PrintShop Web Administrator Guide
PrintShop Web Administrator Guide Document version: PSW 2.2 R4300 Date: May, 2008 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 Introduction................................................................................................................................................. 5 Benefits for you and your customers.......................................................................................................... 5 Features....................................................................................................................................................... 6 PrintShop Web basics.......
Settings....................................................................................................................................................... 78 General........................................................................................................................................................ 79 About..........................................................................................................................................................79 License.................
Introduction 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. Serve your customers PrintShop Web gives your customers far more control and flexibility over print production.
Features PrintShop Web provides you with a state of the art package, enabling you to promote your own company with unique selling points, with increased added value to your customer! The key features of PrintShop Web are: • multi lingual: • Chinese (Simplified and Traditional) • Dutch • English • French • German • Italian • Portuguese • Russian • Spanish • Turkish • with an option to add additional languages • intuitive, easy-to-use web interface • free PrintShop Mail design software included • automaticall
PrintShop Web basics To use PrintShop Web effectively, you need to understand a few basic concepts. Read this section if you are new to PrintShop Web or if you need a quick refresher. If you are new to PrintShop Web, we recommend that you read the How to... chapter in this document, to familiarize yourself with the individual features of PrintShop Web.
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. PrintShop Web system comes with nine pre defined roles. Five roles are intended for customers, the remaining 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 do the following: • 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 Operato
Companies and Departments A company is an organization that purchases printed material produced by the print shop. Companies may contain one or multiple departments. A department is an organizational unit and are used to define territorial and/or administrative divisions of a company. Publication types A publication type is a folder in which template documents of your customers are grouped. These publication type folders can contain multiple documents.
Web forms Documents that require user input use a web form to collect information entered by the customer. Such a form consists of one or more modifiable elements called input fields (e.g. text fields, checkboxes, radio buttons, etc.). A sample web form Therefore web forms specify what your customer sees and which fields require data entry when selecting certain documents. The provides more information regarding modifying the web form settings. Skins The PrintShop Web (PSW) web site is fully skinnable.
Order statuses A customer orders documents to be printed by the print shop. An order can contain mutliple documents. Every order goes through the following stages: • • • • • Ordered Approved In-plant Shipping Completed In addition to this there is the On hold status. This folder contains orders that require a quote from the print shop, these orders remain in this status until pricing is agreed.
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. For more information see the Settings. 2 Add a company to the system. For more information see the Add companies. 3 Add departments to a company if necessary. For more information see the Add departments. 4 Add users to a company and assign them to a department. For more information see the Add users and Assign users to a department.
How to... Company related tasks are typically performed by Product Managers and some of them by Company and Department manager. This chapter desrcibes common tasks in the Company section of PrintShop Web.
Common Tasks This section describes how to perform some common tasks in PrintShop Web. These include: • Modify user info • Change the language of the web site Modify user info Each user can modify his personal account information. To change these parameters: 1 Click Edit User Iinfo in the Menu bar. The following screen appears: Change user information in this screen 2 The following items can be changed: • Username and Password: These fields define the information required to logon to the system.
Change the language of the web site When using PrintShop Web the user can specify which language is displayed in the menus, dialogs and pages. This allows the customer to work in the language they are most familar with. The customer can choose the language from any of the available languages. To specify the interface language: 1 Launch a web browser and enter the URL of the system. The Login page appears. 2 Choose a language from the Language pop up-menu, the interface will be change accordingly.
Company Tasks Company related tasks are typically performed by Production Managers and Company Managers. This chapter desrcibes common tasks in the Company section of PrintShop Web.
Add companies To add a new company in PrintShop Web: 1 Click Companies in the Menu bar. The Companies overview page is shown. 2 Click Add. The following screen appears: Enter basic information about the new company 3 Enter basic information for the company. • Company Code: This value is a unique code which can be used to link to an administration or ordering system.
4 Click Save to create the new company. The Company Properties page is shown and on the right hand side a menu is displayed. The side menu allows management of the following items of the currently selected company: • Users • Publication Types • Web Design • Departments • Pricing and Ordering 5 Click Back to return to the companies overview. Note: Newly created companyes are initially disabled and must be enabled once user accounts and publication types are added.
Add departments To add a department to a company: 1 Click Companies in the Menu bar. The Companies overview page is shown. 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 appears: Enter basic information about the new department 5 Enter basic information about the department: • Company Code: This value is a unique code which can be used to link to an administration or ordering system.
Add users To create a new user account for a company: 1 Click Companies in the Menu bar. The Companies overview page is shown. 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 user in this screen 5 Enter the required information: • User Name and Password: These fields define the information required to logon to the system and need to be entered in the Login page.
6 Click Save. You have now added a user, which is added directly to the companies’ user overview. When more users need to be added click Add again. Important: When users have been assigned to departments, a department contact person should be selected: click on Departments in the side menu, select a department from the overview and click Edit. This will open the Edit department info page, where the correct contact person can be selected from a pull-down-menu. Click Save to store the changes.
