Version 6.0, Sept.
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Table of Contents Notices and Certifications ix Approvals and certification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ix Radio Frequency Emissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ix Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x Ozone Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x Electrical Safety . . . . . . . . . . . . . . .
Ta b l e o f C o n t e n ts Using the FreeFlow Administration Tool . . . . . . . . . . . . . . . . . . . . . . . 1-13 Legacy Document Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-14 Document conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-14 Managing backup and restore functions . . . . . . . . . . . . . . . . . . . . . . . 1-14 Logging in to the FreeFlow Process Manager applications . . . . . . . . 1-15 Authorization error message . . . . .
Ta b l e o f C o n t e n ts Enabling a workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 Disabling a workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 Deleting a workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 Editing workflow properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 Creating fail branches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ta b l e o f C o n t e n ts Configuring external process settings . . . . . . . . . . . . . . . . . . . . . 2-136 Setting up repository credentials . . . . . . . . . . . . . . . . . . . . . . . . . 2-137 Checking the status of a process . . . . . . . . . . . . . . . . . . . . . . . . 2-139 Setting the number of concurrent processes and the copy count divisor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-140 Checking the status of a workflow. . . . . . . . . . . . . . . . .
Ta b l e o f C o n t e n ts Workflow Job Manager 4-1 About Workflow Job Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 Logging into Workflow Job Manager . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2 To log in to the Workflow Job Manager application . . . . . . . . . . . . 4-2 The Workflow Job Manager main window . . . . . . . . . . . . . . . . . . . . . . 4-3 The Status area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ta b l e o f C o n t e n ts v ii i X e r o x F r e e F l o w P r o c e s s M a n a g e r O p e r a t o r a n d A d m in is t r a t o r G u i d e
Notices and Certifications Approvals and certification For the UK, this product is serviced under a BS5750 Quality system accepted by the British Standards Institution. 60HZ, 115V The equipment is listed by the Underwriters Laboratories, UL1950, certified by Canadian Standards Association, CSA22.2, No. 1950. 50HZ, 220V-240V The equipment is certified by the British Standards Institution, IEC950 (EN60950).
Canada The equipment does not exceed the class A limits for radio noise emissions from a digital apparatus as documented in the radio interference regulations of the Canadian Department of Communications. Cet appareil numÈrique est conforme aux limites d'Èmission de bruits radioÈlectriques pour les appareils de classe A stipulÈes dans le RÈglement sur le brouillage radioÈlectriques du ministÈre des Communications du Canada.
Electrical Safety Always follow a code of safe habits as described in the following statements: 1. Use only the power cable supplied with this equipment. 2. Plug the power cable directly into a properly grounded electrical outlet. Do not use an extension cord. If you are not sure whether or not an outlet is properly grounded, consult a qualified electrician. 3. Do not use a ground adapter plug to connect this equipment to an electrical outlet that lacks a ground connection terminal.
Operational Safety Your Xerox equipment and supplies have been designed and tested to meet strict safety requirements. These include safety agency examination, approval, and compliance with established environmental standards. To ensure the continued safe operation of your Xerox equipment, follow these safety guidelines at all times: Do These • Always connect equipment to a correctly grounded power outlet. If in doubt, have the outlet checked by a qualified electrician.
• Never obstruct ventilation openings. They are provided to prevent overheating. • Never remove covers or guards that are fastened with screws. There are no operator serviceable areas within these covers. • Never locate the machine near a radiator or any other heat source. • Never push objects of any kind into the ventilation openings. • Never override or "cheat" any of the electrical or mechanical interlock devices. • Never operate the equipment if you notice unusual noises or odors.
Illegal Usage in USA Congress, by statute, has forbidden the copying of the following subjects under certain circumstances. Penalties of fines or imprisonment may be imposed on those guilty of making such copies. 1.
• Postage Stamps, canceled or not canceled NOTE: For philatelic purposes, Postage Stamps may be photographed, provided the reproduction is in black and white, and is less than 3/4 or more than 1-1/2 times the linear dimensions of the original. • Postal Money Orders • Bills, Checks, or Drafts for Money, drawn by or upon authorized officers of the United States • Stamps and other representatives of value, of whatever denomination, which have been or may be issued under any Act of Congress 2.
9. Selective Service Induction Papers, which bear any of the following information: • Registrantís earnings or income • Registrantís previous military service • Registrantís dependency status • Registrantís physical or mental condition • Registrantís court record NOTE: U.S. Army and Navy discharge certificates may be photographed. 10.
Illegal Usage in Canada Parliament, by statute, has forbidden the copying of the following subjects under certain circumstances. Penalties of fines or imprisonment may be imposed on those guilty of making such copies. 1. Current bank notes or current paper money. 2. Obligations or securities of a government or bank. 3. Exchequer bill paper or revenue paper. 4. The public seal of Canada or of a province, or the seal of a public body or authority in Canada, or of a court of law. 5.
Product Recycling and Disposal Xerox operates a worldwide equipment takeback and reuse/ recycle program. Contact your Xerox sales representative (1-800ASK-XEROX) to determine whether this Xerox product is part of the program. For more information about Xerox environmental programs, visit www.xerox.com/environment.html.
About this guide The Xerox FreeFlow Process Manager Operator and Administrator Guide provides information and procedures for using the Process Manager applications. About this chapter This chapter explains the information found in this guide and how the information is organized. It helps you get the most out of this guide by: NOTE: • Identifying the audience and the basic skills required to use this guide effectively.
Audience The Xerox FreeFlow Process Manager Operator and Administrator Guide is a comprehensive reference manual intended for administrators and operators. How to recognize important information The following sections provide the conventions and flag icons that are used in the Xerox FreeFlow Process Manager Operator and Administrator Guide.
Table 1-1. Description of conventions Convention Italics Description Titles of documents and manuals that provide additional information on the current topic are displayed in italics (for example, the Xerox FreeFlow Process Manager Operator and Administrator Guide).
Related information This section lists additional materials you may need, or find helpful, when using your FreeFlow Process Manager system. To order the Xerox documentation listed below, or for additional information on Xerox solutions, contact your Xerox Representative.
Windows Microsoft Web site Microsoft has a World Wide Web site that contains the latest Windows 2003 Server news and information about upgrades. The URL for this site is: http://www.microsoft.com/ Using the FreeFlow Process Manager Online Help This section provides a brief overview of the type of Help available online from the FreeFlow Process Manager software.
To get Help in a dialog box Select the question mark [?] in the title bar of the dialog box, and then click the item in the dialog box you need help with. NOTE: You can print or copy the information in a pop-up window by right-clicking inside the pop-up window, and then selecting [Print Topic] or [Copy]. NOTE: If the dialog box does not have the [?] button, press or search for the item in the Help system. NOTE: You can also get Help with an item by right-clicking on it, and selecting [What's This?].
Obtaining additional support For additional information about the following topics, refer to the Xerox Customer Software Release Document (CSRD) for FreeFlow Process Manager: • X-PRESS FAX • FreeFlow FAQ Xerox web site • Xerox Welcome Center FreeFlow Process Manager Operator and Administrator Guide xxv
xxvi FreeFlow Process Manager Operator and Administrator Guide
About FreeFlow Process Manager 1. About FreeFlow Process Manager This section provides information about Xerox FreeFlow Process Manager applications, hardware and software components, preparatory steps for workflow building and job management, user and group access, the log in process, adding and removing printers, creating Preps Job files, and backup and restore functions.
About FreeFlow Process Manager The Workflow Builder application Use Workflow Builder to: • Create workflows – Use graphical tools to assemble customized workflows from workflow process steps. – Configure the settings for workflow process steps. – Enable workflows to receive jobs. – Disable workflows to modify them or to prevent job submission. • Import and export workflows. • Take processes offline and change concurrency counts. • Create preflight profiles by launching Adobe Acrobat.
About FreeFlow Process Manager Table 1-1. Workflow process steps Step Description Optimize The Optimize process allows you to modify a PDF file to be PDF/ X compliant, specify how fonts should be embedded, define PDF Box settings, configure spot color settings, and manage color profiles. You can also remove trap layers and replace hairlines. Preflight Uses a preflight profile to validate and check formatting, verify the image, fonts, and verify references to OPI image server images.
About FreeFlow Process Manager Table 1-1. Workflow process steps Step Description Impose Allows you to do the following: • Use imposition to define the placement of page elements. • Place crop marks. • Select various job types—for example, signature booklets and N-up. • When the PREPS impostion node is selected, choose from a list of preconfigured PREPS imposition job files. • Select from various PDF Boxes.
About FreeFlow Process Manager Table 1-1. Workflow process steps Step Description JDF Export Creates a JDF ticket and exports a PDF and JDF ticket to a specified location in a Windows file system or document repository. You have the option to export the JDF with changes made by the external process nodes. The output file of a JDF export task can be re-imported and rerun by dropping it into a hot folder associated with an appropriate workflow.
About FreeFlow Process Manager The Workflow Submission Client application Use Workflow Submission Client to: 1-6 • Select files for submission from WIndows or from a document repository. • Save and load a file list. • Select an optional job ticket for submission with the files. • Submit the files to one of the automated workflows. • Modify the workflow process settings. • View the job ticket and resolve job ticket conflicts.
About FreeFlow Process Manager The Workflow Job Manager application Use Workflow Job Manager to: • View job details and status. • Review and edit jobs in Adobe Acrobat. • Edit process settings. • Print hardcopy proofs. • Identify faulted jobs. • Resubmit jobs. • Approve, fail, pause, or delete jobs. • Generate, view, and export reports. • Launch Workflow Submission Client, Workflow Builder, Printer Registration, and FreeFlow Administration Tool.
About FreeFlow Process Manager FreeFlow Process Manager hardware and software configurations For information pertaining to FreeFlow Process Manager hardware and software configurations, refer to the Xerox Customer Software Release Document (CSRD) for FreeFlow Process Manager.
About FreeFlow Process Manager Post-installation setup Table 1-2 provides a post-installation checklist you must complete after your FreeFlow Process Manager system has been installed. NOTE: This checklist assumes that a Xerox Representative has installed of all hardware and software necessary to run the FreeFlow Process Manager system. Table 1-2.
About FreeFlow Process Manager Table 1-2. Workflow and Job Management Preparatory Procedures Procedure Manage production printers for workflows Overview Production printers must be added to FreeFlow Process Manager before you attempt to drag a Print process into a workflow during the workflow building process. In FreeFlow 6.
About FreeFlow Process Manager Table 1-2. Workflow and Job Management Preparatory Procedures Procedure Create or modify preflight profiles. Overview The preflight step validates and checks formatting and verifies the image, fonts and references to OPI image server images. You may want to modify the preflight profiles that are provided with FreeFlow Process Manager.
About FreeFlow Process Manager Table 1-2. Workflow and Job Management Preparatory Procedures Procedure Set up hot folders Overview You may want to designate hot folders ahead of time. You can open a common browse folder dialog and select or create a folder in the system via the Hot Folders dialog in Workflow Builder. You can: Schedule all hot folders for the same times of day or schedule hot folders individually. Pause/resume all hot folders or individual hot folders.
About FreeFlow Process Manager Using the FreeFlow Administration Tool The FreeFlow Administration Tool provides the following options: • Repository icon: Displays the Repository Connections tab, where you can administer the connections between a Repository Management System (RMS) server to available Document Management System (DMS) repositories.
About FreeFlow Process Manager Legacy Document Library Document Library is no longer available with the FreeFlow 6.0 product offering. Supported document repositories in FreeFlow 6.0 include Xerox Docushare and SharePoint. NOTE: Any previous version of FreeFlow Makeready, FreeFlow Process Manager, and FreeFlow Web Services customers using Document Library, must migrate to a supported repository. For more information, contact your Xerox representative.
About FreeFlow Process Manager Logging in to the FreeFlow Process Manager applications You can open all FreeFlow Process Manager applications via the Start menu or the Control Center shortcut bar. • You can open Workflow Builder via Workflow Submission Client and Workflow Job Manager. • You can open Workflow Submission Client via Workflow Job Manager. Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application.
About FreeFlow Process Manager Authorization error message The Windows OS caches a user's group membership information. If you add yourself to an authorization group (e.g., Xerox FreeFlow Process Manager Administrators) and then try to launch an application, you will receive an error message indicating you do not have permission to launch FreeFlow Process Manager applications.To rectify this issue, log off and then log back on.
About FreeFlow Process Manager To log in to the FreeFlow Process Manager applications If you enter the incorrect username or password, you receive an incorrect username or password error message. You can then enter your correct username and password. 1. Select [Start: Programs: Xerox FreeFlow Software: FreeFlow Process Manager: ]. The Login dialog opens for the selected application. 2. In the User name text box, enter your user name. 3. In the Password text box, enter your password. 4.
About FreeFlow Process Manager Managing production printers In FreeFlow 5.0, Workflow Printer Administration was used to configure and manage production printers. In FreeFlow 6.0, a new common printer interface enables all FreeFlow applications to maintain a single database of configured printers and to have a common job setup GUI interface across FreeFlow applications.
About FreeFlow Process Manager To register and add a production printer 1. Select [Start: Programs: Xerox FreeFlow Software: Printer Registration], or in Workflow Job Manager, select [Launch: Printer Registration]. The Installed Products dialog displays. 2. Ensure the radio button for Process Manager is marked. 3. Select [OK]. 4. In the Printer Registration dialog, select the desired task: [Add...], [View/Edit...], or [Delete]. 5.
About FreeFlow Process Manager Setting up Preps To use PREPS, install PREPS in the following way: NOTE: FreeFlow Process Manager, Version 6.0, supports Kodak PREPS 5.2.2. NOTE: When the PREPS documentation uses the term Xerox DigiPath, it is referring to FreeFlow. • For Setup Type, select the Custom Install.
