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Xerox 701P47169 User's Manual

1. Place all pressmarks behind page content to place the pressmark underneath the page contents e Place all pressmarks in front of page content to place the pressmark on top of the page contents NOTE The setting applies to all pressmarks 15 Select OK to accept the changes and close the window See also Duplicating or deleting a pressmark FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Duplicating or deleting a pressmark You can duplicate or remove a selected pressmark from the list To duplicate or delete a pressmark Double click the Pressmark step in a workflow In the Pressmark list select a pressmark Select from the following e Select Delete to remove the pressmark e Select New and then select Duplicate to copy the pressmark 4 Select OK to accept the changes and close the window See also Configuring Pressmarks settings FreeFlow Process Manager Operator and Administrator Guide 2 105 Workflow Builder 2 106 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 Change process se
2. for a path that contains a space Scenario If you are using a path with a space for your DOS script you can use per this example Assume the same scenario as Example 1 except the working directory is c program files Note the space between program and files The user configures the External Process node as follows Profile name Something Script Full Path c SomeScript Parameters in Sout Working directory c program files Output Location c brianOut Time interval 30 seconds Notice the quotations around in During execution the External Process node launches the following command C SomeScript c program Files someFile c brianOut someFile FreeFlow Process Manager Operator and Administrator Guide 2 183 Workflow Builder 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 Profile name Something Script Full Path c SomeScript Parameters in O out Working directory c temp user s choice Output Location c brianOut user s choice Time interval 30 seconds user s choice During execution the External Process launches SomeScript with the following command C SomeScript I c temp someFile O c brianOut someFile Deleting an external process profile You can select and remove individual profiles from an external process To d
3. Off To disable the option On Default to enable the option e Noise Reduction to apply normal IE noise reduction enhancements to incoming jobs Off To disable the option Low For less noise reduction Normal Default for moderate noise reduction High For greater noise reduction e Red Eye Reduction to remove the red eye defect from incoming jobs For human red eye only Choose from Off Default to disable the option On To enable the option e Shadow Detail to enhance dark areas of the image in incoming jobs Choose from NOTE You must select the Contrast option to enable Shadow Detail Off To disable the option On Default to enable the option 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 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 0 for reasons of flexibility and performance it is recommended that you do so in FreeFlow
4. 8 9 1 0 Select Start Programs Adobe Acrobat Professional In Adobe Acrobat Professional select Tools Print Production JDF Job Definitions Select New In the Create New Job Definition dialog browse to the desired selection and select Save The file path displays in the Filename text box Select Create and Edit In the Edit JDF Job Definitions dialog select Add Section In the Number of Pages section enter the appropriate value Select OK Close the dialog Exit Adobe Acrobat Professional To specify the pages in the range gt A O g o p 9 10 Close the dialog 11 Exit Adobe Acrobat Professional Select Start Programs Adobe Acrobat Professional In Adobe Acrobat Professional select Tools Print Production JDF Job Definitions Select New In the Create New Job Definition dialog browse to a selection and select Save The file path displays in the Filename text box Select Create and Edit In the Edit JDF Job Definitions dialog select Add Section Select Add File In the Pages to Pages to use in Document section enter a value for Pages in the Range Select OK 2 122 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 intervent
5. Printer status and results for print proof jobs are not available in the Process Manager reports However you can obtain the job information in the production printer Job Manager To print a hardcopy proof 1 In Workflow Job Manager select a job from the Jobs list The job must be stopped at the Review step 2 Select Print Proof to print a single copy Obtain and review the proof NOTE A Proof sent to printer message displays when the Print Proof button is selected and the document is successfully sent to the printer A Proof failed to print message displays when you select Print Proof and the document is sent to the printer but fails to print 3 If appropriate select Approve to print the entire job FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 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 The following options are available for the job when you select a Notify step with no recipient addresses specified View Document Opens the PDF file in Adobe Acrobat allows you to review and edit the document Settings
6. 8 To change the font typeface select a typeface from the Font drop box 9 To change the font style select a style from the Font style drop box 10 To change the font size select a point size from the Size drop box 11 From the Color drop box select a color for the prefix and the second line of text a To select a color that is not available in the drop box select Customize b Select the desired Hue Saturation and Value 12 Select or type the horizontal position from the PDF document box From left Center or From right 13 Select or type the vertical position from the PDF document box From top Center or From bottom 14 Select the position relative to Crop Box Media Box Bleed Box Trim Box or Art Box 15 To preview the Bates number placement in the document select Preview gt gt For more information about the Preview option see Previewing job level edits 16 Select Always use these settings to prevent users from modifying the settings The settings will appear in the FreeFlow Process Manager Operator and Administrator Guide 2 71 Workflow Builder 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 Il Il or i ti iii Options includ
7. Assume the same scenario as Example 1 except the user wants someParameter to follow the output parameter The user would configure this way Parameters in out someParameter During the execution External Process node launches the following command C SomeScript c temp someFile c brianOut someFile someParameter Example 4 Adding two parameters Scenario Assume the same scenario as Example 1 except SomesScript uses two additional parameters someParameter1 and someParameter2 and the user wants someParameter1 to come in between input and output parameters and someParameter2 to come after output Parameter The configuration would be as follows Parameters in someParameter1 out someParameter2 During execution the External Process node launches the following command C SomeScript c temp someFile someParameter1 c brianOut someFile someParameter2 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 Example 6 Using
