When you select this option, the following message is displayed: "Do you wish to copy the document 'xxx'?' (where xxx is the current Document description.

If you select Yes, then you are prompted to enter the description for the new document.

Once you have entered the description for the new document and selected OK, you are returned to the SRS Document Template screen.

Note that both these fields are simultaneously reset.

This name is controlled by the system and cannot be changed.

Indicate the format in which you want to archive printed, faxed and emailed documents.

If you want to use 128 bit encryption for the document, then you need to select either the PDF or Both option.

Select this to send the documents you selected to print using one of the batch printing programs (e.g. AR Statement Print, PO Print, SO Batch Invoicing, Quotation Document Print, etc) to the printer as a single print job.

You typically select this option if the printer you are using is shared with other operators. If you select this option, then each of your document batches is printed as a complete batch, without other operators' documents being printed within your batch of documents.

See Restrictions and limits in Notes and warnings

You can specify any variables displayed in the Variables pane together with any text you require.

The variables and text you enter are used as a template for the actual file name when creating the document.

You need to manually enter the variables and the text. Note that the variables are case sensitive.

For example, for AR Statements you could have:

%CustomerAccntNumber%StatementDateCymd

If you enter a string here and another string against the document type (Maintain SRS Document Types), then the string entered here takes precedence.

You can revert this field back to what is defined against the document type (Maintain SRS Document Types) by selecting the Reset customizable fields option from the Functions menu. Note that this option also simultaneously reverts the Default Email subject line format field under the Email options to what is defined in Maintain SRS Document Types.

Documents can be grouped by a single email address using the Group by email address option. This results in fewer emails being sent out. For example, customer 0000001 and customer 0000002 have the same email address. If you select to email 4 invoices for these two customers and you selected the option Group by email address, then one email is sent to the email address with 4 invoice attachments. If you did not select this option, then 4 Emails are sent out with one invoice attachment each.

If you select the Send multiple documents as single attach option together with the Group by email address option, then all the documents are consolidated into one email attachment. Using the above example, one email is sent to the single email address with one attachment. All 4 invoices are included in the attachment and the attachment name is invoice_100808.pdf (where 100808 is the last invoice number of the 4 documents).

You can also define the maximum number of documents to attach to a single email. In the above example, if you define the maximum number of documents to attach as 2, then two Emails are sent, both with 2 invoice attachments.

You can specify any variables displayed in the Variables pane together with any text you require.

The variables and text you enter are used as a template for the actual subject line when creating the document.

You need to manually enter the variables and the text. Note that the variables are case sensitive.

For example, for AR statements, you could have:

Statement for %CustomerName % StatementDateCymd

The text and variables are space delimited.

When emailing a single document (as opposed to a batch of documents) from within SYSPRO, you are prompted to confirm the email details prior to sending the document.

Note that when the program that generates the final document passes default information for this field, then you need to delete the default information passed from that program and enter the required information manually.

For example, in Sales Orders, a default subject line is automatically generated by the Sales Order Print program. The SRS Document Printing program will not overwrite this subject information, so you need to change it manually if you want a different subject.

If you enter a string here and another string against the SRS document type, then the string entered here takes precedence.

You can revert this field back to what is defined against the document type (Maintain SRS Document Types) by selecting the Reset customizable fields option from the Functions menu. Note that this option also simultaneously reverts the File name format field under the Print options to what is defined in Maintain SRS Document Types.

For the AR Statement Print program, the email subject is used if defined. If not defined, the custom subject defined against the document is used.

Select this to group all documents for a single email address together. This results in fewer Emails being sent out, because the documents can be grouped together in one PDF document and sent as one email, depending on your selections at the Email options below.

If you select this option, then you can select to group all the documents for a single email address into one document. Alternatively, you can define the maximum number of documents to attach to a single email.

	This option must not be selected when you are batch printing statements using the AR Statement Print program.

Select this to group all documents for a common (single) email address into one PDF document.

If you select this option, then you must ensure that the limit imposed by your Internet Service Provider (ISP) on the size of Emails that you can send is not exceeded.

If you do not select this option, then all documents for a common (single) email address are sent as individual documents attached to each email. You can then specify the maximum number of documents to attach to each individual email.

This option is only enabled if you selected the option: Group by email address above.

Specify the maximum number of documents you want to attach to each individual email.

A minimum of one attachment and a maximum of 10 attachments can be selected.

	If you allow a large number of attachments per email, then the email could become too large to send (depending on the size of each document created and the limits set on your email server).

This applies if you selected the option: Group by email address and not the option: Send multiple documents as single attach above.

The password is not validated and can be a mixture of letters, numbers and symbols to a maximum of 50 characters.

The password is only required to change the permissions or security for the document or to change or copy the content of the document. It is not required to view, print or reprint the document.

This password is for your internal use only and should not be made known to your customers or other parties external to your organisation.

Select this to fax all documents for a single contact name and number together in a single fax transmission.

If you select his option, then fewer faxes are sent.

The printers defined here are used when you print or reprint the document, either online or in batch from the various document print programs. They do not apply to re-printing documents from within the SRS Document Archive Viewer programs.

You can add a specific printer, a Crystal printer and/or a SYSPRO printer. Refer to SYSPRO Printing for details on defining printers.

	If you add multiple printers, then the document is printed to each printer listed. This enables you to generate the document on multiple printers without having to reprint it to each printer

You can define this printer from the SYSPRO Desktop SYSPRO Ribbon bar->Setup.

Print the documents to the printer defined against the template.

To define the Crystal template printer, you need to select the Design option to display the Crystal Reports for SYSPRO screen. You then select File->Print Setup and define the Crystal template printer in the Printer Options.

Display the Print dialog screen for your operating system.

The printers currently available are displayed, enabling you to indicate the printer you want to add.

Ensure that the relevant server-side printers have been defined by the administrator.

Create and store the document on the server, without printing it.

You can then select to query, print and/or email the document from the client.

This option only applies to printed documents and does not impact documents being emailed or faxed.

	With client-side printing the generated document will not be stored after printing.

Indicate the number of copies of the document to print when using this template.

If you selected the Prompt at runtime option, then this setting is ignored and you indicate the number of copies you require from the Print dialog screen.

This indicates the action performed on the document template.

These actions include: