Print Personalization, Step 1 Print Personalization, Step 2 Print Personalization, Step 3 Print Personalization, Step 4

Working with the Merge Wizard

The Merge Wizard enables you to merge information from a database file and print it on your forms using your local laser printer. This includes text, caption text, bar codes, and pre-slugged OMR response grids. You can also elect to print "blank" forms by selecting None for Database Type.

Start the Merge Wizard by doing one of the following:

 

You can to merge information from a database file and print it on your cut sheet forms using your local laser printer. For OMR and OMR Laser Printer Only Documents, this includes print personalization of text, caption text, bar codes, and pre-slugged OMR response grids.

To use the print personalization feature, you first define text areas, caption text areas, and/or OMR response grids as variable data placeholders, and then use the Merge Wizard to link them to specific fields in your database file. You can then print your documents with your laser printer, using the Merge Wizard Printing function. The variable data from the database record is printed in the appropriate area; text characters are printed in the text or caption text areas, OMR response grids are pre-slugged with the appropriate data.

The overall process for implementing the print personalization feature is shown in the figure below. This example shows an OMR response grid with a caption above it; the response grid is available only in OMR documents. Click a step in the diagram below to learn more about it.

Print Personalization Process Overview

NOTE: Scantron DesignExpert software does not support print personalization (merge printing), including pre-printing, pre-slugging, and bar coding, for continuous forms, multi-parts, or finished booklets. Merge printing can, in some cases, be performed with booklet pages before the booklet is bound.

Database file types supported by Scantron DesignExpert software are:

  • Comma Separated Text - Windows comma delimited file that contains ASCII text with each field separated by a comma. By convention, the extension .csv is used for this file type when you perform a Save As in a program such as a word processor, database, or spreadsheet. You may use a comma separated text file that is in the correct format, but has a different extension, or no extension. The first record MUST contain the database field names used by the Merge Wizard. The names can appear in any order.
  • Tab Delimited Text - Windows tab delimited file that contains ASCII text with each field separated by a TAB character. By convention, the extension .txt is used for this file type when you perform a Save As in a program such as a word processor, database, or spreadsheet. You may use a tab delimited text file that is in the correct format, but has a different extension, or no extension. The first record MUST contain the database field names used by the Merge Wizard. The names can appear in any order.
  • Microsoft Excel - This file type is from the Microsoft Excel program and has the extension .xls. Use of the "Text" data type is recommended.

    • TIP: See Merge Wizard Overview for additional information about Microsoft Excel database support, including our recommendation to convert Excel files to either comma separated or tab delimited text files.

  • Microsoft Access - This file type is from the Microsoft Access program and has the extension .mdb.

Record numbering is supported via the Merge Wizard database interface for any database type. Specify it using the Merge Wizard Setup Record Numbers dialog. Apply record numbering as a number or as a bar code and as a pre-slugged OMR response grid. Use Caption text as a record number merge field for numbers and bar codes.

Serial numbering is supported via the Merge Wizard database interface, although a database file is not actually used during the operation. Serial numbers are generated according to values you specify on the Merge Wizard Setup Serial Numbers dialog. Apply serial numbering as a number or as a bar code and as a pre-slugged OMR response grid. Use caption text as a serial number merge field for numbers and bar codes.

Print personalization is supported for cut sheets in all Scantron DesignExpert software document types. Features vary somewhat between document types:

  • Load your documents into your local laser printer and print the variable data in the appropriate text, caption text, and/or OMR response grid areas, using the Merge Wizard.

    The printed document can be a stock form or a custom-designed one that was printed at Scantron.

    As an alternative, you can send your database files to the printing facility, and Scantron Print Services will print the variable data onto the appropriate form. Files printed at Scantron Print Services also use additional file types, Scantron DesignExpert underlay (.deu) and Scantron DesignExpert overlay (.deo). These file types enable you to protect the design for the printed base form in an underlay, while using flexible overlays to control the print personalization.

  • Load your plain paper into your local laser printer and print the entire document, including variable data, in the appropriate text, caption text, and/or OMR response grid areas, using the Merge Wizard.

  • Use Scantron DesignExpert stock form number 103188 or 265914 as your paper stock. Load it into your local laser printer and you can print both the fixed shapes of the Scantron DesignExpert document and the variable data from the database records in one pass.

  • Use plain paper. Load it into your local laser printer and you can print both the fixed shapes of the Scantron DesignExpert document and the variable data from the database records in one pass.

Print personalization is supported in Text and Caption Text fields and in OMR response grids. Features vary somewhat between them.

  • Variable text fields can be added to Text and linked to your database via the Merge Wizard.

    The variable text placeholder is {VARIABLE_field}, where "field" is a name of your choosing. For example, {VARIABLE_student} or {VARIABLE_customer}.

    One or more variable text placeholders can be embedded within a text block. For example, you can insert a name from your database into a paragraph.