8. Lists the total number of workflows To check the status of a workflow D2 1 In Workflow Builder select Options Workflows A 2 View the information about the desired workflow FreeFlow Process Manager Operator and Administrator Guide 2 145 Workflow Builder 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 xml files Hot folders and Zip files Hot folders and JDF Hot folders and error checking Hot folders supported files Hot folders on mapped or shared drives and resources Hot Folder submission with and without the Unlimited User Conversion License Limitations when setting up directories as input output hot folders for more than one feature Managing hot folders Hot folders and read only files Hot folders and Join To process multiple files as a single joined file you can e Use a Zip file to submit the jobs to a hot folder e Submit an xml workflow with a folder to a dynamic workflow e Submit an xml workflow with a Zip file to a dynamic workflow If you do not use these methods to submit multipl
9. Viewing job instructions for an incoming third party job 4 42 Viewing preflight results 4 24 Viewing print results 4 25 Viewing the JDF file for an incoming third party job 4 41 Workflow Job Manager main window 4 3 Jobs area 4 6 Jobs area columns 4 7 Print Status descriptions 4 8 Status area 4 4 Workflow process steps About Review 2 106 Configuring About Input 2 34 About Join 2 44 Adding bates numbers 2 71 Automatic Image Enhancement AIE settings 2 35 Barcode settings 2 74 Configuring barcode data 2 79 Xerox FreeFlow Process Manager Administrator and Operator Guide Configuring barcode readable text 2 1 Color Manage settings Ensuring Color Manage workflow consistency between the server and a remote client 2 59 Convert settings 2 38 Crop settings 2 102 External process settings 2 136 Imposition settings 2 86 About Job types 2 96 Job Level Edit settings Adding watermarks 2 64 Setting up text watermarks 2 65 Notify settings 2 107 E mail attachments 2 107 Optimize settings 2 45 Page numbering 2 7 2 Preflight settings 2 60 Preps settings 2 100 Pressmarks settings 2 103 Print settings 2 111 Inserting separator pages 2 113 Rotate pages settings 2 84 Save settings 2 115 Configuring JDF Export settings 2 119 Creating conditional branches 2 123 Adding and configuring branch conditions 2 126 Conditions to add 2 128 Deleting conditional branches 2 134 Editing cond
10. Workflow Submission Client 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 t Workflow Submission Client localhost File Edit wiew Options Help Get Files Area TE Date Modified T Add Windows File Move Up Add Repository File Moye Down 4 Total 0 files Match Filter Select Workflow Area CE Image Enhance ODE convert 095 oin DE Optimize PAZE Draflinht Configure Settings Edit Settings Area Restore Settings S u b m it J O b Area Job name Use file name as job name Number of files 0 Selected workflow Submitter DPAdmin Submit Job FreeFlow Process Manager Operator and Administrator Guide 3 3 Workflow Submission Client 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 Workflow Submission Client localhost File Edit View Options Help File Mame File Size Date Modified ie Add Windows File ae Add Repository File Move Bown Total 0 Files Ps 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
11. 2 13 Customizing a workflow process name 205 2 18 The Help menu 2 2 0 ee eee 2 19 Workflow Builder toolbars 0 0 0 0 cece eee ee 2 20 Workflows toolbar 0 0 ce ee ees 2 20 Workspace toolbar 0 0 cc ee ee 2 21 Building workflows 0 00 0 ccc ee ee ee eee 2 22 Rules for building workflows 0 0000 e eee eee 2 22 Building a new workflow 0 000 eee ee eee 2 23 Duplicating and modifying an existing workflow 2 24 IV Xerox FreeFlow Process Manager Operator and Administrator Guide Table of Contents Enabling a workflow 0 00 cee eee 2 25 Disabling a workflow 2 0 2 0 0 0 eee eee 2 25 Deleting a workflow 00 cee eee 2 26 Editing workflow properties 00 000 cee eee eee 2 26 Creating fail branches 0 0 0 ce eee 2 27 Exporting workflows 0 00 0000 cee eee eee 2 28 Importing workflows 0 0 00 eee eee 2 30 Configuring process settingS 0 0 0 eee ee 2 33 To modify the process settingS 0 0000 e eee eee 2 33 About Input 20 2 00 ee eee 2 34 Configuring Automatic Image Enhancement AIE settings 2 35 Configuring Convert settings 00 000 cee eee eee 2 38 About JOIN 2 ee 2 44 Configuring Optimize settings 0 00000 cee eee 2 45 Configuring Preflight settings 0 0 0 0 e eee 2 60 Upgrading legacy workflows tha
12. 4 35 Accessing Workflow Builder from Workflow Job Manager 4 37 Accessing Workflow Submission Client from Workflow Job Manager 0 0000 eee eaee 4 37 Managing jobs from third party management information systems IND sae oaan cdidy hoe ge aera sh ences de age Gre a eed we meses gee 4 38 Xerox FreeFlow Process Manager Operator and Administrator Guide Vil Table of Contents viii Xerox FreeFlow Process Manager Operator and Administrator Guide 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 S0HZ 220V 240V The equipment is certified by the British Standards Institution IEC950 EN60950 The equipment is manufactured under a BS5750 Quality system accepted by the British Standards Institution The equipment is also certified in compliance with applicable standards by various national bodies Radio Frequency Emissions USA This equipment generates uses and can radiate radio frequency energy It may cause radio interference to radio communications if not installed according to the installation instructions The equipment complies with the limits for a Class A computing device as documented in Subpart J Part 15 of the FCC rules which are designed to pro
13. Credentials enter a Username and Password for the active Setup repository FreeFlow Process Manager Operator and Administrator Guide 4 11 Workflow Job Manager The Launch Menu The Launch menu contains the following options Table 4 7 Workflow Job Manager Launch menu Launch Menu Option Workflow Builder Workflow Submission Client Printer Registration FreeFlow Administration Tool The Help menu Description Launches Workflow Builder Launches Workflow Submission Client Launches Printer Registration Launches FreeFlow Administration Tool The Help menu contains the following options Table 4 8 Workflow Job Manager Help menu Help Menu Option Help Topics About Workflow Job Manager Description Displays the Help application to allow you to list the Help topics for Workflow Job Manager Displays program and copyright information for Workflow Job Manager 4 12 FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 Launches Workflow Submission Client available if Submission there is at least one enabled workflow on the system Client BD workflow Submission Client Delete Deletes the selected job with all intermediate files X Delete Saved workflow
14. 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 2 130 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Managing conditional branches The Conditional Branch Settings Name dialog allows you to e View and manage existing branches for the selected Conditional node e Access the Branch Conditions dialog to create and configure new conditional branches To manage a conditional branch D2 1 In Workflow Builder double click a Conditional process in the workflow to open the Conditional Branch Settings dialog 3 2 Select a workflow branch 3 Select from the following options to view manage and create conditional branches e Conditional Set Description pane Lists the conditions that must be met for the selected workflow branch e Up arrow Moves the selected workflow branch up one level of order e Down arrow Moves the selected workflow branch down one level of order NOTE Branches are processed from top to bottom The first branch conditions are checked and if met the branch is taken lf not met the next branch is checked and so on e View Edit Opens the Branch Conditions dialog for the selected workflow branch See Adding and configuring branc