Assign users to a department To assign an user account to a department: 1 Click Companies in the Menu bar. The Companies overview page is shown. 2 Select a company from the overview by clicking its name. 3 Select Departments in the side menu and select a department from the overview. 4 Select Users in the side menu. An overview is shown with the user accounts in that department: With the assign button users can be assigned to a department 5 Click Assign.
Assign a publication type to a department Documents published by a Designer, are automatically assigned to a company as a whole. In order to assign these documents to a department: 1 Click Companies in the Menu bar. The Companies overview page is shown. 2 Click Departments in the side menu and select a department. 3 Select Publication types in the side menu. 4 Click Assign.
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.
Change web design settings PrintShop Web can use different skins for each company, allowing your customers to use the system in their own house style or a style that closely matches their house style. Users of that company can access the PSW web site via a personalized URL which will invoke their skin. The web design settings of a company control the skin, global style settings and the personalized URL variable of the company. For example: http:/www.yourprintshopweb.com/yourclientscompanyname.
4 The Web Design page contains the following fields: • Skin: This pop-up menu lets you select one of the available skins. For more information about creating skins refer to the Skinning Guide. • Design Name: The Design Name defines the URL suffix to invoke the selected skin and web design settings. • Font Family: The font-family property is a prioritized list of font family names and/or generic font family names. The browser will use the first value it recognizes.
Modify Pricing and Ordering parameters In the Ordering section of company or department a tax rate profile can be selected and the calculation of shipping rates can be enabled. In addition to this it defines the shipping profiles visible in the order working. If multiple profiles are available the end user can select the preferred method.
Publication Type and Document Tasks This chapter describes tasks related to publication types and docments. Typically these tasks are performed by the designer, operator or the production manager. Read the Designer Guide and PrintShop Mail User Guide for detailed information on PrintShop Mail related tasks and how to publish a PrintShop Mail document to PrintShop Web.
Add publication types There are two ways to create publication types: • using the PrintShop Web website • using the PrintShop Mail application For more information on how to create publication types via PrintShop Mail please refer to the PrintShop Mail user guide. To create a new publication type in PrintShop Web: 1 Click Publication Types in theMenu bar. The Publication Types overview page is shown. 2 Click Add.
Add static PDF documents to a publication type A publication type folder can contain various document types. There are three documents types: • database file upload documents • user input file documents • static documents (PDF and PrintShop Mail documents without variables) To add a static PDF document: 1 Click Publication Types in the Menu bar. The Publication Types overview page is shown. 2 Click Documents in the side menu. 3 Click Add.
Delete documents from a publication type To delete documents from a publication type folder: 1 Click Publication Types in the Menu bar. The Publication Types overview page is shown. 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's name. 4 Click Delete to remove the document from the overview. Important: A document can not be deleted while there are orders in the Order Manager that are based on this doucment.
Edit document properties The properties of a document depend on the document type. The properties of a static PDF document differ from the properties of a PrintShop Mail document. The following sections explain the properties of both document types. Document properties of a static document (PDF) To modify the properties of a document: 1 Click Publication Types in the Menu bar. The Publication Types overview page is shown. 2 Click Documents in the side menu.
5 The document properties page contains the following sections: • General: In this section you can change the name of the document, the product code and its status. • Printer: In the printer section it is possible to alter the operator instructions and change the default output folder for this document. For more information see Output Folders. • Documents: This section lets you replace the High Resolution version of the PDF and optionally add a Low Resolution version.
5 The document properties page contains the following sections: • General: In this section you can change the name of the document, the product code and its status. • Printer: This section defines the following print production options: • Operator Instructions: Enter a note or reminder for the operator regarding, duplex settings, paper type, paper weight etc. This information is visible when the operator views a job in the Order Manager section.
Manage linked files When a document is published the designer has the option to include the variable images required to print the document. Examples of variable images are: logo’s, stock photos, signatures etc. The PrintShop Web interface allows the designer to manage these files online once the document is published. New files can be added by the designer can add this via PSW instead of re-publishing the document using PrintShop Mail. To add a new file: 1 Click Publication Types in the Menu bar.
Setting up Web Forms Documents that require user input use a web form to collect information entered by the customer. Such a form contains of one or multiple modifiable elements called input fields (e.g. text fields, checkboxes, radio buttons, etc.). This section describes how to set the entry method and appearance of these fields.
User input fields To make modifications to a user input field: 1 Click Publication Types in the Menu bar. The Publication Types overview page is shown. 2 Click the + symbol next to the publication type to view a list of its documents. Documents containing user input fields have a value in the User Input Fields column ( ). The Publication Type overview showing a document that requires user input 3 Select a document that requires user input from the overview. That document's properties page is shown.