    A variable text placeholder can be the only text within a text block. For example, you can print an entire text block from your database.

    Merge text style controls can be applied in your database to enable you to vary font, color, style, and so forth on a sheet by sheet basis. See Modifying Text Styles.

  • Caption Text can be defined as a variable text field and linked to your database via the Merge Wizard. For example, {Name}. Note that the field name is enclosed in braces.

    Caption Text can be defined as a serial number field controlled via the Merge Wizard. For example, [Serial]. Note that the field name is enclosed in square brackets.

    Caption Text can be defined as a record number field controlled via the Merge Wizard. For example, <Record>. Note that the field name is enclosed in angle brackets.

    A Code 39 bar code font can be used for a variable text, serial number, or record number field if the information merged from your database must be interpreted by a bar code reader.

    Merge text style controls can be applied in your database to enable you to vary font, color, style, and so forth on a sheet by sheet basis. See Modifying Text Styles.

  • OMR response grids can be defined as pre-slug fields and linked to your database via the Merge Wizard so that response bubbles are automatically marked during printing.

Scantron DesignExpert supports the following Merge Data Types:

  • Numeric (0-9)
  • Alpha, no space (A-Z)
  • Alphanumeric (Space, A-Z, Special Characters)
  • Binary Coded Decimal (BCD) (1-2-4-8-P)
  • Binary/Litho-code
  • 1-Digit Response (1-9)
  • 2-Digit Response (01-99)

There is no Merge Data Type for custom response designators and special character pre-slugging. However, standard Merge Data Types and your database can be adapted for this purpose. See Creating a Response Grid using the Grid Wizard or Modifying Response Grids for additional information.

Database file types supported by Scantron DesignExpert software include:

  • Standard Windows comma delimited file that contains ASCII text with each field separated by a comma. By convention, the extension .csv is used for this file type when you perform a Save As in a program such as a word processor, database, or spreadsheet. You may use a comma separated text file that is in the correct format, but has a different extension, or no extension. The first record MUST contain the database field names used by the Merge Wizard. The names can appear in any order.

  • Windows tab delimited file that contains ASCII text with each field separated by a TAB character. By convention, the extension .txt is used for this file type when you perform a Save As in a program such as a word processor, database, or spreadsheet. You may use a tab delimited text file that is in the correct format, but has a different extension, or no extension. The first record MUST contain the database field names used by the Merge Wizard. The names can appear in any order.

  • This file type is from the Microsoft Excel program and has the extension .xls. Use of the "Text" data type is recommended.

    CAUTION: Although Microsoft Excel files will work for many merge printing projects, we suggest that you may get better merge printing results if you convert your Excel files to either comma separated text or tab delimited text files. There are several Excel considerations that this will help with:

    • Excel fields containing numeric values with leading zeros may not pre-slug properly, even if defined as "text"
    • Printing a large number of records from an Excel file may be time consuming
    • Merge printing may lock up when using Excel 2003

  • This file type is from the Microsoft Access program and has the extension .mdb.

NOTE: Maximum database record size is 2,048 characters.

Scantron DesignExpert can merge print variable data from a database to Text areas. This feature is in addition to and slightly different from merge printing of variable data in Caption Text areas.

When you specify delimited field names in a text area, the merge field is substituted for the delimited field. The delimiter is "{VARIABLE_field}", where field is the name of the merge print field. There can be one or more text fields per document. There can be one or more merge fields contained within a single text box. The same field name may occur multiple times in the single text box.

When you design your form, you must make the text box large enough to accommodate the largest expected block of merged text. The size of the text box does not change to accommodate the merge text at merge time.

Merging is controlled by this dialog and the when DesignExpert documents contain delimited text.

Record numbering is supported via the Merge Wizard database interface for any database type. It is specified on the Merge Wizard Setup Record Numbers dialog. Record numbering can be applied as a number or as a bar code on both OMR and Image documents and as a pre-slugged OMR response grid on OMR documents.

Serial numbering is supported via the Merge Wizard database interface, although a database file is not actually used during the operation. Serial numbers are generated according to values you specify on the Merge Wizard Setup Serial Numbers dialog. Serial numbering can be applied as a number or as a bar code on both OMR and Image documents and as a pre-slugged OMR response grid on OMR documents.

"Blank" forms, ones that do not contain data merged from a database file can be printed. Select "None" for the database type and then specify the number to be printed in the Print dialog.

Print personalization is supported for cut sheets in all Scantron DesignExpert software document types. Features vary somewhat between document types:

Scantron Print Services

Load your forms into your local laser printer and print the variable data in the appropriate text, caption text, and/or OMR response grid areas, using the Merge Wizard.

The printed form can be a stock form, or a custom-designed one that was printed at Scantron Print Services.

NOTE: For Image forms you can use Merge Wizard to print your forms and variable text at the same time or just the "blank" forms without any variable data.