15. Process Manager rather than in DocuSP 5 1 or Xerox FreeFlow Print Server 6 0 Limitations for AIE e AIE can be applied only to raster image files such as TIFFs JPEGs and BMPs It also supports those files if they are embedded in PDFs e The image quality improvement for BMPs may be minimal e AlE red eye reduction applies only to photographs of humans and not to photographs of animals e The Exif data that is found in some JPEG files is not currently supported by AIE and will result in the loss of resolution information FreeFlow Process Manager Operator and Administrator Guide 2 37 Workflow Builder Configuring Convert settings 2 38 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 You can select from various job options to generate optimal PDFs for Microsoft Office including Microsoft Office 2007 or PS files The job options include the basic Adobe Acrobat Distiller set with the addition of various Xerox specific job options including DocuColor iGen3 You can also create custom job options in Adobe Acrobat Distiller for use in Process Manager The default job option that displ
16. Resubmit jobs Approve fail pause or delete jobs Generate view and export reports Set up repository credentials Launch Workflow Submission Client Workflow Builder Printer Registration and FreeFlow Administration Tool Review and configure incoming third party jobs from Management Information Systems MIS Perform selected tasks remotely from a workstation or server with Remote Workflow Job Manager Client installed FreeFlow Process Manager Operator and Administrator Guide 4 1 Workflow Job Manager 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 NOTE f you are not a member of an authorizing group contact your administrator If you forget your username and password notify your administrator To log in to the Workflow Job Manager application 4 2 A login screen may or may not display depending on group membership and server location 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
17. Select a workflow and review the status of each workflow node e The Workflows Exported table lists the workflow s in the selected workflow file e The Export Action Summary displays the required actions if any for nodes of the workflow selected in the upper table See Import and Export Status Descriptions for a description of status icons Take the action required if any for each workflow node Select Done NOTE A wfc folder displays in the export save location along the xml file It contains configuration files profiles and other workflow information to enable workflow restoration during import FreeFlow Process Manager Operator and Administrator Guide 2 29 Workflow Builder 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 The workflow is fully restored including any referenced directories hot folders and profiles that were deleted after the workflow was exported At the conclusion of the import process the status of workflow nodes is listed and the operator is notified if actions are required to fully ena
18. VPC and EPS Allows you to flatten PDFs for printing Users can select from various job options to generate optimal PDFs Combines multiple PDF files into a single PDF file 1 2 FreeFlow Process Manager Operator and Administrator Guide Step Optimize Preflight Watermarks Bates Numbering Page Numbering Barcode Rotate Pages Flip Pages Resize About FreeFlow Process Manager Table 1 1 Workflow process steps Description 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 Uses a preflight profile to validate and check formatting verify the image fonts and verify references to OPI image server images The preflight checks depend on the profile selected You can also use Preflight to let the workflow automatically discover conditions For example you can create a single rule profile use it as a filter to check a file for a specific condition for example a certain page size and then direct the file to the next appropriate process or workflow Allows you to add a text or image watermark to each page of an input PDF file You can specify a combination of opaque or transparent images or text in various alignments that can appear either underneath or on top of the page content The Preview option allows
19. You can approve the job and allow it to move to the next step in the workflow or you can fail the job If there is a Print step after the Review step you can select Copies to access the Copies dialog and change the number of copies to print Provides job status notification via e mail Allows you to attach job files up to a maximum size of 1 GB Allows you to print PDF VPC or RDO for reprint files to a specified production printing queue using a specified job ticket For information about reprinting RDOs refer to the topic About submitting RDOs Allows you to save all supported file types from the workflow to a specified location in a Windows file system or document repository You can also use Save to direct or branch a job to other workflows by designating a hot folder as the Save location 1 4 FreeFlow Process Manager Operator and Administrator Guide Step JDF Export Conditional External Process About FreeFlow Process Manager Table 1 1 Workflow process steps Description 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 re run by dropping it into a hot folder associated with an appropriate workflow The files associated with the JDF must exist in the same location as the
20. area select or type the desired Sheets per signature from 1 to 999 This value is used if the Signature Number and Total Signatures variables are selected 4 Inthe When sheets are part of the barcode data area select from the following to specify a count direction to be used with the SheetNumber SignatureNumber and SheetInSignature variables A single count direction is applied to all three variables e Increments starting with the first sheet number ascending 1 to N e Decrements starting with the last sheet number descending N to1 NOTE f bar code frequency is set to Even Pages or Odd Pages the Bar Codes node treats the document as duplex and the Sheet Number variable increments for every bar code i e not for every PDF page while the TotalSheets variable is half the number of PDF pages The document is also treated as duplex if any of the Signature variables are used 2 80 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 FreeFlow Process Manager Operator and Administrator Guide 2 81 Workflow Builder Previewing job level edits The Preview option allows you to dynamically view content added to a
21. e If required in the Scheduled times area select a time and select Remove to delete the time from the list 10 Select OK to accept the changes and close the dialog 11 Close the Hot Folders window See also Limitations when setting up directories as input output hot folders for more than one feature FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Deleting a hot folder This option is available when a hot folder is not paused To delete a hot folder Workflow Builder select Options Hot Folders Select a hot folder Select Delete and then select Yes to confirm the deletion A WwW N gt 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 In Workflow Builder select Options Hot Folders Select a hot folder from the list and select Pause When appropriate select Resume A WwW N gt Close the Hot Folders dialog Stopping and starting all hot folder monitoring The hot folder monitoring function can be paused for the entire hot folder service in order to perform any necessary actions To start and stop all hot folder monitoring In Workflow Builder select Options Hot Folders Select Stop When appropriate select Start A W N gt Close the Hot Folders dialog FreeFlow Process Manager Operator a
