PrintShop Web User Guide
PrintShop Web User Guide Document version: PSW 2.1 R3250 Date: October, 2007 Objectif Lune - Contact Information Objectif Lune Inc. 2030 Pie IX, Suite 500 Montréal, QC Canada H1V 2C8 Tel.: 514-875-5863 Fax: 514-342-5294 www.objectiflune.com To find an Objectif Lune office near you and for more information on our products and services, visit: www.objectiflune.
Table of Contents PrintShop Web...........................................................................................................................................4 In practice.................................................................................................................................................... 5 Login to the system.....................................................................................................................................
PrintShop Web PrintShop Web is a modern and versatile software package which integrates workflow processes and enables you to order and/or create your own (variable) print work.
In practice Login to the system In order to access PrintShop Web, direct your browser to the URL provided by your Print Service Provider. Enter your user name and password, select a language and click on Login, the following screen will then appear: The welcome screen with standard menu. Selecting Edit user info next to the name in the menu allows modification of your settings.
Create and order a static print job A static document is a document where no data entry is required by the user and no database file is required. PDF documents and PrintShop Mail documents without variables or database upload fields are static documents.
Step 2: Softproof A PDF rendition of the document is shown to allow the user to verify that the output will be correct: The Softproof window 1 Click Back to select another document; click Next and go to the order form. The current step in the order process is shown under the menu bar. It is possible to move backwards in the process by clicking on the name of a step.
Step 3: Place order When the user has approved the softproof the following screen with order information appears: The order information window with order details and pricing information 1 Select a required date in the calendar on the right hand side; the actual date is colored yellow 2 Enter the Quantity of the document 3 For rush orders the Rush check box should be checked, a rush rate may apply for this type of documents 4 If price agreements have been made, the total price of the print job will be show
8 Click Next to enter shipping and billing information. The default shipping and/or billing address of the company are shown and can be modified if necessary: The address information window 9 Click on Next will show a summary of the print job: The order summary window. A summary of all order information is shown 10 Click View PDF to view a PDF softproof of the print job 11 By selecting the Order button the print job is stored until it is released by a user with enough privileges to place the print job.
Note: An ordered print job still has to be approved by a power user, department manager or company manager.
Create and order a dynamic print job A dynamic document requires, the user to provide data, by uploading a database file through entry or both. PrintShop Mail documents are dynamic print jobs. This process can have the following steps: In order to create and order a dynamic print job: Step 1: New document 1 Click New document; an overview of documents is shown from which the document can be selected: The new document section 2 Select a document from the overview by clicking on the document.
Step 2: Enter data If the document requires the user to enter data the following screen appears: Enter data in the user data input fields and click on Next to go to step 2 of the create- and order procedure 1 Enter the data in the entry fields and click Update Preview to check if all user data fields have been filled in correctly 2 Click Next to save the data and to proceed to the next step. The current step in the order process is shown under the menu bar.
Step 3: Upload database If the selected document requires a database file to be uploaded the following screen will be shown: Select a database file to upload 1 Click Browse to select the database file which is located on your computer 2 Click Upload to upload the database file and proceed to the next step The list of variable data fields which occur in the document are shown. The database file to be uploaded should contain at least the fields shown. The database file can be in Excel, DBF or CSV format.
Step 4: Field mapping After the database file has been uploaded the data in the database can be matched to the fields needed in the document. PrintShop Web automatically matches field names from an uploaded database with names from the document: Drag the database fields to the correct spot and check your file with Preflight 1 When you are satisfied that text and database fields are well connected, changes are saved by clicking Next to proceed to the next step.
Step 5: Define preview range After mapping the database fields the user can select the range of records to use for a softproof: Browse through the file and create a Softproof 1 Clicking Previous or Next allows specific records to be examined 2 Preview range allows you to check specific records. For example: 1 to 10, 50 to 59, 63 to 90 etc. 3 Clicking the Create Softproof button request a proof of the selected records.
Step 6: Softproof A PDF rendition of the document is shown to allow the user to verify that the output will be correct: The Softproof window 1 Click Back to modify any settings that have to be changed; click Next to go to the Order form.
Step 7: Place order When the user has approved the softproof the following screen with order information appears: The order information window with order details and pricing information 1 Select a required by date in the calendar on the right hand side 2 The Quantity of documents with database upload is determined by the number of records in the database 3 For rush orders the Rush check box should be checked, a rush rate may apply for this type of documents 4 If price agreements have been made, the total
8 Click Next to enter shipping and billing information. The default shipping and/or billing address of the company are shown and can be modified if necessary: The address information window 9 Clicking on Next will show a summary of the print job: The order summary window.
Note: An ordered print job still has to be approved by a power user, department manager or company manager.
