Schedule Voter Cards for a Group of Voters

With FlexRep, you can select a large block of voters and schedule voter information cards for them. The cards can then be printed from the Notices Queue. There are several reasons why you might want to send voter cards in this way. For instance, you might send new cards to all Active voters to verify they are still at their registered address. Or, if the format of the card has changed, you might want to schedule the new version for all Active voters (except those who have received the new card for some other reason, such as an address change). Another possibility is sending voter cards to all the voters in a precinct because their normal polling place has permanently changed. When you schedule voters for a card, you are asked to select the appropriate reason.

Remember that you do not need to schedule cards after redistricting. Nor should you schedule them if the districts in a precinct change or the precinct assignments of a street segment are modified. In these cases, the affected voters are automatically scheduled a new card by the redistricting process.

When you use FlexRep to schedule a group of voters for a card, the newly scheduled card replaces any previously scheduled cards that have not yet been printed unless the reason for the new card is Redistrict-Change of Precinct. This is because routine maintenance on street data might cause the system to automatically schedule a voter card when the maintenance work is not final. Preventing the reason Redistrict-Change of Precinct from overwriting a previously scheduled card preserves the valid reason for which the card was originally scheduled.

If your county has selected the system option County Uses Voter Labels, an individual mailing label is scheduled for each voter for whom a card is scheduled. These labels are formatted to print to a label printer rather than on laser printer sheets. (Some counties use these labels for internal filing.) If you don't want these labels, you can unschedule them.

  1. Go to REPORTING > Flexible Reports and, in the Data Source box, select Voter Register.
  2. In the Output Option box, select Voter Focus Document.
  3. On the Select Document to Print dialog, select Voter ID Card (or whatever document name your county has set up for cards).
  4. On the Voter Management dialog, do one of the following and click OK:
    • To omit voters who have recently received a card, enter a cutoff date. Voters who were sent a card after this date are not included in the current FlexRep run.
    • To send cards to all voters, leave the date at today's date. Click OK.
  5. On the Print Voter Card and Labels dialog, select the reason why you are sending cards.

    6. Remember that previously scheduled cards to voters are replaced by the card you are scheduling now, unless the reason you select is Redistrict-Change of Precinct. For example, if a voter previously changed his address, a card was scheduled at the time of the address change with the reason Change of Address. Re-scheduling cards replaces the previously scheduled card with a new card for the reason you are choosing now, unless the new reason is Redistrict-Change of Precinct.

    If you are mailing cards to voters whose normal polling place has changed, choose Polling Place Changed.

  6. Click OK to return to the Flexible Report dialog.

    7. Note: A selection in the Address Selection box on the FlexRep menu is not relevant to voter card printing. Because the printing is done from the Notices Queue, the address used is the address specified in the document layout for the voter card. This is typically the residential address.
  7. In the Record Selection box, set the criteria that voters must meet to be included in the FlexRep run. For example, to include all Active voters in a precinct whose polling place has changed, simply select the precinct ID. To include all eligible voters, not just those whose status is Active, you would also select All Eligible Voters. To schedule all Active voters in the county, you need not make any selections in this area. By default, all Active voters in the database are selected, regardless of precinct, party, race, etc.

    8. To schedule all voters in a precinct whose polling place has changed, select the precinct and all precinct splits.

  8. In the Sort Option box, select how you want the cards and their accompanying mailing labels sorted.
  9. To further refine the search criteria by modifying the existing SQL statement, and you know enough about SQL to make such changes, click Edit Selection Text and make your edits in the lower-left text box. See Fine-Tune Your Selection Criteria for instructions.
  10. Click Run FlexRep to schedule the cards for the selected voters.

From here, you can go to the Notices Queue and either print the cards or export a file containing the card data in a format that can be delivered to a commercial printer.