Last Update: June 09, 2015 |
How to
The Reprint a Notice utility lets you reprint or reexport all or part of an earlier notices run. Reprinting is typically used when part of a print job failed to print properly.
To reprint the notices of a prior run you will need to know:
The notice type that you want to reprint.
The date when the notices were originally printed (and a database update recorded the notice in voter records).
If you want to only reprint a portion of the run, the voter ID numbers of the voters whose notices you want to reprint.
The database records that make reprinting possible are maintained in the notices table, but not indefinitely. The Monthly Database Cleanup utility removes the records of notices that were printed more than two months prior to the cleanup run. So if you are attempting to reprint a run older than two months, it might not be available.
To reprint notices from an earlier run:
Go to PRINTING > Notices Queue > Utilities and click Reprint a Notice.
On the first tab of the Reprint Notices, Labels or Cards dialog, highlight the notice in the Notice Type list. If you know the date when the notices were printed, you can enter it in Date Printed, but this is not required unless the original run was more than two weeks ago. Click Next Step.
On the second tab, you'll see the previous runs for the notice, either for the selected date, if you entered one, or for the past two weeks if you did not. Highlight the date and time of the run you want to reprint and click Next Step.
On the third tab, a list of the voters whose notices were printed/exported in the run appears. They are listed in the order printed in the original run.
To limit the reprint to a contiguous range of voters in the list, highlight the first voter you want to reprint, scroll down to the last voter to reprint in the range, and hold down the Shift key while you click the last voter. This will highlight all the voters between the first and last as well. Optionally, you can enter voter IDs in the Start Voter ID Number and End Voter ID Number fields.
To only reprint selected voters, highlight the first voter, then hold down the Ctrl key while you highlight the other voters.
If you want to export the notices to a text file for a commercial printer, select Export to External Printing Service.
Note Exporting of notices can only be done for notices whose Document Type is Form.
Click Start Reprint. The selected items will then be printed. There will be no prompt to update the database, as there would be for the initial printing/exporting, because this was done in the initial run.
You export a notice to a commercial printer and, during inspection of the printer's proofs, you find an error like something in a voter's record. If you then correct the voter's record and do a Reprint a Notice on that notice run, will the corrected voter information be shown in the Reprint export?
It depends on which field was changed. Some fields—like the voter's address—are preserved for reprinting. In other cases, the Reprint a Notice program looks at the database and will pick up any updates. If you face a situation like this, call VR Systems before proceeding with a reprint. If we conclude that a completely new printing, rather than a reprint, is going to be required, then we would need to consider the issue of the note that was inserted in the voter's record by the first print run indicating they were sent the notice. A second print run will add another note, so one of those notes would need to be removed.