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Printer Settings - Document Design Manager

Datafile Software

Printer Settings

This option allows you to set a default printer and tray for the payroll document.

Clicking the drop-down list shows the printers available from the pc for you to select, after selecting the printer the list of trays can also be selected from a drop-down list. Note that this option assumes that the same printer is available, on the same device path, from all terminals that will process the particular document. If the printer is not available the usual default will apply.

E-Mail Settings

The E-Mail Settings option allows you to configure default message details if the document is printed to E-Mail. (This option is not available for all documents – for example cheques in Payroll.)

Data item containing e-mail address – select the data item from the main file in the application that contains the email address to be used.The main file for the payroll documents is the employee file.

Send Automatically– controls whether the message is to be displayed for confirmation/amendment before sending. See notes on Microsoft Outlook / Outlook Express below.

HTML e-mail – this option is only applicable for Microsoft Outlook (2007+), set whether the email is to be formatted / designed in HTML.If set then the message text option is disabled and the HTML button is activated.

Filename to Save As– the document is saved as an attachment to the email with a filename of the document title. You may want to save with a more relevant name. You only enter the filename not the path or suffix and you can use ‘!nnn’ to pick up a value from the main file record (where nnn is a three-digit data item number – 002 etc.). Data Items available can be viewed by clicking the LIST button at the foot of the parameter screen.

Address – this option asks for a ‘hard-coded’ email address to which to send the email to as an alternative to picking up the address from a main file record. You may use this on Payroll Documents to (say) send the payslips to personnel.

Subject – enter the subject of the email. Again you can use !nnn to pick up a value from the main file record and in addition to the standard 160 fields available from the database you can use special items to pick up:

161 – Document Date

162 – User Name

Message – enter the message detail as required (if not configured for HTML). Again you can use !nnn to pick up items from the main file or include the extra 161+ items above.

Wordwrap – when you send a message the text is output as entered above but the use of !nnn items may cause one line entered in the message to overflow into two lines on the email. Setting the option to word wrap outputs the message text as paragraphs with a new paragraph starting after a blank line. You can also force a new paragraph by entering ‘%%’ at the start of the line.

HTML – selecting the HTML button displays a message editor that allows use of fonts, insertion of images etc. for the email template.

The HTML editor works along the lines of a basic word processing program – you can block text and change the font, type in additional message detail, insert horizontal lines and so on.

To insert pictures or logos you can select the Insert pull-down and select the ‘Picture’ option and browse for the image required (we would recommend storing these images in the DocImage folder – remember that all operators who print the email / document need to have the images in the same location)

As with the standard email text options you can use ‘!Hnnn’ commands and so on to insert data from the current record and ‘<<name,option>> text to add file attachments

Automatic Emails

Security developments mean that, by default, you cannot send emails automatically – a message is displayed warning that a program (i.e. Datafile) is trying to send an email message and asks whether you wish to proceed with the send (and you can’t respond Yes for a number of seconds).This feature was introduced to prevent viruses spreading themselves to everyone in your address book. This feature cannot be disabled by Datafile.

Outlook Express can be set to disable this warning via the Tools / Options menu and the Security tab. Disabling ‘Warn me when other applications try to send mail as me’ will prevent the warning message. If you do this you must ensure that your virus checker and firewalls are currently up-to-date and are kept up-to-date.

Microsoft Outlook 2003 does not have an equivalent option to this. Microsoft Support does notify that if using Outlook on top of Exchange Server then you can set via ‘Administer Outlook Security’ tools trusted programs that are allowed to send emails automatically. Later versions of Outlook will allow via Trusted Access settings to send emails automatically provided a recognised virus checker is installed and up to date.

Finally, Outlook Express can be set to send mail immediately on creation. When this is set the email message is sent after each payslip (say) is produced in Datafile, and Datafile cannot continue to the next employee until Outlook Express has sent the message. As you might imagine, even on a fast internet connection, this may take some time.Within Outlook Express selecting Tools / Options and the ‘Send’ tab allows you to disable the option to send mail immediately.

Automatic Email and Anti-Virus Software

As with the security checking within the mail client, anti-virus checkers can also look for several e-mail messages being sent in a short period of time. Anti-virus checkers generally warn when more than one message is sent with the same subject (which could be avoided by using the !nnn function to pick up a value from the main data item record), and also warn if a number of messages are sent within a number of seconds (these details depend on the virus software). Generally the Anti-virus software will pause the sending of the email message(s) and ask you to confirm it is OK to send.


  • Release ID: Standard

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