5 Select an input field from the overview. The following screen appears: The options in the Item page define the appearance of the input field 6 The Item Properties page consists of following sections: • General: The name of the entry field can be modified and it is possible to add an informative text which appears below the data entry field • Web Form Parameters: The options found in this section are used to define the appearance of the field. They depend on the selected field type.
Plain Text field Plain text field are the most commonly used input type and are used when you want the user to type letters, numbers, etc. in a form. The height is measured in lines, by default the field allows a single line of input. A required plain text field showing a description Web Form Parameters A plain text field has the following properties: • • • • • • Required: Defines the plain text option as a required field. Read Only: Customers can not edit the information, the value is static.
Pull Down Menu field This input type creates a drop-down list. The values of the list are specified in the List Items field. A pull down menu Web Form Parameters By selecting the Pull-down option the following parameters can be modified: • • • • Required: Defines the pull-down option as a required field. Separator Line: Controls wehter a separator line will be shown before this field. With this option web forms that have more complex variable data can be arranged more logically.
Image Upload field The Image Upload field type enables the end user to upload an image file for the job. The PrintShop Mail document should contain a variable image box, with an expression that refers to a (user input) data field. The Scale property of this box defines how the image is resized relative to the box. Make sure that the Source of the data field is set to User Input. For more information about variable images refer to the Designer Guide. The supported image formats are: JPEG, GIF, PDF.
Regular Expression field Regular expressions allow text strings such as names, addresses, phone numbers, and other user information to be validated. Regular Expressions can be used to constrain input and check lengths. PrintShop Web allows the designer to enter a custom expression or to pick one from expression library. For more information about this subject refer to the Regular Expressions chapter.
Rich Text Editor field The Rich Text Editor input field allows the end user to apply basic formatting to the entered text. Such as: bold, italic, underline, alignment options and lists. The entered data is converted into a RTF file. The user input field will contain the path to the RTF file. The PrintShop Mail document should have a variable with the TEXT_FILE() expression. The value parameter of this expression should state the name of the user input data field, e.g. TEXT_FILE([Specification]).
Default Value This field type has the following Default Value option: • Custom Value: Enter the initial value for the field. Data conversion The entered data is converted into a RTF file, which is achieved using a XSLT style sheet. If a document requires specific RTF output an experienced user could change this XSLT style sheet. The xhtml2rtf.xsl is located in the include folder of the PSW web site.
Collection field Image Collections allows the end user to select an image by browsing a collection of predefined images. The PrintShop Mail document should contain a variable image box, with an expression that refers to a (user input) data field. The Scale property of this box defines how the image is resized relative to the box. Make sure that the Source of the data field is set to User Input. Collections can be assigned to data fields across multiple documents and are managed in Collection section.
Checkbox field Checkboxes are used to allow the user to select one or more options of a limited number of choices. Based on the status of the checkbox a 0 (zero) or 1 (checked) is set as the value of the user input field. This value can be used in an expression in the PSM document to implement a specific condition (e.g. print or skip layouts). A data field can have only one checkbox, if a range of checkboxes is required one data field should be created per option. A range of check boxes.
Arrange Fields The order of the fields shown when a user creates a new job can be changed using the PrintShop Web interface. This is applicable for user input fields and database input fields. User Input Fields To change the order of the user input fields: 1 Click Publication Types in the Menu bar. The Publication Types overview page is shown. 2 Click Documents in the side menu. 3 Select a document containing user input fields from the overview. 4 Select User Input Fields in the side menu.
Setting up Pricing In order to calculate the cost of a document the price calculation option of that document should be enabled and a volume discount table should be available. Pricing options To enable pricing for a document: 1 Click Publication Types in the Menu bar. The Publication Types overview page is shown. 2 Click Documents in the side menu. 3 Select a document from the overview, the documents' properties page is shown. This Pricing field on this page states the current calculation method.
6 The items found in this section control the following options: • General: The items in this section let you enter a pricing comment and inherit pricing information from the publication type. • Inherit Pricing: If selected the pricing settings of the publication type are used. • Inherit Volume Discount Table: Check this field to inherit the volume discount table of the publication type.
Volume Discount Tables In order to calculate pricing a volume discount table is required. The entries in this table define the reduction in price based on the ordered quantity. In PrinShop Web this table is managed in the Volume Discount Tables page of a document or publication type. When pricing is enabled and no volume discount table is defined, the system will not be able to calculate a price and price quote will be requested for the document.
Import The Volume Price Table is easy to create from a spreadsheet. The spreadsheet is easy to maintain offline, and when the Volume Discount Table needs to be updated, a simple upload will replace the data. To import a price table: 1 Create a tab delimited file containing two columns in the application of your choice. Column 1 needs to state the quantity, the second column the price per piece. 2 Logon to PrintShop Web. 3 Click Publication Types in the Menu bar. The Publication Types overview page is shown.