About FreeFlow Process Manager To configure the Preps default workflow 1. Start PREPS. 2. Select [Edit: Preferences...] to display the Preferences dialog. 3. Select the [General] tab. In the Default workflow box, select [PDF -> PDF]. 4. Select [OK] to close the Preferences dialog. 5. Select [Setup: Save Profile...] to display the Save Profile dialog. 6. In the Profile Name text box, ensure that “default” is entered, and select [OK] to save the profile. 7. If the message “Profile default already exists.
About FreeFlow Process Manager 12. Find and change the following entries: • Change -O:P to -O:D • Change -ADOBEPJTF:NO to -ADOBEPJTF:YES • Change -JDFOUTPUT:YES to -JDFOUTPUT:NO • Change -EXPORTPDF:NO to -EXPORTPDF:YES • Change SkipDeviceSizeWarning:NO to SkipDeviceSizeWarning:YES 13. Save and close the file. 14. For Preps 5.2.2, make the default.cfg readonly once you have made all changes: a. In Windows Explorer, select the default .cfg file. b. Right -click and select [Properties]. c.
About FreeFlow Process Manager 6. In the displayed list of templates, click [+] to expand the desired template, then select the appropriate signature. 7. Select [Add] to add the template and signature to the job file. The job file template displays in the Template/Signature/Page window. 8. Select [OK] to close the Signature Selection dialog.The job file template displays in the Signature List window. You must select a device type for each signature. 9.
About FreeFlow Process Manager To select a device type for PREPS versions prior to 5.2.2 You must select a device type for each signature in order to use old PREPS job files. 1. Start PREPS. 2. Select [Setup: Device Setup]. 3. Select [Press Sheet Size] in the “Installed Devices” section. 4. Select [OK] to close the Device Setup dialog. 5. Close the PREPS application. You can now use the old job files. For more information about device setup, refer to your PREPS documentation.
About FreeFlow Process Manager Using PREPS with Adobe Acrobat 8.0 When using Adobe Acrobat 8.0, after PREPS installation, you must change the PDF Conversion Acrobat directory. To use PREPS with Adobe Acrobat 8.0 1. Start PREPS. 2. Select [Edit: Preferences...] to display the Preferences dialog. 3. Select the [PDF] tab. 4. Select Adobe Acrobat and select the directory in which you installed Adobe Acrobat 8.0, for example C:\Program Files\Adobe\Acrobat 8.0\Acrobat.exe. 5.
About FreeFlow Process Manager 1-26 FreeFlow Process Manager Operator and Administrator Guide
Wo r k f l o w B u i l d e r 2. Workflow Builder Xerox FreeFlow Workflow Builder provides the ability to create workflows by dragging and dropping processes into a userdefined sequence. The optional ability to configure and add third party software workflow components to a workflow enhances the flexibility and capabilities of the Process Manager system. About Workflow Builder A workflow is a sequence of uniquely configured steps that define how a document is processed.
Wo r k f l o w B u i l d e r Logging in to Workflow Builder Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application. During install, Xerox FreeFlow Process Manager Administrators and Xerox FreeFlow Process Manager Operators groups are created. Your administrator then populates these groups with users. Permissions to launch applications are based on group membership.
Wo r k f l o w B u i l d e r Workflow Builder main window Two major areas comprise the Workflow Builder main window: the workflow list and the workspace.
Wo r k f l o w B u i l d e r Workflow list Workflow List Area Workspace Area 2-4 The workflow list, in the upper portion of the window, includes the following components: • Menu bar • Workflows toolbar • List of the current workflows • Three default application workflows: – Main Workflow – Simple Workflow – Reprint Workflow FreeFlow Process Manager Operator and Administrator Guide
Wo r k f l o w B u i l d e r Workflow list columns The workflow list contains the following columns: Table 2-1. Workflow list columns. Column Description Workflow Name Lists the names of the workflows. Id Lists the workflow Ids. Status Lists whether the workflow is Enabled, Disabled, Enabled-Busy, or Disabled-Busy. Date Modified Lists the time and date the workflow was last changed. Description Displays workflow comments entered by users.
Wo r k f l o w B u i l d e r Workspace The workspace, in the lower portion of the workflow window, includes the following components: • Name of the currently selected workflow • Workspace toolbar • Workflow Process Options— the workflow building blocks • Workspace—for workflow assembly, display, and modification When a user selects a workflow in the list, it is graphically displayed in the workspace.
Wo r k f l o w B u i l d e r To zoom in or zoom out • Select [View: Workflow Icons], and then select the desired option, or • Right-click in the graphical workflow area, select [Workflow Icons], and select the desired option. Expanding and restoring the viewing space The expand and restore capability provides more viewing space in selected areas. To expand and restore the view 1.
Wo r k f l o w B u i l d e r Finding a process node The Find feature simplifies the task of locating process node in a workflow. To find a node 1. In Workflow Builder, Workflow Job Manager or Workflow Submission Client, select a workflow or a job. 2. Select [Edit: Find...]. 3. In the Find what text box, enter the process name and select [Find Next]. 4. If the process is located, it becomes the selected process. 5. Select [Find Next] to locate the next instance of the process.
Wo r k f l o w B u i l d e r Workflow Builder menus The Workflow Builder menu bar provides commands for creating and modifying workflows. Commands can also be accessed by right-clicking on a workflow or workflow option to display the context menu. Menu items that are not available are grayed out.
Wo r k f l o w B u i l d e r The Edit menu The Workflow Builder Edit menu contains the following options: Table 2-3. Workflow Builder Edit menu Edit Menu Option Description Workflow Properties... Opens the workflow properties dialog, which allows you to edit the workflow name, add a description of the workflow, and enable submission to the workflow. Enable/Disable Enable: Allows a job to be submitted to the selected workflow. Enabled workflows are displayed in the Workflow Submission Client window.
Wo r k f l o w B u i l d e r The View menu The View menu contains the following options: Table 2-4. Workflow Builder View menu View Menu Option Description Show/Hide Process Tool Tips Show: Allows you to view process settings via tool tips in the graphical workflow display by positioning the mouse pointer over a workflow process. Hide: Disables the tool tips. Workflow Icons Small Icons: Displays small icons. Medium Icons: Displays mid-sized icons. Large Icons: Default; displays large icons.
Wo r k f l o w B u i l d e r Table 2-5. Workflow Builder Options menu Options Menu Option 2-12 Description SMTP Setup... Opens the SMTP Setup dialog, which allows you to set up the SMTP server for e-mail notification and to establish a maximum e-mail attachment size. Proxy Setup... Opens the Proxy Setup dialog, which is used to configure proxy settings. This enables the iWay Prime application to submit PDF jobs to Process Manager workflows. Preflight Setup...
Wo r k f l o w B u i l d e r The Insert menu and workflow process icons The Workflow Builder Insert menu allows you to insert processes into a displayed workflow. To insert a process, select a process in a workflow, and select [Insert: - ]. The new process is inserted to the right of the selected process. Workflow processes are also available as icons in the Workflow Process Options area. The icons can be dragged and dropped into the workspace to assemble a workflow.
Wo r k f l o w B u i l d e r Table 2-6. Workflow Builder Insert menu and workflow process icons Insert Menu Options Workflow Process Icon Description Optimize The Optimize process allows you to modify a PDF file to be PDF/X compliant, specify how fonts should be embedded, define PDF Box settings, configure spot color settings, and manage color profiles. You can also remove trap layers and replace hairlines.
Wo r k f l o w B u i l d e r Table 2-6. Workflow Builder Insert menu and workflow process icons Insert Menu Options Workflow Process Icon Description Flip Pages Allows you to flip each page in the PDF file horizontally or vertically to create a mirror image. Resize Allows you to select a specific size, or a size based on a percentage of the original image size. For TIFFs, JPGs, or BMPs, the image is resized; for PDFs, the page is resized.
Wo r k f l o w B u i l d e r Table 2-6. Workflow Builder Insert menu and workflow process icons Insert Menu Options Review Workflow Process Icon Description Can be used multiple times, at critical points in a workflow, to view, check and edit the PDF file using Adobe Acrobat. When stopped at the Review step, you can change process settings, resubmit the job to a previous step for additional processing, view a soft proof, or print a hardcopy proof.
Wo r k f l o w B u i l d e r Table 2-6. Workflow Builder Insert menu and workflow process icons Insert Menu Options External Process (only an option if one is set up) Workflow Process Icon Description External Processes enable the use of third party workflow components. The processes are added and configured in Workflow Job Manager.
Wo r k f l o w B u i l d e r Customizing a workflow process name The ability to change a process name is useful when multiple instances of a process exist in a workflow. The new name displays beneath the workflow icon and in the process settings window, along with the process name. Follow these guidelines: • Each process in a workflow must have a unique name. • The name cannot have more than 60 characters. • You cannot use the following characters: \, /, :, *, ?, “, <, >, or |.
Wo r k f l o w B u i l d e r The Help menu The Workflow Builder Help menu contains the following options: Table 2-7. The Workflow Builder Help menu Help Menu Option Description Help Topics... Displays the Help application to allow you to list the Help topics for Workflow Builder. About Workflow Builder... Displays program, copyright and version information for Workflow Builder.
Wo r k f l o w B u i l d e r Workflow Builder toolbars The Workflow Builder toolbars provide commands for creating and modifying workflows. See also: Workflows toolbar Workspace toolbar Workflows toolbar The Workflows toolbar contains the following options: Table 2-8. Workflows toolbar Toolbar Option Toolbar Icon Description New Adds a new workflow to the list. Provides a cursor for editing the workflow name. A Start icon is displayed in the workspace.
Wo r k f l o w B u i l d e r Workspace toolbar The Workspace toolbar allows you perform the following functions on a selected workflow process step. Table 2-9. Workspace Toolbar Toolbar Option Toolbar Icon Description Cut Deletes and stores the selected process and its properties for pasting into the same workflow. Copy Stores the selected process and its properties for pasting elsewhere in the same workflow. Paste Pastes a process that has been copied.
Wo r k f l o w B u i l d e r Building workflows You can create Workflows from scratch or by duplicating, and then modifying, an existing workflow. To build or modify a workflow, you perform the following basic steps: • Drag and drop process icons into the workspace. Processes move from left to right in the workflow. • Configure the process settings, as needed, to meet the requirements of the workflow. • Save and enable the workflow. NOTE: All workflows are disabled after an upgrade or migration.
Wo r k f l o w B u i l d e r If Join exists in a workflow, it must precede the following processes: • Preflight • Color Manage • Impose • Bates Numbering • Page Numbering • Watermarks • Rotate Pages • Flip Pages • Print • Barcodes • Pressmarks • Optimize Building a new workflow To build a new workflow, drag and drop process icons into the workspace, configure the process settings to meet the workflow requirements, and then save and enable the workflow. To build a new workflow 1.
Wo r k f l o w B u i l d e r Duplicating and modifying an existing workflow Instead of creating a workflow from scratch, determine if an existing workflow has the process steps and process settings that approximate your needs. Then copy the existing workflow, add or delete process steps, change the properties of a process step, or otherwise modify the workflow.
Wo r k f l o w B u i l d e r Enabling a workflow A workflow is disabled by default. It must be enabled before it can accept new jobs for processing. “Enabled Busy” is the status of an enabled workflow that is processing a job. The workflow is not available for editing. NOTE: In Workflow Builder, all options in the node dialogs are grayed and cannot be edited when a workflow is enabled. To enable a workflow 1. In Workflow Builder, select a disabled workflow from the list. 2.
Wo r k f l o w B u i l d e r Deleting a workflow NOTE: To delete a workflow, the workflow must first be disabled, and all jobs received for processing in the workflow must be completed. To delete a workflow 1. In Workflow Builder, select a workflow in the list. 2. In the Workflows toolbar, select [Delete]. A confirmation message displays. 3. Select [Yes] to delete the workflow.
Wo r k f l o w B u i l d e r Creating fail branches You may also add fail branches -- contingency workflow steps for fail conditions. For example, after a Preflight process, you might want to add a fail branch that contains the following: • A Notify process that contains Preflight results. • A Review process, to check or edit the document. The workflow defaults to having no fail branches open. You can open a branch by clicking on the “plus” icon and collapse the branch by clicking on the “minus” icon.
Wo r k f l o w B u i l d e r Exporting workflows The Process Manager export/import workflow function provides workflow portability and a method for backing up and restoring workflows. To import a workflow, you must first generate an .xml workflow file by selecting a workflow and exporting it to the desired folder location. The .xml file can then be imported into Workflow Builder on the same Process Manager server or imported into Workflow Builder on a second Process Manage server.
Wo r k f l o w B u i l d e r 6. In the Export Workflow dialog, select [OK]. A new Export Workflow dialog displays. The blue process bar cycles until the export process is complete. 7. Select a workflow and review the status of each workflow node. • The Workflows Exported table lists the workflow(s) in the selected workflow file. • The Export Action Summary displays the required actions, if any, for nodes of the workflow selected in the upper table.
Wo r k f l o w B u i l d e r Importing workflows The Process Manager export/import workflow function provides workflow portability and a method for backing up and restoring workflows. To import a workflow, you must first generate an .xml workflow file by selecting a workflow and exporting it to the desired folder location. The .xml file can then be imported into Workflow Builder on the same Process Manager server or imported into Workflow Builder on a second Process Manager server.
Wo r k f l o w B u i l d e r 2. In the Open dialog, browse to the desired workflow file and select from the following: • If the .xml file contains one workflow, in the Open dialog, select the workflow and select [Open]. • If the .xml file contains more than one workflow, it opens an initial Import Workflow dialog, which allows you to selectively import the workflows in the .xml file. Select from the following: – Select [Select all workflows] to import all the workflows in the .xml file.
