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Downloading Journal to PDF

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Here's a quick tutorial to explain how to produce PDF files of a child's journal - either for printing, or handing out as an electronic copy.


First a quick warning: many of you have told us you're adding a lot of media (300 photos per child per year is not uncommon). I'm sure you can appreciate that this begins to create extremely large files - especially for those of you who have children for four years or so, so we'd recommend that you break down the production of your journals over time.


Secondly, journal creation can take a while at certain times of the year, so we suggest you set notification preferences so you are informed immediately when journals are ready for download. Managers can now also receive a notification when a parent has downloaded a journal themselves, if you've chosen to let parents download them.


One more caveat before we begin. It's not possible to include video in PDF files, so these will not be exported. These can be exported as part of a mass export of photos and videos or exported individually from the individual observation pages.

OK - let's go:

You'll find the 'Export Journal as PDF' option beside the record of the child in the management area. So, go to 'Control Panel':



Then select the 'Manage Children' tab:



Next, find the child you want to produce a journal for, click the little 'settings' cog to the right, and then 'Export Journal as PDF':


Alternatively, if you want to export several at once, you can put a tick in the boxes next to all of the children you want to export a PDF journal for, or tick the 'Select all children' (1) to select all the children on that page (2), then choose 'Export journals as PDFs...' from the pop up options box and press 'Go'(3).




Once you've done that. you'll find yourself at a screen offering a set of options (the image below shows you what it will look like for an individual download, but a group one is very similar):




(1) First of all, set up the journal cover page. You are given the option here whether to include a cover page or not. If you do include a cover page then the default text to accompany the child's portrait photo is shown in the two fields, but you can edit it as you'd like to see it. Simply replace the text in the two fields with whatever you'd like to see.


This is how the default front page will look:



(2) You can then choose a date range that you'd like to see - for example, you might like to create a file once a term, or once a year, or for specific dates. The default range covers the period from the first observation for that child to the last.

(3) You can also decide whether you want the journal to show all observations, or just a specific type. Again this is useful for if you’re downloading it for parents and want to restrict what they can see.

(4) You can also choose to include observations created by relatives.

(5) You can now filter the Learning Journal PDF export to include specific assessments for all frameworks.
You can select one of two options when exporting a learning journal;
Include all selected observations, but only show the following assessments
This will include any observation regardless of whether the observation contains any assessment filters (such as relative observations) but will only display the selected assessment(s).
Only include observations that have the following assessments
This option will only include observations that contain specifically selected assessments.
(6) If selecting the EYFS framework, you will be able to filter the journal by Area.

(7) You can filter the journal further by selecting a specific Aspect.

(8) Gives the names of the first and last observations in the period selected, and tells you how many of them there are.

(9) The Recipient section will give you the option to choose who the download is for. If you pick the relative’s name and you have your Tapestry set to hide group media, these photos will not be displayed. The 'Staff' option is there as an alternative to relatives, but only managers will be able to see the export as it appears within the control panel - regular staff members will not see it. 

(10) If you have selected the relative as the recipient, they will not be able to download the PDF journal unless this is selected. This will have no affect on which managers can see and download the export.

(11) Name the file in this field. The default suggestion simply gives the child's first and last name, but if you wanted to keep a number of journal files for the same child you can change the title to make it easier to find.

(12) Refers to the layout settings. 'Start long observations on a new page' will mean that some lengthier observations will begin on the next page rather than utilising empty space on an existing page. 'Start every observation on a new page' will start each observation on it's own page regardless of length, and 'split across pages' will put as many observations on each page as possible, and continue them onto further pages if there is not enough space. To reduce the overall number of pages you may also want to change the 'Format'. See (13).

(13) This allows you to select the format of the export and how it can be printed.
The options available are: Default, Compact and Printer friendly.

Default - this is intended more to be viewed on screen, and reflect the look of Tapestry itself.
As such this will include larger photos and larger text compared to the following formats. Background colours will be maintained with this format.

Compact - this option makes the images and text smaller in the observation, but still contains background colours.

Printer friendly - this option makes both the images smaller and removes background colours from observations.

If you want to keep the PDF file and look at it on a computer, the default format may be the best option, but if you're going to print it, you'll save ink and paper by using the compact or printer friendly options.

(14) Lets you change how many photos appear in a line - this can help you save paper.

(15) You may decide that rather than seeing the observation titles in the contents page, you would like to see the dates that they were made.
(16) This allows comments made on observations to be included in the journal. By ticking this box, this allows comments from observations from staff and relatives to be included in the PDF journal.

(17) Allows you to decide whether the observations include the author and date added to Tapestry.

(18) Click the 'Submit' button and the file will be created, following which you can either go back to your Manage Children page, or go to the 'Downloads' tab from which you can download your PDFs onto your computer.




On the 'Downloads' tab, you will see which PDFs are still generating, which are ready to download, and how long you have until they are deleted. This does not mean the journals will be deleted, just that you will need to go through the export process again if you want the PDF.




Once you have downloaded the journals you can burn them onto CD/DVD (with sufficient memory) as required or save them to a USB stick. Please do remember to check that they have copied across properly before you send them out to parents though!



Allowing Relative Access Through Tapestry


To enable PDF downloads by relatives, you just need to select them as the recipient of the PDF when you export it, and then allow them to download it.


So, first of all select the family member you want to be able to access it from the drop down list in the recipient section, then select the 'allow recipient to download' tick box.





Once the PDF has been generated it will appear on the relative's PDF downloads page for 28 days so that they can download it. There is a notification setting for relatives which allows us to send them a message when a PDF is ready to be downloaded. If you have set Tapestry so that relatives cannot receive notifications however, you will need to let them know that is it waiting for them.


You will see relative PDFs in the tab titled 'My journal PDF's or 'All journal PDF's if you have managerial access to Tapestry. If you change your mind and would like stop it from appearing on the relative's PDF downloads page you can either click on (1) 'Change', or (2) tick the box next to it and change your preference in the pop up options box that appears.




Relatives can access their PDF downloads page by logging into Tapestry in a web browser, clicking on their name at the top-right and clicking "PDF Downloads".

Please feel free to send in any support requests to customer.service@eyfs.info if you require any further assistance. 


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