PrintShop Web Administrator Guide
PrintShop Web Administrator 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 Benefits for you and your customers.......................................................................................................... 4 Features....................................................................................................................................................... 5 What’s new in PrintShop Web 2.1...
PrintShop Web PrintShop Web is a modern and versatile software package which integrates workflow processes and introduces a whole new way of thinking about your customers and their print jobs! Benefits for you and your customers PrintShop Web organizes the print flow processes of your customers and integrates these processes seamlessly within your own production environment.
Features • • • • • • • • • • • multi lingual: • Chinese (Simplified and Traditional) • Dutch • English • French • German • Italian • Japanese • Portuguese • Russian • Spanish • Turkish with an option to add additional languages intuitive, easy-to-use web interface free PrintShop Mail design software included automatically generates a web site for each customer order and print PDF documents using the web order and print variable documents using the web simple print order procedure real time preview, pref
What’s new in PrintShop Web 2.1 PrintShop Web has several new features: • • • • • • • • • • • • • PrintShop Mail 6 PrintShop Mail 6 is now included as print and composition technology. Crop PDF size softproof to layout size The PDF softproof from N-up documents will now crop the PDF size to match the size of one single object (one card) instead of matching the paper size. Add watermark to softproof In PrintShop Mail objects can be configured to be shown only during preview and in softproofs.
Printflow processes The PrintShop Web workflow The PrintShop Web printflow process Designer The Designer produces documents and publishes the documents to the web, taking into account any corporate branding. Designers add companies and subsequently place the documents in a folder specific to each individual company. Production Manager The production manager is able to make modifications to a web form, assigning documents to departments and making documents available to users.
User roles PrintShop Web has two main groups of users: • • customers people within your own organization Each role has certain privileges assigned to it; therefore assigning a role to users determines not only their level of authority but also the start-up screen they will be able to view when they log in. In the PrintShop Web system nine pre defined roles are available. Five roles are intended for customers. Four roles are on system level and intended for people within your own organization.
Roles within your organization Within your own organization it is possible to assign four different user roles (functions), ordered from lowest (less rights) to highest (most rights): Designer The Designer is responsible for manufacturing and managing the documents and is able to: • • • • • • add new companies add new publication types modify and remove existing publication types publish documents to PrintShop Web modify settings of a web form add operator instructions Operator The operator is responsib
What are publication types? A publication type is a folder in which documents for your customer are located. These publication types’ folders can contain one or several documents, for example a Dutch and English-version of a brochure. Each customer has his own publication types. The names of the publication type’s folders are unique to each customer. Pricing details and/or volume discount tables are linked to the publication type’s folders.
Quick start guide Perform the following steps to set up PrintShop Web: 1 After login as administrator click Settings in the menu bar and register your version of PrintShop Web. Set the default system language and the default system currency. For more information see the chapter Settings. 2 Add a company to the system. For more information see the chapter Add companies. 3 Add departments to a company if necessary. For more information see the chapter Add departments.
How to ... In this chapter all information can be found to add companies, add users to a company and other company related items. The PrintShop Web application is accessed through your web browser. Go to the URL: http://.com or https://.com if the secure server is installed and type your username and password. If you click on Login the following screen appears: The welcome screen with extended menu bar Each user has pre-determined privileges.
Add companies To add a company to the PrintShop Web system: 1 Click Companies 2 Click Add. The following screen appears: Enter basic information about the new company 3 Enter basic information about the company The company code is a unique code which can be used to link to your own administration or ordering system, thereby easily linking PrintShop Web to your own ordering system. 4 Click Save. The company properties page is shown and on the right hand side a menu is displayed.
Add departments Departments can be added to a company: 1 Click Companies 2 Select a company from the overview by clicking on the company name 3 Select Departments in the side menu 4 Click Add. The following screen should appear: Enter basic information about the new department 5 Enter basic information about the department The check boxes for Use company address are enabled by default; the system automatically takes those addresses from the company.
Add users Users can be added to every company: 1 Click Companies 2 Select a company from the overview by clicking on the company name 3 Select Users in the side menu 4 Click Add. The following screen appears: Enter basic information about the new user in this screen 5 Enter required information. The user name is a unique name per company. Select a role, a department and the language that the new user would like to use 6 Click Save.
PrintShop Web distinguishes the following user roles: • • • • • • • • • customers customers plus power user department manager company manager designer operator production manager administrator Select a department to which the user belongs. It is possible to assign users to more than one department, hold the shift button and click all the departments to which the users belongs. When selecting Languages, a pull-down-menu appears. Here you can select the language in which the new user has to work.
