Printing in the Modern Web Client
Despite our increasingly digital world, physical materials still need physical documentation. Book bands identify borrowed items, pull slips guide retrieval, shipping labels ensure delivery, and notices communicate with patrons. The Staff Web Client reimagines printing for the modern web, making it work seamlessly whether you're at a desktop workstation or processing requests on a tablet.
A New Approach to Printing
The web-based print system represents a fundamental shift from traditional desktop printing. Instead of relying on specific printer drivers or operating system features, the Staff Web Client uses template-based printing that works consistently across all devices and browsers.
This isn't just about technical compatibility – it's about workflow flexibility. Print from any computer without special setup. Generate documents on your tablet while in the stacks. Create PDFs on your phone for later printing. The system adapts to how and where you work.
The template approach also means customization without complexity. Your book bands can match your library's specific needs. Your notices can reflect your policies and tone. Your labels can include exactly the information your staff requires. All without programming or technical expertise.
Understanding Print Templates
Templates are the heart of the new print system. Think of them as smart forms that know how to pull information from ILLiad and format it for printing. They're created in Microsoft Word using familiar mail merge technology, making them accessible to anyone who's ever written a form letter.
Each template combines static elements – your library's logo, standard text, formatting – with dynamic fields that pull current data. When you print a book band, the template automatically fills in the patron's name, the due date, the title, and any other information you've configured. One template handles thousands of variations.
This approach provides consistency while maintaining flexibility. Every book band looks professional and includes required information, but the system handles special cases automatically. Long titles wrap properly. Missing data doesn't break the layout. Special instructions appear when needed.
Finding and Using Print Options
Print functions appear wherever you need them in the Staff Web Client, following the principle of contextual availability. When viewing a request, print options for that specific item appear in the action menu. When working in a queue, batch print options let you handle multiple items efficiently.
The print dialog itself provides a clean, intuitive interface. Select your template from a dropdown list showing only relevant options. Preview the output before committing to paper. Choose between sending to a physical printer or generating a PDF for later use. The system remembers your preferences, speeding future print jobs.
On mobile devices, the interface adapts intelligently. Larger buttons accommodate finger taps. The preview adjusts to your screen size. PDF generation is emphasized since mobile printing can be less reliable. The goal is maintaining full functionality while recognizing the realities of mobile work.
Essential Print Types
Different ILL workflows require different printed outputs. The Staff Web Client includes templates for all standard needs while allowing customization for unique requirements.
Borrowing Documentation
Book bands or book straps wrap around borrowed items, traveling with them to patrons. These identify the material, show due dates, and provide return instructions. Good book band design balances information density with readability – include everything needed without overwhelming the patron.
Routing slips guide materials through your internal workflow. As items move from receiving to processing to pickup, routing slips track their journey and communicate special handling needs. Consider color coding or visual indicators for priority items.
Return labels ensure materials find their way back to lending libraries. Include both addresses prominently, leave space for tracking numbers, and consider adding a packing list section for multi-part items. Clear return labels prevent expensive losses and maintain good lending relationships.
Lending Materials
Pull slips are your retrieval roadmap. They need to work in varying lighting conditions, guide staff to correct locations quickly, and include enough information to verify the right item. Consider your stacks' layout when designing pull slips – vertical orientation might work better for narrow shelves.
Shipping labels must satisfy both postal requirements and ILL needs. Include delivery and return addresses, contents description for customs if needed, and ILL-specific information like transaction numbers. Design for durability since these labels travel long distances.
Packing lists serve multiple purposes: they help receiving libraries verify shipments, document what you sent, and provide return instructions. For multi-volume sets or items with supplements, detailed packing lists prevent confusion and ensure complete returns.
Administrative Documents
Notices communicate with patrons about their requests. Overdue notices need firm but friendly language. Availability notices should create excitement about pickup. Fee notices must clearly explain charges and payment options. Design notices that reflect your library's service philosophy.
Statistical reports printed from the Staff Web Client help with collection development, budget justification, and service improvement. Design report templates that highlight key metrics and present data clearly. Consider both detailed reports for analysis and summary reports for stakeholders.
Mobile Printing Strategies
Mobile devices excel at generating print jobs even if they're not always ideal for physical printing. The Staff Web Client embraces this reality with features designed for mobile print workflows.
Generate PDFs on your mobile device while working in the stacks or at service points. Email them to yourself or save to cloud storage. Print later from a desktop computer with full control over output options. This workflow combines mobile flexibility with desktop printing reliability.
For direct mobile printing, the system supports modern solutions like AirPrint, Google Cloud Print, or network printer discovery. But always preview carefully – mobile browsers sometimes interpret layouts differently than desktop browsers.
Customizing Templates
While ILLiad includes standard templates for common needs, most libraries customize them to match local requirements. The template system makes this straightforward without requiring technical expertise.
Download an existing template as your starting point. Open it in Microsoft Word. Modify text, add your logo, adjust formatting, or reorganize fields. The mail merge fields are clearly marked and documented. Save your customized version and upload it back to ILLiad.
Test templates thoroughly before deploying them. Print samples with different types of requests – short titles and long ones, single patrons and multiple holds, standard requests and special handling. Verify that all scenarios produce acceptable output.
Version control matters for templates just as it does for any important document. Keep copies of previous versions in case you need to revert. Document what changed and why. Test new versions thoroughly before replacing production templates.
Troubleshooting Print Issues
When printing doesn't work as expected, systematic troubleshooting usually reveals simple solutions. Start with the preview – if it looks wrong there, the problem is with the template or data, not the printer. If the preview looks correct but printing fails, investigate printer connections and settings.
Browser differences can affect printing. Chrome, Firefox, Safari, and Edge each have slightly different print engines. If you encounter browser-specific issues, try generating a PDF first, then printing the PDF. This extra step ensures consistent output across browsers.
Network printing from web browsers requires proper configuration. Your IT department may need to adjust security settings or install print servers that support web-based printing. Work with them to find solutions that balance security with functionality.
Best Practices for Print Management
Efficient printing starts with thoughtful template design. Include necessary information without cluttering layouts. Use fonts large enough to read in various conditions. Leave white space for handwritten notes when needed. Consider how documents will be used in practice.
Batch printing saves significant time but requires organization. Sort items logically before printing. Group by destination for shipping labels. Arrange by call number for pull slips. Print notices in ZIP code order for bulk mailing. Smart batching multiplies efficiency.
Sustainability matters in print management. Use duplex printing for internal documents. Design templates to minimize paper use. Encourage PDF delivery when appropriate. Set up recycling systems for error prints. Small choices add up to significant environmental impact.
The Future of Print in ILL
The print system continues evolving with user needs. Upcoming enhancements include in-browser template design, eliminating the need for Microsoft Word. Advanced logic will enable conditional sections that appear only when relevant. Integration with label printers will streamline shipping operations.
QR codes and barcodes will become more sophisticated, encoding complete transaction data for faster processing. Digital signature capture will eliminate paper forms for some workflows. Mobile optimization will continue improving, making phone-based printing increasingly practical.
But the core principle remains: printing should be simple, reliable, and flexible enough to support your workflows wherever they happen. The Staff Web Client's print management achieves this goal, transforming a traditionally complex technical challenge into a straightforward tool that just works.
Master these print features, and you'll spend less time fighting with printers and more time serving patrons. That's the real promise of modern print management – technology that disappears into the background, letting you focus on what matters most.