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OpenEdge Reporting: Query/Results for UNIX
Labels Module : Labels features
 
Labels features
The tour of Results in Chapter 3, “A Tour Through Results,” gives you basic information for creating labels using the Labels module. It describes how to create mailing labels automatically, then add text and fields. This chapter describes more features and options in the Labels module.
Saving label definitions
This section describes how to save the current label definition in the Label Layout window. You use the same procedure to save definitions in the Reports and Data Export modules.
To save the current label definition in the Label Layout window:
1. Select the Put option.
A window appears in which you can save it as a new label. Press MODE to toggle to a list of databases used to create these labels and to see the program names for these labels. (The program names are the names listed in your directory.)
There are several things you can do with this list. You can:
*Save the label definition as a new label. To do this, select the <<save as new label>> option, then enter a name for the label.
*Overwrite an existing label definition with the current one. To do this, select the label you want to overwrite, then enter a name for the label. Results prompts you to verify that you want to overwrite an existing label.
*Exit and do not save the label.
*If the label has been saved, you can enter a new name or use the existing name. If you enter a new name, Results keeps the old copy and saves the new copy of the labels. (You can keep the old label copy or delete it as described in the “Clearing and deleting label definitions” section.)
Getting label definitions
This section describes how to use the Get option to retrieve a label that you saved. It also describes how to get a copy of a label definition from someone else’s directory (if you have permission). You use the same steps to get definitions in the Reports and Data Export modules.
To get a copy of a label definition from someone else’s directory:
1. Select the Get option.
If there is any data in the information or layout windows, Results prompts you to clear the current windows. If you have not saved that information, it will be lost if you select Yes.
If the window is clear, a window appears that enables you to load existing labels. You can load and run any of the labels marked with an asterisk (*). The asterisk means that the label was created using the currently connected databases. (To see the name of the databases, press MODE. Press MODE again to see the program names.)
If you created your labels with an earlier version of Results, a question mark (?) marks the labels to show that Results did not save the names of the databases used to create the labels. (If you created them with the current database(s), retrieve them to save the database names with the label names.)
At this window, you can load a label program from another directory (if you have permission), load the label you defined, or press END to cancel the Get operation.
To successfully copy a label format from someone else’s directory, the label must have been created using the database you are using. (If it was created using more than one database, you must have the same databases connected in the same order.) You copy the format of the label, not the content. Therefore, if you don’t have permission to access all of the fields that the label definitions needs, that field information does not appear in the label.
2. Select the label definition that you want to load.
The information and layout for that definition appear in the windows on the display. You can run or edit this label definition.
Copying label definitions
The following section describes how to copy label definitions that are in your directory. You use the same steps to copy definitions in the Reports and Data Export modules.
To copy label definitions that are in your directory:
1. Retrieve the label definition.
2. Save it under a new name.
You now have a renamed copy of the label definition you selected.
Running label definitions
This procedure describes how to print tables to different output devices.
To print labels to your terminal display, printer, or operating system file:
1. Select the Run option.
If there is no label definition in the window, a window lists the saved labels in your directory. You can load and run any of the labels marked with an asterisk (*). The asterisk means that the label was created using the currently connected databases. (To see the name of the databases, press MODE. Press MODE again to see the program names.)
A list of output devices you can select appears. Your database administrator can tailor this list so that, for example, you can see a list of the printers used in your department.
2. Select the output device you want, then press RETURN.
If you selected TERMINAL, the first page of labels appears on your display. Use your cursor keys to scroll through the list.
If you selected a file or printer output device, the label definitions are directed to it.
Clearing and deleting label definitions
This section describes how to clear label layouts from the window. It also describes how to delete saved labels from your directory. You can use the same steps to clear and delete definitions in the Reports and Data Export modules.
To clear label layouts from the window:
1. Select the Clear option.
If there is still label information or label layouts in the window, Results prompts you to verify that you want to clear the current label definition from the window.
2. Select option to remove the label information from the window.
The window clears all label definitions. If you select Clear again, you can delete any saved labels in your directory.
3. Select the Clear option again.
A list appears that shows all the label definitions in your directory. You can delete any of these labels.
4. Mark the labels you want to delete. To mark a label, highlight it and press RETURN. Results places an asterisk (*) next to the label name. To unmark a label definition, select it again.
5. To delete the marked labels, press GO, or press END to cancel.
Defining labels manually
This section describes how to define a label using only menu‑driven features to pick fields and insert text into a label layout. The examples in this section show inventory labels that list the item number, unit cost, description, and unit weight for the items you have on hand.
To define a label using only menu-driven features to pick fields and insert text into a label layout:
1. Select the Define option and select the files you want to use to define the labels.
Results prompts you to have fields selected automatically.
If you select Yes, Results automatically tries to build address labels. By default, it looks for address label fields (Name, Address, Address2, and so forth.). Field names included in the automatic layout are defined through the Administration module by your database administrator. Your database administrator can change the automatic label layout and alter the defaults to lay out any type of label based on any group of field names.