Image Collection Tasks This chapter describes tasks related to image collections. Typically these tasks are performed by the designer, operator or the production manager.
Create an image collection Image Collections allows the end user to select an image for a user input field by browsing a collection of predefined images. The PrintShop Mail document should contain a variable image box, with an expression that refers to a (user input) data field. To create an image collection: 1 Click Collections in the Menu bar. The Collections overview page is shown. 2 Click the Add button to display the New Collection dialog.
Add images to a collection To add an image to a collection: 1 Click Collections in the Menu bar. 2 Select a collection from the Collection overview. The Collection Properties page is shown. This page displays the properties of the collection and a list of the images belonging to this collection. The Collection Properties page 3 Click the Add button below the Assets Overview. The New Asset dialog appears.
Order Manager Tasks This chapter explains how to perform the following operator tasks: • • • • • • • Select an Order status overview Change the status of an order Add a price to a quote request Export Order data Preflight a PrintShop Mail document Print a document Create PDF output PrintShop Web Administrator Guide | 56
Select an Order status overview PrintShop Web can generate detailed order overviews, allowing a user to view all orders at each stage of the production process. Orders with the Approved status are ready for production. Those orders have been approved by the customer and are released for print production. To view the orders of a specific status: 1 Click Order Manager in the Menu bar.
Change the status of an order To change the status of an order in the Order Manager: 1 Click Order Manager in the Menu bar. The Order Manager page is shown: By clicking on an order in the Order Manager overview, details of the order can be viewed 2 Click the ID of an order. The order properties page is shown.
The Order Properties page consists of a details section and an overview of the jobs belonging to this order. The Action Bar along the top contains a range of buttons to change the status of the order, edit the order details and delete the order. The set of status change icons that are visible depends on the current status of the order. 3 Click a status item in the Action Bar to change the status of the order.
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. To add a price to a quote request: 1 Click Order Manager in the Menu bar. The Order Manager page is shown. 2 Select the On hold folder in the Order Manager side menu. This will show the orders contained in this folder. Orders with the quote request status show Price Quote in the Price column.
Export Order data To export order data of completed print jobs: 1 Click Order Manager in the Menu bar. The Order Manager page is shown. 2 Select the Completed folder in the Order Manager side menu. This will show the orders contained by this folder. The completed orders overview 3 Select one of the predefined queries on the left side of the Order overview.
Preflight a PrintShop Mail document To preflight a print job before printing the job: 1 Click Order Manager in the Menu bar. The Order Manager page is shown. 2 Click In-plant in the side menu. 3 Click the plus-symbol next to the order ID to view the jobs of this order. 4 Select a job by clicking its ID or document name. The job properties page is shown. The Job Properties page 5 Click Peflight in the action bar.
6 Select the Output Printer in the pull-down-menu. 7 Select the Range Method and specify the range if needed. 8 Click Preflight; any problems with the print job will be shown. 9 Click Back to return to the Job Properties page. Important: If images are used in PrintShop Mail based upon conditions, and these conditions determine that the image should not be displayed (empty file name as a result), a notification will be included in the preflighting data for each empty image.
Print a document In order to create output the status of the order should be changed to In-plant. The Print option is available for PrintShop Mail documents only. To print jobs in the In-plant folder: 1 Click Order Manager in the Menu bar. The Order Manager page is shown. 2 Click In-plant in the side menu. 3 Click the plus-symbol next to the order ID to view the jobs of this order. 4 Select a job by clicking its ID or document name.
The Print Options page 6 Select the Output Printer in the pull-down-menu. The printers shown in the pull-down-menu are set by PrintShop Server. Stopping and starting PrintShop Server will refresh the actual printer list. An overview of available printers is also visible in the Settings section. 7 Select the Range Method and specify the range if needed. 8 Click Print to start printing.
Create PDF output In order to create output the status of the order should be changed to In-plant. PDF output can be created for PrintShop Mail jobs and static PDF jobs. To create PDF output: 1 Click Order Manager in the Menu bar to show the Order Manager page. 2 Click In-plant in the side menu. 3 Click the plus-symbol next to the order ID to view the jobs of this order. 4 Select a job by clicking its ID or document name.
The Print Options page 6 Select the Output Printer. The printers shown in the pull-down menu are set by PrintShop Server. Stopping and starting PrintShop Server will refresh the actual printer list. An overview of available printers is also visible in the Settings section. The output printer is used to generate the PostScript that will be converted into PDF. 7 Select a Job Option File. The selected file is used in the conversion from Postcript to PDF.
Ordering workflow This chapter explains the various ordering workflows and price calculation methods of PrintShop Web. The ordering workflow incorporates a shopping cart as seen in common ecommerce Internet sites. The ordering process step by step: 1 Document Creation: The New Document section is a store front listing the documents available to the customer. Based on the selected document the system invokes a wizard like interface guiding the customer through the steps of the document creation process.