22. for example because of a known error in prior processing e The color is being edited and the output is desired in a different color space Only profiles installed on the Windows Operating System are visible To import an ICC profile D2 1 Navigate to the icc profile you wish to import 2 Right click profile and select Install Profile y 3 3 The profile is installed in the color directory of your Windows system folder The location of the directory depends on your operating system For example in Windows 2000 it is often found in C WinNT system32 spool drivers color 2 58 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 gt 1 Disable the Workflow y 2 Open the Optimize node 3 Enable the workflow to reset the profile database FreeFlow Process Manager Operator and Administrator Guide 2 59 Workflow Builder Configuring Preflight settings 2 60 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
23. if both Quantity original document and Quantity imposed document are available for a Print node the value displayed in the Print node Quantity setting is the Quantiy imposed document value For more information about the copy count divisor see the topic To enable the copy count divisor 4 30 FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager To modify the copy count NOTE The job must have a Print step following a Review step D2 1 In Workflow Job Manager select a job from the Jobs list The job must be at a Review step 3 N Select Copies In the Quantity original document section set the number of copies to print 4 Inthe 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 FreeFlow Process Manager Operator and Administrator Guide 4 31 Workflow Job Manager 4 32 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 ata 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 NOTE Print Proof is only available if the workflow contains a Print step following the Review step
24. imposition cell clustering will be accounted for in the layout computations and therefore total N up cells maybe be reduced as a result e The use of gutters in conjunction with imposition cell clustering may result in a reduction of total N up cells e If the input page size reference is larger than the selected stock size a Standard non Autofit job style output results e If the number of pages in the input document cannot fill all the cells for the N up a partial N up output results e Autofit functionality is not available with this configuration e The maximum number of rows and or columns is limited to 16 in each direction Automatic stock type considerations The Automatic Paper Stock type option selects or creates a custom stock configuration that completely contains the cells of a specified job type This option is useful for intermediate imposition steps in multi imposition workflows Imposition result vs print result The automatic stock feature produces an imposition result not a print result The stock size defined by the code logic cannot be communicated to the print component logic because there is no means in Process Manager to achieve this at job run time The printed output stock is selected in the print node or as configured by the XPIF ticket during hot folder operation FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Stock dimensions based on reference box The stock
25. 3 8 GUE NCTM ge oo ete ecg pied a gs Ge Se oe ee ee 3 9 VIEW MENU 6 ee eee 3 9 OpUONS MENG sarenge eo Gein od EN dS oe 3 10 Help Menu 2454 64 a0 oe ee ae wee pole bore oe oy ee ea 3 10 Job SUDMISSION 1 Le ee eee 3 11 Job submission proceSS 0 000 ee eee 3 11 Workflow selection methods 0 00 eee eee eee 3 12 Submitting a job ees 3 13 Saving a File List 2 2 0 0 0 ce eee 3 15 Limitations for Save File List 0 0 0 000 cee eee 3 16 Submitting Zip files 0 ee 3 16 Submitting VI Containers vpc 0 0 0 0 cee eee 3 16 Submitting a file with saved job ticket information for reprinting 3 17 Submitting QuarkXPress files qxd qxp 005 3 17 About submitting RDOs 0 0 0 0 0c eee 3 18 Remote Workflow Submission Client 00005 3 20 Accessing Workflow Builder from Workflow Submission Client 3 20 Xerox FreeFlow Process Manager Operator and Administrator Guide Table of Contents Workflow Job Manager 4 1 About Workflow Job Manager 0 0 0 eee eee 4 1 Logging into Workflow Job Manager 00 000 e eae 4 2 To log in to the Workflow Job Manager application 4 2 The Workflow Job Manager main window 0005 4 3 The Status area 2 eee 4 4 The Jobs area 2 eee ees 4 6 The Jobs area columns 0 ee eee 4 7 Workflow Job Manager menuS 0 000 cee eee eee 4 9 The File
26. Builder 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 gt 2 Refer to Adding or editing an external process to add an external process and then set up a CLI profile as follows 1 Inthe CLI Profile Setup dialog enter or change the name for the profile NOTE Changing a name or a folder affects existing workflows To select a Script full path select Browse In the Open dialog locate the script and select Open 4 Optional In the parameters text box enter additional script parameters For more information on configuring parameters refer to Configuring parameters NOTE You may add parameters before after or between the default parameters but you should not delete the defaults If a default is deleted an error message displays when you click OK 5 To select a working directory location or an output location do the following NOTE You will be asked for a user name and password when a remote location is selected during setup a Select Browse b In the Browse For Folder dialog do one of the following Select the desired folder and then select OK Select Make New Folder name the folder and select OK FreeFlow Process M
27. DPAdmin No FreeFlow Process Manager Operator and Administrator Guide 4 3 Workflow Job Manager The Status area The upper portion of the Workflow Job Manager window displays the detailed status of a job selected in the Jobs area 4 Workflow Job Manager localhost File Edit wiew Options Launch Help Attention Required for Review Approval required before continuing 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 The status area displays the name of the job and includes the following elements Process status text Displays the name and status of a selected workflow process for example Passed in Convert Includes an instructive statement for example You may edit settings and resubmit to this node Selected process arrow An arrow connects the currently selected process to the status area Process buttons The available buttons display for the selected process for example View Document and Approve Progress bar Indicates the status of an in progress automated process NOTE When submitting multiple files for conversion the progress bar shows the conversion progress on a per file basis For each file the progress bar moves to 50 to indicate that the file is processing and then to 100 when processing is complete 4 4 FreeFlow Process Manager Operator and Administrator Guide Wo