Wo r k f l o w B u i l d e r Import and Export Status Descriptions The following table describes the import and export status icons and provides a general descripion of actions required. Table 2-10. Icon Indicates Action Required Successful workflow or node import. A check mark in all nodes results in a checkmark for the entire workflow in the upper table. None Successful workflow or node import but attention is required. Locate node(s) with this symbol; perform required action.
Wo r k f l o w B u i l d e r Configuring process settings Workflow process settings are configured after a step is inserted into a workflow. Changes to the settings apply only to that instance of the step. All process settings, except the following, can be configured: • Join • Review • Input NOTE: In Workflow Job Manager only, you can open the Input dialog and view a list of submitted files. To modify the process settings Refer to a specific process for a detailed description of the settings.
Wo r k f l o w B u i l d e r About Input When you create and name a new workflow and select an Input node automatically displays at the beginning of the workflow. In Workflow Builder, the Input node does not have a settings dialog. In Workflow Job Manager, you can open the Input settings dialog and view a list of the original input files, the file path, file size and date modified. Input files can also be viewed via the tool tip.
Wo r k f l o w B u i l d e r Configuring Automatic Image Enhancement (AIE) settings Automatic Image Enhancement allows the application of a range of image processing operations that optimize the sharpness, color balance, saturation, exposure, noise reduction and contrast of TIFF, JPEG, and BMP images, whether standalone, or embedded in a PDF. AIE also supports redeye removal for humans and shadow detail enhancement. The AIE feature works for only color and grayscale images.
Wo r k f l o w B u i l d e r • • • • • Exposure to apply the selected exposure enhancements to incoming jobs. Choose from: – Off: To disable the option. – Darker: For a darker image – Normal: Default; for a normally enhanced image. – Lighter: For a light image. Color Balance to apply normal color balance enhancements to incoming jobs. Choose from: – Off: To disable the option. – On: Default; to enable the option.
Wo r k f l o w B u i l d e r AIE and DocuSP If you include the AIE process in a FreeFlow Process Manager workflow and submit the job to a DocuSP 5.1 or a Xerox FreeFlow Print Server 6.0, ensure that you submit it to a queue for which AIE is not enabled. If you have the option of performing the AIE processing in either FreeFlow Process Manager or in the current DocuSP 5.1 or Xerox FreeFlow Print Server 6.
Wo r k f l o w B u i l d e r Configuring Convert settings General tab: Process Manager automates the processing of PDF documents. The Convert process step enables Microsoft Word Microsoft Excel, Microsoft PowerPoint, Microsoft Publisher, Adobe InDesign, Adobe Illustrator, Adobe Photoshop, JPG, JPEG, BMP, TIFF, TIFF-IT, TIF, PS, VPC, QXD, QXP, RDO, and EPS document types to be converted to a PDF document for submission to Process Manager workflows.
Wo r k f l o w B u i l d e r Manual Conversion tab: Adobe Creative Suite and QuarkXPress files must be manually converted to PDFs before they can be processed in a workflow. To do this: • Set up a working directory via the Convert Settings dialog. Files are held in the directory until they are manually converted. • Set up an email notification address via the Convert Settings dialog.
Wo r k f l o w B u i l d e r To configure Convert settings 1. (Optional) To ensure that Process Manager displays the desired Adobe Acrobat Distiller default job option, select [Start: Programs: Acrobat Distiller] and choose a profile from the Default Settings drop box. 2. To access the Convert Settings dialog in Workflow Builder, double-click the Convert step in a workflow. 3. Select [Flatten submitted PDF files for printing] to reprocess PDF files with known printing problems.
Wo r k f l o w B u i l d e r To set up a working directory 1. To access the Convert Settings dialog in Workflow Builder, double-click the Convert step in a workflow. 2. Select the Manual Conversion tab. 3. Select either [Enable manual QuarkXPress file (*.QXP, *.QXD) conversion.] or [Enable manual Adobe Creative Suite file (*.INDD, *.AI, *PSD) conversion.] to save files to the working directory for manual conversion to PDF.
Wo r k f l o w B u i l d e r Unlimited User Conversion option An Unlimited User Conversion option is available for Process Manager. If you are upgrading from previous versions of Process Manager, you will remain as no “Unlimited User Conversion” installed unless you purchase this option. The Unlimited User Conversion option allows: • Unlimited high resolution generation and authoring. • The conversion of all supported document types to PDF when a hot folder is shared or is on a mapped drive.
Wo r k f l o w B u i l d e r – If the workflow used in this case contains Save or JDF Export nodes, the password protection will be reapplied to output PDF files. – If the “Unlimited User Conversion” option is installed and those password protected PDF files were selected as input, password protection will be permanently removed from the PDF files. Review, Notification, Save, and JDF Export will all behave normally, as before. Working with PDF Files • Adobe does not support PDF files larger than 2.
Wo r k f l o w B u i l d e r About Join Join combines -- or concatenates -- multiple PDF files into a single PDF file. All the PDF files must exist before you attempt to use the Join process. When submitting multiple files to a workflow: • To create a single joined job, Join must be in the workflow. • To create multiple separate jobs that are processed individually, Join should not be in the workflow. Join does not have a settings dialog.
Wo r k f l o w B u i l d e r Configuring Optimize settings The Optimize process allows you to modify a PDF file to be PDF/X compliant, specify how fonts should be embedded, define PDF Box settings, configure spot color settings, manage color profiles, and configure image quality settings for hairline correction and the removal of color trapping layers. You can have multiple instances of the Optimize node in a workflow. However, there is no conflict checking for multiple instances.
Wo r k f l o w B u i l d e r To configure the General Optimize settings The General tab allows you to select a Settings File, define compliance criteria, designate font embedding options, and optimize for fast web viewing. 1. Double-click the Optimize step in a workflow. 2. In the “Settings File” area, select from the following to load a settings file: • pdfx-1a2001.xml (pre-installed settings file) • pdfx-1a2003.
Wo r k f l o w B u i l d e r 7. In the “Fonts” area, select from the following: • [Embed Fonts] Selected by default and grayed out when compliance is selected. • [Embed as subset] to minimize the document file size. • Select [Embed all fonts] to enable future text editing. If a font has been previously subset embedded, it will be fully embeddded. This option increases the file size. NOTE: The font family must be loaded on the PC. Only fonts with the appropriate permission bits will be embedded. 8.
Wo r k f l o w B u i l d e r To configure the PDF Boxes settings The PDF Boxes tab allows you to define PDF Box settings. For a description of the PDF boxes, see PDF Box Descriptions. The availability of dialog options varies, depending on whether the [Create a document that complies with PDF/X standards] option is selected in the General tab. 1. Double-click the Optimize step in a workflow and select the PDF Boxes tab. 2. Mark the check box for [Set crop box to media box].
Wo r k f l o w B u i l d e r 5. Select [Show job submitter the settings file name only. Settings details will be hidden] to display only the Settiings File drop box to job submitters. All other dialog features are hidden. 6. Select [Always use these settings] to prevent users from modifying the settings. The settings will appear in the Workflow Submission Client controls but will be grayed out and unchangeable. 7. Select [OK] to accept the changes or select another tab and continue configuring.
Wo r k f l o w B u i l d e r 2.
Wo r k f l o w B u i l d e r 4. In the Source Color Space area, the following information applies to the CMYK, RGB, and Gray drop box options: • Treat untagged [CMYK, RGB, or Gray] as: Assigns the selected ICC profile to all non-profiled [CMYK, RGB, or Gray] objects. • Treat managed [CMYK, RGB, or Gray] as: Available when “Manage Color Profiles” is selected in the “Change all colors in document” area. Assigns the selected ICC profile to all profiled [CMYK, RGB, or Gray] objects.
Wo r k f l o w B u i l d e r 6. In the Transparency/Overprint area, select [Rasterize transparent/overprint objects] to enable the feature. 7. Specify the desired Resolution at which to rasterize the objects: [150], [300],or [600] dpi. 8. In the When a transparency error occurs area, select from the following options: – [Ignore] to disregard errors and move the job to the next workflow process.
Wo r k f l o w B u i l d e r To configure the Spot Colors settings Spot colors usually designate a fifth housing color, an offset printing device that contains a special ink. The Spot Color tab allows you to keep spot colors, convert to common CMYK standard colors, or to convert to an alternative color space. It provides a normalization process with the ability to allow you to specify how to treat PANTONE® Color values with C, CV, U, CVC, and CVU suffixes. 1.
Wo r k f l o w B u i l d e r 7. Select [Show job submitter the settings file name only. Settings details will be hidden] to display only the Settiings File drop box to job submitters. All other dialog features are hidden. 8. Select [Always use these settings] to prevent users from modifying the settings. The settings appear in the Workflow Submission Client controls but are grayed out and unchangeable. 9. Select [OK] to accept the changes or select another tab and continue configuring.
Wo r k f l o w B u i l d e r To configure Image Quality settings The Hairline Correction feature thickens stroke lines within a document that may be too thin for printing purposes. The Remove color trapping layers option allows you to eliminate color trap layers from the PDF. Color trap layers are originally intended to provide fill between two objects that abut in a document but end up printing with white space along the abutting borders.
Wo r k f l o w B u i l d e r Description of PDF/X-1a Standards Table 2-11. Description of PDF/X-1a Standards File Type PDF/X-1a 2003 PDF/X-1a 2001 Description ISO standard for graphic content exchange. Files can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later. The standard requires that: • All fonts are embedded. • The appropriate bounding boxes are specified: Media Box, Trim Box, or Art Box. • Color appears as CMYK, spot colors, or both (RGB and LAB spaces are not allowed).
Wo r k f l o w B u i l d e r Table 2-12. PDF Box Descriptions PDF Box Bleed box Description Represents an extended area around the trim box at which contains content that will be trimmed during finishing. A document that requires a bleed also requires a bleed box. The bleed box must be smaller than the media box, and can be the same or larger than the trim box. Trim box Represents the final finished size of the document after printing and finishing.
Wo r k f l o w B u i l d e r Managing Color profiles Color Manage allows you to: • Add CMYK profiles to untagged CMYK content. • Replace CMYK profiles for tagged content. • Add RGB profiles to untagged RGB content. • Replace RGB profiles for tagged RGB content. • Add gray profiles to untagged gray content. • Replace gray profiles for tagged gray content. • Allows you to not change a profile for a specific color space.
Wo r k f l o w B u i l d e r Ensuring Color Manage workflow consistency between the server and a remote client Workflows with color management enabled in the Optimize node can become inconsistent between a Process Manager server and remote client when profiles are uninstalled on the server. Use the following procedure to ensure workflow consistency. To ensure Color Manage workflow consistency 1. Disable the Workflow. 2. Open the Optimize node. 3. Enable the workflow to reset the profile database.
Wo r k f l o w B u i l d e r Configuring Preflight settings At minimum, preflight can validate the file and check formatting, verify the image format (resolution, color space, and color profile), fonts, and verify references to OPI image server images. The preflight validation depends on the profile you select. The administrator defines preflight profiles using Adobe Acrobat Professional’s profile repository and Xerox custom profiles.
Wo r k f l o w B u i l d e r To generate the preflight profile repository on a clean install Preflight profiles do not exist on a clean install. After a clean install, do the following to generate the profile repository: 1. Select [Start: Programs: Adobe Acrobat Professional]. 2. In the Advanced menu, select [Preflight Setup]. This generates the profile repository from which you can select profiles in the Preflight Settings dialog. 3. Close Adobe Acrobat Professional. To configure Preflight settings 1.
Wo r k f l o w B u i l d e r Using preflight as a filter To help alleviate prepress bottlenecks, you can set up preflight nodes at various points in a workflow to automatically check for specific conditions, for example: • Color or black and white • Specific page size • Portrait or landscape orientation Depending on whether the files pass or fail the check, they are automatically directed to the appropriate workflow node or branch. Table 2-13. Examples: Using preflight as a filter To check for...
Wo r k f l o w B u i l d e r Upgrading legacy workflows that contain Job Level Edit nodes In previous versions of FreeFlow Process Manager (2.0 through 4.0), all job level edit functions (for example, watermarks, page numbering, page rotation) were available via a single Job Level Edit dialog. In version 6.0, you must add an individual process step to the workflow for each function.
Wo r k f l o w B u i l d e r Adding watermarks Up to 1000 user-configured text and image watermarks can be set up and applied to each page of an input PDF file. The List box shows watermarks that have been configured. The attributes for a selected watermark are displayed in the Description area. Image and text icons to the left of each watermark indicate the watermark type.
Wo r k f l o w B u i l d e r Setting up or modifying a text watermark Text watermarks can consist of multiple lines with hard line breaks. They can be created in a variety of font types, sizes and colors; can be transparent or opaque, rotated, or variably positioned from the document edge; and can appear either underneath or on top of the page content. To set up or modify a text watermark 1. Double-click the Watermarks step in a workflow. 2.
Wo r k f l o w B u i l d e r 8. Select or type the horizontal position from the PDF document box: From left, Center, or From right. 9. Select or type the vertical position from the PDF document box: From top, Center, or From bottom. 10. Select the position relative to Crop Box, Media Box, Bleed Box, Trim Box or Art Box. 11. Select the desired degree of rotation, from 0-359 degrees. The icon changes to reflect the selected rotation. 12. Select a transparency from 0-100.
Wo r k f l o w B u i l d e r 17. If desired, select [Move Up] or [Move Down] to move the selected watermark up or down in the list, and to define the order in which each watermark is layered on the page. 18. Select from the following: • [Place all watermarks behind page content] to place the watermark underneath the page contents. • [Place all watermarks in front of page content] to place the watermark on top of the page contents. NOTE: The setting applies to all image and text watermarks.
