Last Update: June 09, 2015

Document Name

This is the internal name of the document and is usually not seen by users. It must be a unique name in the system. Once you click OK to save the new document, you cannot go back and change the Document Name field.

We recommend that the name you enter in Document Name be the same as the name in the Description field (described below). Note that there's a 25-character limit to the Document Name field while the Description field is somewhat longer

Description

This is name of the document that is displayed in the Notices Queue and other document-selection dialogs throughout the system.

This field can be modified on the Document Maintenance dialog once the notice has been created.

As noted above, we recommend the Description be the same as the Document Name.

Document printed from Notices Queue

Select this option to allows notices created from this document to be scheduled in the Notices Queue. If this option is not selected, the document will only be available for immediate printing from FlexRep or election-worker programs.

Note  If you clear this check box, the notice type will be zero (0), which means that it cannot be scheduled in the Notices Queue; it can only be printed directly.

Record sending of this document in Voter Communications

Select if you want an entry on the Comms tab in voter records to be made any time a notice created from this document is sent to a voter.

If you select this option, you must select a value in Voter Communication Type, below.

Voter Communication Type

If Record sending of this document in Voter Communications field is selected, you must select a communication type here. This will enable an entry—showing the communication type—on the voter's Comms tab whenever a notice using this document is sent to the voter.

Your county's communication types are maintained in VOTER FOCUS ADMIN > System Codes > Communication Type Codes.

Document Type

Select the document type for this notice:

Form—Select when the document is a preprinted form where the voter's information and other specific data—such as a message on the form—are printed on the preprinted form. Voter information cards and final notices are examples of the Form document type. You may have several iterations of a form on a single printed sheet.

Registration Form—Select when the document is a digital version of the Florida voter registration application. This form is a GIF file provided by VR Systems with a name like 2013 Registration Form.gif. It is stored on your system in the folder \VR6Sharedbinaries. Typically this document is sent along with an incomplete registration notice to applicants whose previous application was incomplete or with a petition address change notice to voters who signed a petition with a different address from the one on file. When printed, the document contains data from the incomplete application or the voter's new address from the petition.

Mail Merge Document—Select when the document is a letter or other piece of communication created from a Microsoft Word mail merge document where the voter's name, address, and other data are inserted in the document as mail merge fields.

Label—Select when the document is a sheet of labels run through a laser printer. You can also use this document type if the document has multiple forms on a single page, such as a perforated page of four postcards.

Line Printer Report—This document type is rarely used today. It is a simple list of voters with a fixed page header and, as the name implies, is printable only on line printers.