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Report: Print Multiple Documents

Description

Lets you select and print multiple Microsoft Word and Excel documents at once.

Available to users with the following roles or permissions:

Document Owner, Proxy Author, Report Manager, Administrator

How to Generate

Click Reports.
Click Document Reports, and then click Print Multiple Documents.

Select documents to include in the report (see Selecting Documents for help), and then click OK.

Important: By default, only documents assigned the All Users (default) security level are displayed in the Available Documents box. To display and have the option to select documents assigned the Restricted - High or Restricted - Severe security level, click Show Restricted Documents. Restricted document titles are displayed in red font.

Do one of the following:

To start the automated printing of the selected documents, click Print Documents.
To change one or more report settings, click Next, and then continue with the next step.

Select one of the following outputs for the selected documents:

Print Documents: Automatically opens and prints all selected documents. To change what is printed by default, see Print Documents Options. If you select this option, skip step 6.
Print Display Table: A display table is what is currently displayed in the Document Arrangement area, which you can modify (see the next step below). After selecting this option, select Standard to create a report containing the document list, or select Microsoft Excel Raw to export the list to an Excel (.xls) file.

The Document Arrangement area controls what document information is included in the report and the document sort order. Do any of the following:

By default, a Print Multiple Documents report includes the following information about each document listed in the Document Arrangement area:

Reference number
Title
Version number
Status
Date Created
Date Submitted
Publication Date
Date Approved
Next Review Date

To change the default report columns, click Show/Hide Columns, and then select or click to clear check boxes.

Important: Changing what is displayed in the Document Arrangement list does not affect output when Print Documents is selected, but it does affect the output for Print Display Table. With Print Display Table and Standard selected, clicking to clear the following columns hides them in the Document Arrangement list, but it does not remove them from the standard display table: Reference #, Ver #, Review Interval, Document Owner, URL. With Print Display Table and Microsoft Excel Raw selected, all column changes you make directly affect what is included in the exported display table file.

Note: The Security Details option functions differently than the other Show/Hide Columns options. First, it is only selectable if Microsoft Excel Raw is selected. Second, it causes two columns to be added to the display table: Allowed Access Type and Allowed Access. These two columns will contain information only for documents that have the Restricted - High or Restricted - Severe security level assigned, and only if one or more other allowed users are selected (for details on security levels, see Step 7: Security). The Allowed Access Type column shows how other allowed users were selected (by department, by job title, or by readers), and the Allowed Access column shows the departments, job titles, and readers that were selected. Notice in the example below that a separate row is included for each of a document's Allowed Access entities that were selected.

By default, the user sort order in the report is ascending by last name. To change what the users are sorted by, click a different column heading. Click the same column heading again to reverse the sort order.

Note: Changes to the document sort column and sort order directly affect both Print Display Table outputs.

Do one of the following, depending on what output you've selected:

Print Documents: To start the automated printing of the selected documents, click Print Documents.

Important: PolicyTech opens and prints each selected document one after the other. This may take several minutes if many documents are selected. Do not attempt to work with any open document until the printing process has completely finished.

The last thing to be printed is the table of contents page, at which time you'll see a prompt asking if you want to customize the table of contents.

To use the default table of contents that has already been printed, click Cancel, which closes the table of contents.

To edit the default table of contents page, click OK, and then make changes as you would with any other Word document within PolicyTech. When finished, print the modified table of contents from within Word.

Print Display Table: Click View Report.

If you chose the Standard output format, the report opens in the viewing pane to the right where you can view the report, search within it, send it to another PolicyTech user, print all or part of it, and save it to disk in several different formats (see Working with a Finished Legacy Report for details). If the report contains links, click a document or questionnaire link to open that document/questionnaire in PolicyTech or click a user name to open another report specific to that user.

If you selected Microsoft Excel Raw, follow the prompts to download and open the Excel file.