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Minfos Label Maintenance

User Guide Version 2.0 | June 2016

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Disclaimer Screen captures from Minfos are used in this document. While care is taken to use fictional data, some of these images might contain names, addresses, or other details of individuals and/or organisations. Any fictional or nonfictional names, addresses, drug histories, or other details about individuals or organisations are used for demonstration purposes only. Copyright © 2016 Symbion Pty Ltd trading as Minfos®. ABN 25 000 875 034

Contents

Introduction ................................................................................................................................. 4

Audience ............................................................................................................................................................................. 4

Prerequisites ...................................................................................................................................................................... 4

Launch Label Maintenance ...................................................................................................... 5

Managing labels .......................................................................................................................... 6

Set a label as active or inactive ...................................................................................................................................... 6

Print a label ......................................................................................................................................................................... 6

Create pharmacy label templates ................................................................................................................................. 7

Save a copy of a label...................................................................................................................................................................... 7

Create a new label ........................................................................................................................................................................... 8

Rename a label .................................................................................................................................................................. 8

Delete a label ..................................................................................................................................................................... 8

Import a label ..................................................................................................................................................................... 9

Export a label .................................................................................................................................................................. 10

Editing labels ............................................................................................................................. 11

Add a new field ............................................................................................................................................................... 11

Add a plain text field ..................................................................................................................................................................... 12

Add a variable field ........................................................................................................................................................................ 13

Resize a field .................................................................................................................................................................... 15

Move a field ..................................................................................................................................................................... 16

Delete a field ................................................................................................................................................................... 16

Minfos Label Maintenance | User Guide

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Format label text ............................................................................................................................................................ 17

Change shelf label margins.......................................................................................................................................... 18

Change a shelf talker background ............................................................................................................................. 20

Hide the shelf talker background from printing ..................................................................................................................... 23

Appendix: Label fields and details ........................................................................................ 25

Minfos Label Maintenance Introduction

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Introduction This user guide provides instructions on using Minfos Label Maintenance to create, edit and manage your label templates.

Audience This document is intended for use by:

Stock Controllers and Retail Managers Brand Managers and Operations Managers

Prerequisites To use the Labels functionality, your pharmacy must run Minfos software version 4.0.2 or higher.

Minfos Label Maintenance Launch Label Maintenance

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Launch Label Maintenance 1. On the Minfos Launch Pad, click the Special menu, then click Utilities.

2. Click the Label Maintenance icon.

The Label Maintenance window is displayed, which shows your pharmacy’s label templates.

Labels created by Minfos are default label templates, which cannot be edited, renamed, deleted, imported or exported.

Store-created labels are those that are either newly-created at your pharmacy, copies of Minfos labels, or imported. These labels can be edited, renamed, deleted, imported and exported.

Minfos Label Maintenance Managing labels

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Managing labels

Set a label as active or inactive You can set a Minfos label as inactive so that they are not visible across your label printing windows.

If you want to edit a Minfos label, refer to Save a copy of a label for instructions.

Most default Minfos labels are set as active and are shown with the green “A” icon ( ). When you set a label as inactive, the label is no longer selectable in any of the label printing windows.

To toggle the active status of a label, go to:

1. The Label Maintenance window, click a label template to highlight it.

2. Click Set Active. The label’s active status is changed.

Print a label Once you have set a label as active, you can print the label.

1. Go to Stock Manager and in the Label Queue, then click Print and select the relevant Label Type. Next, click Okay.


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2. Next, click Start and your label will now begin printing.

Create pharmacy label templates There are two ways that you can create pharmacy label templates. You can:

Use an existing label as a template, and then edit the copy to suit your pharmacy’s needs. Refer to Save a copy of a label.

Create a new label. This method is suitable for advanced users. Refer to Create a new label.

Save a copy of a label 1. On the Label Maintenance window, click a label template, and then click Save a Copy.

2. In the New Label (Copy) text box, enter a name for your new label, then click Save Copy.

The new label template is saved, and is shown on the Label Maintenance window with the word “Store” in the Created by column.

3. Click Edit Label, to customise the label. Refer to Editing labels for instructions on using the Label Editor.


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Create a new label This method is recommended for advanced users.

