Last Update: June 09, 2015

Description

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

Document Type

The document type is selected when you create the document, but it can be modified here if necessary.

Form—Select when the document is either a preprinted or digital form where the voter's information and other data—such as the voter's address or a message from the Supervisor—are printed on the form. Voter information cards and final notices are examples of the Form document type.

For this document type, you will need to click Form Layout and specify the database and text fields and their locations on the form.

If you have several iterations of a form on a single printed sheet—like such as a sheet of two postcards—you'll need to click Label Layout and define how the multiples are arranged on the page, similar to the way you'd set up a sheet of mailing labels.

If you are printing a digital version of the form, you will also need to click Printer Info > Graphics and locate the image file.

Registration Form—Select when the document is either a printed or digital version of the Florida Voter Registration Application. Most counties today use the digital form, which is a GIF file provided by VR Systems. The file is stored on your system in the folder \VR6Sharedbinaries with a name like 2013 Registration Form.gif.

This registration form is mailed 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.

For this document type, the Special Document Type field is automatically prefilled with Registration Form when you first create the document. Leave it at Registration Form if the document is going to incomplete applicants. For the form accompanying the petition address change notice, you will need to create a separate registration form document and select Petn Address Change in Special Document Type.

For this document type, you will need to click Form Layout and specify the database and text fields and their locations on the form.

If you are printing the digital version of the form, you will also need to click Printer Info > Graphics and locate the GIF file.

Mail Merge Document—Select when the document is a Microsoft Word mail merge document where voter and other data are inserted in the document as mail merge fields.

The Word file must reside in I:\VR6Sharedbinaries\Docs and its path name must be entered in Word Document Name in the Mail Merge Options box.

Mail merge documents are printed only on page or laser printers. They cannot be printed on line printers.

Note  Certain election worker documents must be set up in Document Maintenance; others are not. See Special Instructions for Election-Worker Documents.

Label—Select when the document is a sheet of mailing or a single voter label output to a label printer.

For this document type, you will need to click Form Layout and specify the database and text fields and their locations on the label. For page printers, you will also need to change the number in Number of Labels Required if you want more than one label per voter to be printed. You will also need to click Label Layout and define how the labels are arranged on the sheet.

If you will be printing the labels to a line printer, select Line Printer on the Printer Info tab. Then define the label dimensions and line capacity along with the number of labels needed for each voter.

Line Printer Report—This document type is not widely used today. It is a listing of voters along with any other fields you select on Form Layout. It has a fixed page header and, as the name implies, is output only to line printers. Be sure to select Line Printer on the Printing Info tab.

Special Document Type

PW Document—Select for only for the mail merge document printed from Print/Email Letters to Workers Assigned to Focused Election in ELECTION WORKERS > EW Utilities > Election Worker Bulk Runs.

Absentee Envelope—No longer used.

Registration Form—Select when the Document Type is Registration Form and the document is designed to be mailed out with an incomplete registration notice to applicants whose previous application was incomplete.

Petn Address Change—Select when the Document Type is Registration Form and the document is designed to accompany a petition address change notice to voters who signed a petition with a different address from the one on file. Selecting Petn Address Change here tells the system to insert the voter's new address from the petition signature verification record into the residence address fields on the registration form, rather than using the existing residence address from the voter's record.

Voter ID Card—No longer used.

Provisional Letter—No longer used.

Form Layout

For the document types Form, Registration Form, Label, and Line Printer Report, you must specify the exact location where each database or text field is printed on the form. Click Form Layout to display the Document Layout dialog where you select the database fields, define any text fields, and specify their location.

For page printers you define the location by specifying the starting location of the text in 1/10-inch units.

For line printers, you give the line number, and starting and ending character positions on the line.

Voter Communication Type

This refers to the communication-type code that will be associated with any notice created from the document. A selection here is not required. However, if you do select a communication type, whenever this document is sent to a voter, an entry indicating the communication type is made on the Comms tab in the voter's record. Your county's communication type codes are maintained in VOTER FOCUS ADMIN > System Codes > Communication Type Codes.

Notice Type

Displays the notice type, which the system uses to schedule a notice for printing from the Notices Queue. A notice type is automatically assigned to all documents where the option Document printed from Notices Queue is selected.

Non-election worker documents without a notice type can be printed from the FlexRep program. Election worker documents without a notice type can be printed from FlexRep and from the election worker programs.

See Documents printed from Notices Queue, below.

System Use Only

This option is automatically selected for documents that cannot be directly scheduled by a user but are scheduled by the system when certain conditions occur. For example, the document Absentee Signature Update Request is scheduled automatically when Send Sign Renewal Letter is selected on the Return Ballots dialog.

When System Use Only is selected, the document does not appear in the list of documents on the Select Document to Print dialog in FlexRep and election worker program or the Schedule Document Printing dialog in voter records.