28. Double click an external process in a workflow to access the Process Name Settings dialog 2 Inthe Select the profiles that submitters can choose from text box select the desired profiles The profiles will populate the Select the default profile drop box 3 Inthe Select the default profile drop box select a default profile 4 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 5 Select OK to accept changes and close the window FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Setting up repository credentials Repository credentials are used in all transactions that require logging into a repository in FreeFlow Process Manager This includes e Add Repository File in Workflow Submission Client e Browse Repository in the Save and JDF export nodes e Hot folders When you create a hot folder you must specify the Submitting user whose repository credentials are associated with the hot folder either a member of the Process Manager Administrator group or a member of the Operators group This informs the system whose repository credentials to use when a job must access a repository during hot folder Submission e Resubmit operation in Workflow Job Manager Prior to performing operations that require repository access you must
29. File Displays a repository browse screen Remove Removes selected files from the text box Save File List Opens a Save common file dialog and allows you to save the list of files as a xfl Xerox File List file The file lists can then be submitted using the Add Windows File and Add Repository File dialogs Move Up Moves a selected file up one position in the list Move Down Moves a selected file down one position in the list Expand Collapse Shows hides the Select Workflow Configure Settings and Submit Job areas of the window The Submit Job button is not hidden when Collapse is selected The Total status text under the Get Files text box lists the number of files in the text box 3 4 FreeFlow Process Manager Operator and Administrator Guide The Select Workflow area Workflow Submission Client The Select Workflow area displays a scrollable list of the available workflows Name id Date Modified Match Match Filter 4 23 2007 11 14 03 aM af 4 20 2007 9 36 50 4m ee Eh ColorManageex 11 My Fab workflow 5 PreflightExample 9 Cie Image Enhance Workflow Description 0 oe Convert B Workflow Description 0 Cee Join DO Optimize PAZ Or aFliq he Workflow Description 0 NOTE A workflow must be enabled in Workflow Builder for it to display in the Workflow Submission Client window lt The list can be sorted by each column by selecting the column heading
30. FreeFlow Process Manager Table 1 2 Workflow and Job Management Preparatory Procedures Procedure Set up hot folders Set up external processes Set up Preps 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 Enable file clustering on a per hot folder basis For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help Setting up a hot folder You may want to add external processes to support third party software or to set up third party scripts For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help Using third party external processes To use Preps you will need to install it configure the default Preps workflow and create and save Preps job files For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help Setting up Preps FreeFlow Process Manager Operator and Administrator Guide About FreeFlow Process Manager Using the FreeFlow Administration Tool The FreeFlow Administration Tool pro
31. FreeFlow Software FreeFlow Process Manager Workflow Job Manager from the Windows desktop The Login dialog opens In the User name text box enter your user name In the Password text box enter your password 4 The Domain text box is populated with the domain of the currently logged in user or the last domain entered in the login form Confirm that the proper domain name appears 5 Enter the appropriate Process Manager server name in the Server text box Select OK The main window opens 7 If during login to a remote client you enter the incorrect username or password an incorrect username or password error message displays Enter your correct username and password FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager The Workflow Job Manager main window Status Area 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 pa Workflow Job Manager localhost File Edit view Options Launch Help gt Xerox_2004_AnnualReport Attention Required Attention Required for Review Approval required before continuing a O a Review workflow 14 5 30 2007 5 51 18 PM DP dmin No le Xerox_2004 AnnualRep 3 Attention Required Review workflo 15 5 30 2007 5 53 32 PM
32. Logging in to Workflow Builder 2 2 Main window components 2 3 Menus 2 9 Rules for building workflows 2 22 Setting the number of concurrent processes 2 140 Setting the number of copy count divisor 2 140 Setting up a watermark in an email attachment 2 110 Setting up repository credentials 2 137 Setting up the proxy server 2 186 Setting up the SMTP Server 2 185 Toolbars 2 20 Using third party external processes 2 167 Adding or editing a CLI profile 2 179 Configuring parameters 2 181 Adding or editing a folder based profile 2 176 Adding or editing an external process 2 172 CLI Profile Setup dialog 2 178 Deleting an external process profile 2 184 Managing external processes 2 170 Moving or deleting an external process 2 174 Setting up external processes 2 171 Setting up folder based profiles 2 175 Setting up third party input and output hot folders 2 169 Workflow process icons 2 13 Workflow Job Manager About Workflow Job Manager 4 1 Accessing Workflow Builder from Workflow Job Manager 4 37 Accessing Workflow Submission Client from Workflow Job Manager 4 37 Approving a job at a Review step 4 28 Checking the status of a job 4 14 Deleting a job 4 29 Failing a job 4 29 Logging into Workflow Job Manager 4 2 Menus 4 9 Modifying the copy count 4 30 Modifying workflow settings 4 26 Pausing a job 4 27 Toolbar 4 13 Viewing and editing a document in Adobe Acrobat 4 23
33. MB OK Closes the dialog and saves the settings Cancel Closes the dialog and does not save the settings To set up the SMTP server D2 1 In Workflow Builder select Options SMTP Setup y Inthe SMTP server text box enter the name of the mail server 3 used for outgoing mail or notifications 3 Select a maximum attachment size from 20 1024 MB Select OK FreeFlow Process Manager Operator and Administrator Guide 2 185 Workflow Builder 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 In Workflow Builder select Options Proxy Setup In the Address text box enter an address for the proxy server In the Port text box enter a port number for the proxy server Select OK APTN D 2 186 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 DO 1 In Workflow Builder select Options Preflight Setup Adobe Acrobat Professional launches 3 2 In Adobe Acrobat Professional select Advanced
34. N up e When the PREPS impostion node is selected choose from a list of preconfigured PREPS imposition job files e Select from various PDF Boxes e Select Cell Clustering which provides the option of pulling together cells on a sheet in a way that results in cell sizes that contain the imposed page image with no waste space between cells The Preview option allows you to dynamically view the content before committing to the selected settings Allows you to automatically crop jobs consisting of one or more PDF pages and JPEG TIFF or BMP file images For PDF documents crops the pages for JPEG TIFF or BMP files crops the images Crop Pressmarks Allows you to add a fixed pressmark to a workflow You can specify the pressmark placement rotation frequency and transparency and then preview the specifications The Preview option allows you to dynamically view the content before committing to the selected settings FreeFlow Process Manager Operator and Administrator Guide 2 15 Workflow Builder Table 2 6 Workflow Builder Insert menu and workflow process icons Insert Menu Options Review Notify Print Save JDF Export Conditional 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