The shopping cart The shopping cart allows customers to collect multiple documents in the cart before placing an order. Each item in the cart can have a different pricing setup and quantity entry method. The appearance of the quantity field depends on the entry method set for the document or is defined by the document type. Documents that require a database file upload have quantity, which is determined by the number of records in the database file.
No price calculation Automatic price calculation is defined per document and is disabled by default. The initial entry method for these document is Free Entry and no quantity restrictions are set. In this case the pricing column shows the Not Applicable (N/A) message. The Quantities options on the Edit Pricing page control the entry method and quantity restrictions of the document.
Automatic price calculation In order to automatically calculate the price of a job the a volume discount table should be available and the pricing calculation option must be enabled (Edit Pricing page). The shopping cart with documents that have price calculation enabled The prices shown in the shopping cart include setup costs (optional), these costs are defined separately. When the quantity entry is set to Free Entry, a custom quantity can be entered.
Price Quotes A document will require a price quote when pricing is enabled for the document but no entries are found in the volume discount table. In this case no subtotals and totals will be shown in the shopping basket. After placing the order the production manager needs to enter a price quote. The customer will not be able to approve the order until a price quote is given.
Shipping Options The Shipping Options page lets the customer edit the shipping address and specify shipping related items like the shipping method (if applicable) and the preferred shipping date. Shipping methods are managed in the Settings section of the system. The calculation of shipping charges can be enable and disabled per company. Profiles need to be assigned to companies and departments to enable the customer to select a shipping method in the ordering workflow.
Shipping Methods To allow a customer to select a shipping method the administrator should enable the calculation of shipping charges for the company (or department). When the customer has access to multiple companies or departments the entries of the shipping method list is defined by the selected company or department in the Shipping Address section. The Shipping Options page When a shipping rates table is available, the shipping rate is calculated based on the total weight of the items in the cart.
Shipping Date and Rush Rate handling PrintShop Web automatically calculates an estimated shipping date based on the longest Standard Production Time set for the documents in the cart. The customer can select a different date by clicking the calendar icon. The calendar marks the current date, production dates and non working days. None of the dates marked as production day or non working day can be selected. The system will check if Rush Order Production Time is applicable.
Payments Options The Payment Options page allows customers to edit the billing address and specify payment related items like an internal reference number.
Order Summary Once all order information is collected the summary page is shown. This page summarizes the order information and shows the final pricing including shipping charges, rush rates and tax. Based on the customers role the Place Order and Approve buttons are shown. PrintShop Web invokes a workflow specific to the selected payment connector. The default payment connector (Purchase Order), pops up a processing dialog and no user interaction is required to place the order.
Settings The administrator is the only user that can modify the system settings. The Settings section can be accessed from the menu bar. When you click Settings the following screen appears: By selecting Settings in the menu bar the Setting summary page appears. Each section has its own specific items in which settings can be modified.
General In the General section of the Settings menu general system settings can be defined. This section covers the following topics: • About • License • Roles • Languages • Web Design • Maintenance About The About window is the window that opens when you select Settings in the menu. The Summary window shows the following information: • • • Statistics: This section shows information about the number of logged on users, users accounts, companies, templates, orders and printers.
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. Registering the software 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 Settings in the Menu bar.
Roles Roles are assigned to user accounts and define which sections and resources users in PrintShop Web are allowed to access. PrintShop Web has nine predefined roles which can be modified by the administrator (not deleted). The administrator may add and delete custom roles. The administrator role itself can not be modified or deleted. Modifying a role To modify a role: 1 Click Settings in the menu bar. 2 Click Roles in the side menu; an overview of the available roles is shown.
General In the General section you can specify if a user may see the option Edit user info in the menu bar. • Edit User Info: The Edit user info is, by default, enabled for each role. This function allows users to change their own user settings. The Edit user info appears in the menu. New document This section controlers whether users are allowed to see disabled companies, departments, publication types and documents in the New document section of PrintShop Web. New Document section • • View disabled.
Order Manager In the Order Manager section each option group 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.
• • • Access: 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 statuses and companies) in the Order Manager. The Limited access check box limits users access to their own print orders. If this check box is not selected, users can see all print jobs from the departments and/or companies that the user belongs to.
View status folders The check boxes in this section controls a users right to view print jobs in a given status. View status folders section • • • • • Status folders: The …folders check boxes controls a users right to view print jobs in a given status. Edit options: The Edit... check boxes controls the users right to edit print jobs or the print job's quantity in a specific folder. Delete options: The Delete… check boxes controls the users right to delete print jobs in a specific folder.
View Personal Order Folder This section controls whether users have right to see specific order folders, and the jobs in these folders. View personal order folders section • • • • My Orders Folder: This option controls whether users can get an overview of all their ordrs that have not yet been completed. 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 options are available. Companies section • • • • • • Access: The Access check box in the Companies section controls whether users see the Companies tab in the menu or not and is off by default for all user roles, except the department manager, company manager, production manager and administrator.