Not used by this county

If this document is not used by your county, select this option to prevent its appearance in lists of documents (unless the option Include Documents not Used in this County is selected).

Document printed from Notices Queue

Select this option when you want notices created from this document to be scheduled for printing or export from the Notices Queue. An advantage of scheduling notices is the Notices Queue has reprint facilities.

If you clear this check box, the value in Notice Type (described above) will be zero (0), and notices created from this document can only be printed from FlexRep (using Voter Focus Document as the Output Option) or, in the case of documents flagged as PW Document, from election-worker programs.

If this check box is selected, you can still use FlexRep to find voters to receive the notice, but the notices will be scheduled in the Notices Queue; they will not be available for immediate printing from FlexRep.

Send to Inactive

Send to Ineligible

Send to Incomplete

Select these options to manage the scheduling and printing of this document for voters whose registration status is Inactive, Ineligible, or Incomplete, respectively.

When one of these options is selected, the determination of whether a notice for affected voters is:

• Printed, scheduled in the Notices Queue and printable from the queue.

or

• Scheduled in the Notices Queue but not printable.

Depends on where the document is scheduled or created:

Rules for Send-to-Inactives, Ineligibles and Incompletes

Form Repetition Specifications

Appears when Document Type is Form.

Use this area when you have multiple copies of a form on a single printed sheet. Click Label Layout to define how the multiples are arranged on the page.

Appears when Document Type is Registration Form.

Normally, the Top Margin and Left Margin fields can be left at 0.00, but these should be adjusted if your printer is not properly positioning the application form on the page. The unit of measure for these fields is 1/10-inch.

Appears when Document Type is Mail Merge Document.

Word Document Name—Enter the path name to the mail merge document or use the Browse button to find the document on your network. Most documents are required to be stored in I:\Vr6Sharedbinaries.

Print Mail Merge Document—Select this check box when you want to print the mail merge document (such as letters). Clear this check box only when you want to limit the printing to print address labels for voters found by the mail merge and not the mail merge document itself. If you clear this check box, you should select Print Address Labels and leave Word Document Name blank.

Print Address Labels—Select this check box when you want the notice to include address labels for the voters found by the mail merge. Labels are output as a Crystal Report formatted for Avery 5161 labels.

Appears when Document Type is Label and the printer selected on the Printer Info tab is a page (laser) printer.

Number of Labels Required—If you want more than one label per voter printed in the run, increment the number here.

Label Layout—Click to define how the labels are arranged on the page.

Appears when Document Type is Label and the printer selected on the Printer Info tab is a line printer.

Use when printing labels to a line printer loaded with label paper. Specify the label layout, etc., in the fields provided.

Printer Name

Change Printer

Here you have two options:

• You can click Change Printer and select a printer that this notice will always print to. Be sure to select a printer that all users who print the notice will have access to. Certain properties of the selected printer can be specified and saved in the document specification. They are: Paper Bin, Paper Size, and Orientation. The Paper Bin, Paper Size, and Orientation fields are automatically filled from the properties of the printer you select.

or

• You can leave Printer Name blank, which allows the user printing the notice to select a printer at print time.

Line Printer

Select this option if the printer where you will be printing this document is a sprocket-fed, continuous-form printer.

Graphic File Name

Graphics

Lets you include a graphic in the printed notice, such as an image of the Florida Voter Registration Application. Voter data can then be printed on the graphic.

Printer Options

If you want the Windows Print dialog presented to the user at run time when printing notices created using this document, enter the string selectprinter in this field.

Note  This field is not restricted for VR Systems use.

Printer Zone

Displays the Document Printer Zones dialog where you can assign a printer defined in your network to a printer zone for printing of this document. Once this is done, all users assigned to that printer zone will use that printer when printing the document. Users not assigned to a printer zone, or to a printer zone where a printer for this document is not defined, will print to the printer defined in Printer Name, above.

Printer Zones are maintained in VOTER FOCUS ADMIN > System Codes > Printer Zones. Users are assigned to printer zones in VOTER FOCUS ADMIN > User Permissions > Printer Zone.

New

Brings up the Create New Document dialog where you can begin the specification for a new document.

Save As

Lets you save the current document specification under a new name, thus creating a new specification with the same settings as the original.

Delete

Deletes the current document specification.

Print

Prints a screenshot of the currently displayed tab.

Reports

Gives you these choices:

List of Documents and Notice Types—A Crystal Report of the documents defined in your system.

Document Specification Dump—A Crystal Report of the database fields used in the document and their locations on the document. Does not apply to documents of type Mail Merge Document.

Print Alignment

When working on a document (of any document type except Mail Merge Document), lets you print a layout of the document showing where the fields are located.