When printing business process forms from PDF or HTML format, you can choose to include not only the information on the form itself, but also associated information such as general comments and information about file attachments. The print options are:
- Upper form data
- Workflow progress information (for business processes with a workflow)
- Line item list
- Line item data
- General comments made to the record
- Information about file attachments on the record or line items
- Comments made to file attachments
Note: Some fonts may not be supported. Ensure that you adjust your language settings correctly (go to region format tab and review changing language topics in the Help) in cases of printing a BP form or attaching a pdf version of a BP form to an email when a workflow is routed.
If custom print layouts have been created for the business process, the form will print according to the layout that you select.
Note: For PDF and HTML layouts, the ability to print hidden comments will respect permissions: if you can see hidden comments, you can print them. In custom print, hidden comments are not printed.
To preview and print a business process form:
Note: Workflow Progress section in Print options is driven by permissions. If you can see workflow progress, you can print the workflow progress.
- Open the BP record that you want to print.
- From the File menu, choose Print Preview, then choose one of the following:
- HTML to view the form in the browser which can then be printed.
- PDF to open the form in Adobe Reader, which can be saved or emailed as a PDF file, or printed process, you are asked to save the changes to the form.
- Custom to select the BI Publisher, Microsoft Word, and PDF custom print templates from the same place as the current custom prints (Custom Format Print selection window).
Note: Even if you have not made any edits, you may be asked to save changes. This can occur if the form includes fields that are auto-populated or automatically updated, as these automatic functions are considered to be changes.
- The Print Options window opens.
This window displays the business process record information that can be printed; see the table below. Select the checkboxes for the information that you want to print. Only those options that are applicable to that business process design will appear on the Print Options window. For example, line items options are available for business process types that support line items, the Task Details option appears only for workflow business processes.
- To select all the checkboxes, click the Select All checkbox. To deselect all, uncheck the Select All checkbox.
Selecting or deselecting this checkbox will have no affect on any Workflow Progress options you choose.
- Click OK. The preview form opens in an HTML or PDF (Adobe Acrobat or Reader) window, from which you can print.
If you chose PDF, you can save a copy by clicking the Save a Copy button, or print. To print from HTML format, click on the Print icon in the upper right corner.
Print option | What it prints |
|---|---|
Upper Form | Selected by default. This prints the information entered on the upper form. |
Workflow Progress | Prints a log of the steps in a workflow, showing the step name, the assignee(s) on the step, the action that was taken on the step and the completion date. You have additional print options: All Steps will include all the steps in the workflow, whether or not they were visited by users. The steps will be listed in order according to the workflow setup. All assignees on each step will be listed in the log, whether or not they took action on the step. Visited Steps will include only those steps that have been visited by users. Only the assignees who took action on the steps will be listed. You can display the steps sorted by the completion date or the step name, in ascending or descending order. |
Line Item List | Selected by default. This prints line information as it appears on the business process form itself. This is applicable for business processes that support line items. |
General Comments | The general comment text and create details are printed. |
Record Attachments | File attachments to the record are listed alphabetically by file name, and also include the file title, issue date, revision number, and file size. This is not applicable for document type business processes, which list file attachments in the line item section. |
Record Attachments > Comments | Prints comments associated with file attachments to the record. Record Attachments must also be selected to select this option. |
Detail Form | Line item data is displayed in order by line item, and grouped by tab if the business process has multiple line item tabs. This will print all line item data elements present on the detail form, and reflects the layout of the detail form (for example, if the detail form is two-column, the print data is displayed in two columns). |
Detail Form > Attachments | Prints information about attachments to each line item. Detail Form must also be selected to select this option. |
Detail Form > Attachments> Comments | Prints comments associated with file attachments to a line item. Detail Form and Attachments must also be selected to select this option. |
BI Publisher custom print in I Step BP records
In I step BP records, and where the record number does not exist for a record, if you print the BP record using a BI Publisher custom print template, the print output will be blank.
Note: You cannot print a Portal Enabled BP record in the Creation step.