For extensive instructions, please refer to Combit’s List and Label Designer Manual.

The easiest way to create your customised labels is to save a copy of an existing label.

To create a new label:

1. On the Label Maintenance window, click New Label.

2. In the Label Name text box, enter a name for your label, then click Launch Label Editor.

Refer to Editing labels for instructions on using the Label Editor to customise the label.

Rename a label 1. On the Label Maintenance window, click a store-created label template, then click Rename.

Minfos labels cannot be renamed.

2. To rename a label, enter a new name in the New Name text box, then click Save.

Delete a label 1. On the Label Maintenance window, click a store-created label template, then click Delete.

mailto:https://www.combit.net/en/media/reporting-tool-en/List-Label-21/Designer-Manual.pdf


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Minfos labels cannot be deleted.

2. Click Delete to remove the label template from the Label Maintenance window.

Import a label 1. On the Label Maintenance window, click Import.

2. Search for the label to import, then click Open.

3. If required, enter a new name in the Label Name text box.

4. Click Import to import the label. The label is displayed on the Label Maintenance window as a store-created label.


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Export a label 1. On the Label Maintenance window, click a store-created label template, then click Export.

Minfos labels cannot be exported.

2. Enter a file location and a new file name, then click Save.

Minfos Label Maintenance Editing labels

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Editing labels The Label Editor is launched when you edit a label or create a new label.

Add a new field A label field is a detail on the label—for example, a product name. Fields can be added, resized, moved and deleted.

You can add a new field in two ways:

Add a plain text field to add text that will display on all labels that are printed using the template.

For example, you can add the word “Save” to a shelf talker template, and that text will be printed on all labels using that template.

Add a variable field to print information specific to the product.

For example, you can add the Department variable field, which means each label printed will contain the department for the specific product.


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Add a plain text field Plain text fields allow you to add text that will appear on all labels printed using that label template.

To add a plain text field:

1. In the toolbar, click the Insert tab, then click Text.

Click and drag in the space beside your label. The Edit Text window is displayed.

To avoid accidentally selecting existing label fields, create the field beside the label, before moving it onto the label.

2. In the text box, enter the text to add to the label in quotation marks. For example, enter “”SAVE””.


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If you do not enter the text in quotation marks, the text will not appear on the label.

3. Click OK.

4. Resize, move the field and format the text, as required. Refer to Resize a field, Move a field and Format

label text for instructions.

Add a variable field The Variables-/Field-List pane contains a collection of details that you can add to your label. When you print a label for a product, the variable information is derived from the product information in your database. Variable fields may include promotional prices, recommended retail prices, categories and more.

Please refer to the table in “Appendix: Label fields and details”, which contains commonly-used details that you may want to add to your label, and where to find the detail in the Label Editor.


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To add a variable field to your label:

1. In the Variables-/Field-List pane, double-click the Variables folder to expand it.

2. Double-click the:

Promotion folder to add promotion details to the label. Supplier folder to add supplier details to the label. Product folder to add product details to the label.

The LL folder contains Label Editor variable fields.

3. Click and drag the detail onto the label and position it where you want it to be printed.

Add a specific barcode by:

a. Saving a copy of the Minfos default label that contains the barcode you need


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b. Edit the copied label to suit your pharmacy needs.

You can copy a barcode field or any other field straight from one label template to another.

Do not use the Barcode variable in the Variables-/Field-List panel, if you need a specific barcode type, please save a copy of the Minfos default label that contains the barcode you need. You can thenedit the copy to suit your pharmacy’s needs.

Resize a field To resize a field on the label, click the field to highlight it, then click and drag a resize point.

Resizing the field does not change the size of the font. For instructions on formatting the font, refer to Format label text.

To resize the field proportionally, hold [Shift] while dragging the resize point.


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Move a field To move a label field, click and hold the field, then drag it to the desired position on the label.

Delete a field To delete a label field, click the label field to highlight it, then press [Delete]. The field is removed from the label.


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Format label text 1. Click a field on the label to highlight it.

The Text tab and toolbar are displayed.