As an alternative, you can send your database files to Scantron Print Services to have the variable data printed onto the appropriate form. Files printed at Scantron also use additional file types, Scantron DesignExpert underlayClosedThe file name extension (*.deu) for a Scantron DesignExpert underlay file. A read-only file (*.deu) is created from a Scantron DesignExpert file (*.dew or *.dei). It serves as a kind of template upon which additional text, graphics, or variable text placeholders can be added. All of the shapes and text from the .dew or .dei file are displayed at 50% in the underlay file, so the added text and graphics can be precisely aligned. The added text and graphics can then be saved as an Overlay (*.deo) for later printing to the finished DesignExpert form. (.deu) and Scantron DesignExpert overlayClosedThe file name extension (*.deo) for a Scantron DesignExpert software overlay file. A file (*.deo) is created from an DesignExpert underlay file (*.deu). After additional text, graphics, or variable text placeholders are added to an underlay file, it can be saved as an overlay file (*.deo) for later printing to the finished DesignExpert form. (.deo). These file types enable you to protect the design for the printed base form in an underlay, while using flexible overlays to control the print personalization.

Load plain paper into your laser printer and print the entire document, with or without variable data, using the Merge Wizard.

Use the Scantron DesignExpert stock form number 103188 or 265914 as your paper stock for OMR Laser Printer Only Forms. Load these forms into your local laser printer and you can print both the fixed shapes of the Scantron DesignExpert document and the variable data from the database records in one pass. You can also print the "blank" form without variable data.

Use plain paper instead of stock form 103188 or 265914. Load it into your local laser printer and you can print both the fixed shapes of the Scantron DesignExpert document and the variable data from the database records in one pass. You can also print the "blank" form without variable data.

NOTE: The software does not support print personalization (merge printing), including pre-printing, pre-slugging, and bar coding, for continuous forms, multi-parts, or finished booklets. Merge printing can, in some cases, be performed with booklet pages before the booklet is bound.

Scantron DesignExpert software has a Merge Text Style Control feature that enables you to control the style attributes of text printed from your merge database in addition to controlling it from the merge fields in your form. This feature can be used with merged text in both text and caption text fields.

Depending on the result you want, merge text style can be controlled by the placeholder on the form or by a tag in the database:

  • To get the same text attributes for merged text on all forms, define text attributes in the placeholder on the form.
  • To get different text attributes for merged text on each form, define text attributes in the database.

This feature is available with the MergePrint software utility in addition to the Scantron DesignExpert Merge Wizard.

When text style for a merge field is controlled by the merge field placeholder on your form, the appearance of text printed on every form is the same. For example, if a merge field on your form is defined as Times New Roman, 14 point, then text merge printed on every form for this field will be Times New Roman, 14 point:

Text Attributes

Merge Field Placeholder Examples

Printed Text Examples

Times New Roman, 14 point

{Name}

Allan Barnes

Arial, 12 point, Bold

{Name}

Becky Colter

Times New Roman, 16 point, Bold, Italic, Red, 50%

{Name}

Charles Davis

See Modifying Text Boxes or Modifying Caption Text for details on setting text attributes on placeholders.

When text style for a merge field is controlled by a tag in the merge database, the appearance of text printed on each form can differ.

Text Style Control attributes include Bold, Italic, Underline, Font and Size, Color and Screen percentage:

Text Attributes

Examples

Bold

Allan Barnes

Italic

Becky Colter

Underline

Charles Davis

Font and Size

Denise Edison

Color and Screen Percentage

Elizabeth Garman

These controls can be applied singly or in any combination. For example,

Text Attributes

Examples

Bold, Italic

Allan Barnes

Italic, Underline

Becky Colter

Font and Size, Color and Screen Percentage

Charles Davis

Bold, Color and Screen Percentage

Denise Edison

NOTE: Merge field (placeholder) text attributes Bold, Italic, and Underline override text attribute tags in your database. For example, if your merge field is Bold, your printed text will be Bold even if the <Bold/> tag is not included in your database.

The following chart displays the available text attributes, the tag for each attribute, an example of how the tag is applied in the database for a merge field called "Name" and an example of what the printed results will be with the application of this tag. An explanation of tag formatting requirements follows.