35. Opens the Notification Settings dialog and allows you to enter recipient addresses Resume Continues processing the job Is grayed out if no recipients are specified and the submitter did not check the Allow job to continue even if no notification is sent check box Fail Fails the job To add a recipient to a Notify step with no recipient address specified 1 In Workflow Job Manager select a job from the Jobs list with Incomplete Settings in the Status column 4 NOTE The job must have a Notify step following a Review step Select Settings Select from the following in the Notification settings dialog e Enter the recipient email address e Select Allow job to continue even if no notification is sent to prevent the job from failing if email notification is not sent due to the lack of a recipient address or other failure 4 Select OK 5 Select Resume FreeFlow Process Manager Operator and Administrator Guide 4 33 Workflow Job Manager 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 The system default web browser opens to the WebServices supplied URL for
36. Options menu The Insert menu and workflow process icons The Help menu The File menu The Workflow Builder File menu contains the following options Table 2 2 Workflow Builder File menu File Menu Option Description New Adds a new workflow to the list Provides a cursor for editing the workflow name The new workflow is added to the list and graphically displayed in the workspace by a yellow Input folder Save Saves changes to the workflow that is currently open for modification Revert Opens the selected workflow to its last saved state Displays a confirmation dialog Import Opens the Open dialog allows you to choose xml workflow files Export Opens the Export dialog Available if one or more workflows are selected Exit Closes the Workflow Builder application If a workflow is open and has been changed since it was last saved displays a confirmation dialog FreeFlow Process Manager Operator and Administrator Guide 2 9 Workflow Builder The Edit menu The Workflow Builder Edit menu contains the following options Edit Menu Option Workflow Properties Enable Disable Duplicate Rename Workflow Delete Workflow s Cut Copy Paste Paste as Fail Branch Delete Process Rename Process Process Settings Find Table 2 3 Workflow Builder Edit menu Description Opens the workflow properties dialog which allows you to edit the workflow name add a description of the workflow and
37. 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 q and Rotate You can preview content on one or more blank pages or on a sample PDF document To preview job level edits Open one of the following processes in a workflow e Bates Stamping e Page Numbering e Watermarks e Barcodes e Imposition e Pressmarks Select Preview gt gt to display the preview controls The controls allow you to preview selections but do not affect the output NOTE n the Imposition settings mark the checkbox for Preview You can specify a sample PDF document upon which to preview the content Otherwise the content is displayed on one or more blank pages 3 Select Use sample PDF to use the browse function to specify a sample PDF document A Workflow Process dialog displays NOTE You can also drag and drop a PDF document into the Preview window 2 82 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder iN Select Yes to browse for a sample PDF O1 In the Browse for sample PDF dialog browse select a file O Select Open to choose the file and close the dialog e The path and file name display in the text box e The file displays in the Preview window e Preview page count displays
38. Preview gt gt 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 Select OK to accept the changes and close the window FreeFlow Process Manager Operator and Administrator Guide 2 13 Workflow Builder 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 e Two digit or 5 digit supplements The supplement is a second barcode separate from the primary barcode and positioned to its right e Achecksum for barcode verification which may be either optional or mandatory e Start and stop characters that bracket the bar code content e A fixed first digit which you can specify it from a range See also To configure Barcode settings To configure the barcode readable text To configure barcode data To add or modify text or a data field To manage barcode data To configure Barcode settings NOTE View the dynamic effect of your selections in the Preview window at the bottom of this dialog or click the Preview gt gt button to preview the barcode placement in the document For more information about
39. Rights Reserved Parts of this software are a SSLv3 TLS implementation written by Eric Rescorla and licensed by Claymore Systems Inc All Rights Reserved Parts of this software Copyright 2002 Lee David Painter and Contributors Contributions made by Brett Smith Richard Pernavas Erwin Bolwicdt Parts of this software Copyright 1995 2005 Jean loup Gailly and Mark Adler All other product names and services mentioned in this publication are trademarks of their respective companies They are used throughout this publication for the benefit of those companies and are not intended to convey endorsement or other affiliation with the publication Companies names and data used in examples herein are fictitious unless otherwise noted Changes are periodically made to this document Changes technical inaccuracies and typographical errors will be corrected in subsequent editions Table of Contents Notices and Certifications IX Approvals and certification n aaa aaa aa ee ee IX Radio Frequency Emissions 0000 eee ee eee Ix DIC Gea seerart eee eet been ee see eee bee Ge Gee ee cheer deteens X OZONE SAlely E E Gace E Fo en egee et xX Electrical Safety 0 0 ee eee xi Operational Safety n naana naaa eee xii Illegal Usage in USA 2 ene XIV Illegal Usage in Canada 1 cee xvii Product Recycling and Disposal anaa aaa aaa xviii About this guide X X About this chapter nananana naaa aa a
40. 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 e 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 e Scheduled times Available if Enable scheduling for this hot folder is selected Lists the times during a day when the hot folder system scans the hot folder for files A maximum of 10 polling times can be set NOTE ntervals between polling times cannot be smaller than 4 the hot folder scan interval e Remove Removes the select time from the list OK Closes the dialog and saves the settings Cancel Closes the dialog and does not save the settings Waiting for Job Ticket folder Each hot folder contains a Waiting for Job Ticket folder When submitting xpf job tickets with a job file both items must be placed into this folder For more information see Submitting a job ticket file xpf to a hot folder for reprinting To set up or modify a hot folder D2 1 In Workflow Builder select Options Hot Folders The Hot Folders dialog displays 3 2 Select the desired options in the Hot Folder System Settings dialog See Configuring the hot folder system settings 3 Select New or Modify 4 Select Browse NOTE Jo work properly full access for the hot folder must be 4 granted to XDL_ADMIN