Modify user info Each user can modify his own information: 1 Click Edit user info in the menu bar. The following screen appears: Change user information in this screen In this window users can change: • • • • user name and/or password language name and address information salutation 2 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 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.
Users can be added directly to a department: • • • • click Companies and select a company select Departments in the side menu and select a department select Users in the side menu click Add and fill in the required user info (see Add users) Users who are added directly to a department can be (re)assigned to other departments at a later stage.
Add publication types Publication types can be added to every company: 1 Click Publication Type 2 Click Add. The following screen appears: Give the publication type’s folder a name 3 Enter the name of the publication types folder and enter a product code. Select a company in the pull-down-menu to which the publication type folder must be added 4 Click Save. When the new publication type is created it is possible to modify the publication type folder.
Assign a publication type folder to a department Documents published by the Designer, are automatically assigned to a company as a whole. In order to assign these documents to a department: 1 Click Companies and select a company 2 Click Departments in the side menu and select a department 3 Select Publication types in the side menu 4 Click Assign.
Assign a publication type direct to one or more department(s) 3 Click Assign and select a publication type in the Unassigned Publication Types window and click the Assign button to move the selected publication type to the Assigned Publication Types window. Double clicking the selected name will also assign or unassign the selected publication type 4 Click Save to store the changes and to return to the properties window of the selected publication type.
Set a custom skin for a company It is possible to change the web design for each company in the PrintShop Web system: 1 Click Companies and select a company from the overview 2 Click Web Design in the side menu. The following screen appears: Upload a company logo and change the colors in this window 3 Select a skin. Behind Design name it is possible to change the name of the design.
Modify a publication type folder When a publication type folder is created you can modify the settings of the publication type folder. The following settings of a publication type folder can be modified: • • • • properties pricing volume discount table documents In the documents section of the publication types folder documents and the document specific items per document can be added. For more information see Add PDF documents to the publication type folder.
Pricing Pricing and volume discount details can be set for a publication type folder. Each document can have their own pricing and volume discount table preferences. To modify the pricing: 1 Click Publication Types and select a publication type folder from the overview by clicking on the name of the publication type folder 2 Click Pricing in the side menu. The following screen appears: Default the pricing option is disabled 3 Select Enable pricing.
Customers can request a price quote when the Enable pricing is enabled and there is no pricing information available (volume discount table) or if they want to order a quantity higher than the defined maximum quantity.
Volume discount table Pricing and volume discount details can be set for a publication type folder. Each document can have it's own pricing and volume discount table preferences. To modify the volume discount table: 1 Click Publication Types and select a publication type folder from the overview by clicking on the name of the publication type folder 2 Click Volume discount table in the side menu.
Add PDF documents to the publication type folder A publication type folder can contain various document types.
Delete documents from the publication type folder To delete documents from a publication type folder: 1 Click Publication Types and select a publication type folder from the overview 2 Click Documents in the side menu. The following screen appears: The document overview window 3 Select the check box in front of the document 4 Click Delete to remove the document from the overview. Important: If the check box in front of the document is disabled it is not possible to delete the document.
Modify the documents settings The following settings of a document can be modified: • • • • • • document properties document pricing document volume discount table linked files user input fields database fields Document properties of a static document (PDF) To modify the properties of a document: 1 Click Publication Types and select a publication type folder from the overview 2 Click Documents in the side menu 3 Select a PDF document from the overview and click Edit.
• • The Folder name pull-down-menu selects the output folder. For more information see Output Folders Documents: For static PDF documents you can select whether users will see a low resolution or high resolution version of the PDF document. By default users will see high resolution PDF documents. Locate the file with the Browse button Thumbnail: In the thumbnail section it is possible to select Use custom thumbnail to display a custom logo, icon or image for the document.
• • The Folder name pull-down-menu selects the output folder. For more information see Output Folders Softproof options: Select a job option file to define the characteristics of the softproof the customers will see ordering a new print job The Print permission option controls the print permission for the PDF softproof. There are three options: None, Low resolution and High resolution. Selecting None will prevent printing the softproof; the print icon in the softproof window is disabled.
Document pricing By default the document pricing is disabled. It is possible to inherit the pricing information from the publication type folder. To add the pricing for a document: 1 Click Publication Types and select a publication types folder from the overview 2 Click Documents in the side menu and select a document from the overview 3 Select Pricing in the side menu. The following screen appear The Inherit options are default checked 4 Select Enable pricing.
• • Comments box you can enter additional pricing information for your customer. It is also possible to define the Setup costs and Rush rate for the print job VAT: enter a VAT percentage and indicate whether the price is excluded or included VAT Quantities: The quantity section handles the entry method and the related items: • with the option Predefined list your customer will only be able to select a quantity from a pull-down-menu.