Text Attribute

Tag

Database Example

Printed Result

None

None

Name

Allan Barnes

Bold

<Bold/>

<Bold/>Name

Allan Barnes

Italic

<Italic/>

<Italic/>Name

Allan Barnes

Underline

<Underline/>

<Underline/>Name

Allan Barnes

Font and Size

<Font name: FontName1 size: FontSizeInPoints2/>

<Font name: Times New Roman size: 16/>Name

Allan Barnes

Color and Screen percentage

<Color index: ColorPaletteIndex3 screen: ScreenPercent4 />

<Color index: 2 screen: 100 />Name

Allan Barnes

Bold, Font and Size

<Bold/><Font name: FontName size: FontSizeInPoints/>

<Bold/><Font name: Times New Roman size: 16/>Name

Allan Barnes

Underline, Color and Screen percentage

<Underline/><Color index: ColorPaletteIndex screen: ScreenPercent />

<Underline/><Color index: 2 screen: 100 />Name

Allan Barnes

  1. FontName - Use the exact name of the font as presented in your Font dialog or menu. For example, Times New Roman.
  2. FontSizeInPoints - Use the size of the font you want applied. For example, 14 if you want 14 point type.
  3. ColorPaletteIndex - Use the color index number from the color palette of the Scantron DesignExpert software file being used. 0 = Black, 1 = White, 2 = First Palette Color, 3 = Second Palette Color, 4 = Third Palette Color, and so on. If you reference a color index that does not exist, black will be substituted.
  4. ScreenPercent - Use the screen percentage applied to the text (10% increments, plus 15%). 10 = 10%, 15 = 15%, 20 = 20%, 30 = 30%, and so on.
  • Tags are case sensitive, as shown in the chart above.
  • Tag syntax is as shown in the chart above.

If you need to print a tag that is included in your database, place the tag <Escape> before and after the tag to be printed. For example:

Database Example

Printed Result

<Bold/><Escape><Bold/><Escape> Name

<Bold/> Allan Barnes

  • The Merge Wizard and the MergePrint Utility support Merge Text Style Control with all Scantron DesignExpert supported database types.

Database Type

Merge Wizard

MergePrint Utility

Comma delimited (*.csv) text files

Yes

Yes

Tab delimited (*.txt) text files

Yes

Yes

Microsoft Access (*.mdb) files

Yes

Yes

Microsoft Excel (*.xls) files

Yes

Yes

TIP: See Merge Wizard Overview for additional information about Microsoft Excel database support, including our recommendation to convert Excel files to either comma separated or tab delimited text files.

Text and caption text box sizes are fixed in your design. If you are merge printing either type of text, make sure that the text box is large enough to fit the largest amount of text you expect to merge from your database. If the box is too small, the text that doesn’t fit will be truncated.

CAUTION: If you are merge printing caption text or paragraph text that will be read with the optional RealTime Character Recognition component of Scantron ScanTools Plus software, see ScanTools Help for font recommendations.

To use the merge printing feature with Scantron DesignExpert software you must first define text areas, caption text areas, and/or OMR response grids within an Scantron DesignExpert file as placeholders for variable data from a database. Once defined, this file is called a merge template. The Merge Wizard in Scantron DesignExpert and MergePrint Utility software is then used to link the placeholders in the merge template to specific fields in your database file, enabling you to print personalized forms with your laser printer: Text in the text or caption text areas, marks in the OMR response grids, or bar codes in the caption text areas.

Print Personalization Process Overview

TIP: Font Selection for RealTime Character Recognition - Text, including merge printed text, that will be read with the optional RealTime Character Recognition component of ScanTools Plus software may require specific font selections. See the Character Recognition Considerations and Recommendations topic in ScanTools Plus Help for information about the best font to use.

It is very important to correctly load paper in the laser printer paper tray before printing or performing printer alignment. The basic steps to remember are Jog, Orient, and Align.

  • Jog: Jog the paper until the stack is uniform. The laser printed image will not be consistent if the paper in the tray is not uniformly stacked.
  • Orient: Turn the paper so that the laser printed image is in the correct orientation and on the correct side. Paper orientation varies depending on whether your design is portrait or landscape format, prints head-to-head or head-to-foot, or is double-sided. It may also vary between models of desktop laser printers so you may need to experiment with your printer to determine the correct orientation for your form.

    • CAUTION:Scantron DesignExpert stock form 103188 has Front and Back sides that differ slightly. They are distinctly marked. The Front and Back sides of Scantron DesignExpert stock form 265914 are the same for printing purposes.

  • Align: Load the stack of paper so that it's aligned with the side of the tray. The laser printed image will not be consistent if the stack of paper in the tray is not uniformly aligned. Be sure to use the same alignment every time you load the tray.

Review the appropriate paper loading procedures for stock forms 103188 and 265914:

  • Scantron DesignExpert stock form 103188 must be loaded in your laser printer tray in a particular orientation, depending on whether you are printing portrait or landscape format and whether you are printing the front or back of the form. Your printer may differ so be sure to test before you print finished forms.

    The Front side of Form 103188 is labeled "FRONT" in the margin beside the timing track. The Back side of the form has the Scantron product name and copyright in the margin beside the timing track.

    • The timing track is on the left side.
    • The stack is jogged to the left.

    103188 Portrait Front

    • The timing track is on the right side.
    • The stack is jogged to the left.

    103188 Portrait Back

    • The timing track is on the right side.
    • The stack is jogged to the left.