Wo r k f l o w B u i l d e r Setting up or modifying an image watermark Image watermarks can be transparent or opaque, scaled, rotated, variably positioned from the document edge and can appear either underneath or on top of the page content. Colorization is not supported. To set up or modify an image watermark 1. Double-click the Watermarks step in a workflow. 2. Select one of the following: • Select [New], and then select [Image Watermark] to set up a new image watermark.
Wo r k f l o w B u i l d e r 10. In the “Apply to pages” area, specify the pages upon which the watermark will appear. • If Page range is selected, enter a text string using commas and hyphens. For example, select “1-3, 7, 12-14, 17” to print bar codes on pages 1 through 3, on page 7, on pages 12 through 14, and on page 17. NOTE: Various order jacket file variables are supported by FreeFlow Process Manager MAX, Manifest Automation from Xerox. You can enter variable data syntax in the page range text box.
Wo r k f l o w B u i l d e r Duplicating or deleting a watermark You can duplicate or remove a selected watermark. To duplicate or delete a watermark 1. Double-click the Watermarks step in a workflow. 2. To duplicate a watertmark: • Select a watermark from the list. • Select [New]. • Select [Duplicate] from the drop box. 3. To delete a watermark: • Select a watermark from the list. • Select [Delete] to remove the watermark. 4. Select [OK] to accept the changes and close the window.
Wo r k f l o w B u i l d e r Adding Bates numbers Bates numbering can be added to each page of an input PDF file. Bates numbering consists of a page number with optional leading zeros and an optional fixed text prefix. An optional line of fixed text can appear either above or below the bates number. To add Bates numbers 1. Double-click the [Bates Numbering] step in a workflow. 2. In the Start with area, enter the starting number for the bates numbers. 3.
Wo r k f l o w B u i l d e r Submission Client controls, but will be grayed out and unchangeable. 17. Select [OK] to accept the changes and close the window. Adding page numbers Page numbers can be added to each page of a PDF file. Page numbers are available in a selection of styles, including 1, 2, 3; I, II, III; or i, ii, iii. Options include adding a prefix and/or suffix, and selecting font, color, and position. To add page numbers 1. Double-click the [Page Numbering] step in a workflow. 2.
Wo r k f l o w B u i l d e r 12. Select the position relative to [Crop Box], [Media Box], [Bleed Box], [Trim Box] or [Art Box]. 13. To preview the page number placement in the document, select [Preview>>]. For more information about the Preview option, see Previewing job level edits. 14. Select [Always use these settings] to prevent users from modifying the settings. The settings will appear in the Submission Client controls, but will be grayed out and unchangeable. 15.
Wo r k f l o w B u i l d e r Adding a Barcode The Barcode node allows you to add a variety of barcodes to your workflows. You can specify the barcode type, font, placement, alignment, rotation, frequency, and size. You can specify additional features for some bar code types. For example: • Two-digit or 5-digit supplements.The supplement is a second barcode, separate from the primary barcode and positioned to its right. • A checksum, for barcode verification, which may be either optional or mandatory.
Wo r k f l o w B u i l d e r 4. In the Size area, specify the following: • Font Size: Select or type the desired “font size.” This is an approximation of the width of the narrowest bar in the bar code in “mils” (one thousandths of an inch). The Bar Codes node does not require you to have bar code fonts installed on the FreeFlow system. • Height: Select or type the desired barcode height. NOTE: The size of the human-readable text is not included in the requested bar code height.
Wo r k f l o w B u i l d e r 9. In the “Apply to pages” area, specify the pages upon which the barcode will appear. • If Page range is selected, enter a text string using commas and hyphens. For example, select “1-3, 7, 12-14, 17” to print bar codes on pages 1 through 3, on page 7, on pages 12 through 14, and on page 17. NOTE: Various order jacket file variables are supported by FreeFlow Process Manager MAX, Manifest Automation from Xerox.. You can enter variable data syntax in the page range text box.
Wo r k f l o w B u i l d e r To configure the barcode readable text The Readable Text tab allows you to specify that the data encoded in the bar code prints in a human-readable format. The default is disabled. NOTE: The size of the human-readable text is not included in the requested bar code height. If you specify height = 1 inch, the total size of the graphic is one inch plus the height of the readable text extending above or below the bar code.
Wo r k f l o w B u i l d e r 7. Specify the Vertical Placement as either: Place text below bars or Place text above bars. 8. Specify a Horizontal Alignment, either [Left], [Center], or [Right]. 9. Select or type the text Vertical offset. 10. Select or type a Horizontal offset. 11. From the font drop boxes, specify the font, font style and font size. 12. Select [Always use these settings] to prevent users from modifying the settings.
Wo r k f l o w B u i l d e r To configure barcode data You can specify the data to be encoded as a bar code. NOTE: Guidelines for valid characters and total numbers of characters are displayed in the center of the dialog. NOTE: You can enter data using characters outside of the valid character set for a bar code type if those characters are bracketed by the start/stop sequences used by variables in FreeFlow Process Manager MAX, Manifest Automation by Xerox.
Wo r k f l o w B u i l d e r box. 6. Select [Add]. Your selections display in the lower area of the dialog. 7. If adding, select [Done]; if modifying, select [OK]. See also: To manage barcode data To manage barcode data 1. To open the Add Barcode dialog, double-click the [Barcode] process in a workflow. 2. In the Data tab dialog, review your selections in the window. As necessary, select from the following: • To add text or data, select [Add]. Data is concatenated to form one string of data.
Wo r k f l o w B u i l d e r 5. Select [Always use these settings] to prevent users from modifying the settings. The settings will appear in the Submission Client controls, but will be grayed out and unchangeable. 6. Select [OK] to accept the changes or select another tab to continue configuring.
Wo r k f l o w B u i l d e r Previewing job level edits The Preview option allows you to dynamically view content added to a PDF document before you commit to the selected settings. You can preview the following workflow processes: • Bates Stamping • Page Numbering • Watermarks • Barcodes • Pressmarks • Imposition NOTE: The Preview feature does not support Crop, Resize, Flip, and Rotate. You can preview content on one or more blank pages or on a sample PDF document.
Wo r k f l o w B u i l d e r 4. Select [Yes] to browse for a sample PDF. 5. In the Browse for sample PDF dialog, browse select a file. 6. Select [Open] to choose the file and close the dialog. • The path and file name display in the text box. • The file displays in the Preview window. • Preview page count displays the number of pages in the sample PDF document. 4. If there are multiple pages to preview, use the Page Forward and Page Back arrows to navigate.
Wo r k f l o w B u i l d e r Rotating pages Each page in the PDF file can be rotated by 90 degrees clockwise or counterclockwise, or by 180 degrees. To rotate pages 1. Double-click the Rotate Pages step in a workflow. 2. Select from None, Right 90, Left 90, or 180 degrees to turn a page from its current position. 3. Select [Always use these settings] to prevent users from modifying the settings. The settings will appear in the Submission Client controls, but will be grayed out and unchangeable. 4.
Wo r k f l o w B u i l d e r Resizing The Resize feature allows you to automatically resize images at the document and page level. You can select a specific size, or a size based on a percentage of the original image size. Jobs containing PDF, JPEG, TIFF, and BMP files, including mixed files, are supported. • Settings are applied to all files in the job and all pages in the file. • For TIFFs, JPGs, or BMPs, the image is resized; for PDFs, the page is resized.
Wo r k f l o w B u i l d e r Configuring Imposition settings The Imposition process allows you to define the placement of page elements to increase production press efficiency and to create specific applications—for example, booklets.
Wo r k f l o w B u i l d e r To configure Imposition settings - General tab The General tab allows you to select a job type and establish settings—for example, orientation, stock, margins, and various signature options. 1. Double-click the Imposition step in a workflow. • If Preps is detected on the computer, the initial Imposition Settings dialog displays. Select [Specify imposition settings], and then select [OK] to close the window and display the Imposition Settings dialog.
Wo r k f l o w B u i l d e r 8. In the Sides imaged area, select from the following: • [1 sided] to print on one side of a page. • [2 sided] to print on both sides of a page. • [Head to Toe] to print the reverse side of a page so the finished document has a calendar format. 9. In the Paper Stock area, select a stock type from the drop box. 10. Select [Automatic] from the drop box to enable the automatic selection of stock or creation of custom stock based on the cells of a specific job.
Wo r k f l o w B u i l d e r 12. In the Margins area, select or type the margin for each option: [Top], [Left], [Bottom], and [Right]; or select [Uniform] to change all settings to the Top setting. 13. In the Page Position and Autofit area, select from the following: • In the Positon Relative to area, designate a PDF box, either [PDF Crop Box], [PDF Trim Box], [PDF Bleed Box], and [PDF Art Box], upon which the size of the cells that are being imposed is based. 14.
Wo r k f l o w B u i l d e r 15. To enable cell clustering, mark the check box for [Cluster imposed cells]. For more information about clustering, see Guidelines for Cell Clustering. 16. Select from the following to specify the space or “gutter” between the clustered cells: • [Gutter width] To specify a single horizontal gutter value. • [Gutter height] To specify a single vertical gutter value. Gutters are applied between the cells and do not affect border gutters.
Wo r k f l o w B u i l d e r To configure Imposition settings - Crop Marks tab The Crop Marks tab includes options that allow you to print guide or “cut” marks that define the edges of multiple pages of a job printed on larger paper stock. You can: • Define the size and color of the crop marks. • Define the sheet faces to which to apply the crop marks for simplex and duplex jobs. 1. Double-click the Imposition step in a workflow. 2.
Wo r k f l o w B u i l d e r • [PDF Bleed Box] to define the amount of extra area to image outside of the final page size defined by the PDF Trim Box. • [PDF Art Box] to define the area of the page where PDF content is placed. For more information about PDF boxes, see PDF Page Box Considerations and PDF Page Box Limitations. NOTE: Bleed, Trim, and Art boxes must be smaller than or equal to the defined PDF Crop Box. 5.
Wo r k f l o w B u i l d e r 6. Select from the following Sheet Face options: • [Mark both sides] to place crop marks on the front and back of sheets. This is the default selection when a duplex job is defined. • [Mark front side only] to place crop marks on the front side of sheets. This is the default selection when a simplex job is defined. • [Mark back side only] to place crop marks on the back of sheets. 7.
Wo r k f l o w B u i l d e r Guidelines for Cell Clustering A cell is the area on a sheet occupied by a multipage imposition scheme. Cell Clustering provides the option of pulling together cells on a sheet in a way that results in cell sizes that contain the imposed page images with no waste space between cells. The Cell Cluster is positioned and aligned as a single entity. 2-94 • Cell Clustering is not available for Standard and Signature job types.
Wo r k f l o w B u i l d e r PDF Page Box Considerations • The PDF Boxes allow you to perform an “automated crop” by using a box defined within the PDF, rather than tailoring a workflow specific to an input document type. You can use the PDF boxes to meet specific job requirements—for example, the PDF Art Box can represent document fold lines. • The PDF Media box option is not supported in imposition, but you can create an equivalent during imposition via the Paper Stock setting.
Wo r k f l o w B u i l d e r About Job types The following job types are available via the Imposition Settings dialog: • Standard: The pages are printed in a sequential order with one page on one side of a sheet of defined paper stock. There is one Standard job type, for which you can specify the image orientation and sides imaged. • Signature: Two separate pages are printed side-by-side on one side of a sheet of paper. All Signature documents are 2sided.
Wo r k f l o w B u i l d e r • 3 Up: Each page is imaged three times on one side of a sheet of paper. • 3 Up Flip Left: Each page is imaged three times on one side of a sheet of paper with the left of the three imaged pages flipped 180 degrees to appear upside down. • 3 Up Flip Right: Each page is imaged three times on one side of a sheet of paper with the right of the three imaged pages flipped 180 degrees to appear upside down.
Wo r k f l o w B u i l d e r Maximum N-Up considerations • Maximum N-up might benefit workflows where resource utilization is of a higher-priority than layout scheme. • The N-up cell count is based on the size of the configured imposition reference box (PDF box) on the first page of the document only. If the selected reference box is not of consistent size throughout the input document, unusual clipping or seemingly asymmetric output will result.
Wo r k f l o w B u i l d e r Stock dimensions based on reference box The stock dimensions are based on the resulting cell layout of the job type and the size of the configured imposition reference box (PDF box) on the first page of the input document only. If the reference box is consistent size throughout the input document, unusual clipping or unexpected border-gutter space may result.
Wo r k f l o w B u i l d e r Configuring Preps settings If Preps is installed on the computer, the initial Imposition Settings dialog allows you to choose one of the following: • Specify imposition settings: Displays the Imposition Settings dialog, in which you can establish the desired imposition settings. • Use Preps job file: Displays the Preps Imposition Settings dialog, in which you can select Preps job files.
Wo r k f l o w B u i l d e r Limitations for Imposition and PREPS • If more than one Impose node exists in a workflow – for example, workflows with Conditional branches and\or fail branches with Impose nodes in more than one branch – the propagation code selects the impose node on the top branch (or the main branch in case of fail branches) as the "first" impose node and propagates it with information from the ticket.
Wo r k f l o w B u i l d e r Cropping The Crop feature allows you to automatically crop PDF, JPEG, TIFF, and BMP files. A job can include all supported file types. Equal cropping is applied to all files in the job. To crop 1. To access the Crop dialog, double-click the [Crop] step in a workflow. 2. In the Edge offset section, enter a number or click the up and down arrows to define crop position from the Left, Right, Top, or Bottom edge of the page. 3.
