User guide PRISMAdirect Web Submission
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Software version This documentation describes the functionality of PRISMAdirect v1.2.
Contents Contents Chapter 1 Introduction.........................................................................................................................7 Introducing Web Submission..........................................................................................................................8 Chapter 2 Create an account............................................................................................................... 9 Chapter 3 Login.........................................
Contents Chapter 8 Links................................................................................................................................... 45 Define the profile settings..............................................................................................................................46 Support link.....................................................................................................................................................47 Logout..........................
Chapter 1 Introduction
Introducing Web Submission Introducing Web Submission Main page The main page shows: • The products that you can use to create a job. • The [Basket]. The basket contains all created jobs. When you click the [Checkout] button, an order is created that contains all jobs from your basket. • The section [My orders]. The [My orders] section shows an overview of your open orders and completed orders. You can manage your orders in this section.
Chapter 2 Create an account
Introduction You must create an account before you can place your order online through our web shop. NOTE The system administrator defines whether the options in this dialog are available to you. Procedure 1. [Account information] The account information are mandatory settings. • You must enter the characters that you seen on the picture when you want to create an account. If you are not sure what the words are, either enter your best guess or click the reload button next to the distorted words.
Chapter 3 Login
Introduction Depending on the application configuration, it may be necessary to identify yourself. You have to enter your user name and password. When you log on for the first time, the [Edit profile] dialog will appear. You must define your profile settings before you can continue. The operator in the print room needs your preferences. Procedure 1. Enter your user name. You can use the User Principal Name notation: user@domain. For example, there are LDAP servers in "domain1" and in "domain2".
Chapter 4 Orders overview
The order and job states The order and job states The state of an order depends on the state of its jobs and the current step in the workflow. Each order can contain one or more jobs. Each job can be in a different job state. The order state is equal to the lowest job state.
Sort the orders Sort the orders Introduction You can sort the orders in the order view. You can use the sorting mechanism to group the orders based on the same ticket item. For example, you can sort on [Order is paid] to group all orders which are paid. Procedure 1. Right-click the column header and select the ticket item that you want to use to sort the orders. The selected ticket item becomes the column header. Select option [Edit options] when the ticket item that you want to use is not available.
Display the order information Display the order information Introduction You can configure which order information is displayed for each order. You can make the most important information of the orders available to you in one view. For example, you can enable item [Number of jobs inside] to display how many jobs an order contains. For each order, the number of jobs is displayed as: {0} jobs inside. Procedure 1. Right-click the column header and select the [Edit options] option. 2.
View the files or the merged document View the files or the merged document Introduction An order can contain one or more jobs. A job can contain one or more files. You can view the files and the merged document of a job. The merged document is the PDF file in the top of section [Files]. The files of the merged document are indented. You must enable pop ups for the Web Submission site to view the files or the merged document. Procedure 1. Click the job. The job ticket and the files of the job are shown.
Delete an order Delete an order Introduction The [Delete] option allows you to delete one or more orders from the list. Whether it is possible to delete the order depends on the order status. If it cannot be deleted, the delete button is not available. You can only delete orders with [Order status]: • [New] • [Request for job change] • [Price rejected] • [Quotation rejected] • [Job is changed] Procedure 1. Click the delete icon. The icon appears when you hover the mouse pointer over the order.
Chapter 5 Submit an order
Introduction Introduction You can create orders and send your orders to the print shop. An order can contain one or more jobs. To create an order, you start by selecting a product from the main page. The product is used to create a job. You add one or more files to the job and you fill in the job ticket. Click the [Save] button to add the job to your [Basket]. After color detection has been completed, the cost of the job is estimated based on the information from the job ticket.
Create a job Create a job Select the original files Introduction You can add different kinds of files to your job. The system administrator defines which kinds of files you can add and which file sources you can browse to in order to add files. This procedure describes how to add content to most product types.
Select the content for a "Business cards" type project File Actions [Add other digital file] Click [Add other digital file]. A text box appears. 1. You must enter a file name and extension for an other digital file. You can submit a job without an attached file. Only a form is submitted to the [Order processing]. This option can be used when the digital file cannot be added to the job yet. For example, a digital file on a CD. 2.
Select the content for a "Business cards" type project Variable data Actions Select the [Data source] 1. Click the [Browse] button. Select which file source you want to browse. A [Browse] dialog will appear. 2. Browse to the data source file. 3. Select the data source file and click [Open]. The application checks whether the data source is valid for the VDP document. An error message will appear when the data source contains incompatible field type(s) and/or required fields are missing. 4.
Select the content for a variable data document Select the content for a variable data document Introduction You have selected a product of type "Variable data document". You have to select a [VDP document]. You have to select a data source or you have to provide manual input for the product. The variable data from the data source or the manual input is applied to the VDP document to create the variable data document.
Select the content for a variable data document Variable data Actions [Manual input] 1. The dialog displays the required structure for the VDP document. The user can enter the variable data manually for each field instead of using a data source. The user can enter one value for each field. 2. The manual input is applied to the VDP document. 4. You have to select a zip file containing images when the [VDP document] contains image frames. Variable data Actions Select the zip file 1.
Fill in the job ticket Fill in the job ticket Configure the layout of your order Introduction You can define how your order must be produced. Any layout options of the product are available in this dialog. A preview of your order is shown. The preview does not show detailed information.
Configure the remaining settings of your order Configure the remaining settings of your order Procedure 1. Configure the remaining settings of your order. NOTE The mandatory settings are visually marked. The system administrator configures the allowed number of decimals that you can add. 2. You can type any remarks. These remarks are available for the print room operator. PRISMAdirect v1.