If you select No, Results leads you through a process to manually select the fields for the label.
2. Select the No option.
A list of all the fields in the active files appears. You can select any of these fields for your labels. To select a field, highlight it and press RETURN.
3. Select the fields in the order you want them to appear.
As you select each field, Results numbers them in the order in which you select them. If you select a field by mistake, highlight it again and press RETURN to deselect it. If you select a field out of order, highlight it and type the order number next to it. Results renumbers the other fields automatically.
4. Press GO to insert these fields into the Label Layout window.
For example, you can insert your fields in this layout:
The field names have the names of the files they come from as their prefixes. You can add other fields to this by positioning the cursor and pressing GET. Once you exit out of the definition window you can get back in to edit it by selecting the Define option.
5. If necessary, use the Settings option to adjust the Total Height value. Consider the height of the label and height of the label definition.
Adding text to labels
This section describes how to add text to a label definition. To add text to a label definition, the Label Layout window must be open. The window opens when you create a new label and when you define new fields for an existing label.
To add text to a label definition:
1. Select the Define option, then the Fields option.
2. Position your cursor where you want to place the text.
3. Press MODE to toggle to the Insert mode, so that you do not type over existing information.
4. Type the text you want to enter.
5. Press GO to apply the changes. Or, press GET to insert a field or END to undo the changes.
6. If necessary, use the Settings option to adjust the Total Height value for the labels.
Adding fields to labels
This section describes how to add fields to a label definition. To add fields to a label definition, the Label Layout window must be open. The window opens when you create a new label and when you define new fields for an existing label.
To add fields to a label definition:
1. Select the Define option, then the Fields option.
2. Position your cursor where you want to place the text.
3. Press GET to display a list of fields you can insert.
4. Select the field you want to insert.
5. Repeat Step 3 and Step 4 to add more fields, then press GO to apply the changes, or press END to cancel.
Adjusting label settings
This section describes how to adjust the settings in your label layout. For example, it describes how to print multiple copies of each label, print labels two across, and omit blank lines within each label. You define these settings with the Settings option.
To adjust your label settings:
1. Select Settings option.
Depending on your monitor type, Results may highlight or underline the fields you can adjust:
2. Adjust the settings, then press GO to apply them. The following sections describe each of the Settings options.
Omitting blank lines
By default, Results omits blank lines when it finds blank field information. In Figure 6–2, the address labels on the left omit blank lines, while the labels on the right do not.
Figure 6–2: Omit blank lines versus show blank lines
When you leave the Omit Blank Lines option set to yes, it does not affect any blank lines you leave in the layout. Instead, it only omits lines where all field information for the line is missing. For example, it omits the line reserved for Address2 information when the line is blank (there is no secondary address).
If you want the label to show blank lines, move the cursor to the Omit Blank Lines field and type n to change the setting to no.
Printing multiple copies
By default, Results prints one copy of each label. You can change this setting to print multiple copies of each label simultaneously.
To change the number of copies of each label, move the cursor to the Copies of Each field and type a quantity.
Changing the total height
By default, labels have a total height of six lines. You can adjust the height to suit your needs. (The maximum height of any label is 66 lines.)
For example, you can adjust the Total Height option to match the actual height of the labels on which you want to print the information. Also, if you define more than six lines in your label layout, you must adjust the total height of the label to be more than six. If you do not, Results prompts you to choose whether you want to print the abbreviated version of the labels. (If you do, any lines beyond the total height do not print.)
To change the total height of labels, move the cursor to the Total Height field and type the height you want.
Changing the top margin
By default, Results sets the top margin of each label to zero lines. You can change this setting to move the text on each label down from the top edge. For example, if your labels have your company logo preprinted on them, you can use this option to move the customer address down the label by several lines so it does not print over your logo.
To change the top margin of each label, move the cursor to the Top Margin field and type the value you want.
Changing the text to text spacing
By default, Results sets the text to text spacing for labels to zero character spaces. However, when you print more than one label across a page, you must set the Text to Text Spacing value wide enough to leave space between the columns of labels. If you do not do this, the next label across prints on top of the first label instead of in the next column.
To change the number of spaces from the start of the far left to the far right of each label, move the cursor to the Text to Text Spacing field and type the quantity you want.
Changing the left margin indent
By default, Results sets the left margin indent to zero spaces. You can change this setting so you can leave space on the left side of the page of labels. This setting only affects the spacing on the left side of the page, not the text‑to‑text spacing.
To change the number of character spaces at the left margin, move the cursor to the Left Margin Indent field and type the quantity you want.
Changing the number of labels across
By default, Results prints one column of labels. You can change this setting to print multiple columns of labels across the page. When you print more than one column of labels, you must adjust the text‑to‑text space setting so that labels do not print on top of each other.
To change the number of columns of labels, move the cursor to the Number of Labels Across field and type the number of columns that you want.