Wo r k f l o w B u i l d e r Configuring Pressmarks settings The Pressmarks node allows you to add a fixed pressmark to a workflow. You can specify the pressmark placement, rotation, frequency, transparency, and then preview the specifications. To set up or modify a pressmark 1. Double-click a Pressmarks process in a workflow to open the Add Pressmarks dialog. 2. To preview the pressmark placement in the document, select [Preview>>].
Wo r k f l o w B u i l d e r 9. Select the desired degree of rotation, from 0-359 degrees. The icon changes to reflect the selected rotation. 10. Select a transparency from 0-100. The greater the transparency level, the less opaque the pressmark. 11. In the “Apply to pages” area, select a pressmark frequency from the drop box. • If a range is selected, enter a text string using commas and hyphens.
Wo r k f l o w B u i l d e r Duplicating or deleting a pressmark You can duplicate or remove a selected pressmark from the list. To duplicate or delete a pressmark 1. Double-click the Pressmark step in a workflow. 2. In the Pressmark list, select a pressmark. 3. Select from the following: • Select [Delete] to remove the pressmark. • Select [New], and then select [Duplicate] to copy the pressmark. 4. Select [OK] to accept the changes and close the window.
Wo r k f l o w B u i l d e r About Review The Review process allows you to view the PDF file in its current state and approve or fail the document. When a workflow is stopped at a Review step, in Workflow Job Manager you can also perform the following functions, depending on the makeup of the workflow: • View and edit the file using Adobe Acrobat Professional. • View a soft proof using Adobe Acrobat Professional. • Print a hardcopy proof. • Modify the copy count.
Wo r k f l o w B u i l d e r Configuring Notify settings The Notify process provides job status notification via e-mail. Examples of uses include: • Job start notification: Notifies the operator that the job is beginning. • Preflight fail notification: Notifies the operator when preflight fails, which allows immediate intervention. • Job finish notification: Notifies the operator that the job is completed.
Wo r k f l o w B u i l d e r To configure Notification settings 1. To access the Notification Settings dialog, double-click the Notification step in a workflow. NOTE: In the FreeFlow Administration Tool, the administrator can modify the user’s contact information and email address. When the user logs in to Process Manager, the To and From fields in the Notification Settings dialog are automatically set to that email address. 2.
Wo r k f l o w B u i l d e r 6. Select [Enable Custom Subject Line] to enter a text string of your choice in the text box, or to select which of the following options to include in the subject line: – Append Job ID – Append Job Name – Append Job Status 7. Select which of the following options to include in the body of the mail note: – Job ID – Job Name – Job Status – Job Submit Date – Preflight Results – Job Files – Low Res version 8.
Wo r k f l o w B u i l d e r Setting up a watermark in an email attachment Users with the Unlimited User Conversion License have the option to add a fully customizable security watermark to email attachments. If properly licensed, the user can disable the addition of a security watermark by unmarking the [Specify the text to be applied as watermark on PDF email attachments] check box. For users without the Unlimited User Conversion License, the attachment watermark defaults to "PROOF.
Wo r k f l o w B u i l d e r Configuring Print settings The Print settings dialog allows you to print PDF, VPC, or RDO (for reprint) files to a specified production print queue using a specified job ticket. A job ticket stores all your document information for printing to a production printer. Using the Print settings dialog, you can: • Open a job ticket from a Windows file or document repository. NOTE: Job tickets can be applied only to workflows that contain the Print task.
Wo r k f l o w B u i l d e r To configure Print settings 1. To access the Print Settings dialog, double-click the Print step in a workflow. 2. In the “Select printers that submitters can choose from” text box, select the desired printers. The printers will populate the “Select the default printer” drop box. NOTE: Printers are added to the list in the “Select printers that submitters can choose from” text box via the Printer Registration application. 3.
Wo r k f l o w B u i l d e r Inserting separator pages Separator pages are available on printers that support special page programming. This feature is available only in Process Manager, for PDF files. NOTE 1: For the “Insert after each set” option, there is a limit of 1000 separator pages per job. NOTE 2: Separator pages cannot be programmed with page ranges, finishing, special pages, blank page inserts, or chapter starts, in the same job. Table 2-14.
Wo r k f l o w B u i l d e r 4. Select a paper stock for the separator page by stock number from the drop box. NOTE: Options might vary, based on the printer. 5. In the Job setup tab, select the appropriate orientation to ensure that the separator page orientation matches the job orientation. NOTE: The Orientation option is enabled when the separator page feature is selected. 6. Select [OK]. Limitations for separator pages • Separator pages are available for PDF file printing only.
Wo r k f l o w B u i l d e r Configuring Save settings The Save process allows you to copy all supported file types to a specified location within a document repository or Windows File system. Dialog options include: Save job ticket information: Allows you to save the job ticket (XPIF) with the PDF file for reprinting purposes. See also: To configure Save settings Saving a job ticket with the PDF file for reprinting Limitations for Save Fault handling for Save To configure Save settings 1.
Wo r k f l o w B u i l d e r 2. Select one of the following: NOTE 1: You might be prompted for a login and password if you attempt to access a mapped location. NOTE 2: Prior to perfoming operations that require repository access, you must set up and save your repository credentials in FreeFlow Process Manager. If you select [Browse Repository] and no credentials have been established, you will be prompted to enter credentials. For more information, see Setting up repository credentials. • [Browse Windows.
Wo r k f l o w B u i l d e r Saving a job ticket with the PDF file for reprinting NOTE: To save the job ticket, a Print process must be included in the workflow prior to the Save process. The [Save the job ticket] option in the Save Settings dialog allows you to save the job ticket (.xpf) information with the PDF file for reprinting purposes. An .xpf job ticket is automatically saved in the same folder as the PDF. The last settings that were used to successfully process the Print node are saved.
Wo r k f l o w B u i l d e r Limitations for Save • You cannot create collections or folders during save operations. These must be set up in advance. • For Process Manager to pick up the associated .xpf job tickets, the tickets must be in the same directory as the files to be processed, and must follow the appropriate naming convention. If you move or rename the job files, you must move and rename the associated .xpf ticket as well.
Wo r k f l o w B u i l d e r Configuring JDF Export settings Job Definition Format (JDF) is a universal job ticket format. JDF capabilities enable Process Manager to use existing JDF job tickets and to create new JDF job tickets. JDF job tickets are submitted via a hot folder. The hot folder is monitored by the Process Manager application, which looks for JDF tickets and submits them to the workflow. To configure JDF Export settings JDF Export settings allow you to designate a JDF Export file destination.
Wo r k f l o w B u i l d e r 4. Select from the following: NOTE 1: You might be prompted for a login and password if you attempt to access a mapped location. NOTE 2: Prior to perfoming operations that require repository access, you must set up and save your repository credentials in FreeFlow Process Manager. For more information, see Setting up repository credentials. • [Browse Windows...] to open the Windows file dialog for selecting a folder location. • [Browse Repository...
Wo r k f l o w B u i l d e r • If the job encounters an External Process node, and you do not select the option to send the JDF and an XML by selecting [Export the Process Manager workflow job as a new JDF], the JDF Export node exports a copy of the submitted JDF file. • If you select to export the submitted JDF file and a JDF file was not submitted to the workflow, the JDF Export node will fail.
Wo r k f l o w B u i l d e r Limitations when creating JDF Tickets in Adobe Acrobat Professional To create a JDF ticket in Adobe Acrobat Professional for submission to FreeFlow Process Manager, for the JDF ticket to be handled properly, you must specify the number of pages in the document or the pages in the range. To specify the number of pages 1. Select [Start: Programs: Adobe Acrobat Professional]. 2. In Adobe Acrobat Professional, select [Tools: Print Production: JDF Job Definitions...]. 3.
Wo r k f l o w B u i l d e r Creating conditional branches Conditional branching provides an added level of logic to a workflow, allowing it to examine the properties of submitted jobs, and then act accordingly without human intervention. You can add one or more conditional branches to a workflow, each with one or more user-designated conditions that specify the desired attributes or properties of the submitted jobs.
Wo r k f l o w B u i l d e r Guidelines for successful conditional branching Number of branches and conditions: A Conditional node is limited to 12 outbound branches. Each branch can have up to 12 conditions. Nested branching: Nesting occurs when a Conditional node directly follows a branch of another Conditional node. You can have up to two nested Conditional nodes. Execution sequence: Branches are checked from the top branch to the bottom. The top branch conditions are checked first.
Wo r k f l o w B u i l d e r Failed status: A job will fail if: • None of the conditional branches match the job and there is no pass-through branch. • The file is corrupted. • If the necessary information is not available to evaluate a condition. For example, if a PDF file is submitted to a branch with a PDF bleedbox condition and bleedbox is not defined in the PDF file, the job will fail.
Wo r k f l o w B u i l d e r Adding and configuring branch conditions You can place a Conditional process anywhere in a workflow that a decision must be made. Node configuration is perforned via the Branch Conditions [Branch Name] dialog, where you add branches and define or edit their conditions. Twelve branches are allowed per Conditional node, 12 conditions are allowed per Conditional branch. To add and configure branch conditions 1.
Wo r k f l o w B u i l d e r 5. In the “Conditions that must be met” drop box, select from the following: • [Any]: To establish that one or more conditions must be met for the branch to be considered a match. • [All]: To establish that all conditions must be met for the branch to be considered a match. 6. In the “Conditions to add” area, select a condition. NOTE: Refer to the Conditions to Add table for a description of the conditions and their qualifiers.
Wo r k f l o w B u i l d e r Conditional branch conditions Table 2-15.
Wo r k f l o w B u i l d e r Condition Definitions For a list of available conditions and their qualifiers, see Conditions to Add. Number of copies The value that a Conditional Branching node uses for the “number of copies” condition is the copy count value associated with the job at the time of Conditional branching execution.
Wo r k f l o w B u i l d e r Number of impressions This is the number of copies multiplied by number of pages in PDF file. Maximum bleed size If a Trim Box and a Bleed Box are defined, and the Trim Box is contained within the Bleed Box, then the Bleed size is the four offsets from the four sides of the Bleed Box to the four sides of the Trim Box, and the Maximum Bleed size is the greatest of the four.
Wo r k f l o w B u i l d e r Managing conditional branches The Conditional Branch Settings [Name] dialog allows you to: • View and manage existing branches for the selected Conditional node. • Access the Branch Conditions dialog to create and configure new conditional branches. To manage a conditional branch 1. In Workflow Builder, double-click a Conditional process in the workflow to open the Conditional Branch Settings dialog. 2. Select a workflow branch. 3.
Wo r k f l o w B u i l d e r • Include pass-through branch with no conditions: Active if 11 or fewer branches are defined. Adds a branch to the workflow branch list called “pass-through.” This branch is not selectable in the list and has no conditions associated with it. It accepts all documents that could not be passed to prior order branches. Unmark the check-box to delete the pass-through branch. NOTE: The system automatically sequences the pass-through branch as the last branch.
Wo r k f l o w B u i l d e r Editing conditional branches You may wish to view and/or edit a conditional branch. To edit a conditional branch 1. In Workflow Builder, double-click a Conditional node in a workflow. 2. In the Conditional Branch Settings dialog, select the desired workflow branch from the list, and then select [View/Edit...]. 3. In the Branch Conditions [Name] dialog, make the desired edits. See Adding and configuring branch conditions. 4. Select [OK]. 5.
Wo r k f l o w B u i l d e r Deleting conditional branches You may wish to remove a conditional branch. To delete a conditional branch 1. In Workflow Builder, double-click a Conditional node in a workflow. 2. In the Conditional Branch Settings dialog, select the desired workflow branch from the list. 3. Select [Delete]. 4. In the Delete confirmation dialog, select [Yes]. 5. Select [OK]. 6. To delete a pass-through branch, unmark the check-box for “Include pass-through branch with no conditions.
Wo r k f l o w B u i l d e r Linking conditional branches The branches of a Conditional node can be merged into a common workflow once they have been processed. Follow these rules: • If a link is used, all of the branches of a Conditional node must merge. • The branches of one conditional node cannot merge with branches of another Conditional node. To link conditional branches 1. Right-click the Conditional node to which you wish to add a link. 2. Select [Create Common Links].
Wo r k f l o w B u i l d e r Configuring external process settings Process Manager allows you to configure up to 5 external processes, from any third party software that supports hot folders, to use as process options in Workflow Builder. First, set up the profiles for each external process in Workflow Job Manager. Then, in Workflow Builder, use the [Process Name] Settings dialog to: • Designate from which profiles users can select. • Select the default profile.
Wo r k f l o w B u i l d e r Setting up repository credentials Repository credentials are used in all transactions that require logging into a repository in FreeFlow Process Manager. This includes: • [Add Repository File] in Workflow Submission Client. • [Browse Repository...] in the Save and JDF export nodes.
Wo r k f l o w B u i l d e r To set up repository credentials 1. In Workflow Builder, Workflow Submission Client, or Workflow Job Manager, select [Options: Repository Credentials Setup...] to open the Repository Credentials Setup dialog. 2. Enter the following repository account credentials: • User name • Password 3. Re-enter the password to confirm it. 4. Select [Save]. The credentials are saved and you are not prompted for them again.
Wo r k f l o w B u i l d e r Checking the status of a process The Processes dialog lists information about each process, including: • Name • Status • Concurrent count Take Offline/Set Online: Allows you to change the offline or online status of a selected process; pauses jobs that reach the process. Available if no jobs are using the process. The option displays as a context menu option when you right-click a process. Settings: Opens the Process Settings dialog.
Wo r k f l o w B u i l d e r Setting the number of concurrent processes and the copy count divisor The Process Settings for the [Process] dialog allows you to: • Select the number of concurrent processes. This sets the number of instances of a process that can be used to concurrently process jobs. • Place the process online or offline. • Turn the copy count divisor functionality on or off, available for Imposition only. To set the number of concurrent processes 1.
