Printing Documents

Printing in ProFlow ensures controlled document distribution, allowing users to generate PDFs of effective documents with tracked actions and reasons for printing.

Availability of Printing

Printing (generating a PDF for printing) is available only for documents with the Effective status. If a user needs to print a document, they must first ensure the document has reached this status.

Steps to Print a Document

To print a document, follow these steps:

1. Open the document in the system.
2. Press the PDF button.
3. A pop-up window will appear where you must select:
   • The reason for printing:
     • Production: To be used as a reference document during work.
     • Review: To be used for review purposes.
     • Training: To be used for training purposes.
   • The number of copies you intend to print.
4. Press the OK button.

After pressing "OK," a new tab will open displaying the print request menu.

Print Request Menu Features

In the print request menu, users can perform the following actions:

• Enter Batch Number: If the document is related to batch documentation, specify the batch number for the specific print.
• Add Comments: Provide additional information or context regarding the print request.
• Initiate Printing: Press the Print button to generate the PDF. This opens the PDF in a new tab.

PDF Structure and Details

The generated PDF includes the approved document along with a detailed header and footer.

• Header:
  • Marked as Confidential and Effective (the status of the document).
  • Includes batch records (if applicable), company address, document code, version, name, group, and related document number.
  • Displays a unique serial number for each printed copy: The numbering is sequential across all users and print requests, ensuring each copy has an individual identifier.
  • Indicates the document is valid for 24 hours and specifies when it was printed and by whom.
• Footer:
  • Displays the text: DO NOT COPY / FOR INTERNAL USE ONLY.

Managing the Print Request

Once printing is complete, users can update the status of the print request to one of the following:

• Completed: Indicates the print request has been fully executed without additional notes.
• Completed with Comments: Indicates the print request has been completed but includes a comment for additional context. Providing a comment is mandatory for this status.

Users can print only the number of copies specified in the request. Any additional printing requires a new request.

Print Requests Module

Every print request is stored in the Print Requests module.
This module provides a comprehensive view of all created print requests.

The visibility of records in this module is determined by a hierarchical structure:

• Individual Users: Can view their own requests and those of their subordinates.
• Supervisors: Users higher in the hierarchy can view all print requests.
• Delegated Access: If a supervisor delegates access to another user, the delegatee can also view all print requests.

This hierarchical visibility ensures controlled access to print request data, maintaining security and accountability within the organization.