Printing Mgmt. Pt.1 - Introduction

Modified on Tue, 10 Sep, 2024 at 8:52 PM

Introduction

Within iPassport it is possible to print almost all documents and records. Prints are delivered in PDF format, and you can enhance their security by restricting the ability to produce physical copies, copy sections, or edit content.

A detailed history of all document prints is kept within each document record and globally, under 'Quality Management > Inspection Prep'. iPassport is equipped with tools to help you avoid having obsolete controlled prints in circulation.

Important Note
There are two major categories of source files in iPassport which affect how documents can be 'printed': Files which can be previewed within iPassport (Previewable Documents) Source files in Word™️, PDF, or RTF (rich text format) can be previewed in iPassport because the system can manage them in PDF format. This also allows it to stamp watermarks, footer and spine information, and add a cover page. In all cases, the resulting print will be in PDF format. Files which cannot be previewed within iPassport (Non-previewable Documents) Source files in Excel™️, PowerPoint™️, and other formats are generally accepted by the system but it cannot convert them to PDF, so they can't be previewed on-screen and watermarks or cover pages can't be added. These files are stored and retrieved in their native format, so 'prints' are simply downloads of the source file, which can be opened in their native software. There are settings to allow producing controlled or uncontrolled 'prints' of these documents and they are also all logged in the 'Print History'.

Important Note

There are two major categories of source files in iPassport which affect how documents can be 'printed':

Files which can be previewed within iPassport (Previewable Documents)
Source files in Word™️, PDF, or RTF (rich text format) can be previewed in iPassport because the system can manage them in PDF format. This also allows it to stamp watermarks, footer and spine information, and add a cover page. In all cases, the resulting print will be in PDF format.
Files which cannot be previewed within iPassport (Non-previewable Documents)
Source files in Excel™️, PowerPoint™️, and other formats are generally accepted by the system but it cannot convert them to PDF, so they can't be previewed on-screen and watermarks or cover pages can't be added.
These files are stored and retrieved in their native format, so 'prints' are simply downloads of the source file, which can be opened in their native software.
There are settings to allow producing controlled or uncontrolled 'prints' of these documents and they are also all logged in the 'Print History'.

The following articles in this guide cover:

Printing Mgmt. Pt.2 - Permissions - a list of the permissions required to print different kinds of records

Printing Mgmt. Pt.3 - Controlled Document Prints - a look at all the settings and options available to manage the different types of prints of controlled documents in their different states

There are also articles for regular users to assist with generating prints, and which don't discuss permissions or settings:

Generating Prints Pt.1 - Printing Controlled Documents

Generating Prints Pt.2 - Printing Other Records, Lists and Reports - general process and examples of printing other records which are not controlled documents