DocuSP Printers

Background Forms

What is a background form?

A background form is an image or set of images you bring into a job and use over and over again in a regular, repeating sequence.

Why Use a Background Form?

If you're printing a database report, a mailing or serialized or personalized copies of single or multi-paged forms where a background image or form is required, this feature will save you a great deal of time. You can create the image or series of images, and have it reside RIPped at the printer. When you send the personalized or serialized (numbered) information you don't have to send or reprocess the images for each copy of your document.

Creating a Background Form

  1. Create or open the image or form in its native application application.

    Note: This can be a multi-page document waiting for name, address, and specific recipient information, a college or professional exam or a set of promotional coupons waiting for a serial number.
  2. On the application's menu bar, click on File to open a menu list.
  3. On the menu list, click on Print to open the Print window.
  4. In the Print window, select your target printer.
  5. Click on the [Properties] button to open the Document Properties window.
  6. On the Paper/Output tab, in the field titled Job Type:, click on the scroll bar to the right of Normal Print to open a menu list.
  7. In the menu list, click on Create Background Form.
  8. Click on the Job Notes tab and populate the Job Name: field with the name you wish to assign to the background form. This will allow you to connect your variable data document to your background form without having to go to your printer to see how the application and driver named your file.
  9. In the Document Properties window, click on the [OK] button to close the Document Properties window and to return you to the Print window.
  10. In the Print window, click on the [OK] button.

    Note: Because you selected Create Background Form in step #7, your print job will automatically be RIPped and stored in the /opt/XRXnps/resources/bf folder of your printer. Now, all you need to do is to create a variable data job that will use the background job you just created. We'll show you how to do that in the next section.
  11. Save your document in its original form in case you need to send it again in the future (either because your client has requested an extended run or because your printer software has been upgraded and the background form might have been overwritten).

Creating a Variable Data Document

  1. Open the application you'll be using to create or to process the variable data (your mailing list, serial numbers, etc.). It could be a word processor or a database application.
  2. Place the pages of the background form as a background image to help you line up the variable data fields you'll be printing.
  3. Place your variable data fields where you want them.
  4. Delete your background image.

Printing Your Variable Data Document With Background Form

  1. On your application toolbar click on the Merge to Printer icon to open the merge range window.
  2. Select the range of records you wish to print and click on the [OK] button to open the Print window.
  3. Select your printer.
  4. Click on the [Properties] button to open the Document Properties window.
  5. Click on the Layout/Watermark tab.
  6. On the right side of the Layout/Watermark window under the Background Form: header, click on the [Setup…] button to open the Background Form Setup window.
  7. Click on the Use Background Form radio button to blacken it.
  8. In the Form Name field, type the name of the background form exactly as you entered it into the Job name field in step 8 of the section above called Creating a Background Form.
  9. Click on the [OK] button to accept your background form link and to close the Background Form Setup window.
  10. Click on the [OK] button to accept your Xerox Job Ticketing and to close the Document Properties window.
  11. Click on the [OK] button to send your variable data to the printer where it will merge with your background form and will be printed.

Managing Background Forms

  1. At your printer, logon as System Administrator.
  2. On the menu bar, click on Administration to open a menu list.
  3. On the menu list, click on Background Forms… to open the Background Forms Manager.
  4. Highlight the background form and right-click on it to open a menu list.
  5. From the menu list, click on Delete and on the [OK] button in the confirmation window to delete the background form. (It's best to keep background forms archived on your network storage devices and not on your printer. This allows maximum room for job processing.)

Created by Norman A. Teck
July 24, 2007