Managing Print Files

Print files are files that users have requested for printing, but that have not yet printed. Because the printer can only process one file at a time, print files must be organized in a logical order (queued) when sent to the printer. HP Easytime/iX 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 your print files, including the following:

checking the status of print files
deleting a print file
putting a print file on hold
taking a print file 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 the printer
reprinting a print file
loading and aligning forms
displaying a set of print files
sorting print files

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

name of the print file
name of the user who created the print file
name of the account
printer on which the print file will be printed
status of the print file
number of copies requested
approximate length (in pages) of the print file
name of the required form (if available)

Figure 7-3 Print File Management

To access Print File Management

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

To check the status of print files

You can monitor printing on your system by checking the status field on the Print File Management screen.

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

`This status`	`Means this`
`CREATE`	A print file is being created.
`PRINTING`	The print file is printing now.
`READY`	The print file is ready (waiting) to print.
`ON HOLD`	The 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.

To delete 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.

To put a print file on hold

You can put a print file on hold to keep it from printing until you want it to.

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.

To take a print file off hold

Once you put a print file on hold, it will not print until you take it 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.

To move a print file to the top of the queue

If you need one or more print files printed quickly, 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.

To read the contents of a 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, type it.
The first 15 lines of the print file are displayed. You can 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, type it.
Press F8 {{Close}} to close the print file when you have finished reading.

To change the number of copies of a print file

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.
Type the number of copies that you want printed.
Press F5 {{OK}} to change the number of copies.

To change the printer for a print file

You can route your print files to another printer with 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.

To stop and restart printing of a print file

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.
Press F2 A to open the Actions menu.
Press E for Reprint.

To load a form

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.

To align a form

Some print files that require a form also require that you align the form before printing. You would want to be sure that checks, for example, are correctly aligned before printing a large number of them.

When alignment of a form is needed, the status line on your 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.

To display a set of print files

When you log on to HP Easytime/iX and go to Print File Management, you see all the print files under your logon name and account. You may want to expand your 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 type a set of print files. The following example displays all print files for user PAT in account FINANCE.
Figure 7-4 Setting a View of Print Files
Type the set of print files that you would like to view. You can use wildcard characters to define a set of print files.
Select one or more printers.
Press F5 {{OK}} to display the new view.
Only those print files that you specified are now displayed on your screen. This new view lasts until you exit HP Easytime/iX or change the view again.

To reset the 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.

To sort a list of print files

When you start HP Easytime/iX and go to Print File Management, print files are sorted on your screen by printer. You can change this to sort print files, for example, by print file name or by status.

Press F2 V to open the View menu.
Choose one of the following settings:
- sort by Print File Name
- sort by User
- sort by Account
- sort by Printer
- sort by Status

The print files on your screen will be sorted according to the setting that you selected. An asterisk (*) appears in front of the selected setting. This setting is valid until you exit HP Easytime/iX or change the sort again.