Select a detailed print job overview With PrintShop Web a detailed print job overview can be generated allowing print jobs to be followed through each stage of the production process: 1 Click Order Manager; an overview of orders with the status Ordered appears: By clicking on any print job from the Order Manager overview, details of the print job can be viewed Clicking on a status folder in the side menu will show orders with that status.
In the status menu there are six folders: • • • • • • Ordered: contains print jobs with the status Ordered. All users in the company have access Approved: contains print jobs with the status Approved. All users in the company have access, except users with the customer role In-plant: contains print jobs with the status In-plant. Only the print supplier has access Shipping: contains print jobs with the status Shipping.
Price quoted print jobs A print job with a quote request is automatically placed in the On hold folder. The production manager will receive an e-mail message when a price quote is requested. Print jobs that require a price quote have the words Price quote in the price column: The On hold folder. The print jobs to which a price is set have a check box in front of the row When a price is set for the print job, the to the print job related persons receive an e-mail message.
Re-order print jobs Each user can re-order print jobs: 1 Click Order Manager and select the completed folder from the status side menu 2 Click the +symbol or the year 3 Click the +symbol or the month 4 Select a publication type folder 5 Select a print job by clicking an order. The following screen should appear: On the order Information page the completed print job can be re-ordered 6 Click Re-order.
With the Edit content button it is possible to make changes to the re-ordered printjob 8 Click Edit. If the document has user input fields, the User input fields window is shown. Enter the new value in the entry fields and click Update preview to see the actual preview 9 Click Next. If the document uses a database the Upload database file window is shown.
Keep the existing database or upload data 10 Click Keep to use the existing file or click Browse to select a new database file which is located on your computer. Click Upload to upload the database file and proceed to the next step. The list of variable datafields which occur in the document are shown 11 When you are satisfied that the text and database fields are correctly connected, any changes are saved by clicking Next to proceed to the next step 12 Define the range of records to use for a softproof.
21 Click Next to enter shipping and billing information. The default shipping and/or billing address are shown and can be modified if necessary 22 Click Next to show a summary of the print job 23 By clicking the Order button the print job is stored until it is approved by a user with enough privileges to place the print job. The print job is placed in the Ordered or Approved folder in the Order Manager. Confirmation of the ordered or approved print job is received by e-mail.
Add departments Only a company manager can add departments to a company: 1 Click Companies and select a company from the overview by clicking on the company name 2 Select Departments in the side menu 3 Click Add. The following screen should appear: Enter basic information about the new department in this screen 4 Enter basic information about the department The check boxes for Inherit address are enabled by default; the system automatically takes those addresses from the company.
Add users Only a company manager can add users to all the departments within a company: 1 Click Companies and select a company from the overview by clicking on the company name 2 Select Users in the side menu 3 Click Add. The following screen appears: Enter basic information about the new user in this screen 4 Enter the users details. The user name is a system wide unique name. Select a role, a department and the language that the new user would like to use 5 Click Save.
1 Click Companies and select a company from the overview 2 Click Departments in the side menu and select a department in the department overview 3 Select Users in the side menu and click Add and enter the basic information 4 Click Save to store the changes. The department manager can also assign existing users to his department.
Roles and privileges Customer Users with a customer role have the lowest functionality and can: • • • • • • create and order print jobs request a quote for a print job adjust the order status (on hold and shipping) re-order print jobs request an overview of print jobs search for specific print jobs Customer plus Users with the customer plus role have all the privileges of the customer role and can also: • approve their own print jobs Power user Users with the power users role have all the privileges o
Assign users to a department Users can be (re)assigned to a department: 1 Click Companies and select a company from the overview 2 Select Departments in the side menu and select a department from the overview 3 Select Users in the side menu. The following screen appears: With the assign button users can be assigned to a department 4 Click Assign.
2 Select Departments in the side menu and select a department 3 Select Users in the side menu and click Add and fill in the users details (see Add users). Users who are added directly to a department can be (re)assigned to other departments.
Modify user info Each user can modify his own information: 1 Click Edit user info in the menu bar. The following screen appears: The edit user info window 2 In the Edit user info window users can change: • user name and/or password • language • name and address information • salutation 3 Click Save to store the changes. It is possible to select here an other language than the language that must be selected on the login window.
Assign a publication type folder to a department Users that are not in any department will only be able to see those documents that are in publication type folders that are not assigned to any department. A user will only be able to see those documents that are in publication type folders that are assigned to the department in which the user belongs.
ELECTRONIC END USER LICENSE AGREEMENT FOR PRINTSHOP WEB NOTICE TO USER: THIS IS A CONTRACT. BY INSTALLING THIS SOFTWARE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT. This Objectif Lune End User License Agreement accompanies the PrintShop Web product and related explanatory materials ("Software"). The term "Software" also shall include any upgrades, modified versions or updates of the Software licensed to you by Objectif Lune. Please read this Agreement carefully.