    103188 Landscape Front

    • The timing track is on the left side.
    • The stack is jogged to the left.

    103188 Landscape Back

  • Scantron DesignExpert stock form 265914 must be loaded in your laser printer tray in a particular orientation, depending on whether you are printing portrait or landscape format. Your printer may differ so be sure to test before you print finished forms.

    The front and back sides of form 265914 are identical for printer alignment and laser printing purposes.

    • The timing track is on the left side.
    • The stack is jogged to the left.

    265914 Portrait Front

    • The timing track is on the right side.
    • The stack is jogged to the left.

    265914 Portrait Back

    • The timing track is on the right side.
    • The stack is jogged to the left.

    265914 Landscape Front

    • The timing track is on the left side.
    • The stack is jogged to the left.

    265914 Landscape Back

As you merge print your forms, it's normal for OMR pre-slug marks to vary somewhat in location. This is acceptable as long as each target OMR response position is mostly covered.

Ideally, pre-slug marks should be perfectly aligned with the OMR response positions on your form:

Realistically, it isn't practical to expect perfect pre-slug mark alignment due to variations in paper alignment in the laser printer paper tray, paper feed through the laser printer, and other variables. Marks like these are normal and acceptable:

Marks that do not cover most of the target OMR response position and that touch nearby response positions are questionable. The data may be read correctly but the only way to tell for sure is to scan the form and check the data.

Pre-slugging OMR responses is a process that requires a little practice and a little time to build experience with your forms, laser printer, scanner, and ScanTools application. We recommend you take a practical approach to this process:

  1. Aim for good, consistent mark alignment at the start of your pre-slugging project. Aiming for perfect mark alignment is a good objective but it isn't necessary or practical.
  2. Take time to check questionable mark alignment at the start of your pre-slugging project. Learn what works with your combination of forms, laser printer, scanner, and ScanTools application. Save examples of good and bad mark alignment for future reference.
  3. Pay more attention to mark alignment when something in your system changes: new forms, different laser printer, different scanner, updated ScanTools application, etc.

What's on the Screen?

The Merge Wizard includes the following steps:

  1. This step identifies the source of the data for merging.

    Use this element… …to…
    Database Type

    Select the format of the database file that contains your merge data. Choices are:

    • Standard Windows comma delimited file that contains ASCII text with each field separated by a comma. By convention, the extension .csv is used for this file type when you perform a Save As in a program such as a word processor, database, or spreadsheet. You may use a comma separated text file that is in the correct format, but has a different extension, or no extension. The first record MUST contain the database field names used by the Merge Wizard. The names can appear in any order.

    • Windows tab delimited file that contains ASCII text with each field separated by a TAB character. By convention, the extension .txt is used for this file type when you perform a Save As in a program such as a word processor, database, or spreadsheet. You may use a tab delimited text file that is in the correct format, but has a different extension, or no extension. The first record MUST contain the database field names used by the Merge Wizard. The names can appear in any order.

    • A database file is not being used for the Merge operation. Used this option if the only type of merge printing you plan to perform is serial numbering or if you just want to print the "blank" form. Serial numbers are not taken from a database file; they are generated according to values you specify on the Merge Wizard Setup Serial Numbers dialog.

    • This file type is from the Microsoft Excel program and has the extension .xls. Use of the "Text" data type is recommended.

      CAUTION: Although Microsoft Excel files will work for many merge printing projects, we suggest that you may get better merge printing results if you convert your Excel files to either comma separated text or tab delimited text files. There are several Excel considerations that this will help with:

      • Excel fields containing numeric values with leading zeros may not pre-slug properly, even if defined as "text"
      • Printing a large number of records from an Excel file may be time consuming
      • Merge printing may lock up when using Excel 2003

    • This file type is from the Microsoft Access program and has the extension .mdb.

    Database Name Locate the database file to be used for merging. Click Browse and choose a file.

    CAUTION:If an error message is displayed when you click Next, check the contents of your database file. For Comma Separated Text and Tab Delimited Text files, make sure that the separator character used in the file is appropriate for the database type selected. Commas must be used in comma separated text files, and tabs must be used in tab delimited files. Also check the record length; the maximum is 2,048 characters for each record in a database file.

  2. This step identifies the table to be used for merging. It appears only if your Microsoft Excel or Access file contains more than one worksheet or table.

    Use this element… …to…
    Available tables

    Select a table name from the list that is displayed. If you select a database table that includes fields that contain unsupported data types, you see a warning message and those unsupported fields are not available in the next step.

    TIP: See Microsoft Excel under Database Support, above, for additional information about Microsoft Excel database support, including our recommendation to convert Excel files to either comma separated or tab delimited text files.

  3. This step maps the data fields in your source to the placeholders in your Scantron DesignExpert document. When you finish the wizard, data will be merged from your file into the selected caption text or preslugged into the selected OMR response grids based on how you map those fields here.

