Table Editor

PrintSmith Vision includes numerous tables in which you can enter information specific to your business, for example, the names of your presses, the shipping methods you use, your sales representatives, and so on. This information can then be selected by users as needed during their work. The information from tables is typically available in fields where users select an item from a list.

You use Table Editor to maintain the contents of tables and control how they are used. Some tables include some initial data that you can review and change as necessary; other tables are empty until you enter the data.

Tables Editor Properties

Review and Edit Tables

1. Select Configuration > Table Editor > Data List. The Table Properties window opens.
2. Select a table and click the Table Name, for example, Stock Group.

   The Table Editor window now shows the contents of the selected table. The data depends on the type of table you are viewing, but each item in a table has a unique, non-editable, sequentially assigned ID, which permanently identifies the item. All tables also include a Name column where you can describe an individual item (record) in the table. Some tables include additional columns.

   

3. Do any of the following while viewing a table:
   • Sort the information in a table by selecting the category in the Sort By drop-down field by which you want to list the items. For example, if you sort the stock groups so they are in alphabetical order, they will be displayed in that order when users have to select a stock group in a field.
   • Edit information by clicking a column and making your changes.
   • Add new items by clicking the plus sign (+). An Untitled entry is added to the top of the table. Click Untitled and enter a name for the item. (You can then drag the item to another part of the list.)
   • Delete an item by selecting it and clicking the Delete icon.
4. Define the properties of the table.
5. Click Save to save your changes.

Define Table Properties

The properties of a table include the table title, name, and status settings that controls how the table is used.

1. Select Configuration > Table Editor > Data List. The Table Properties window opens.
2. In the Title column, click the edit icon in the row to change the name of the table, if necessary.

   

3. In the Table Status column, select one of the following to control how information is added to the table.

   Status	Description
   Editable	You can use Table Editor to add items to the table or remove items from it. (Unless a table is locked, you can always add or remove items using Table Editor.)
   Locked	You cannot add or delete entries in the table or change the status of the table. You can, however, edit existing items in the table.
   Add Edit	Any field that relies on this table includes an Edit option. You can click Edit to edit the table directly without having to open Table Editor and then having to select the table.
   Add Input	You can type information into a field, but this information is not added to the related table in Table Editor. For example, if you enter the name of a sales rep in the Account Info window while creating an estimate, this sales rep is saved as part of the estimate, but is not added to the Sales Rep table.
   Credit Card on File	For a trusted customer, a credit card that is on file can be accepted when picking up an invoice. You can select this option only if you are using integrated credit card processing in PrintSmith Vision. For information, see the guide to PrintSmith Vision – Secure Credit Card Processing.
   Add Input Edit	This combines an Edit option at the end of a list of selections in a field with the ability to type your own entries..

4. In the Sort by column, indicate how you want the records in the table sorted. For example, if you sort the Sales Rep table by Name, whenever users need to select a sales rep, they are listed in alphabetical order by name.

   Option	Description
   Not sorted	Items are listed in the order they were entered.
   Table ID	Items are sorted by their unique ID (in the first column of the table.)
   Key (alphabetically)	Items are sorted by the alphabetic key (applies only to tables that have such a key).
   Key (numerically)	Items are sorted by the numeric key (applies only to tables that have such a key).
   Name	Items are sorted by their name (in the Name column).

List of PrintSmith Vision Tables

The following is an alphabetical list of all the PrintSmith Vision tables that you can edit with Table Editor. (These are the initial names of the tables as supplied by PrintSmith Vision.)