Users The Users section defines whether users see the Users item in the side menu of the companies section. A user can only control those users who have one of the roles that the user may assing to another user. Companies section - Users • • • • • Access: 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. Assign: This option allows users to assign users to a company.
Departments The Department section defines whether users see the Departments item in the side menu of the companies section. Companies section - Departments • • • • Access: 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. Access all departments: The Access all departments option gives users the right to view all departments.
• Publication Types: this subsection is used to set privileges regarding the publication types of a department: • Access: The Access check box determines whether users see the Publication Types item in the side menu of the department section. When the Access check box is unchecked all other options are not available. • Assign: The Assign option allows users to assign publication types to a department. • Enable/Disable: When the Enable/disable option is selected users can enable/disable documents.
Publication Types In the Publication Types section several blocks can be checked. When the Access check box is unchecked all other options are not available. Publication Types section • • • • • • • Access: 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. Add and Delete: The Add and Delete check box allows users to add and delete publication types.
Document The options found in the Document subsection are used to define template/document related privileges: • • • • • • • • Add and Delete: The Add and Delete check box allows users to add and delete documents to a publication type folder. Enable/Disable: The Enable/disable check box controls whether users can enable or disable documents in the publication type folders.
Create a new role To add a new role: 1 Click Settings and click Roles in the side menu, the Roles overview page appears. 2 Click the Add button. This will show the New Role dialog. The Add Role dialog 3 Enter a name for the new role. Select on which role the new role will be based. The new role well receive all settings of the selected role. 4 Click Save to create the new role and close the dialog. The new role is added to the Roles overview.
Languages PrintShop Web is delivered with 12 languages. In the Language overview page you can: • select the system language • add a new language • change the default language • delete a language. The administrator can set the system language. The system language is the default language for each company and all users. Each user can select the language they want to use. When a user selects a different language it is stored in the database.
3 The language window contains the following sections: • 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 or DD for day • M or MM for month • Y, YY or YYYY for year • • / • . The Thousand and Decimal separator defines how numbers are formatted, for example 2,599.
Create a new language The administrator can add new languages to the language list. If a string is missing the English content for that string is shown.
Web Design The Web Design page lets you define the color scheme and other style attributes of the web site. These settings are used for those users that have access to multiple companies (if these companies have different skins). Important: In the companies section there is also a Web Design section. In this part of the software you can select a custom skin for each company.
Maintenance In the Maintenance window the administrator can delete items marked for deletion by users. Deleted items are not visible but are stille stored in the database. • • • • Documents: These are deleted templates/documents from the Publication Type section. Orders: Orders deleted from the Order Manager section. Jobs: Jobs that where not added to checkout and are no part of an order. Actions: These are database records of preview failures, print failures, etc.
Pricing and Ordering In the Pricing and Ordering section of the Settings menu various pricing and ordering releated settings can be defined. This section covers the following subjects: • • • • • General settings Currencies Tax rates Shipping charges Calendar The Pricing and Ordering settings page Settings In the Settings window from the Pricing and Ordering section you can define several general system settings.
General The General section contains the following options: • • • Currency: The selected currency will be presented in Checkout and Order Manager sections of the system. Weight Unit: the weight unit used to define the total weight of the documents/jobs in the checkout. PSW supports kg and lb. Tax: the standard Taxation system. The exact parameters of the selected Taxation system can be modified in the Tax Rates section. A Tax Rate system can be specified per company/department or template.
Currencies In the Currency window you can change the systems default currency. The system default currency is set to Euro. To change the currency settings click on the currency name and click Save to store the changes. The default currency can also be changed by clicking one of the grey check marks in the overview. The system default currency indicated by a black check mark. The Currency overview page Add a new currency To add a new currency do the following: 1 Click Settings in the Menu bar.
Delete a currency To delete a currency: 1 Click Settings in the Menu bar. 2 Click Currency in the Pricing and Ordering section of the side menu. 3 Select the checkbox in front of the currency's name. 4 Click the Delete button, a warning dialog appears. Currencies are directly removed from the system.
Tax Rates With the introduction of PSW version 2.2 a new sales tax mechanism is introduced (also called valueadded tax or VAT). This mechanism covers tax rates for different countries and states/zipcodes/ zipcode ranges. Tax is applied in the price calculation process at the end of the checkout process (shopping cart) based on the company or department. The Tax Rates section found in the Settings side menu lets the administrator manage Tax Rate profiles.
4 Enter the name of the tax rate, specify the percentage, select a country in the pull-down-menu and select the region to which the tax rate applies. 5 Click Save to store the tax rate profile and close the dialog. Edit a tax rate To edit a tax rate: 1 Click Settings in the Menu bar. 2 Select Tax Rate in the Pricing and Ordering section of the side menu. The Tax Rate overview page is shown. 3 Select a tax rate profile from the overview by clicking the tax rate name.