    Use this element… …to…

    Database Field Names

    Select a data field for merging.

    This area contains the names of the fields in your database record that contain data types supported by Scantron DesignExpert and the MergePrint Utility. Fields that contain unsupported data types are not listed. This is the source of the variable data for printing bar codes or text in caption text areas, text in text areas, and/or for pre-slugging OMR response grids. The field names appear in alphabetic order.

    The database field you are selecting must contain the correct data type for the document field it is linked to. If the database field does not actually contain the appropriate data type, either no data or incorrect data will be printed when you use the Merge Wizard Printing dialog.

    You can associate a single data field with multiple document placeholders.

    Document Field Names

    Select a document placeholder to associate with the selected database field.

    This area displays the names of the variable text and data fields that are defined in your Scantron DesignExpert. The field names appear in alphabetic order. Each name is followed by one of the following:

    • (Text) - a Caption Text or Text area
    • (OMR) - a Response Grid area.

    You can only associate a document placeholder with one database field.

    CAUTION:If you leave any document field names unlinked and continue to print documents using the Merge Wizard Printing dialog, the associated placeholder(either caption text, text, or OMR response grid) will be printed instead. If you leave an OMR response grid unlinked, the grid will print with the response positions and designators as defined, but no data will be pre-slugged.

    Links

    View the list of associated entries. The database field name is listed first, followed by a right arrow and the document field name. The links are listed in the order in which you defined them.

    Add Link

    Set the link between the selected Database Field Name and Document Field Name.

    NOTE: You can link database field names to more than one document field name, but each link must be defined separately.

    Remove Link

    Delete a link. Click the link, then click this button. The Document Field Name is now available again in the Document Field Names list.

    Auto Match

    Automatically create links between Database Field Names and Document Field Names. Names in both place must be identical. This function is not case sensitive: FieldName and fieldname are considered to be identical. You can continue to add or remove links after you have automatically created link.

    CAUTION: You must use Auto Match before adding or removing individual links. Auto Match removes any existing links.

  4. This step identifies the number of digits to assign to automatically-generated record numbers. When you complete the wizard, those record numbers will be merged into the record number placeholder.

    Use this element… …to…

    Number of Digits

    Select the number of digits you want to use when printing the record number on the form. If this number is larger than the number of digits used by the actual record number, the Merge Wizard adds leading zeroes during printing. If this number is smaller, leading zeros are added to fill in a record number when printed (but the number prints with no truncation when the record number is larger than the number of digits). The range is 2 - 9 digits.

  5. This step identifies the parameters around assigning automatically-generated serial numbers. When you complete the wizard, those serial numbers will be merged into the serial number placeholder.

    Use this element… …to…

    Starting Number

    Select the number to use as the first (starting) serial number. This number will appear on the first form you print.

    Ending Number

    Enter the number to use as the last (ending) serial number. The ending number must not be smaller than the starting number.

    NOTE: This field is not used when you select a database, because the "ending number" depends on the number of records in the database.

    Increment

    Enter the number by which you want to increment the starting number as they are printed. Increment amounts can be a minimum of 1, up to a maximum of 10.

    Enter 1 to increment serial numbers by 1, e.g. 1, 2, 3 …

    Enter 2 to increment serial numbers by 2, e.g. 1, 3, 5 …

    Enter 5 to increment serial numbers by 5, e.g. 1, 6, 11 …

    Number of Digits

    Select the length of the serial number on the form. If this number is larger than the number of digits used by the actual serial number, the Merge Wizard adds leading zeroes during printing. Make sure you enter a number greater than the number of digits in the starting number.

    NOTE: Some bar code symbols (such as Interleaved 2 of 5) require an even number of digits. The range is 2 - 9 digits.

  6. This step merges the data and prints the forms.

    BEFORE YOU PRINT! We recommend that you perform printer alignment before you print any documents with the Merge Wizard. We also suggest that after printer alignment you print one or more test records to verify everything is correct before printing all of your documents.

    • If you are merge printing a form printed by Scantron Print Services, be sure to print one record as a sample to ensure the variable data prints in the correct location. Check to make sure text characters are in the appropriate text or hand print area, OMR grids are properly pre-slugged, and bar codes can be interpreted correctly.
    • If you are merge printing Scantron DesignExpert stock form number 103188 or 265914, or merge printing with the PrintFlex option, OMR grid pre-slugging will always be correct once you have successfully completed printer alignment. It is still a good idea to print one record as a sample to make sure text characters are in the appropriate text or hand print area and bar codes can be interpreted correctly.

     

    Use this element… …to…

    Database Name
    (if you selected a data file in step 1)

    View the path and name of the database file. This area is blank if you did not select a database.

    NOTE: You cannot change this here; to print using a different database file, click Back to return to step 1.