41. a CLI profile Configuring parameters Deleting an external process profile FreeFlow Process Manager Operator and Administrator Guide 2 167 Workflow Builder 2 168 Guidelines for using third party external processes 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 The third party application must accept and send out the same file name For example table PDF in must result in table PDF out The function of the third party software cannot be to convert table PDF to door PDF Users must supply a user name and password when a remote location is selected during setup The folder based input output and error locations must reside on the same remote machine or the same local machine The CLI profile Script full path Working directory and Output location if used must reside on the same remote machine or on the same local machine FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 softw
42. 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 The following options are available Approve Resume When selected the job continues in the workflow Fail When selected the job fails To view and edit a job in Adobe Acrobat D2 1 In Workflow Job Manager select a job that displays Attention Required for Review or that lists a status of Paused or Review 3 in the Jobs list 2 Select from the following e At the Review or paused step select View Document Adobe Acrobat displays the PDF document e Select a step that precedes the Review step Select View Document to open Adobe Acrobat and display a PDF document for the step NOTE 1 f a document from an earlier step is edited the changes 4 do not affect the later document unless the job is resubmitted before the place where the document was edited NOTE 2 Optional selection methods You can also right click a step and select View Document from the context menu or select a step and select Edit View Document FreeFlow Process Manager Operator and Administrator Guide 4 23 Workflow Job Manager 3 If necessary modify the document using the Adobe Acrobat features If necessary save the document 5 Exit Ad
43. 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 New Process Opens the External Process Setup dialog which allows you to add a new external process available if four or fewer processes are configured If there are already five external processes when New Process is selected the Maximum Allowed error dialog displays Edit Opens the External Process Setup dialog for the selected process Allows you to edit an external process or to add additional profiles to an external process Delete Deletes a selected process and all its settings See also Setting up external processes Using third party external processes FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 Available if 9 or fewer profiles are configur
44. and vertical values will be 0 00 Edge settings will be translated into the appropriate dimensional control element taking into consideration document plex NOTE Page imagery is typically allowed to bleed beyond the selected PDF box However the selected PDF box can act to crop imagery that lies beyond it if the user specifies a margin of any size or dimension FreeFlow Process Manager Operator and Administrator Guide 2 89 Workflow Builder 2 90 15 To enable cell clustering mark the check box for Cluster 16 17 18 19 imposed cells For more information about clustering see Guidelines for Cell Clustering Select from the following to specify the space or gutter between the clustered cells e Gutter width To specify a single horizontal gutter value e Gutter height To specify a single vertical gutter value Gutters are applied between the cells and do not affect border gutters NOTE With the Autofit check box marked and gutter values specified the Autofit cell size is reduced by half the gutter in both the vertical and horizontal dimension Any page content that exists outside of the selected PDF box bleeds into half the gutter area between imposed cells Select Autofit to scale the image to fit inside the cell Select from the following signature options e Signature Shift to specify an incrementing offset for incoming PDF pages on the output paper stock for Book Pamphlet and Calend
45. 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 At the conclusion of the export process the status of workflow nodes is listed and the operator is notified if actions are required to fully enable the exported workflows The Export Workflow dialog displays after you select the file to export Status text Status text displays above the upper and lower tables and changes to reflect the on going or completed status of the export process In the Export Workflow dialog the upper table shows the export status of each workflow The lower table shows the status of nodes of the workflow selected in the upper table To export a workflow a2 3 In Workflow Builder select a workflow or multiple workflows Select File Export 3 Inthe File name window of the initial Export Workflow dialog type a new name if desired To establish an export location select Browse 5 Inthe Browse For Folder dialog do one of the following e Select a folder Select OK e Select Make New Folder Name the folder and select OK FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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
46. dialog 2 26 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 e A Notify process that contains Preflight results e 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 Only one branch may be open at a time If you open another branch the branch that is currently open automatically closes To create a fail branch D2 1 Select the desired fail branch process and drag it downward after the desired process in a workflow 3 2 Drag the process into the gray space holder that appears after the red arrow NOTE You can also place a fail branch after a process step as 4 follows Select and then Copy a process point to the desired position in the workflow and select Paste as Fail Branch from the Edit menu lt FreeFlow Process Manager Operator and Administrator Guide 2 27 Workflow Builder 2 28 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
47. dialog in which the following options are available e 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 Represents the quantity of the document as submitted via an XPIF JDF or manifest value order jacket file field for Quantity If the copy count dialog is opened from a Review node prior to the copy count being modified by a multi up repeated Imposition node only this option displays e Quantity imposed document Allows you to modify the imposed copy count If the Copy Count dialog is opened from a Review node after the copy count is modified by a multi up repeated Imposition node this option is available and the Quantity original document cannot be modified Quantity Imposed document is available when you Process the job through a Xerox imposition node not PREPS that is multi up repeated Enable the Copy Count Divisor feature via Workflow Builder Processes right click Impose Settings This feature enables the system to adjust the copy count to maintain the original quantity intent for workflows that contain multiple up impositions Submit a job with a job ticket quantity intent Use Print nodes that do not have Always use these settings selected e OK Sets the copy counts of Print steps following the current Review step to the specified number During the Review task
