Once a document is finalized, it is automatically sent to print document screen. The finalized document, as well as any associated documents, may be printed from this screen.
1. With the case open, finalize the document you wish to print. CaMS will take you directly to the Document screen.
While the system works to assemble the appropriate document(s), a message will advise that the process is taking place.
2. When assembled, a Documents screen will display.
The Documents screen (identified with the Documents Tab) includes a Document section and a General section.
Click: Documents Tab at any time you wish to see this screen.
3. The Document section includes the finalized (primary) document, as well as a list of other forms or letters that may be associated with the primary document. In this section we find:
The Document ID is the code name the system uses to identify specific documents.
The Documents listed include the finalized document (checked to print by default), as well as any other form or letter that may be used with the finalized document. Check on Document ID header to arrange list in alphabetical order by Document ID.
The Document Name is the full-text name of identified documents.
The Documents listed include the finalized document, as well as any other form or letter that may be used with the finalized document. Check on Document Name header bar to arrange list in alphabetical order by Document Name.
Check boxes next to the Document ID allow you to determine which documents you would like to print. The primary document is checked by default - this was assembled when you finalized the document. As the primary document, the check box is disabled and cannot be changed.
Any other listed document can be checked as you require: When you click to check a box, the system will assemble the document and generate a horizontal tab for the document at the top of the screen.
4. The General section includes information that will be merged into the form(s)/letter(s). This information includes:
The Consumer Address defaults to the Mail To address that was entered in the Address Tab of the Data Folder.
If this is not the address you wish to send the form or letter to:
Click: Down Arrowhead to get a list of alternate addresses. These are other addresses that were entered in the Address Tab of the Data Folder, but not designated as Mail To.
Click: Address that you wish to send the form/letter to.
If a desired address does not appear, enter the address and type in the Address Tab of the Data Folder in CaMS before accessing the Documents screen.
The Author Name will default to the Author identified in the associated Form. If there is no author, the Author Name will default to the Primary Administrator.
If the default is not the name you wish to use in a form/letter:
Click: Down Arrowhead to get a list of other possible Author names. These are individuals in your District Office that have been assigned to a team as a CaMS User.
Click: Author Name you wish to use in the form/letter.
If a desired name does not appear, it is not authorized for use. Please see your Systems Administrator. (The Author Name cannot be entered or edited on the screen.)
The Author Phone defaults to the Primary Phone Number identified for the User on CaMS.
If the default is not the number you wish to use on a form/letter:
Click: Down Arrowhead to get a list of other possible phone numbers for the user (TTY, Video Phone, Field, etc.).
Click: Desired phone number.
If a desired number does not appear, it has not been entered onto the system as an official number. Please contact VRCaMSQ to have a number added or changed. (Phone numbers cannot be entered or edited on this screen.)
The Date that will be merged into the document will default to today's date. This date can be edited.
Initials at the bottom of the letter identify the Author and the person who entered the information:
The Initials will default to the document Author (e.g., XX). If the person who signed on to CaMS is different than the Author, the user will have his/her initials entered as secondary initials (e.g., XX:zz)
5. You can choose to apply the General information to selected assembled (checked) documents, or to all assembled documents:
Apply to Selected Document(s):
Click: to highlight the identified document(s) (Click to turn the selection "on and off".)
Click: Apply to Selected Document(s)
Apply to all Documents:
Click: Apply to All Documents
When ready to print:
Click: Print icon or File, Print, or Ctrl-P
6. The Print Selection Screen will appear with a number of options:
The first column contains the Document ID of the documents you have assembled.
A checkmark (v) will display if the document is complete and ready to be printed. Otherwise, a Red key will display to notify the user that the document will print in Draft.
Pages to Print:
Click: All radio button to print all pages in the document
Click: Selected radio button to print more than one specific page(s)
When Selected Pages is clicked, boxes indicating the range of pages becomes enabled. Enter the page at which you wish to begin printing in the From box. Enter the page at which you wish to stop printing in the To box.
Choose the Number of Copies you would like printed. The number will default to the generally expected number of copies; if this is inappropriate in a given situation, you can edit the number.
When checked, Print What?, Documents indicates you wish to print assembled documents.
Click: To check and uncheck
When checked, Print What?, Envelopes indicates you wish to have associated envelopes print. If there is no associated envelope (e.g., a case note), an envelope will not print, even if checked.
Click: To check and uncheck.
When checked, Print What?, Labels indicates you wish to have associated labels print. If there is no associated label (e.g., an Appointment Letter), a label will not print, even if checked.
Click: To check and uncheck.
Print Buttons at bottom of screen
Click: Print All button to print all documents/envelopes/labels associated with the assembled documents (documents with horizontal tabs).
To print specific documents, highlight each document you want to print by clicking on it and then click Print Selected.
Click: to highlight and unhighlight each document.
Click: Cancel button to exit the Print screen.
A Print Document screen will be generated for each assembled document.
7. The Documents screen will remain until you decide you are finished assembling, completing and printing. When you are finished:
Click: Close Window icon on the far right of the Toolbar.