2. Format the text using:

The functions in the Font and Alignment group box The Font dialog

1. Click the “A“ button ( ) on the Font and Alignment group box.

The Font dialog is displayed.


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2. Choose your desired font settings, then click OK.

The text in the field is changed according to your settings.

These functions are similar to the formatting functions found in Microsoft Word.

Change shelf label margins Change the shelf Label Top Margin to ensure that your labels align properly.

1. In the Label Editor screen, highlight the template.

2. Click Edit label and click the Project tab.

3. Click Layout Regions.


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4. Double click the values to the right of Layout Definition.

5. In the Page Setup, adjust the Offsets as required, then click OK and then save the template.

In the Page Setup window, you have the option to adjust the following:

Offset – the top and left margins Size – the physical label size (we recommend that this should not be changed) Distance – the space between labels both vertical and horizontal (Adjust with caution as this will

multiply as it moves down the page) Number – the number of labels on the page (We recommend that this should not be changed)


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Change a shelf talker background Before changing the background of your shelf talker labels, you need to create a shelf talker background to the same specifications as your shelf talker label size, and then save the background as a JPEG or PNG image.

To change a shelf talker background:

1. Save a copy of a Minfos shelf talker label, then click Edit Label.

2. Click the default Minfos shelf talker background image, then press [Delete], to remove it from your label.

3. Click the Insert tab, then click Picture, and then click and drag in the space beside your label.


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4. Search for your label background image, then check the Embed picture in project file check box.

To ensure that the picture is saved in the label file, check the Embed picture in project file check box. This enables the background image to be exported with the label file, and imported at another pharmacy.

5. Click Open and the background image is displayed.


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6. Define the layout and size of the background image. In the Properties pane, scroll down to the Layout section and define the Position parameters.

a. In the position section, change the:

Left measurement to “0.00mm”. Right measurement to “0.00mm”.

The image is moved to align with the top left-hand corner of the label.

b. Enter the:

Width as the actual width of the label template; for example enter “70.00mm”. Height as the actual height of the label template; for example, enter “97.00mm”.

The image size is adjusted to the same size as the label.


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7. Right-click the background image, then click Arrange, and then click To Back.

The background image is positioned behind the label text.

Hide the shelf talker background from printing This feature is useful for pharmacies that have been issued with pre-printed shelf talker labels. When you hide the background from printing, the background remains displayed in the Label Editor so you can ensure your text is correctly aligned on the label.

To hide the shelf talker background from printing:

1. Click the shelf talker background to highlight it.


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In the Properties pane, the Layout section is expanded and displayed.

Click Appearance Condition, then click the arrow, and then click Never Show. The background remains displayed in the Label Editor.

2. Close the Label Editor and save your label.

The background is now not printed on labels printed using that template.

Minfos Label Maintenance Appendix: Label fields and details

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Appendix: Label fields and details This table outlines the most popular variable fields in the Label Editor, and the product details that print on your label.

FOLDER IN LABEL EDITOR FIELD NAME IN LABEL EDITOR

DETAIL ON THE LABEL

Product Brand Brand name

Class Class name

Company Company name

Department Department name

IEU IEU name

Location Location name

Name Product name

RetailPrice Product retail price

ARProductCode Ordering (eg. SALE1000 for dispense)

KVI KVI text to highlight it is a KVI product

Preferred Supplier

The name of the preferred supplier

Short Name Enter from ‘Extended’ tabl on the stock card

Minfos Label Maintenance Appendix: Label fields and details

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Supplier RRP Preferred supplier recommended retail price

RRP2 Preferred supplier recommended retail price 2

If you have a member’s price set up in the supplier’s RRP2 text box in Minfos, you can use this variable field to add a member’s price to your shelf talkers.

MinimumShelfHold

Preferred supplier minimum shelf hold

OrderMultiple Preferred supplier order multiple

RetailUnits Preferred supplier retail units

ShelfPack Preferred supplier shelf pack

MinimumOrderQuantity

Preferred supplier minimum order quantity

PDE Preferred supplier PDE

Promotion

Your pharmacy must be running Minfos Promotions Wizard to use the promotion variable fields.

Description Promotion description

EndDate Promotion end date

Name Promotion name

StartDate Promotion start date

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