Wo r k f l o w B u i l d e r To enable the Copy Count Divisor You can enable the system to adjust the copy count to maintain the original quantity intent for workflows that contain multiple-up impositions. The value is changed to output the original quantity of the original document given that the imposition node has changed the PDF document to contain multiple instances of the original document.
Wo r k f l o w B u i l d e r Copy Count Divisor examples The following examples illustrate various uses of the Copy Count Divisor: Example 1: Original quantity is 20 with 2-up; actual copies =10 1. The user sets the Copy Count Divisor switch to On. 2. The user creates a workflow with the following nodes: • Imposition (2up; Always use these settings is set); • Print (Always use these settings is not set) 3. User submits a job with an XPIF ticket: Copies: 20 4.
Wo r k f l o w B u i l d e r 6. After the job passes successfully through the Imposition node, the user opens the Copy Count dialog at the second Review. They see: • Quantity (original document): 20 • Quantity (imposed document): 10 7. At the second Review the user looks at the Print task setting. They see: Quantity: 10 8. The job prints 10 actual copies of the imposed document. Example 4: Original quantity is 20 with 2-up + 2-up; quantity modifed after first Imposition; actual copies = 6 1.
Wo r k f l o w B u i l d e r Example 5: Modified quantity ignored/overwritten 1. The user sets the Copy Count Divisor switch to On. 2. User creates a workflow with these nodes: • Review • Imposition (2up; Always use these settings is set) • Print (Always use these settings is not set) 3. User submits a job with an XPIF ticket: Copies: 20 4. At the Review node the user brings up the Copy Count dialog. They will see: Quantity: 20 5.
Wo r k f l o w B u i l d e r Checking the status of a workflow The Workflows dialog provides the following information about the listed workflows: Hot Folders button: Opens the Hot Folders dialog. Name: Lists the names of workflows. Workflow Id: Lists the system-generated workflow Id. Status: Lists the following status of the workflows: • Enabled - Busy • Enabled • Disabled - Busy • Disabled Active Jobs: Lists the number of active jobs.
Wo r k f l o w B u i l d e r About hot folders The hot folder function allows you to designate one or more folders on your system to be monitored, at set intervals, by the Process Manager application. When a file is detected in a hot folder, it is automatically submitted to the workflow associated with that hot folder. See Also: Hot folders and Join Hot folders and RDOs Hot folders and linked RDOs Limitations for hot folder submission of RDOs and job files associated with .xpf or .
Wo r k f l o w B u i l d e r Hot folders and RDOs Use File Manager, Document Library, Makeready, or Web Services to copy or move RDO documents into a hot folder, otherwise, the RDO may be corrupted. The hot folder checks RDOs for readiness to ensure that both the RDO and .CON directory are present. If the RDO is not ready, it is checked at the next interval.
Wo r k f l o w B u i l d e r Hot folders and Zip files A hot folder can unzip a Zip file containing multiple PDFs or mixed file formats. To process multiple files as a single joined job: Submit the Zip file to a hot folder associated with a workflow that has a Join task. Files are joined in the order they were added to the Zip file. Hot folders can process Zip files that contain all supported file types.
Wo r k f l o w B u i l d e r The following limitations apply to InfoZip files: Table 2-16.
Wo r k f l o w B u i l d e r Hot folders and JDF Job Definition Format (JDF) job tickets can be submitted only via a hot folder. JDF is a universal job ticket format. JDF capabilities enable Process Manager to use existing JDF job tickets and to create new JDF job tickets. The JDF job ticket is created with a third party submission tool.
Wo r k f l o w B u i l d e r Hot folders on mapped or shared drives and resources To work properly, full access for the hot folder must be granted to XDL_ADMIN, particularly if the hot folder is on a mapped drive. XDL_ADMIN passwords must match client and server.
Wo r k f l o w B u i l d e r Managing hot folders The Hot Folders dialog allows you to manage existing hot folders, or to access dialogs to set up new hot folders and modify existing hot folders. It lists the hot folder name, the workflow associated with the hot folder, the full file location path for the hot folder, the assigned submitter’s name, the clustering number of files before submission and the scheduled times of day to activate. NOTE: Only one workflow can be associated with a hot folder.
Wo r k f l o w B u i l d e r Status line: (bottom of screen) Lists the total number of hot folders, the Processing or Paused status, and the monitoring interval. See also: About hot folders Setting up or modifying a hot folder Deleting a hot folder Pausing and resuming hot folder monitoring Configuring the hot folder system settings Submitting a job to a hot folder Submitting an RDO to a hot folder Submitting a job ticket file (*.xpf) to a hot folder for reprinting Submitting .
Wo r k f l o w B u i l d e r Setting up or modifying a hot folder The New Hot Folder or Hot Folder (for modifying a hot folder) dialogs contain the following options: Hot folder location: Lists the full file location path for the hot folder associated with the selected workflow. Browse: Opens a common browse folder dialog and allows you to select or create a folder in the system. Target Workflow: Lists all workflows in the system. The list reflects the sort order of the Workflows dialog.
Wo r k f l o w B u i l d e r Enable scheduling for this hot folder: Enables the scheduling functions: • Time of Day: Allows you to specify the times during the day that you want the hot folder scanned. The default is 12:00 AM. • Add: Available if Enable scheduling for this hot folder is selected. Adds the selected time of day to the list. If you try to add a time more than once, the “Time Already Added” message displays.
Wo r k f l o w B u i l d e r 6. In the Target Workflow drop down list, select a workflow. Ensure that the workflow contains the process steps necessary to support the job. 7. In the Submitting User drop down list, specify the user whose repository credentials will be associated with the hot folder. 8. If required, select [Enable file clustering for this hot folder] to enable the system to wait for the minimum number of files before submitting them to the hot folder.
Wo r k f l o w B u i l d e r Deleting a hot folder This option is available when a hot folder is not paused. To delete a hot folder 1. Workflow Builder, select [Options: Hot Folders]. 2. Select a hot folder. 3. Select [Delete], and then select [Yes] to confirm the deletion. 4. Close the Hot Folders window. Pausing and resuming hot folder monitoring The hot folder monitoring function can be paused in order to perform any necessary actions. To pause and resume hot folder monitoring 1.
Wo r k f l o w B u i l d e r Configuring the hot folder system settings The Hot Folder System Settings dialog allows you to set the scan interval, to enable file clustering, and to select between scheduling all hot folders for the same times of day or scheduling hot folders individually. It contains the following options: Scan Interval: Sets the time between system scans of the hot folders for new files. The default interval is 10 seconds. The available range is 10 – 100 seconds.
Wo r k f l o w B u i l d e r To configure the hot folder system settings 1. In Workflow Builder, select [Options: Hot Folders]. 2. Select [Settings...]. 3. Set the desired interval, from 10 to 100. Available if Enable clustering and Enable hot folder scheduling are not selected. 4. If required, select Enable file clustering to wait for a minimum number of files before processing. 5. If required, select Enable hot folder scheduling to enable the scheduling function. 6.
Wo r k f l o w B u i l d e r Submitting a job to a hot folder Points to remember when submitting a job to a hot folder: • Jobs submitted with a job ticket must be placed, with the job ticket, into the Waiting for Job Ticket folder, inside the hot folder. • RDO files can be submitted to a hot folder via File Manager and Web Services. • If a JDF ticket does not contain the correct file path for the file that is being processed, the job fails.
Wo r k f l o w B u i l d e r Submitting an RDO to a hot folder CAUTION: If you are submitting an RDO to a hot folder, do not open, copy, move, delete, or rename an RDO document using Windows Explorer. You will corrupt the document. To submit an RDO to a hot folder 1. Select [Start: Programs: Xerox FreeFlow Software: File Manager]. NOTE: To submit files to a hot folder, you can also use legacy Document Library if you have a FreeFlow Process Manager upgrade, or you can use Web Services. 2.
Wo r k f l o w B u i l d e r Submitting a job ticket file (*.xpf) to a hot folder for reprinting You can save an .xpf job ticket file with the PDF file for reprinting purposes by including a Save process in a workflow and selecting [Save job ticket information] in the Save Settings dialog. For more information about creating the job ticket file, refer to the topic “Saving a job ticket with the PDF for reprinting” in the Workflow Builder section.
Wo r k f l o w B u i l d e r 2. Locate the associated .xpf job ticket. The .xpf should be in the same location as the PDF, and the associated .xpf file name should match the PDF. For example: File name = newsletter.pdf Job ticket name = newsletter.pdf.xpf 3. Do one of the following: • For a file: Drag and drop or copy and paste the file to be processed and its associated .xpf into the Waiting for Job Ticket folder inside the hot folder.
Wo r k f l o w B u i l d e r Imposition handling with .xpf tickets • If the .xpf ticket contains Imposition information and the workflow contains Imposition nodes, imposition information is applied to the first imposition node automatically. • If the Imposition node has “Always use these settings” selected, the Imposition node settings overwrite the .xpf ticket; otherwise, the .xpf ticket overwrites the Imposition node settings. • If the .
Wo r k f l o w B u i l d e r To submit .xml workflow files to a hot folder 1. Create the desired workflow in Workflow Builder. 2. To create an .xml workflow file, export the workflow. Ensure that the .xml file name matches the name of the PDF file or the folder that you will be submitting to the workflow. If the workflow name does not match, rename it. NOTE: The workflow does not need to exist or be enabled in Workflow Builder to process the .xml. 3. In Workflow Builder, select [Options: Hot Folders]. 4.
Wo r k f l o w B u i l d e r Submitting .vpc files to a hot folder VPC files can be submitted only to workflows containing Review, Print, Save, Convert and Impose processes. Jobs submitted to workflows with processes other than these will fail. VPC file limitations 2-166 • Review: Identification of the number of document sets within a VI Container is limited to database mode VIPP and PPML print files. Selection of a set, or a range of sets is limited to database mode VIPP print files.
Wo r k f l o w B u i l d e r Using third party external processes Administrators can add up to 5 external processes from third party software. Each process can have a combined maximum of 10 folder-based and CLI profiles. Submitting from third party processes via hot folders: Folderbased profiles allow the submission of jobs from third party processes via hot folders. During setup, each profile is assigned to a process input hot folder, a process output hot folder, and an optional errors hot folder.
Wo r k f l o w B u i l d e r Guidelines for using third party external processes 2-168 • For folder-based profiles, the third party software must support input and output via hot folders. • In addition to PDFs, External Process nodes accommodate all supported file types, except RDOs. • The third party application must accept and send out the same types of files. For example, PDF in must result in PDF out. The function of the third party software cannot be to convert PDF to JPEG.
Wo r k f l o w B u i l d e r Setting up third party input and output hot folders For folder-based profiles, to ensure the exchange of files between the Process Manager external process and the third party software, you must set up input and output hot folders for the third party software that match the input and output folders of the profile used to execute the external process.
Wo r k f l o w B u i l d e r Managing external processes The External Processes dialog allows you to move or delete processes and provides access to the external process configuration dialogs. It includes the following options: Move Left: Moves a selected process one space to the left. Move Right: Moves a selected process one space to the right. NOTE: Moving a process also changes the order in Workflow Builder.
Wo r k f l o w B u i l d e r Setting up external processes The External Process Setup dialog allows you to set up or edit process icons, names, and profiles, or to delete a profile from the Process Profiles list. It includes the following options: Process icon: Allows you to select an icon. Process name: Allows you to enter a name for the external process. Process profiles: Lists, by name, the existing profiles up to a maximum of 10. Listed profiles are selectable. Add folder profile...
Wo r k f l o w B u i l d e r Adding or editing an external process External processes must be added and configured before they can be used in a workflow.
Wo r k f l o w B u i l d e r 5. Do one of the following: a. To add a folder-based profile, select [Add folder profile...]. The Folder Profile Setup dialog opens. b. To add a CLI profile, select [Add CLI profile...]. The CLI Profile Setup dialog opens. c. To modify an existing profile, select a profile in the Process Profiles list, and select [Edit]. 6.
Wo r k f l o w B u i l d e r Moving or deleting an external process Moving a process changes its position one space to the left or right with respect to the other external processes. It also changes the process position in Workflow Builder. When you delete a process, you delete all the profiles for the process. To move or delete an external process 1. In Workflow Builder, select [Options: External Processes]. 2.
Wo r k f l o w B u i l d e r Setting up folder-based profiles The Folder Profile Setup dialog allows you to set up hot folders for input, output, and error files, and to define a timeout interval. NOTE: Input, output, and error files must be assigned to unique locations. The dialog includes the following options: Profile name: Allows you to enter a name for the profile.
Wo r k f l o w B u i l d e r Adding or editing a folder-based profile A combined total of 10 folder-based profiles and CLI profiles can be configured for each external process. For folder-based profiles, the input, output, and error locations must reside on the same remote machine, or on the same local machine. To add or edit a folder-based profile Refer to Adding or editing an external process to add an external process, and then set up a folder-based profile as follows: 1.
Wo r k f l o w B u i l d e r 5. To configure additional process profiles, repeat steps 1-4. Otherwise, select [OK] to close the External Process Setup dialog. NOTE 1: You must set up input and output hot folders for the third party software that match the input and output folders of the profile. NOTE 2: For folder-based profiles, the third party software must be running to use the external process in a workflow.
Wo r k f l o w B u i l d e r Setting up CLI profiles The CLI Profile Setup dialog allows you to select a script location and enter optional parameters, set up working directory and output locations, and define a timeout interval. The dialog includes the following options: Profile name: Allows you to enter a name for the profile. Script full path: Allows you to enter or select the location and file name of the script file to be used for the external process.