Name	Description
Account Custom Labels	Labels you can personalize for your own use for tracking account information. (These are displayed on the Marketing tab in the Customer window.)
Age Range	Age groups for contacts (for example, 40-45) that you can select on the Marketing tab in the Contact window.
Basic Sizes	The basic sizes of each of the paper types in the United States.
Business Type	Types of businesses (used for marketing purposes).
Buyer	Those in your organization who purchase outside goods and services.
City	Cities for inclusion in addresses.
Common Interest	Hobbies/interests (used for marketing purposes with contacts/prospects).
Contact Name Prefixes	Name prefixes (such as Mr. or Mrs.) used for contacts.
Contact Name Suffixes	Name suffixes (such as Jr. or MD) used for contacts.
Country	Countries for inclusion in addresses.
Customer Log Type	Standard log and follow-up text for customer log entries.
Dimension	Standard paper sizes: width and height, unit of measure, and common name.
Driver	If you provide in-house delivery, a list of your drivers. (These names can be included on delivery tickets.)
Gender	The contact’s gender. This can be specified on the Marketing tab in the Contact window.
Generic Colors	A list of generic colors to make searching for paper faster. The generic colors are associated with specific colors in the Stock Colors table.
Hold State	Reasons for holding an order, for example, credit hold. A hold state can be selected in the Account Info window.
Ink Color	Ink colors that can be selected for jobs.
Job Title	Job titles (such as President or VP) used for contacts.
Lead Source	The sources of leads used for marketing purposes (for example, cold call or referral). (These can be selected on the Marketing tabs in the Customer and Contact windows, as well as in the Account Info window.)
Marketing Date Labels	Labels used for dates (for example, follow-up or birthday) for marketing purposes. (These are displayed on the Marketing tabs in the Customer and Contact windows.)
Payment Terms	The text of payment terms to be used on purchase orders.
Phone Tags	The labels for phone number fields for contacts (for example, Fax or Mobile).
Production Copiers	The names of your copiers/digital printers, for example, Xerox DocuColor 8000.
Production Dates	This table is not currently used.
Production Exceptions	Explanations of production issues, for example, bad plate or damaged paper (used in Tracker).
Production Facilities	The names of your production facilities (used in Tracker).
Production Locations	The areas (processes) through which a job passes during production.
Production Presses	The names of your presses, for example, Heidelberg QM.
Production Priority	Priorities for jobs (used in Tracker).
Production Stations	The areas where production is taking place (used in Tracker).
Products	Categories of products used for jobs, for example, booklet, flyer, or brochure, and their associated tax tables if you are using product-level taxation.
Quality Assured	The types of quality guarantees offered by the suppliers from whom you purchase goods or services.
Report Categories	This table is not currently used.
Sales Rep	Your sales representatives.
Sport Interest	Sports for marketing purposes for contacts/prospects (on the Marketing tab).
State	States for use in addresses.
Stock Colors	Mill colors of stocks. These are typically associated with generic colors (stored in the Generic Colors table).
Stock Finish	Textures of stocks, for example, vellum, linen, or smooth.
Stock Forest Management	Types of forest management related to chain of custody of stock, for example, Green Seal Certified or FSC Pure.
Stock Grade	The brightness of stocks.
Stock Group	Categories of stock, for example, paper or envelopes.
Supply Type	Categories of supplies that you purchase.
Tax Codes	Codes that identify different organizations using the same tax rate. (For example, three different counties may use an 8% rate so by specifying a tax code in an account or document, you can provide more detail about the tax.)
Tax Tables Elements	Elements in a tax table that make up the overall tax rate, for example, city or state tax.
User 1 - User 8	Tables that you can rename and use for marketing purposes in fields on the Marketing tab in the Customer and Contact windows.
Web Locations	If you use PrintSmith Site, status labels on the site corresponding to PrintSmith Vision locations.
Zip	Zip codes for use in addresses.

Vendor

The Vendor window enables you to enter or edit vendor information. To add a vendor, click the plus (+) icon.

Note: You can only add vendors from this window. You must have access to suppliers to edit or add vendors.

You can enter contact details and miscellaneous information. You can enter up to 4 contacts in the Contact Details section. In the Miscellaneous section, you can enter information about the vendor such as the material they supply, tax ID, payment terms, etc. You can also identify when you need to send the vendor a tax exemption notice

Note: You must select the Use in Purchase Order option in order for this vendor to be displayed on the vendor list in the Purchase Order window.

Reasons

Use the Reasons window to set up reasons for the lost estimates. See Estimating History for more information on Reasons.

Ship Via

The Ship Via window lists all the supported shipping methods. Note that a “ship via” field in PrintSmith Vision does not allow users to enter a shipping method – it must be selected from the Ship Via table. You can add, edit, and delete the methods as in the Table Editor window.