Document volume discount table It is possible to inherit the volume discount table from the publication type folder. To add the volume discount table for a document: 1 Click Publication Types and select a publication type folder from the overview 2 Click Documents in the side menu and select a document from the overview 3 Select Pricing in the side menu, de-select the Inherit volume discount table check box in the Edit pricing window and click Save 4 Select Volume discount table in the side menu.
Linked files When a document is published to a publication type folder a linked files folder is created. These linked files could be logo’s, images, etc. that are necessary to print the document. To make modifications to the linked files: 1 Click Publication Types and select a publication types folder from the overview 2 Click Documents in the side menu 3 Select a document from the overview 4 Select Linked files in the side menu.
User input fields To make modifications to the user input section: 1 Click Publication Types and select a publication type folder from the overview 2 Click Documents in the side menu 3 Select a document from the overview 4 Select User input fields in the side menu.
To make modifications to one of the user input fields: 1 Select a user input field from the overview.
Web form parameters When you select an item of the pull-down-menu, only those items in relation to the selected topic will be displayed in this window. • • • • When the Plain Text option is selected, the following items can be modified: • Required: defines the plain text option as a required field • Read only: customers only see the information, enter or upload is not possible • Separator line: a separator line between two data entry fields.
Database fields To make modifications to the database fields section: 1 Click Publication Types and select a publication types folder from the overview 2 Click Documents in the side menu 3 Select a document from the overview 4 Select Database fields in the side menu. The following screen appears: The database fields overview In the database fields section the displayed order of the items can be changed by dragging and dropping the items 5 Click Save to store the changes.
Select a detailed print job overview PrintShop Web can generate detailed print job overviews, allowing a user to view all print jobs at each stage of the production process. 1 Click Order Manager. An overview of orders with the status Approved appears by default: 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. The In-plant folder is not visible to your customers.
More information about the print job By moving the mouse over the information symbol ( shown: • • • • • • • ) the following information about the order is company name department name user / created by publication type reference comments ordered, approved, in-plant, shipping, quote, on hold and completed dates The summary table shows: • • • • • the number of orders that are in the folder the total price of all the orders in the folder the number of rush orders the required by today orders the exceeded
Adjust order status The status of an order can be changed in the Order Manager: 1 Click Order Manager. An overview of orders with the status Approved appears: The order overview. Click a job to modify, or select the check box and adjust the job status Change the status of the print job by clicking the print job and click In-plant. The order will be placed in the In-plant-folder.
Add a price to a quote request 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. To add a price to a quote request: 1 Select a print job with a price request from the overview. The following screen appears: The order inofrmation is shown.
Enter the price for this order 3 Set the price and click Save to store the changes. The order information page is shown. Click the Back button to return to the overview in the On hold folder. Your customer receives an e-mail message when the price is set for the print job. Your customer can accept the print job by selecting the print job and click on the Order or Approve button, or delete the print job if the price is unacceptable.
Print job output history In the In-plant folder it is possible to preflight and/or print a print job or create a PDF. In the Output history window the output history of a print job is shown. To see the output history of a print job : 1 Click Order Manager 2 Select the In-plant folder from the side menu 3 Select a document by clicking on the order number. The following screen appears: In the output history the print history of a print job is visible 4 Click Back to return to the Order(s) overview.
Preflight a document before printing To preflight a print job from the In-plant folder before printing the job: 1 Click Order Manager 2 Click In-plant in the side menu and select a print job from the overview. The order information window is opened 3 Click Peflight in the action bar.
Print a document To print jobs in the In-plant folder: 1 Click Order Manager 2 Click In-plant in the side menu and select a print job from the overview. The order information window is opened 3 Click Print in the action bar. The following screen appears: The print options window 4 Select the output printer in the pull-down-menu 5 Select the range method and specify the range if needed 6 Click Print to start printing. The Operator instructions are defined in the PrintShop Mail document.
Create PDF To create PDF output: 1 Click Order Manager 2 Click In-plant in the side menu and select a print job from the overview. The order information window is opened 3 Click Create PDF in the action bar.
Export data To export data of completed print jobs: 1 Click Order Manager 2 Select Completed, in the side menu. The following screen appears: The completed orders overview 3 Select in the Export window the Year and select the Month of which you want to export the data. You can select a month but also All 4 Click Export, a file download dialog appears 5 Click Save, give the file a (new) name, select a place where you want to store the document and click Save again.