Wo r k f l o w B u i l d e r Adding or editing a CLI profile A combined total of 10 folder profiles and CLI profiles can be configured for each external process. The CLI script full path, working directory, and output location (if used) must reside on the same remote machine or on the same local machine. To add or edit a CLI profile Refer to Adding or editing an external process to add an external process, and then set up a CLI profile as follows: 1.
Wo r k f l o w B u i l d e r 6. In the timeout drop box, select a duration. NOTE: If you select a timeout value of zero minutes and zero seconds, an error message displays. Select [OK], and then enter a valid value. 7. Select [OK]. If you edited an existing profile, a confirmation dialog displays. The new profile displays in the Process Profiles text box. 8. To configure additional process profiles, repeat steps 1-7. Otherwise, select [OK] to close the External Process Setup dialog.
Wo r k f l o w B u i l d e r Configuring parameters The following examples illustrate various options for configuring parameters for CLI profiles. Example 1: Using the default parameters Scenario: The user would like to execute a script named “SomeScript” on the C drive during the execution of the External Process node in FreeFlow Process Manager. The script takes an input file as its first parameter, does something to the file, and stores the result in an output file specified by the second parameter.
Wo r k f l o w B u i l d e r Example 2: Adding a parameter between the input and output parameters Scenario: Now, assume that the user wants “SomeScript” to use an additional parameter, “someParameter,” between the input and output parameters.
Wo r k f l o w B u i l d e r Example 5: When the output location is not specified Scenario: Assume the same scenario as Example 1, except the user does not specify an output location. During the execution, External process node launches the following command: C:\SomeScript c:\temp\someFile c:\temp\someFile With no output location specified, the External Process node automatically uses the same output parameter as the input parameter when the script is launched.
Wo r k f l o w B u i l d e r Example 7: Specifying parameter order Scenario: In this scenario, the user submits the file “someFile.” The user can specify the parameters in any order in the Parameters field.
Wo r k f l o w B u i l d e r Setting up the SMTP Server The Simple Mail Transport Protocol (SMTP) Server is used for email notification. To support the Notify process step, you must designate a mail server for outgoing mail or notifications. NOTE: Incoming and outgoing mail cannot be directed without the SMTP address of your mail server. The SMTP Setup dialog contains the following options: SMTP Server text box: Allows you to enter the SMTP Server name, for example: smtp.galaxynet.net.
Wo r k f l o w B u i l d e r Setting up the proxy server Job submission using JMF/JDF might require communication via a proxy server. The Proxy Setup dialog is used to configure an address and port number on your proxy server. To set up the proxy server 1. In Workflow Builder, select [Options: Proxy Setup...]. 2. In the Address text box, enter an address for the proxy server. 3. In the Port text box, enter a port number for the proxy server. 4. Select [OK].
Wo r k f l o w B u i l d e r Creating preflight profiles This is an administrator function. The Preflight step validates and checks formatting, and verifies the image, fonts, and references to the OPI image server images. Preflight profiles are provided via a Callas plug-in using Adobe Acrobat Professional. To create a preflight profile 1. In Workflow Builder, select [Options: Preflight Setup...]. Adobe Acrobat Professional launches. 2. In Adobe Acrobat Professional, select [Advanced: Preflight...]. 3.
Wo r k f l o w B u i l d e r 5. Refer to the “Modifying preflight profiles” procedure in Adobe Acrobat to add or create rules and conditions, as required. 6. If desired, to create a duplicate, select [Duplicate]. 7. Exit Adobe Acrobat Professional. NOTE: For additional information about creating preflight profiles, refer to the preflight Help topics in Adobe Acrobat Professional.
Wo r k f l o w S u b m i s s i o n C l i e n t 3. Workflow Submission Client Xerox FreeFlow Workflow Submission Client allows you to perform major job submission tasks, from choosing files to enter in a designated workflow to selecting the best workflow for the job. About Workflow Submission Client Use Workflow Submission Client to: • Select files for submission from WIndows or from a document repository. • Create a file list (.
Wo r k f l o w S u b m i s s i o n C l i e n t Logging in to Workflow Submission Client Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application. During install, Xerox FreeFlow Process Manager Administrators and Xerox FreeFlowProcess Manager Operators groups are created. Your adminstrator then populates these groups with users. Permissions to launch applications are based on group membership.
Wo r k f l o w S u b m i s s i o n C l i e n t Workflow Submission Client main window The Workflow Submission Client main window contains four areas that represent the main steps in the job submission process: Get Files, Select Workflow, Configure Settings, and Submit Job.
Wo r k f l o w S u b m i s s i o n C l i e n t The Get Files area The Get Files area contains a scrollable window that allows you to select and manage files from local disks or document repositories. The files display in the order in which they are submitted. Files are managed with the following buttons: Table 3-1. Get Files buttons Button Name Description Add Windows File... Displays a Windows browse screen. Add Repository File... Displays a repository browse screen.
Wo r k f l o w S u b m i s s i o n C l i e n t The Select Workflow area The Select Workflow area displays a scrollable list of the available workflows. NOTE: A workflow must be enabled in Workflow Builder for it to display in the Workflow Submission Client window. The list can be sorted by each column by selecting the column heading. The following information is displayed for each workflow: Table 3-2. Select Workflow columns Column Description Name Displays the workflow name.
Wo r k f l o w S u b m i s s i o n C l i e n t The Configure Settings area The Configure Settings area displays the selected workflow. The pane displays the workflow processes, including the fail pathways, in a view similar to Workflow Builder. Settings are configured using the following options: Table 3-3.
Wo r k f l o w S u b m i s s i o n C l i e n t The Submit Job area The Submit Job area allows you to configure the job and sender names and displays other job details. Table 3-4. Submit Job area options Component Description Job name Allows you to type a meaningful job name. Default: If there is only one file, the file name displays here. If there are two or more files, the prefix “multi” displays, followed by the first filename, until a character limit of 40 is reached.
Wo r k f l o w S u b m i s s i o n C l i e n t Workflow Submission Client menus The Workflow Submission Client menu bar provides commands for selecting files and submitting jobs. File menu The File menu contains the following options: Table 3-5. Workflow Submission Client File menu File menu option 3-8 Description Add Windows File... Opens a Windows browse screen. Add Repository File... Opens a repository browse screen. Save File List... Opens the Save File List dialog.
Wo r k f l o w S u b m i s s i o n C l i e n t Edit menu The Edit menu contains the following options: Table 3-6. Workflow Submission Client Edit menu Menu options Description Remove Removes a selected file from the text box. Move Up Moves a selected file up one position in the list. Move Down Moves a selected file down one position in the list. Edit Settings... Opens the Edit Settings dialog for the workflow process.
Wo r k f l o w S u b m i s s i o n C l i e n t Options menu The Options menu contains the following option: Table 3-8. Workflow Submission Client Option menu Menu Option Description Remove Files After Submission Removes files from the Get Files list after the files are submitted for processing. Repository Credentials Setup... Opens a dialog that allows the current user to enter a Username and Password for the active repository. Help menu The Help menu contains the following options: Table 3-9.
Wo r k f l o w S u b m i s s i o n C l i e n t Job submission Job submission involves a few basic steps. Job submission process • Locate and sequence the files: You can select files from local disks, DocuShare, or from the document repositories. If you are submitting multiple files for joining, list them in the desired sequence. • Select a workflow: Only workflows that have been enabled in Workflow Builder display. Ensure the selected workflow includes the processes necessary to meet the job criteria.
Wo r k f l o w S u b m i s s i o n C l i e n t Workflow selection methods NOTE: A workflow must be enabled in Workflow Builder for it to display in the Workflow Submission Client window. Two basic workflow selection methods are described below. Direct method Select a workflow if you are familiar with the workflows and the job requirements.
Wo r k f l o w S u b m i s s i o n C l i e n t Submitting a job With a single submission, you can process either a single file, multiple files as a single joined job, or multiple files as separate jobs. The table shows how submission input and the presence of a Join node in the workflow defines the job output: Table 3-10.
Wo r k f l o w S u b m i s s i o n C l i e n t 5. Select a workflow directly if you are familiar with the workflows and the job requirements, or select the check boxes for the workflow components required to complete the job. NOTE: To process multiple files as separate jobs, select a workflow without a Join step. 6. To view or modify the process settings for a selected workflow: • Double-click a workflow process to display the settings dialog, or click [Edit Settings].
Wo r k f l o w S u b m i s s i o n C l i e n t Saving a File List The [Save File List] option facilitates the multiple submission of files by saving the current list of one or more selected files as a Xerox File List (.xfl). Since the files in the file list are really “paths” to the source files, any updates to the source files are captured when the file list is submitted. File lists are useful for: • Multiple submissions of the same files to various workflows without reselecting the files.
Wo r k f l o w S u b m i s s i o n C l i e n t To submit a file list 1. In the Workflow Submission Client Get Files area, browse to the location of the saved file list. 2. Select the appropriate file list, identified by an .xfl file extension. 3. Continue with step 2 of the Submitting a job procedure. Limitations for Save File List Repository files that have been saved in a Xerox File List (.
Wo r k f l o w S u b m i s s i o n C l i e n t Submitting a file with saved job ticket information for reprinting The [Save the job ticket] option in the Save Settings dialog allows you to save the job ticket (XPIF) information with the PDF file for reprinting purposes. To reprint via Workflow Submission Client, submit only the saved PDF file to the reprint workflow. Process Manager automatically picks up the associated job ticket and applies it to all print nodes in the workflow.
Wo r k f l o w S u b m i s s i o n C l i e n t About submitting RDOs The FreeFlow document type, RDO, stands for Raster Document Object. It is an electronic document that is made up of images. An RDO can contain several different types of images: TIFF, JPEG, and Adobe PDF. Images can be black and white, grayscale, or color. Identifying the parts of an RDO An RDO is a compound object (an object having many parts), but FreeFlow sees an RDO as a single document.
Wo r k f l o w S u b m i s s i o n C l i e n t Submitting RDOs RDOs are submitted to a workflow via Workflow Submission Client, the same way that you submit any job to a workflow: 1. Locate the file on a local disk or document repository. 2. Select a workflow. 3. Submit the job. To submit an RDO and produce a PDF To submit an RDO and produce a PDF, the RDO must be submitted to a workflow in which Convert is the first step.
Wo r k f l o w S u b m i s s i o n C l i e n t Remote Workflow Submission Client Process Manager can support multiple remote instances of Workflow Submission Client. This allows you to submit files by logging in to any workstation or server in your print shop that has the Remote Workflow Submission Client software installed.
Wo r k f l o w J o b M a n a g e r 4. Workflow Job Manager Xerox FreeFlow Workflow Job Manager allows you to view and manage active and completed jobs in the system. About Workflow Job Manager Use Workflow Job Manager to perform tasks at the job level: • View job details and status. • Review and edit jobs in Adobe Acrobat. • Edit process settings. • Print hardcopy proofs. • Identify faulted jobs. • Resubmit jobs. • Approve, fail, pause, or delete jobs.
Wo r k f l o w J o b M a n a g e r Logging into Workflow Job Manager Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application. During install, Xerox FreeFlow Process Manager Administrators and Xerox FreeFlowProcess Manager Operators groups are created. Your adminstrator then populates these groups with users. Permissions to launch applications are based on group membership.
Wo r k f l o w J o b M a n a g e r The Workflow Job Manager main window The Workflow Job Manager window provides an overview of all jobs and their current status in the system. You can view all jobs in the system, including active and completed jobs. Two major areas comprise the Workflow Job Manager main window: the Status area and the Jobs area.
Wo r k f l o w J o b M a n a g e r The Status area The upper portion of the Workflow Job Manager window displays the detailed status of a job selected in the Jobs area. The status area reflects the status of the selected job and the selected workflow node. The buttons that display vary, based on the selected workflow and node.
Wo r k f l o w J o b M a n a g e r • Workflow: Graphically represents the workflow of the selected job. – Active process: A green highlight indicates the currently active process; green arrows link the processes. – Completed process: A blue check mark indicates a completed process. – Selected process: A blue background indicates a selected process; an arrow connects the selected node to the message area.
Wo r k f l o w J o b M a n a g e r The Jobs area The lower portion of the Workflow Job Manager window lists all jobs, active and completed, currently in the system. 4-6 • Each row lists a job and the job details. • The toolbar allows you to launch Workflow Submission Client, or delete a job, or launch Workflow Builder.
Wo r k f l o w J o b M a n a g e r The Jobs area columns Each row in the Workflow Job Manager Jobs area contains the following information about a job: Table 4-1. Jobs area columns Column Description Name Lists the names of the current jobs. Id Displays the Job Id number. Status Lists the current status of each job. Print Status Shows the status of print jobs submitted through Process Manager. Available for IPP printers only. Workflow Lists the names of the workflow used.
Wo r k f l o w J o b M a n a g e r Print Status descriptions The following sample print statuses might be displayed in Workflow Job Manager area Print Status column. For a complete list, consult your printer documentation. Table 4-2. Print Status descriptions Status 4-8 Description Active The job is in process or in a printing state. Pending The job is ready and is waiting to be processed at the system. Paused The job is paused because of a printer or job execution problem.
Wo r k f l o w J o b M a n a g e r Workflow Job Manager menus The Workflow Job Manager menu bar provides commands for managing jobs. Commands can also be accessed by right-clicking a job to display the context menu. Menu items that are not available are grayed out. See also: The File menu The Edit menu The View menu The Options menu The Launch Menu The Help menu The File menu The File menu contains the following options: Table 4-3.
Wo r k f l o w J o b M a n a g e r The Edit menu The Edit menu contains the following options: Table 4-4. Workflow Job Manager Edit menu. Edit Menu Option Description Settings... Displays the settings dialog for the selected process. View Document Allows you to preview the current state of the document in the Review step or in prior steps and to interactively edit the document in Adobe Acrobat. In remote Workflow Job Manager, if Adobe Reader is installed, you can view, but not edit, PDF files.