Define the workflow Define the workflow Introduction You can request a number of email notifications to keep track of the progress of your order. You can set the default email notifications in your profile settings. You can overrule these notifications for each order. NOTE The system administrator defines if these options are available to you. Procedure 1. You can request a number of email notifications: • [Email when job is accepted] You receive an email when the operator accepts your order.
The cost settings The cost settings Introduction You can get an estimation of the cost for your job. The estimation is based on the number of B&W pages, color pages and the settings in the order form. NOTE The system administrator defines if these options are available to you. There may appear more estimated cost values than one if the system administrator configured this in the system. Procedure 1. You can get an estimation of the cost for your job.
Overview of warnings Overview of warnings Introduction A warning is reported when a setting in the order form conflicts with a setting of the document. It is recommended that you resolve the warning(s) before you submit the order. NOTE The overview of warnings appears in Step 3 (of the wizard) only for products of type document with binding and flyer.
Add the job to the basket Add the job to the basket Introduction You add one or more files to the job and you fill in the job ticket. Then, you can add the job to your [Basket]. Procedure 1. Click the [Save] button to add the job to your [Basket]. PRISMAdirect v1.
Submit the order Submit the order Submit the order Introduction To create an order, you start by selecting a product from the main page. The product is used to create a job. You add one or more files to the job and you fill in the job ticket. Click the [Save] button to add the job to your [Basket]. After color detection has been completed, the cost of the job is estimated based on the information from the job ticket. You can add multiple jobs to the basket.
Pay & submit the order Pay & submit the order Introduction You can pay & submit an order after color detection is applied to the files in the order. You cannot pay & submit an order when: • The order contains files of type [Paper original] or [Other digital file]. • The order contains non-PDF files. The order is submitted regardless of whether the payment fails or is successful. Procedure 1. Click button [Pay & submit]. A new browser window will be opened. You can pay your order in the new browser window.
Try again to pay for your order after your payment failed Try again to pay for your order after your payment failed Introduction You have submitted an order but the payment for your order failed. You can try to pay for your order again. Procedure 1. Go to the main page. 2. Click section [My orders]. The list of orders opens. The list contains the open orders and the order history. 3. Go to the order that you want to pay. 4. Click the pay icon.
Submit the order on behalf Submit the order on behalf Introduction A Desk Submission user can create jobs on behalf of other users in the [Web Submission]. NOTE The System Administrator defines whether this option is available to you. Procedure 1. Select the appropriate product. The [Desk submission] dialog opens. 2. Select the user for whom you want to create the order. NOTE Click the [Cancel] button when you want to create an order in your own name. 3. The new job form will appear.
Submit the order on behalf 36 Chapter 5 - Submit an order PRISMAdirect v1.
Chapter 6 Respond to an operator request
Change the order Change the order Introduction You have submitted an order. Your order can be accepted directly, or the operator can request you to change the order before the order can be produced. When the operator requests you to change the order, the [Order status] becomes [Request for job change]. For example: • You have requested [Binding] = [Wire-O-Bind] for the document. The operator can only staple the document. • You have submitted a password-protected file. The operator cannot open this file.
Change the order The [Order status] becomes [Job is changed]. PRISMAdirect v1.
Accept or reject the quotation Accept or reject the quotation Introduction When you have requested a calculation of the cost of the order, the print room operator must send a quotation to you. You can accept or reject the quotation. In the [Configuration] a maximum cost for an order can be defined. You can accept a quotation that exceeds the maximum cost. Then a budget owner must approve or reject the quotation. When the quotation is rejected by the budget owner, you must change or cancel the order.
Accept or reject the proof PDF Accept or reject the proof PDF Introduction You can request information from the print room concerning the status of your order. For example, you can select option [Send me a proof PDF.] This option is useful if your order contains multiple files. In the print room, these files are merged into one document. The operator sends you a proof PDF of the merged document. • You can check the proof PDF to see if your order is correct. • If the order is correct, you accept the order.
Accept or reject the proof PDF 42 Chapter 6 - Respond to an operator request PRISMAdirect v1.
Chapter 7 Budget control
Cost approver accepts or rejects the cost of the order Cost approver accepts or rejects the cost of the order Introduction A customer can request that the cost of the order must be calculated before the order is printed. When the cost is calculated, the customer must accept or reject the cost. To control the budget, the maximum cost of an order can be defined by the system administrator. The customer can accept a cost that exceeds the maximum cost.
Chapter 8 Links
Define the profile settings Define the profile settings Introduction The link allows you to specify your user information and settings. The profile data of some users is stored on an LDAP server. The [Profile settings] of the [Web Submission] users then automatically receive the data from the LDAP server.
Support link Support link [Contact your print room] This section contains the contact information for the print shop. [Help] Click the [Help] link to open the help file of Web Submission. [About] This section contains: • The version information of this application PRISMAdirect v1.
Logout Logout Introduction Depending on the application configuration, the [Logout] link can be available for users. You are strongly advised to use the [Logout] link to exit Web Submission. If you don't use the [Logout] link, other users on your system may be able to access your jobs. Procedure 1. Click the [Logout] link to exit Web Submission. The [Login] dialog box appears. 48 Chapter 8 - Links PRISMAdirect v1.
Index Index A Accept proof PDF....................................................41 Accept quotation.................................................... 40 Account................................................................... 10 Add to basket.......................................................... 31 B Business cards........................................................ 22 Business cards per set........................................... 22 C Proof PDF..........................................
Index 50 PRISMAdirect v1.
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