Settings The administrator is the only user that can modify the system settings. The system settings can be accessed from the menu. When you click Settings the following screen appears: By selecting Settings in the menu bar this window appears. In the Settings side menu it is possible to select the items Each section has its own window in which settings can be modified. About… The About window is the window that opens when you select Settings in the menu.
License With the demo version of the PrintShop Web software, only two records per print job can be printed. Each print will have a watermark printed. For an unlimited version of the PrintShop Web software, a software license with a hardware key (dongle) is required. To update the demo version of the software to an unlimited, full working version of the software and to register the software: 1 Attach the hardware key to an USB-port 2 Click Register.
Web Design To change the web design: 1 Click Settings and click Web Design in the side menu 2 Click Edit, the following screen appears: In the web design section you can change the look of the PrintShop Web system 3 In the Web Design-window you can edit the web design for your own organization: • • • Select a skin in the pull-down-menu.
Currencies In the currency window you can change the systems currency. The system default is set to Euro. To change the currency settings: 1 Click Settings and click Currency in the side menu 2 Click Add. The following screen appears: Enter the name and ISO code of the currency 3 Enter the Name and ISO code of the new currency and select the Default currency check box if the new currency must be the systems default currency 4 Click Save to return to the currencies’ overview.
Delete a currency by selecting the currency’s check box and click Delete. The deleted currency is directly removed from the currencies overview. The default currency can also be changed by clicking on the check mark in front of the (new default) currency. It is possible to enter a symbol in the Iso code field, for example the €-symbol. In the pricing section from New document and in the summary block from the Order Manager the €-symbol will than be used.
E-mail To change the e-mail server setup: 1 Click Settings and click E-mail in the side menu 2 Click Edit, the following screen appears: In the e-mail message window the e-mail setup can be modified The e-mail server window consist of three sections: • • • Properties: • select Send message on status change to send an e-mail message on every status change of the customers print jobs to your customer • enter the name of your company in the field Sender name • enter the company’s e-mail address in the fi
E-mail – Addressees To setup who receives status change messages: 1 Click Settings and click Addressees in the side menu; the e-mail addressees overview appears 2 Select an order status from the overview; the following screen appears: Select the person(s) who must receive an e-mail messages in the selected order status 3 Select the person(s) who must receive an e-mail message: • • • • • Customer: the person who ordered or approved the print job Additional order form contact: if the contact for the print
Queue responsible A queue responsible is a person with a specific privilege and is assigned to the company the print job belongs to.
E-mail – Messages To setup the content of e-mail messages: 1 Click Settings and click Messages in the side menu; an overview appears 2 Click the + symbol; the available languages will be shown: In the overview you can select the language in which you want to write e-mail information PrintShop Web Administrator Guide | 59
3 Select the language from the overview in which you want to write the e-mail information; the following screen appears: Enter the e-mail message in the field above 4 Select an e-mail subject, so customers can easily recognize the messages. You can select the following subjects: • • • • • • • order ID order ID and status order ID, status and document name order ID and document name status status and document name document name The default e-mail subject is Order ID and Status.
Important: The e-mail message that is sent is sent in the language the user has selected. For example when the system language is Dutch and the user has chosen English as language, the e-mail message he receives is in the English language. All users from the PrintShop Web system receive e-mail in their chosen language.
Roles PrintShop Web has nine predefined roles which can be modified by the administrator. The administrator role can not be modified or deleted. All other roles can be modified. To modify a role: 1 Click Settings and click Roles in the side menu; an overview becomes visible. The numbers at the end of each row represented the numbers of users with that particular role 2 Select a role from the overview.
General In the General section you can specify if a user may see the option Edit user info in the menu bar. General section The Edit user info is, by default, on for each role. This function allows users to change their own user settings. The Edit user info appears in the menu. New document In this section can be specified if users are allowed to see disabled companies, departments, publication types and documents in the New document section of PrintShop Web.
Order Manager In the Order Manager section each block is related to a part of the side menu in the Order Manager. When the Access check box is checked the other options are available. Order Manager section The Access check box in this section is normally on for all user roles and controls whether users see the Order Manager tab in the menu or not. The Access all orders option allows users to view and edit all orders (within all statussus and companies) in the Order Manager.
The Edit order reference option allows users to edit the reference field in the order information window of the new document section. The customer roles have this check box switched on. The Order Manager section has three sub sections: • • • Set order status View status folders View personal orders folder The Set order status In the Set order status section can be defined if a user have access to a folder to adjust a print job to the selected statuses.
View status folders section These …folders check boxes controls a users right to view print jobs in a given status. The Edit... check boxes controls the users right to edit print jobs or the print job's quantity in a specific folder. The Delete… check boxes controls the users right to delete print jobs in a specific folder. The delete option is related to the folder above. When the order folder not is selected, the delete orders option will not be available.
