Today I did something kind of cool! I’ve been tasked with overseeing the printing of a range of documents. I’ve created a document library for clients to upload the files. I wanted a way to create an interface so that the team could go in and see all of the uploaded documents, the status of the documents , the number that were printed, and any notes. I created a view with the following settings for the document library :
Columns
- Notes(Text field )
- Quantity Printed (Number)
- Document Name
- Printed Status ( Choice of Printed, Not Printed, and In Progress)
All of these columns are set to visible in this view.
Grouping :
I set the view to group the documents by their printed status. By doing this – unprinted documents appeared first. Then you had a group of pending documents and a group of printed documents.
Totals:
With the grouping, I added the totals – using the quantity printed field. This gives an instant snapshot of how many copies of each document were printed. It also gives a grand total of the number of documents printed. **Note** you have to use the SUM option to get the total for this.
Style:
Finally I set the style to be shaded. I’ve always liked that because it is much easier on the eye.
Item Limit:
Finally – I made the mistake of setting an item limit that was too low. If it’s too low, it will appear as if some documents are just missing. When in doubt – set it to batches of 100.
ALL DONE! So by implementing these few steps, I quickly had a solution for tracking and displaying the status of documents in a large print job.