Delete a tax rate Tax rate profiles can be removed from the overview except for the system default tax rate profile. To delete a tax rate: 1 Click Settings in the Menu bar. 2 Select Tax Rate in the Pricing and Ordering section of the side menu. The Tax Rate overview page is shown. 3 Select the check box in front of the tax rate description (name). 4 Click Delete, a warning dialog is shown. Select a tax rate profile to replace the deleted profiles in the Replace with pull-down-menu.
Shipping Charges Shipping costs are calculated based on the total weight of the items in the Checkout. For this the administrator can define a unit weight per template and needs to setup Shipping Charge Profiles. Shipping charge calculation can be enabled per company and multiple shipping charge profiles can be assigned to that company. With the introduction of PSW 2.2 customers can add one or multiple documents to a shipping basket or checkout. The documents in the checkout will be part of the same order.
Add a new Shipping Charge Profile To add a Shipping Charge Profile: 1 Click Settings in the Menu bar. 2 Select Shipping Charges in the Pricing and Ordering section of the side menu. The Shipping Charge Profiles overview page is shown. 3 Click Add to display the New Shipping Charge Profile dialog. The Delete Tax Rate dialog 4 The New Shipping Charge Profile lets you specify the following information: • Shipping Method: Enter a name in the Shipping method field.
Add a Rate To manually add a rate to the rates table of a shipping charge profile: 1 Click Settings in the Menu bar. 2 Select Shipping Charges in the Pricing and Ordering section of the side menu. The Shipping Charge Profiles overview page is shown. 3 Click the name of the profile, the Shipping Profile properties page is shown. This page shows the properties of the profile and a list of the rates if applicable. 4 Click the Add button below the Rates overview table to display the New Rate dialog.
Import and Export a Rates table The import and export options allows the rates table to be updated without the need to re-enter the entries via the PrintShop Web interface. The current rate table will be available for download by clicking the Export button below the Rates table. The easiest way to start working with these options is to manually create a tax rate and create an export file. Open the file in Microsoft Excel and add additional rates. Once completed the Excel file can be imported.
Delete a Shipping Charge Profile To delete a shipping charge profile: 1 Click Settings in the Menu bar. 2 Select Shipping Charges in the Pricing and Ordering section of the side menu. The Shipping Charge Profiles overview page is shown. 3 Check one or multiple checkboxes in the first column. 4 Click Delete to remove the profile. An warning dialog is shown before deleting the profile(s).
Calendar The Calendar settings section lets the administrator define the working days of the print provider and setup a list with restricted order dates. These items are reflected in the shipping date calendar in the ordering process. The calendar dialog in the ordering process The Restricted Order Date option lets the administrator mark specific dates as a holiday or day off. Customers will not be able to select these days/dates as the preferred shipping date.
Change the working days To change the working days: 1 Click Settings in the Menu bar. 2 Select Calendar in the Pricing and Ordering section of the side menu. The Calendar page is shown. 3 Click the Edit button below the Calendar Settings section. The Calendar Settings dialog appears: The Calendar Settings dialog 4 Check the checkboxes of your regular working days. 5 Click Save to store the changes and close the dialog.
4 Date: Enter the date. The date entered should follow the date format set for the system. Repeating: Check the Repeating checkbox to repeat the date yearly. The Restricted Order Date overview shows a single entry for first occurrence of this date and the repeating date icon is shown in the second column. Once the date is reached it will automatically be rescheduled for the next occurrence. Description: Enter a descriptive text for this date in the Description field, this is optional.
The Upload Restricted Order Date File dialog 4 Browse: Click Browse and navigate to the file on your local hard drive. Ignore headers: Select this option to ignore the information stored in the first row of the Excel document. The import procedure will start reading at the second row of the document. Removes Existing Dates: Select the Remove Existing Dates checkbox to delete all existing entries before insert the dates. 5 Click Upload to start uploading the file.
Production In the Production section of the Settings menu several production related topics can defined. This section covers the following subjects: • Production Settings • Output Folders • Job options • Printers The Production settings page Production Settings The Print Production Connector Framework is build on top of the module framework and is called when creating PDF and printing an order. The Production Settings page defines the active Print Production Connector.
Output Folders Output folders are folders used to store static PDF-files, these can be PDF output generated for PrintShop Mail documents or the high resolution file of static PDF documents. 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 in a predefined output folder.
Delete an output folder To delete an output folder: 1 Click Settings in the Menu bar. 2 Select the Output folders item from the side menu. The Output Folders overview appears. 3 Select an output folder by clicking the check box in front of the folder name and click Delete. The following dialog appears: The Delete Output Folder dialog 4 Select a new output folder in the Replace With pull-down-menu. This will assign a new default output folder to these documents that are attached to the selected folder(s).
