Label Printing

Print Color Coded Labels in SharePoint 2010

FileTrail for SharePoint has made it possible to print color coded folder labels from inside SharePoint. The process is simple and intuitive, and the label designs are flexible to meet your company's specific needs.

The label designer tool provides flexibility in many ways. First, several standard color sets are built in, but colors can be easily adjusted so that you can get a perfect match to your existing labeling. In addition, any label stock can be used. This means that you can continue to use the labels you are already using, and continue buying them from your current vendor.

Finally, the label generation tool allows a number of capabilities that give you the ultimate flexibility. First, label designs that are for the same label stock to be mixed on the same page, so you no longer have to print multiple batches. Also, you can specify which label to start on, allowing you to print to a partially-used page of labels and reduce waste. Finally, you can specify how many copies to print, in cases where you need multiples of the same label.

Sample color coded labels printed directly from SharePoint.

Print Color Coded Labels in SharePoint

FileTrail for SharePoint has made it possible, for the first time, to print color coded folder labels from inside SharePoint. The two key points about it are that the process is simple and intuitive, and the label designs are flexible enough to work for you. The process of printing color coded folder labels is very intuitive. Staff who create new folders enter metadata into the standard SharePoint metadata form. As each record is saved it is added to a queue in the user’s private Creation Cart. This queue accumulates indefinitely, so the user can enter a few records then finish their task later, after lunch, for example, without fear of losing any data.

Once all the records have been entered the user can open their Creation Cart from the Physical Item Ribbon Bar. From the Creation Cart the user can print any bar coded or color coded labels that have been defined for the particular types of records they have entered. Once labels have been printed, the user confirms the printing is done and clears the cart with a single click.

The label designer tool provides flexibility in many ways. First, several standard color sets are built in, but colors can be easily adjusted so that you can get a perfect match to your existing labeling. In addition, any labelstock can be used. This means that you can continue to use the labels you are already using, and continue buying them from your current vendor.

Finally, the label generation tool allows a number of capabilities that give you the ultimate flexibility. First, label designs that are for the same labelstock to be mixed on the same page, so you no longer have to print multiple batches. Also, you can specify which label to start on, allowing you to print to a partially-used page of labels and reduce waste. Finally, you can specify how many copies to print, in cases where you need multiples of the same label.

Sample color coded label on an Avery 5161 label (1” x 4”)

Ribbon Bar Manages Physical Records in FileTrail for SharePoint 4.1

In SharePoint the Ribbon Bar is a key tool that allows users to perform frequent actions and actions against multiple records.  In an out-of-the-box SharePoint implementation, the Ribbon Bar gives users access to functions such as creating a new document, uploading new documents, checking out multiple documents and more.  However, all of these functions are used with electronic records.  FileTrail created the Physical Item Ribbon Bar because SharePoint has no functions that deal with the unique needs of physical items and records.  This Ribbon Bar appears in SharePoint automatically once the document library has been registered.

The Physical Item Ribbon Bar provides tools for staff who are responsible for creating new records.  The New Physical Item function supports creation of new records.  While bar coded and even color coded labels may be printed from the Ribbon Bar.  Labels can also be re-printed if needed.

The Physical Item Ribbon Bar provides tools for staff who are responsible for archiving.  Staff can create new boxes using pre-printed bar code labels from their vendor, then fill boxes with records using a bar code scanner or search-and-select.  Staff can also search and request retrieval of archived records.

The Records Manager is also given tools for monitoring the activity of staff who use the Physical Records Ribbon Bar.  Oversight of boxes created and staged help determine the timing to order pickup by a storage vendor.  Similarly, the Records Manager monitors requests for retrieval, acting as a gatekeeper to control costs by controlling request priority and pooling requests into an order once or twice per day.

The Physical Item Ribbon Bar provides many other tools for staff to work with and process physical items and records.  In addition, the key built-in features of SharePoint – including retention, legal holds, work flow, and more – work seamlessly on physical and electronic records.

The Physical Records Ribbon Bar provides users with functions specific to handling physical records.