    Number of Records
    (if you selected a data file in step 1)

    View the number of records contained in the database file. You cannot change this. This is how many documents will be printed if you select All under Select Records. This area is blank if you did not select a database.

    Select Records

    Select which database records will be printed. This area is inactive if you did not select a database. Choices are:

    Select this to print all records in the database file (the number listed above).

    CAUTION: We strongly recommend that you align the printer and print one record before you select to print all records.

    Select this to print a range of records rather than all records. Enter a number in the Start and End text boxes—only the records between and including those numbers will be printed. For example, if you only want to print one test record, enter the same number for Start and End. Printing one record (Start 1 and End 1) is the Scantron DesignExpert software default. You can print more test records if desired.

    Print

    Print the forms. It opens the Print dialog, where you can perform printer alignment and print the records selected in Select Records, above. If you have the PrintFlex option, you can also select PrintFlex printing.

How do I…

NOTE: You can only print proofs from Scantron DesignExpert, not the MergePrint Utility.

  1. Do one of the following:
    • If you are overprinting on the stock form without merging/pre-slugging, select File > Print.
    • If you are merging/pre-slugging, start the MergeWizard and follow the wizard steps until you reach Printing, then click Print.
  2. Print one copy of the form.
  3. Visually check the alignment.

    4. The entire image should fit properly on the page. In most cases, you will find that the default printer alignment settings are acceptable and that no printer alignment is required.

  4. If alignment is required, select File > Print then click Printer Alignment. See Aligning Your Printer for more details.

    5. TIP: Use the default Two Corner Alignment setting. It is very unlikely that you will need to use the advanced Four Corner Alignment.

  5. Select Front or Back. If your form is two-sided, you can align both sides before test printing.
  6. Examine the upper left corner of the laser printing. Is it located where you want it or does it need to be moved? What direction? How far?
    1. If alignment is needed, select Upper Left Corner and then use the Up/Down and Left/Right to move the printing.
    2. Print another copy of your form and reexamine the upper left corner of the laser printing. Repeat the process until the upper left corner is correctly located.
  7. Examine the right side and the bottom of the laser printing. Does it fit relative to the edges of the paper or does it need to be resized? Longer? Shorter? Wider? Narrower? By how much?
    1. If resizing is needed, select Lower Right Corner and then use the Up/Down and Left/Right controls to adjust laser printing length and width to fit the page.
    2. Print another copy of your form and reexamine the fit of the laser printing on the page. Repeat the process until the laser printing is correctly located.
  8. Click OK to save your settings.
  9. Proceed with printing.

The printed form can be a stock Scantron form or a custom-designed one that you had printed at Scantron Print Services.

  1. Use the merge wizard (see steps under What's on the Screen, above) to set up your merge template file.
  2. Load your form into your laser printer.
  3. Click Print. The Merge Wizard then prints the variable data in the appropriate areas defined in your Scantron DesignExpert merge template file.

  1. Load the Scantron DesignExpert stock form number 103188 or 265914 into your laser printer.
  2. Click Print.

The Merge Wizard prints both the fixed shapes of the Scantron DesignExpert form and the variable data from the database records in one pass. You can also print the "blank" form, minus the variable data; see How do I print forms without merging data, below.

  1. Load plain white 24# bond paper with 84 reflectance into your laser printer.
  2. Click Print.

The Merge Wizard then prints both the fixed shapes of the Scantron DesignExpert form and the variable data from the database records in one pass. You can also print the "blank" form, minus any variable data; see How do I print forms without merging data, below.

NOTE: You must use ScanTools software with the ScanFlex feature and a Scantron image scanner, such as the iNSIGHT 4ES, to scan forms printed with the PrintFlex option.

Although the Merge Wizard is designed to enable you to print data from your database on a variety of form types, you can also use it to print "blank" copies of forms when no database link is needed. This includes:

  • Printing OMR Laser Printer Only forms on Scantron DesignExpert stock forms 103188 or 265914.
  • Printing OMR forms with the PrintFlex option.

 

  1. Select None for the Database Type then click Next.
  2. Click Print.
  3. Align your printer.
  4. (Optional) Click Properties to check or set Document Properties such as portrait or landscape orientation, single or duplex printing, tray selection, and so forth.
  5. Enter the number of copies to print.
  6. Click OK.
  1. Select None for the Database Type then click Next.
  2. Enter the Starting Number, Ending Number, Increment, and Number of Digits. See Step 5, under What's on the Screen above, for details. Click Next.
  3. Click Print.
  4. Align your printer.
  5. (Optional) Click Properties to check or set Document Properties such as portrait or landscape orientation, single or duplex printing, tray selection, and so forth. See Windows help for details on these options.
  6. Click OK.

