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About Data Entered at Print TimeThere are several types of data sources that allow you to set up a field on a label and enter the value forthat field on the Quick Printing dialog box at print time. This is useful for entering information thatchanges from label to label, such as the customer and purchase order data on shipping labels.

The When Printed data source allows you to enter a value for a field at the time the label isprinted.

For Picture fields with a When Printed data source, at print time you can click the browsebutton to display the Select Picture File dialog box. Here you can select an existing picture filefrom a drop-down list of files (the files residing in the program's Picture directory) and view apreview of the picture file.

For Paragraph fields with a When Printed data source, at print time you can click the browsebutton to display the Select Text File dialog box. Here you can click the Select a Text File optionand select an existing .TXT file (containing your paragraph text) from a drop-down list of files(the files residing in the program's TXT directory). If desired, you can then click the Previewbutton on the Quick Printing dialog box to view the paragraph text. If you want to type theparagraph at print time instead of pulling it from an existing file, click the Enter Text option onthe Select Text File dialog box and type the text in the box provided (the typed text will be savedin a temporary file for printing purposes).

For RichTextField fields with a When Printed data source, at print time you can click the browse button to display the Select RTF File dialog box. Here you can click the Select an RTF File

option and select an existing .RTF file (containing your RichTextField text) from a drop-down listof files (the files residing in the program's TXT directory). If desired, you can then click thePreview button on the Quick Printing dialog box to view the RichTextField text. If you want totype the RTF text at print time instead of pulling it from an existing file, click the Enter RTFText option on the Select RTF File dialog box, and then click Edit text to display theRichTextField Input dialog box. You can then proceed to type and format your RTF text (thetyped text will be saved in a temporary file for printing purposes).

The Pick List data source allows you to specify a list of valid choices, so that at print time you canenter a value by selecting it from a list. You can limit user input to the Pick List, or allow otherentries besides those on the list.

The Data Dictionary data source (a GOLD edition feature) is a method for defining a data sourceand providing a drop-down list of fields from which the label designer can choose. The use of adata dictionary helps ensure that the label designer uses only field names that exactly match thedatabase field names. The selected field then acts the same as a When Printed data source, byprompting the user for input at print time.

The database data sources (dBase, ODBC DB and OLE DB) also allow you to specify data at printtime to print a particular record.

For Paragraph fields with a database data source, you can click the browse button to display theData Grid and select the desired record to supply your paragraph text.

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Note: A value entered at print time applies to the entire print job. If you print multiple quantities, youwill not be prompted to enter values for each label. All the labels in the print job will have the sameWhen Printed or Pick List value.

Sorting PromptsIf your label contains several fields that require input at print time, you can sort the prompts for thosefields to appear in any particular order.

To sort the prompts that appear at print time

1. On the Edit menu, click Sort Prompts.

2. Click a prompt to select it.

3. Use the arrow buttons to move the selected prompt to the first, previous, next, or last position.

4. When finished arranging prompts, click OK to return to the design window.

Adding a When Printed FieldTo set up the When Printed data source, you must define all the properties of the field except its value,which will be entered at print time.

To add a field for which the value will be entered at print time

1. Add a text, paragraph, bar code, 2D bar code, or picture field to your label by clicking theappropriate button on the Drawtools Bar.

2. In the Data Source box, click When Printed.

Note: For paragraphs and 2D bar codes, the When Printed data source can only be used to populate thefield from an external controlling program (Visual Basic, command files, etc.).

3. If you want to limit the number of characters that the user is allowed to type in this field at printtime, enter the maximum number of characters in the String Length box.

4. In the Prompt box, enter a message (e.g., Enter part number:) to provide a prompt for the user atprint time.

5. Click the Options tab and if desired, set the following When Printed options:

Required: If Yes, the user must enter a value for this field before proceeding with the print job. If No,the user can leave the field blank and still print the label.



Must Fill: If Yes, the user must enter a data string that has the same number of characters as thatspecified for the length of this field. If No, the user can enter a value shorter than the specified length.

Clear After Print: If Yes, the field is cleared after the label prints. If No, the field retains the last valueentered.

6. Click OK and place the field in a blank area of the label.

Creating a Pick List FileA Pick List (.pkl) file contains the values from which a user can select at print time.

To create or edit a Pick List file

1. On the Options menu, click Pick List Setup.

2. Click New, or select an existing file and click Edit.

3. Choose from the following options:

New: Allows you to enter a new value to appear in the Pick List.

Edit: Displays a text box for editing the selected value.

Delete: Deletes the selected value from the list.

As Default: Retains the selected value as the default value for the field.

Sort: Arranges the values in alphabetical order.

String Length: The maximum number of characters allowed in the field.

Force data to come from list: Prevents the user from entering a value other than one available in the PickList.

Allow update at print time: Allows the user to update (edit) the Pick List at print time.

Arrow buttons: Moves the selected value to the top, previous, next or bottom position in the list,respectively.

4. Once you have created/modified the Pick List file, click OK.

5. If this is a new Pick List file, enter a file name (up to 255 characters long) and click OK to savethe file.

6. Click Exit to return to the design window.



Note: The Pick List (.pkl) files are stored in the location defined for Pick List files on the Directoriesdialog box.

Configuring a Data DictionaryThis is a GOLD edition feature.

Data Dictionary allows you to define a data source and provide a drop-down list of fields from which thelabel designer can choose. The selected field then acts the same as a When Printed data source, byprompting the user for input at print time.

The use of a Data Dictionary helps ensure that the label designer uses only field names that exactlymatch the database field names. This exact match is required by third-party integrators using commandfiles or DDE routines.

To use the Data Dictionary, you need to create two new filesa program (.ini) file and the DataDictionary (.dd) file itself. You create the files using a simple text editor, such as Notepad.

The program file defines the name of the data source.

The Data Dictionary file defines the name of the data file, and the fields and field lengthsassociated with that data file.

When you create a text or bar code field for your label, and select a Data Dictionary data source and file,a drop-down list is provided for selecting the field name. The listderived from the Data Dictionaryensures that only the exact field names and lengths are used.

View example of how to define the program (.ini) file...

View example of how to define the Data Dictionary (.dd) file...

Adding a Data Dictionary FieldThis is a GOLD edition feature.

A Data Dictionary allows you to define a data source and provide a drop-down list of fields from whichthe label designer can choose. The selected field then acts the same as a When Printed data source, byprompting the user for input at print time. The use of a Data Dictionary helps ensure that the labeldesigner uses only field names that exactly match the database field names. This exact match is requiredby third-party integrators using command files or DDE routines.

Once you have configured a data dictionary, you can use it to populate a field on your label.



1. Add a text or bar code field by clicking the appropriate button on the Drawtools Bar.

2. In the Data Source box, select the data dictionary alias you previously assigned when creating theDATADICT.INI file.

3. In the Data Files box, select the name of the data dictionary (.dd file) to use.

4. In the Description box, select the appropriate database field.

Note: The Description box presents a drop-down list of the fields defined in the data dictionary. Whenthe label is printed, the field you select appears as a prompt (similar to a When Printed field) thatrequires user input.



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