Wo r k f l o w J o b M a n a g e r The View menu The View menu contains the following options: Table 4-5. Workflow Job Manager View menu View Menu Option Show/Hide Process Tool Tips Description Show: Allows you to view process settings via tool tips in the graphical workflow display by positioning the mouse pointer over a workflow process. Hide: Disables the tool tips. Workflow Icons Small Icons: Displays small icons. Medium Icons: Displays mid-sized icons. Large Icons: Default; displays large icons.
Wo r k f l o w J o b M a n a g e r The Launch Menu The Launch menu contains the following options: Table 4-7. Workflow Job Manager Launch menu Launch Menu Option Description Workflow Builder Launches Workflow Builder. Workflow Submission Client Launches Workflow Submission Client. Printer Registration Launches Printer Registration. FreeFlow Administration Tool Launches FreeFlow Administration Tool. The Help menu The Help menu contains the following options: Table 4-8.
Wo r k f l o w J o b M a n a g e r Workflow Job Manager toolbar The Workflow Job Manager toolbar provides commands for managing jobs. The Jobs toolbar The Jobs toolbar includes the following options: Table 4-9. Jobs toolbar Workflow Submission Client Launches Workflow Submission Client; available if there is at least one enabled workflow on the system. Delete Deletes the selected job with all intermediate files. Saved workflows are not deleted.
Wo r k f l o w J o b M a n a g e r Managing Jobs This section contains the activities available within Workflow Job Manager, including checking job, process, and workflow status; editing documents; editing workflow settings for specific jobs; approving or deleting jobs; viewing print results; or opening Workflow Submission Client to start a new job.
Wo r k f l o w J o b M a n a g e r Creating reports The reports feature allows you to set up, generate, view and export various customized reports. The reports can include audit trail data, such as status and information about each job processed; as well as accounting data, such as processing time and number of impressions. You can also manage accounting data for past deleted jobs. Reports can be viewed in Workflow Job Manager, or can be exported to the following formats: • CSV comma delimited (*.
Wo r k f l o w J o b M a n a g e r The Reports dialog allows you to select a report type and define the report parameters. It provides access to dialogs that allow you to view or export a report, and purge data for past jobs. Dialog options, which vary depending on the selected report, include: Workflow name: Allows you to enter the workflow name. Workflow Id: Allows you to enter the workflow Id. Job name: Displays for reports that require an exact job name; allows you to enter the job name.
Wo r k f l o w J o b M a n a g e r Purge: Opens the Purge dialog, which allows you to remove accounting data for deleted jobs. View: Generates a report and displays a report for viewing. Export...: Opens the Export dialog. Close: Closes the Reports dialog. To create a report 1. In Workflow Job Manager, select [Options: Reports...] to display the Reports dialog. 2. Select the report category and type. 3.
Wo r k f l o w J o b M a n a g e r 8. To generate the report sorted by a specific column, in the Sort attribute window: a. Select an attribute. b. Select the desired data display sequence: Ascending to display from lowest to highest; Descending to display from highest to lowest. 9. Continue selecting report options, or select [Close] to close the dialog.
Wo r k f l o w J o b M a n a g e r Viewing a report Once you set up the report parameters in the Reports dialog, you can select [View] to generate the configured report and view the report data. Report features include: • The report name in the window title. • A column for each report attribute selected in the Reports dialog. Columns can be repositioned by dragging and dropping. To view a report 1. In Workflow Job Manager, select [Options: Reports...] to display the Reports dialog.
Wo r k f l o w J o b M a n a g e r Exporting a report Once you set up the parameters in the Reports dialog, you can export the report data. NOTE: You can load report data into an application such as Microsoft Excel, and then produce customized reports by combining reports. Select [Export] to display the Export dialog, which includes the following options: File name: Allows you to enter the file name for the export file.
Wo r k f l o w J o b M a n a g e r 6. In the Format drop box, select the desired format. Options include: • CSV comma delimited (*.csv), for database support such as Microsoft Access and Microsoft Excel. • XML (*.xml), a current method for data exchange used, for example, by database management systems and for VIPP printing. 7. In the Encoding drop box, select the encoding type for exporting the report.
Wo r k f l o w J o b M a n a g e r OK: Performs one of the following, and then closes the dialog: • If Now is selected: Purges the accounting data for deleted jobs. • If Older than n days is selected and unchanged: Continues on the fixed rate, checking and purging the accounting data for deleted jobs on a daily basis. • If the number of days is changed: Restarts the duration count before purging. Cancel: Closes the dialog and disregards any changes made in the dialog. To purge report data 1.
Wo r k f l o w J o b M a n a g e r Viewing and editing a document in Adobe Acrobat The View Document function is available whenever a PDF job is at a Review step or is paused. It allows you to open the PDF file in Adobe Acrobat, preview its current state and, if necessary, edit the document. NOTE: You cannot change the file submission or the selected workflow, but you can access the other settings if you are allowed to change settings.
Wo r k f l o w J o b M a n a g e r 3. If necessary, modify the document using the Adobe Acrobat features. 4. If necessary, save the document. 5. Exit Adobe Acrobat. Viewing preflight results A Preflight process step must be completed for a job in order to select this option. To view preflight results 1. In Workflow Job Manager, select a job from the Jobs list. 2. Select a Preflight node, and then select from the following: • Right click the node and select [Preflight Results] from the context menu.
Wo r k f l o w J o b M a n a g e r Viewing print results Use the Print Results dialog to obtain information about documents submitted to IPP printers. The dialog updates periodically to display up-to-date information about each instance of a production print process in a workflow, including printer name, queue name, job name, job status, job ID, time, print quantity, finishing type, collation, and output. To view print results 1. In Workflow Job Manager, select a job from the Jobs list. 2.
Wo r k f l o w J o b M a n a g e r Modifying workflow settings Settings...: Available if a job is at a Review step or paused and a configurable process step is selected in the workflow. It provides access to the workflow process settings. Resubmit: Available if a job is paused at a Review step and a previous process step is selected. When selected, it reprocesses the workflow at the step that is currently selected.
Wo r k f l o w J o b M a n a g e r Pausing a job You can pause a job if it is processing and not in a failed status. The following options are available for a paused job: View document: Opens the PDF file in Adobe Acrobat; allows you to review and edit the document. Settings...: Available if a job is at a Review step or paused and a configurable process step is selected in the workflow. It provides access to the workflow process settings. Resume: When selected, the job continues in the workflow.
Wo r k f l o w J o b M a n a g e r Approving a job at a Review step A job can be approved if it is at a Review step. The following options are available for a job awaiting approval: View document: Opens the PDF file in Adobe Acrobat; allows you to review and edit the document. Settings...: Available during the Review process step. Provides access to the workflow process settings. Copies: Available when a selected job is at the Review step.
Wo r k f l o w J o b M a n a g e r Failing a job You can fail a job if it is paused or at a Review step. The following option is available for a failed job: Delete: Deletes the job and all intermediate files. The workflow is not deleted. To fail a job 1. In Workflow Job Manager, select a job that displays Attention Required for Review, or that lists a status of Paused or Review in the Jobs list. 2. Select [Fail]. 3. The status of the job becomes Failed.
Wo r k f l o w J o b M a n a g e r Modifying the copy count The [Copies...] option is available when a selected job is at the Review step. If the job’s workflow contains a Print step after the Review step, it opens the Copies dialog, in which the following options are available: • Quantity (original document): Allows you to change the number of copies to print, from 1-9999999, for all Print steps that follow the Review step in the workflow branch.
Wo r k f l o w J o b M a n a g e r To modify the copy count NOTE: The job must have a Print step following a Review step. 1. In Workflow Job Manager, select a job from the Jobs list. The job must be at a Review step. 2. Select [Copies...]. 3. In the [Quantity (original document) section, set the number of copies to print. 4. In the [Quantity (imposed document) section, set the quantity of the imposed document to print. See description, above, for a list of availability criteria. 5. Select [OK].
Wo r k f l o w J o b M a n a g e r Printing a hardcopy proof A hard proof allows you to review a hardcopy of the job before printing a full production run. The [Print Proof] option is available when a selected job is at a Review step. It uses the job ticket settings, with a copy count of one, to print a high resolution proof of the PDF file processed up to that point on the next available Print step in the workflow.
Wo r k f l o w J o b M a n a g e r Adding a recipient to a Notify step with no recipient address specified If the [Enter recipient address during job processing] option is selected during configuration of the Notification Settings, the job l runs until it reaches the Notify step. It then pauses and displays the following message: “Attention Required for Notify. Please add recipients to the notify settings and resume the job.
Wo r k f l o w J o b M a n a g e r Viewing Web Services Job Instructions Web Services job instructions can be viewed via a URL link by selecting [View Job Instructions]. This option is available when a selected Web Services job is in a Review, paused, or Incomplete Notify Settings state. To view Web Services job instructions 1. In Workflow Job Manager, select a Web Services job from the Jobs list. 2. Select [View Job Instructions].
Wo r k f l o w J o b M a n a g e r Remote Workflow Job Manager Client Process Manager can support multiple remote instances of Workflow Job Manager. This allows you to manage jobs by logging in to any workstation or server in your print shop that has the Remote Workflow Job Manager Client software installed. Process Manager supports a maximum of 8 instances of Remote Workflow Job Manager Client, not including the client on the FreeFlow Process Manager server.
Wo r k f l o w J o b M a n a g e r Job In Use dialog When using Remote Workflow Job Manager Client, only one remote client at a time can modify a job. If another user attempts to edit or review documents associated with a job that is being edited or reviewed, the system locks the job and the Job in Use Dialog displays. This prevents other clients from accessing the job. Dialog options include: Unlock: Available only on the server installation of Workflow Job Manager.
Wo r k f l o w J o b M a n a g e r Accessing Workflow Builder from Workflow Job Manager You might need to access Workflow Builder to create or modify a workflow, or to configure process step settings. To access Workflow Builder from Workflow Job Manager 1. In Workflow Job Manager, select [Launch: Workflow Builder]. The Workflow Builder login displays. 2. Log in to Workflow Builder. 3. Select [File: New]. 4. Create a workflow. 5. Save the workflow. 6. Enable the workflow. 7. Exit Workflow Builder.
Wo r k f l o w J o b M a n a g e r Managing jobs from third party management information systems (MIS) Third party management information systems (MIS) can submit jobs directly to Process Manager. For incoming jobs that do not include all the necessary processing information, the operator might have to complete the job setup by assigning and configuring a workflow and/or selecting the workflow submission files.
Wo r k f l o w J o b M a n a g e r Assigning and configuring a workflow for an incoming third party job On occasion, incoming jobs do not have the information necessary for processing, and you will need to assign a workflow. Choose a workflow...: This option allows you to select a workflow from the drop box. To assign and configure a workflow for an incoming third party job 1. In Workflow Job Manager, from the Jobs list, select a job with “Attention Required” in the Status column. 2.
Wo r k f l o w J o b M a n a g e r Selecting files for an incoming third party job On occasion, incoming jobs do not have the information necessary for processing, and you will need to select files for a workflow. Select Files...: This option opens a common file dialog for selecting input files. If files have been selected, they are listed beneath the button instead of the default statement: “No files are currently associated with this job”. To select files for an incoming third party job 1.
Wo r k f l o w J o b M a n a g e r Viewing the JDF file for an incoming third party job On occasion, incoming third party jobs do not have the information necessary for processing, and you will need to review the JDF file submitted with the job. View JDF: This option is available if a JDF file was submitted with the job. It opens the JDF file in a separate window. To view the JDF file for an incoming third party job 1.
Wo r k f l o w J o b M a n a g e r Viewing the job instructions for an incoming third party job On occasion, incoming third party jobs do not have the information necessary for processing, and you will need to review the job instructions submitted with the job. View Job Instructions: This option is available if a job instructions file was submitted with the job. It opens the file with Adobe Reader in a separate window. To view the job instructions for an incoming third party job 1.
Index A P About the FreeFlow Process Manager applications, 1-1 PDF files Converting Adobe Illustrator and Adobe InDesign documents to PDF, 2-43 Working with PDF Files, 2-43 Preparing for workflow building and job management, 1-9 Preps Setting up Preps, 1-20 Preview pane Previewing job level edits, 2-82 Printer Not available on standalone client, 2-111 Production printers Managing, 1-18 F FreeFlow Process Manager hardware and software configurations, 1-8 H Hot Folders About, 2-146 Configuring the hot f
Index Checking the status of a workflow, 2-145 Configuring workflow process settings, 2-33 Creating preflight profiles, 2-187 Deleting a workflow, 2-26 Disabling a workflow, 2-25 Duplicating and modifying an existing workflow, 2-24 Editing workflow properties, 2-26 Enabling a workflow, 2-25 Exporting workflows, 2-28 Fail branches in workflows, 2-27 Hot Folders Submitting a job to a hot folder, 2-160 Submitting a VPC file to a hot folder, 2- 166 Submitting an RDO to a hot folder, 2- 161 Submitting xml w
Index Job submission, 3-11 Logging in to Workflow Submission Client, 3- Configuring barcode readable text, 2-77 2 Color Manage settings Ensuring Color Manage workflow consistency between the server and a remote client, 2- Main window components, 3-3 Menus, 3-8 Remote Workflow Submission Client, 3-20 Submitting a file with saved job ticket information for reprinting, 3-17 Submitting a job, 3-13 Submitting QuarkXPress files, 3-17 Submitting RDOs, 3-19 Submit an RDO and produce a PDF, 3- 59 Convert set
Index Index-4 Xerox FreeFlow Process Manager Administrator and Operator Guide