Scantron DesignExpert software provides several ways to pre-slug custom response designators or special characters:

  • You can design your own response grid, with custom response designators, to capture an Email Address. The grid will include letters A through Z, numbers 0 through 9, and special characters "@" and "." . It uses the Alpha No-Space data type. Follow these steps:

    1. Create an OMR response grid with a 38 response position height for A-Z plus 0-9 plus the @ and . characters. Make the response grid wide enough for the email addresses you want to capture or pre-slug.
    2. Select Shape > Modify.
    3. Select the Designators tab and click Add Custom Type in the Designator Type area to open the Add Custom Designators dialog.
    4. Enter a Name for the custom designators such as "Email".
    5. Enter the designators you need. Each character must be separated by a comma. For this example, the entry is:

      6. A,B,C,D,E,F,G,H,I,J,K,L,M,N,O,P,Q,R,S,T,U,V,W,X,Y,Z,0,1,2,3,4,5,6,7,8,9,@,.

    6. Click OK to save your designators.
    7. Select the Scanning tab and enter a Field Name such as Email Address. Select Alpha No-Space in the Grid Attributes Data Type area.
    8. Select the Merge tab and click Pre-Slug Variable Data in the Merge Field Type area. Enter a Merge Field Name such as Email. Select Alpha No-Space for the Data Type.
    9. Click OK.

    You now have a grid that you can pre-slug with a typical email address. Use the Merge Wizard to perform your pre-slugging: Select Database, Link Database and Document Fields, and Print.

    This technique can also be applied via the Grid Wizard.

    TIP: When you use the Alpha No-Space Data Type, A through Z must be included in your custom response designator set as the first 26 characters.

  • You can design your own response grid, with custom response designators, to capture an Email Address. The grid will include Space, letters A through Z, numbers 0 through 9, and special characters "@" and "." . It uses the Alpha-Numeric data type. Follow these steps:

    1. Create an OMR response grid with a 39 response position height for Space plus A-Z plus 0-9 plus the @ and . characters. Make the response grid wide enough for the email addresses you want to capture or pre-slug.
    2. Select Shape > Modify.
    3. Select the Designators tab and click Add Custom Type in the Designator Type area to open the Add Custom Designators dialog.
    4. Enter a Name for the custom designators such as "Email".
    5. Enter the designators you need. Each character must be separated by a comma. For this example, the entry is:

      6.  ,A,B,C,D,E,F,G,H,I,J,K,L,M,N,O,P,Q,R,S,T,U,V,W,X,Y,Z,0,1,2,3,4,5,6,7,8,9,@,.

      Don’t forget the "Space" before the "A" in the character set.

    6. Click OK to save your designators.
    7. Select the Scanning tab and enter a Field Name such as Email Address. Select Alpha-Numeric in the Grid Attributes Data Type area.
    8. Select the Merge tab and click Pre-Slug Variable Data in the Merge Field Type area. Enter a Merge Field Name such as Email. Select Alpha-Numeric for the Data Type.
    9. Click OK.

    You now have a grid that you can pre-slug with a typical email address. Use the Merge Wizard to perform your pre-slugging: Select Database, Link Database and Document Fields, and Print.

    This technique can also be applied via the Grid Wizard.

    TIP: When you use the Alpha-Numeric Data Type, Space, A through Z, and 0 through 9 must be included in your custom response designator set as the first 37 characters.

  • In addition to the methods described above, you can also pre-slug special characters in any field by modifying the data in your database fields. For example, if you have a "Gender" OMR response grid, you can use custom response designators "F" and "M" for Female and Male, labels that are meaningful to the form user.

    If you want to pre-slug your Gender response grid, there is no way to link to a database Gender field containing just F and M because there is no Gender Merge Data Type. You can however adapt one of the standard Merge Data Types and your database to meet your needs. The steps are as follows:

    1. Create your Gender response grid with custom response designators "F" and "M" and with Merge Data Type set to "One-Digit Response."

      2. Valid data for One-Digit Response Merge Data Type is defined as numbers 1 through 9.

      Since your Gender response grid contains two bubbles, F and M, they are equivalent to 1 and 2 in the One-Digit Response Merge Data Type.

    2. Change the data in the Gender field of your database from F and M to 1 and 2.
    3. Use this dialog to perform your pre-slugging: Select Database, Link Database and Document Fields, and Print.

    TIP: If you are pre-slugging an OMR form and you are working with ScanTools software, you can use a Translate table in your ScanTools application to convert the pre-slug marks from 1 and 2 back to F and M in your data file. If you export your form to ScanTools, the translation for custom response designators is automatically included in the exported ScanTools application.

    You can use other Merge Data Types in similar fashion for other response grids where you have defined custom designators.

Developing MergePrint Utility Applications

MergePrint Utility Overview

Modify Caption Text - Merge tab

Modify Response Grid - Merge tab

Using the Grid Wizard

Print dialog

Printer Alignment dialog

ScanFlex Rules for Success - Introduction to ScanFlex and PrintFlex