This article will detail the Print Queue in Vantaca and walk through the necessary steps required to print items. For information regarding the Check Queue, please review this article. 

When an Action Item workflow is set to produce a Paper communication and has an accompanying Letter/Report/Document attachment, Vantaca will place those communications in the Mailroom > Print Queue page.

The print queue in Vantaca is a centralized location for all print jobs within your company. The Print Queue has three tabs

• Queue

• Jobs

• Third Party Orders

Queue

The default mailroom view is the Queue. The Queue will show all items for that user's portfolios. 

When a single action item step produces multiple letters (such as both a certified letter and a standard
mailing letter), these will appear as a single consolidated entry in the Print Queue. When processed, all
letters from the same step are included together in the download.

Note: If you have the Action Step rule configured to Combine Attachments, this will create a single PDF attachment with all documents combined.

Action item steps configured with multiple letter types (such as certified and first-class letters) are consolidated into single Print Queue entries. This ensures all related correspondence is processed together and maintains consistency in the mailing workflow.

By default, the Queue is categorized by Action Type Category and then by Association. As with many other pages in Vantaca, the Queue can be filtered and sorted as needed, and Users can use the Save Grid Settings option to customize the look of their Queue.

Note: The Send Certified column in the Print Queue displays whether a letter has been marked as certified or not based on the Print Method setting for the letter template, as explained in our Letter Template Manager article. This column is for reference only and does not determine whether the letter is actually sent certified.

Printing In-House

After you've located the items to be printed, select the box next to the item, or select the box at the top to select all on this page, and click Print at the top of the screen. This will generate a PDF for the selected items and send the user to the Jobs tab to download the file.

Note: The system includes protection against accidental duplicate submissions. If you click Print
multiple times, only one job will be processed. Bulk print jobs now process significantly faster.

Printing via Third Party

If you wish to send these documents to a Third Party printing processor-such as Paper Per Page, SouthData, HOAMailers, etc.-then select the item(s) and click Send to [Third Party] button. This will send the file to the designated Third Party and send the User to the Jobs tab to check the status of the order.

Note: The button will display the Third Party Printing solution that is enabled in your Database. For clients that use multiple Third Party printers, there will be multiple buttons for each.

Include Mailing Labels

When needed, Users can include a Mailing Label file with the Print Job. When printing and checking the Include Mailing Labels option, Vantaca will create a .zip file with two different files: The Print Job PDF, and the Mailing Label PDF.

The mailing label file will only include mailing labels for those addresses included in the Print Job. For more information about Mailing Labels, visit Best Practices: Print Queue/Check Queue.

Print Preview

Checking the Print Preview option when processing a Third Party print job, this will allow Users to see a Preview of the file that will be sent to the Third Party. More information about this can be found in the Jobs section of this article.

Note: Print Preview only works with Third Party printing. If printing In-House, the Print Preview check box will have no effect.

When printing, it is now possible to include Mailing Labels for each of these documents. Selecting a single or series of documents to print and selecting Include Mailing Labels when clicking Print will cause a ZIP file to go to the jobs tab, instead of simply a single PDF.

Jobs

After items have been moved from the Queue, they'll land on the Jobs page. Here, users will see any
items that they have marked for printing within a certain amount of time. The system automatically
creates complete print job files for third-party providers, ensuring all components are included in the
transmission.

Note: There is a special Role Security to view Jobs created be another User.

Clicking the Print Job ID will download an Excel file with print job details, including XNs, mailing addresses, etc. Clicking Download will download a PDF of all of the items within the print job.

Printing In House

To send an item to the printer, a User will click the Download button to download that PDF file to their computer. From there, the file can be printed through whatever PDF reader is being used. Once a file has been downloaded, the Job will Close. Users can re-download jobs by clicking Include Closed.

Note: If a print job needs to be deleted (or no longer printed) you must still press the print button to remove it from the queue. You can then delete the download without printing the file.

Printing Via Third Party

If an item was sent to a Third Party, then the file will process to the Third Party, and automatically close itself.

If an item was sent to a Third Party and the Print Preview option was selected, then the User has the option to Preview the file and Send or Cancel the order. Selecting Cancel will place the Print Job back into the Print Queue tab.

Bulk Order jobs can be easily identified with a checkmark in the Bulk Order column, otherwise, they'll have an X. See Bulk Third-Party Statements for more information. Note: The Download button is only available for In House print jobs, not Third Party print jobs.

Closed Job Statuses

Once a job has been printed, clicking Include Closed will display these closed items as well as display their status. An in-house item will say Printed.

If the letter was sent via Certified Mail, you can select Tracking to see USPS Tracking Number and SouthData/Optimal Tracking number. This only works when you're integrated with Optimal or SouthData.

In addition to Tracking info, here are some of the statuses you may see:

• Active Statuses
  • MAILED
  • IN TRANSIT
  • ATTEMPTED / NOTICE LEFT
  • FORWARDED
  • UNDELIVERABLE
  • OUT FOR DELIVERY
• Ending Statuses 
  • REFUSED
  • RETURNED
  • DELIVERED
• Special Statuses
  • RESEARCH
  • WEATHER DELAY

Note: You cannot view the associations within a print job directly from the Jobs tab in the Print Queue. To see which association's items are included in a specific print job, click the Print Job ID hyperlink to open the Print Job Details in Excel, which will display the associations, owner information, action types and XN numbers contained within that print job.

Third Party Orders

If an Action Item was stepped that uses the Send to Third Party Queue Additional Action, then those items will appear here. This page functions very similarly to the Queue, page, but is only used for Third Party Items. This is useful to avoid additional items on the "main" queue, and help separate those Third Party large orders.

Note: This tab, and the Additional Action tied to it, currently only function for third party statements and/or coupon files.

Additional Print Queue Notes

Note: Returning a print job to the Print Queue cannot be done from the front end and requires assistance from our Technical Support team. Please contact Vantaca Support with your Print Job ID to be assisted.

Note: Voiding an action item will not remove it from the Print Queue. To remove it, process the voided item separately to avoid including it with other valid print jobs.

Note: If a print job that was sent to a third party needs to be cancelled, please contact the printing vendor directly to do so.

Q: What order do documents print in when printed from the Print Queue?

A: Documents in the Print Queue always print in order of Association ID. This order is fixed and cannot be changed by the user.

Q: Does sorting the Print Queue grid change the order documents are printed?

A: No. Sorting or reordering the Print Queue grid settings on screen does not affect the print output order. Regardless of how the grid is sorted, documents will always print in order of Association ID.