The View personal orders folders The View Personal Orders folders section controls whether users have right to see other folders, and the jobs in these folders. View personal orders folders section The My Orders folder option controls whether users have right to see other jobs in this folder. The My orders folder is by default enabled for every user allowing the user to see his own orders.
Companies In the Companies section each block is related to an item of the side menu. When the Access check box is checked the other optins are available. Companies section The Access check box in the Companies section controls whether users see the Companies tab in the menu or not and is by default off for all user roles, except the department manager, company manager, production manager and administrator.
The Companies section has three sub sections: • • • Users Publication types Departments Users In this Users section is defined whether users see the Users item in the side menu of the companies section. Companies section - Users The Access check box controls whether users see the Users item in the side menu of the companies section. When the Access check box is unchecked all other options are not available. The Assign option allows users to assign users with the same or a lower role to a company.
Departments In the Department section is defined whether users see the Departments item in the side menu of the companies section. Companies section - Departments The Access check box controls whether users see the Departments item in the side menu of the companies section. Only when the Access check box is checked are the other options available. The Access all departments option gives users the right to view all department folders. The Add and delete option allows users to add and delete a department.
The Add and delete option allows users to add and delete users. The options Enable/disable and Edit are direct related to the Add and delete option. When the Enable/disable option is selected users can control other users access to the system. The Edit option controls whether the user information of users in the department with the same or a lower role can be edited. Users In the Users section can be defined whether users see the Users tab in the menu.
The Access check box enables users to see the publication types tab in the menu and is not by default enabled for all user roles. The Add and Delete check box allows users to add and delete publication types. When the Enable/disable check box is selected users can enable publication type folders. Disabled publication type folders are not visible for users (except when the View disabled publication types is selected in the New document section).
The Edit production code option allows users to change product codes for documents. The Edit operator instructions option allows users to modify the operator instructions for the document. The Edit printer option enables users to select a different printer than the documents’ printer. Every PrintShop Mail document has a document’s printer by default. The Change publication type option allows users to change the company to which a document is assigned.
Languages PrintShop Web is delivered with several languages. In the Language-overview you can: • • • • select the system language add a new language change the default language delete a language. The system will use the system language or English language if this language is not available. Select the system language and set language related details The administrator can set the system language. By default the system language is the language for each company and all users.
In the language window three sections are visible: • • • Language: enter the language name and Iso code. Select if the language is the default language or not Formats: the Date format is the way dates are presented to your customers throughout the PrintShop Web system, for example 2007-12-23 or 23-12-2007. To define the date format only use: • D • M • Y • • / • . The Thousand and Decimal separator defines how numbers are formatted, for example 2,599.13 or 2.
Delete a language from the language list by selecting a language from the overview by clicking the check box in front of the language name. Click Delete, a warning message will be shown, if the user selects OK the language is deleted.
Modules PrintShop Web comes with a framework for managing and describing modules. Modules are used to add or customize functionality in specific areas of the application. The Modules option in the side menu of the Settings section shows an overview of the installed modules. The modules are grouped by their module type. Click the plus-icon in front of a module type to view the available modules for that type. For more information see the MIS integration guide and/or the Print Production integration guide.
Output Folders Output folders are folders used to store static PDF-files, for example manuals. Due to their nature output folders are not connected to a particular company. The operator will not be able to send PDF documents directly to the printer or spooler. Instead the system will place a copy of the PDF document to a predefined output folder. This Output folder is placed in the Files folder of the PrintShop Web web site. This central location contains a sub folder called Default.
Job options With job options it is possible to change the characteristics of generated PDF files. By default Print Shop Web has 2 pre installed job option files. It is possible to upload additional job option files. Job option files can be created using Acrobat Distiller, by editing the settings and saving the settings to a file. To add a new job option: 1 Click Settings and select the Job options item from the side menu. The following screen appears: The job options overview 2 Click Add.
Printers In the Printer overview from the Settings section all the available printers are displayed. To mark a printer from the overview: 1 Click Settings and select the Printers item from the side menu. The following screen appears: The list of printers is refreshed when PrintShop Server is started 2 In the printer overview a list is shown with all the available printers (PostScript and non-PostScript printers).
Maintenance In the Maintenance window the administrator can delete all those items marked for deletion by users. All the deleted items are not visible for all users. To remove unused items from the PrintShop Web database: 1 Click Settings and select the Maintenance item from the side menu. The following screen appears: The maintenance window 2 Select what may be delete and click Delete, a warning message is shown, when clicking OK the selected items are deleted.
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.
