In PPS, labels can be printed either to an A4 sheet, or to a dedicated label DYMO Label Writer. For A4 labels PPS uses Avery L7162 or equivalent Address Label sheets containing 2 x 8 labels. For the DYMO Label Writer the software can use the following label sizes: 99012, 30252, 30374, 11354 & 11352 by default on PPS version 4.0.55 and onwards. If you have a different size to this, please contact PPS Support for further details.
The following guide will give you a general introduction to creating and printing labels from PPS. If you are a PPS Hosted user then some initial configuration is necessary to start printing from a Label Writer, details of which can be found here.
Section 1 - Setup for DYMO Label Writers
a. To setup your DYMO printer to work with PPS, you will need to navigate to Tools > Options > General System Options and select the printer and appropriate layout as per the section show below.
b. PPS has layouts available for some of the more common DYMO label size codes as default. You can check your label code by looking on the reverse of an un-used label. If your label differs from the above, please refer to a later part of the guide which takes you through setting up a new layout based on the size of your labels.
Section 2 - Label Layouts
a. The general sizing and layout of your labels is determined by the label layout that you chose in the General System Options as above. To make changes to this go to Tools > Layout Designers > Label Layouts. From here you can make changes to the layout of the labels, changing things such as font size. It's not possible to make changes to the default layouts, so you'll need to copy these and make changes to the copy if necessary. You can find more information on Layout Designers here.
If you create a new layout that you wish to use then be sure to select it in the General System Options.
b. Like other activity types in the system you can set up label Activity Templates to quickly populate relevant information when the time comes to print. By default, PPS will contain a templates for labels showing Client Address, Client Record, and Future Appointments. If you need to show other information on your labels you will need to create a new template which you can do via Tools > Activity Templates.
c. From this screen you can follow the "Labels" column down to see any templates that already have a label set up as part of them. Select and existing template to add label details to or choose Add to create a new one.
d. In this screen navigate to the "Label" tab to create or modify the label content.
In the example below we've set up a label using plain text and merge fields. We've also set which Label Layout to use in cases of this label.
e. Click Save once you're happy with your Template.
Section 3 - Printing a Label
a. Navigate to Activities > Prepare a Label to print a label for a client or third party.
b. Like other activities you can set which of your users is responsible for the label at the top of the screen, along with date and time details if it is going to be printed at some point in the future. Labels set to be due in future will appear in the relevant user's Activities List and Process Activities screens along with all other due activities. Below here, choose the Client or Third party to associate the label to or choose "None" to create a standalone label that will not appear on any client or third party log.
c. In the Available Labels list you'll see PPS's default labels as well as any you have created as part of an Activity Template. In the example above we've selected the Spring Classes Label created in Section 2. You can type any additional text into the label box to make changes should you need to do so before printing.
d. You can optionally change the Subject of the label and add any other relevant information in the Notes field. The Subject will show in the Activities List, Task List, and Client Log. You choose to include the activity in the Task List and/or when printing out the diary via the tick boxes below the notes field.
e. To print to a Dedicated DYMO Label Printer click Print - Label Printer. To print to an A4 sheet choose Print - A4 Sheet. This will open the Label Print Selection screen where you have the choice of either printing the single label now or spooling it to print later once you have all rows on both columns filled up with other labels.
Double click a spot on either the Print Now or Spool sheet to place the label ready for printing or choose to print a whole page of the same label using the tick box.
f. Another way to print labels from PPS is via your Appointments.
Navigate to Tools > Options > Appointments Diary Options > Appointments. At the bottom of this screen tick Prompt to print label in order to be prompted when booking appointments to print out a label with the appointment details.