Job options With job options it is possible to change the characteristics of generated PDF files. PrintShop Web uses job options files to when creating softproofs and when creating PDF output of PrintShop Mail documents. By default Print Shop Web has 2 pre installed job option files. It is possible to upload additional job options files. Job option files can be created using Acrobat Distiller, by editing the settings and saving the settings to a file.
Delete job options files To delete a job options file: 1 Click Settings in the Menu bar. 2 Select the Job Options item from the side menu. The Job Options overview appears. 3 Select one or multiple job options files by clicking the check box the first column. 4 Click Delete. The following dialog appears: The Delete Job Options dialog 5 Click OK to delete the selected job options files. Documents reffering to a deleted job options file will use the standard job options file included with PrintShop Web.
Printers In the Printer overview from the Settings section all the available printers are displayed. This list is provided by PrintShop Server. Stopping and starting PrintShop Server will refresh this printer list. Printers that are marked with a red icon in the first column will not show up in the printer list of the Edit Document page and Print Job page. Printers that are marked with a green icon will show up in the printer list of these pages.
E-mail The E-mail settings section is used to set up e-mailing notifications that will be send when orders are created or when the status of an order is changed. This chapter covers the following sections: • • • Settings Addressees Messages E-mail Settings The E-mail Settings page allows the administrator to enable to be send of e-mail notifications and setup e-mail server related parameters.
• • • • Character Set: Enter the characters set used for the e-mail message (e.g. UTF-8 or iso-8859-1). By default this field is set to UTF-8. SMTP Authentication: Select the check boxes for SMTP authentication and/or POP before SMTP if your ISP (Internet Service Provider) blocks outgoing e-mail until e-mail has been read. Try this option if you experience problems connecting to your mail server. User Name and Password: Sets the STMP user name and password.
E-mail Addressees The E-mail Address section lets the administrator define who receives e-mail notification messages. This can be defined per order status. Configure the addressees To setup who receives status change messages: 1 Click Settings in the Menu bar.
• • • • • • Approved queue: persons in the printshop that have the privilege to set the order status to In-plant In-plant queue: • persons in the printshop that have the privilege to print orders • persons in the printshop that have the privilege to set the order status to Shipping Shipping queue: persons that have the privilege to set the order status to Completed Completed queue: persons that have the privilege to view the orders with status Completed Quote request: persons in the printshop that can ente
Messages For every order status you can modify the text of the e-mail message sent and its subject. Edit the e-mail message To setup the content of e-mail messages: 1 Click Settings in the Menu bar. 2 Click Messages in the side menu; the order status overview appears.
4 Select the language from the overview in which you want to edit the e-mail information; the following screen appears: Enter the e-mail message in the field above 5 Select an e-mail subject, so customers can easily recognize the messages.
6 The Body field contains a HTML stream that renders the actual e-mail message. The content contains both language strings and order/job variables. Language strings are surrounded by the @ sign, the order/job information by the % sign. Both variables are replaced when sending the message to the customer. The language strings are replaced based on the language set for that user.
7 Besides the Save button the page has the following buttons: Apply to all: If you changed and saved the body text it is possible to apply the changes to all language files in the same order status. Please note that the translation of any language strings must be done by hand. Defaults: To return to the systems default settings and text, click the Default button; the default text for this language is restored. 8 Click Save to store the changes.
Modules PrintShop Web includes 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 guides of the respective module type.
The Edit Properites page of the XML to File MIS Connector. 6 Change the settings of the module and click Save to store the changes.
Introduction to Regular Expressions This chapter is an introduction to regular expressions, explaining basic regular expression syntax. Regular expressions for user input fields use the perl regular expression notation. Note that the user input regular expressions must match all of the input. Additional information can be found at the following web sites: • • • http://regexlib.com http://www.regular-expressions.info http://en.
Quantification A quantifier after a character or group specifies how often that preceding expression is allowed to occur. The most common quantifiers are ?, *, and +: • ? The question mark indicates there is zero or one of the preceding element. For example, colou?r" matches both color and colour. • * The asterisk indicates there are zero or more of the preceding element. For example, ab*c matches "ac", "abc", "abbc", "abbbc", and so on.
Examples The following examples may be useful. Only numbers The following regular expression accepts only numbers as input. [0-9]+ The expression step by step: • • [0-9] Numbers 0 through 9 + one or multiple Dutch zip code The Dutch zip code consists of four numbers, one space and two uppercase letters (eg 1234 AB). [0-9]{4}\s[A-Z]{2} The expression step by step: • • • [0-9]{4} Four numbers \s a single space ("" or [] or \s) [A-Z]{2} Two uppercase characters Canadian zip codes Canadian postal codes
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5 Governing Law and General Provisions. This Agreement will be governed by the laws of the Netherlands, excluding the application of its conflicts of law rules. This Agreement will not be governed by the United Nations Convention on Contracts for the International Sale of Goods, the application of which is expressly excluded.
