebar.

Monitoring Status

Monitor printing on your system by checking the status field on the Print File Management screen.

The status of a print file can be one of the following:

Status: Means
CREATE: A print file is being created.
PRINTING: Print file is printing now.
READY: Print file is ready (waiting) to print.
ON HOLD: Print file has been put on hold. This means that the print file cannot print until you take it off hold.
LOAD FORM: The print file requires a special form (kind of paper). Because this print file is at the top of the print queue, all printing on this printer has stopped. You must load the form before printing can continue.
ALIGN FORM: The print file requires that you align the form before printing. Because this print file is at the top of the print queue, all printing on this printer has stopped. You must align the form before printing can continue.
PROBLEM: There is a problem with the printer. Check to make sure the printer is switched on, or check for a paper jam.
UNKNOWN: This status indicates a problem with the printing program. Contact your system administrator for assistance.

Deleting a Print File

If you no longer want a print file to print, you can delete it from the print queue.

Select one or more print files from the Print File Management screen.
Press F2 A to open the Actions menu.
Press D for Delete.
Press F5 Yes to confirm deletion of the print file.

Put On Hold

A print file can be put on hold to keep it from printing until you are ready.

Select one or more print files from the Print File Management screen.
Press F2 A to open the Actions menu.
Press H for Put on Hold.
The status of the print file changes to ON HOLD.

Take Off Hold

Once the print file is put on hold, it will not print until it is taken off hold.

Select one or more print files with the status ON HOLD.
Press F2 A to open the Actions menu.
Press O for Take off Hold.
The status of the print file changes to READY.

Rearranging Print Files

If one or more print files printed need the priority changed, you can move them to the top of the print queue. These files are then the next to be printed.

Select one or more print files from the Print File Management screen.
Press F2 A to open the Actions menu.
Press N for Print Next.

Reading Contents of Print File

You can read the contents of a print file while it is waiting in the print queue.

Select one or more print files from the Print File Management screen.
Press F2 A to open the Actions menu.
Press R for Read.
If the first print file has a lockword, enter it.
The first 15 lines or the print file are displayed. Use the scroll keys to browse through the contents of the print file.
If you have selected several print files to read, press F5 Read Next to display the contents of the next selected print file.
If the next selected print file has a lockword, enter it.
Press F8 Close to close the print file when you are finished reading.

Changing the Number of Copies

You can increase or decrease the requested number of copies for a print file with this task.

Select one or more print files from the Print File Management screen.
Press F2 A to open the Actions menu.
Press C for Change No. of Copies.
A dialog box prompts you for the number of copies.
Enter the number of copies you want printed.
Press F5 OK to change the number of copies.

Changing Printers

To route your print files to another printer use this task:

Select one or more print files from the Print File Management screen.
Press F2 A to open the Actions menu.
Press P for Change Printer.
A dialog box displays a list of available printers.
Select a printer from the list
Press F5 OK to change the printer.

Interrupt (Stop) Printing

You can stop (interrupt) a file that is printing, and start printing again from the beginning. Use this task to recover after a paper jam.

Select the print file that is currently printing.
Print F2 A to open the Actions menu.
Press E for Reprint.

Loading Forms

Some print files need to be printed on a form or special kind of paper. When a form is needed, the status line on your screen displays the message: LOAD FORM. You must respond to the request before printing on this printer can continue.

Select a print file with the status Load Form.
Press F2 A to open the Actions menu.
Press L for Load Form.
A dialog box displays information about the kind of form required.
Load the correct form in the printer.
Or, choose Put on Hold from the dialog box. In this particular case, you cannot use the Actions menu to put the form on hold.
Press F5 OK when the form is loaded and you want to start printing.

Aligning Form

Some print files that require a form also require that you align the form before printing. This is to ensure that all alignments are set before running a large quantity.

When alignment of a form is needed the status line on the screen displays the message: ALIGN FORM. You must respond to this request before printing on this printer can continue.

Select a print file with the status Align Form.
Press F2 A to open the Actions menu.
Press F for Align Form.
A dialog box prompts you to align the form.
Align the form in the paper tray.
Or, choose Test to first print a test line to check alignment.
Press F5 OK to inform the system that the form is aligned.

Displaying Print Files

Log on to HP Easytime/XL and go to Print File Management, you will see all the print files under your logon name and account. You may want to expand the view to include print files in another account, or restrict it to a particular set of print files, for example, those on a specific printer.

Press F2 V to open the View menu.
Press V for Set View.
A dialog box prompts you to enter a set of print files.
Enter the set of print files you would like to view. Wildcard characters can be used to define a set of print files.
Select one or more printers.
Press F5 OK to display the new view.
Only those print files you specified are now displayed on the screen. This new view will last until you exit HP Easytime/XL, or change the view again.

Resetting View

If you have changed your view of print files, you can quickly reset it to display all the print files under your logon name and account.

Press F2 V to open the View menu.
Press R for Reset View.

Sorting Print Files

Start HP Easytime/XL and go to Print File Management, print files are sorted on the screen by printer. You can change this sorting to print file name or by status etc.

Press F2 V to open the View menu.
Choose one of the following Sort settings:
- Print File Name
- User
- Account
- Printer
- Status
The print files on the screen will be sorted according to the setting selected. An asterisk (*) appears in front of the selected setting. This setting is valid until exiting from HP Easytime/XL, or changing the sort again.