48. enable submission to the workflow Enable Allows a job to be submitted to the selected workflow Enabled workflows are displayed in the Workflow Submission Client window Enable also auto saves the workflow Disable Prevents jobs from being submitted to the workflow Disabled workflows are not visible or available via the Workflow Submission Client Adds a copy of the selected workflow to the list provides a cursor for editing the workflow name The user must select lt Enter gt to complete the duplication operation Highlights the selected workflow name and provides a cursor for editing the name The workflow must first be disabled Deletes the selected workflow with a confirmation dialog Deletes and stores the selected process and its properties for pasting into the same workflow Stores the selected process and its properties for pasting elsewhere in the same workflow Pastes the process stored in the clipboard Pastes the process stored in the clipboard as a fail branch of the selected process Deletes the selected process Invokes the process rename mode for the selected process Opens the settings dialog for the selected workflow process Opens the Find dialog which allows you to locate a process node in a workflow FreeFlow Process Manager Operator and Administrator Guide Workflow Builder The View menu The View menu contains the following options Table 2 4 Workflow Builder View menu View Menu Option D
49. executing the job The job successfully executes the Imposition node 8 The job prints 10 actual copies of the imposed document The Quantity value entered at the Print task setting was ignored and overwritten once the job went through the Imposition node When the divisor logic switch is on and there are imposition s nodes in the workflow if the user wants to modify the quantity of the imposed document during the Review task of Job Manager they should do it through the Copy Count dialog to ensure that the value will not be ignored and overwritten FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 e Enabled Busy e Enabled e Disabled Busy e Disabled Active Jobs Lists the number of active jobs Hot Folders Lists the number of hot folders associated with the selected workflow Description Lists the description text for the workflows Processes Displays the small icon processes for the workflows Setup dialog NOTE 2 You can right click in the window to display the context 4 NOTE 1 You can double click a workflow to open the Hot Folder menu Status text bottom of screen
50. file if you need to retrieve it 4 NOTE f you move a file into a hot folder you will not be able to See also Submitting an RDO to a hot folder Submitting a job ticket file xpf to a hot folder for reprinting Submitting xml workflow files to a hot folder Hot folders and Join 2 160 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Submitting an RDO to a hot folder CAUTION If you are submitting an RDO to a hot folder do Q 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 Jo submit files to a hot folder you can also use legacy 4 Document Library if you have a FreeFlow Process Manager upgrade or you can use Web Services 2 In File Manager navigate to the appropriate RDO 4 NOTE n File Manager the CON file is not visible 3 Right click the file In the context menu select Copy 4 Inthe Copy dialog select To Type the path to the desired hot folder for example C Documents and Settings Administrator Desktop RDO Hot Folder NOTE 7o display the path to the desired hot folder select 4 Options Hot Folder and locate the hot folder path 5 Select OK The file is automatically submitted to the workflow associated with the hot folder If either the RDO or the CON folder is missing from the hot folder th
51. for example the Xerox FreeFlow Process Manager Operator and Administrator Guide Flag icons The Xerox FreeFlow Process Manager Operator and Administrator Guide uses the following flag icons to help you recognize important information important or supplemental information when performing a task or procedure 4 NOTE The NOTE symbol and text in italics indicate there is CAUTION The CAUTION symbol and bold text indicate that you may lose data or damage equipment if care is not taken when performing the task or procedure following the caution WARNING The WARNING symbol and red text indicate that you may cause personal injury or death if care is not taken when performing the task or procedure following the warning Step by step The step by step icon identifies the beginning of a procedure 54 3 FreeFlow Process Manager Operator and Administrator Guide xxi 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 FreeFlow Process Manager documentation For more information on FreeFlow Process Manager refer to the following publications e Xerox FreeFlow System Administrator Guide e Xerox Customer Software Release Document CSRD for FreeFlow Process Manager Windows related information Microsof
52. from Xerox You can enter variable data syntax in the page range text box For example given an Order jacket file OJF with columns 1 2 3 4 containing page range data 1 3 7 12 14 17 respectively you can enter text CSV1 CSV2 CSV3 CSV4 into the page range text box If OJF column contains an invalid page range the workflow will fail with an invalid page range error in Workflow Job Manager 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 Select OK to accept the changes or select another tab to continue configuring FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 Readable text is not enabled for the following bar code types e Bookland e ISBN e Postbar Japan e QR Code FX market The specifications below are not available for all barcode types NOTE View the dynamic effect of your selections in
53. icons that are used in the Xerox FreeFlow Process Manager Operator and Administrator Guide Conventions The Xerox FreeFlow Process Manager Operator and Administrator Guide uses the conventions listed in the table below to help you recognize information Table 1 1 Description of conventions Convention lt CAPS in angle brackets gt lt Angle brackets gt Square brackets Bold Description Within procedures the names of keys to press are displayed in capital letters and enclosed in angle brackets for example press lt ESCAPE gt Keyboard combinations are represented by the plus sign between names of keys for example press lt CONTROL C gt to copy Variable information is enclosed in angle brackets for example select lt filename gt Names of options you select including toolbar buttons and buttons in dialog boxes are enclosed in square brackets for example select Close Menu commands are also displayed in square brackets with the menu name appearing first then a colon followed by the option name for example select File Close Text you should enter exactly as it appears is displayed in bold for example enter test1 rdo XX FreeFlow Process Manager Operator and Administrator Guide Table 1 1 Description of conventions Convention Description Italics Titles of documents and manuals that provide additional information on the current topic are displayed in italics
54. is enabled 10 Click Device 11 In the Choose Device window select Press Sheet Size as the target device You must select a device for each signature 12 Select OK to close the Choose Device window 13 To save the job file select File Save Job or File Save Job As Either opens the Save Job As dialog 14 In the Save in list box navigate to the FreeFlow Install Directory lmpositionJobs directory typically E FreeFlow ImpositionJobs 15 Type the appropriate file name and select Save 16 Repeat steps 2 11 to add more job file templates FreeFlow Process Manager Operator and Administrator Guide 1 23 About FreeFlow Process Manager To select a device type for PREPS versions prior to 5 2 2 a2 y 3 You must select a device type for each signature in order to use old PREPS job files a 2 amp bh Start PREPS Select Setup Device Setup Select Press Sheet Size in the Installed Devices section Select OK to close the Device Setup dialog Close the PREPS application You can now use the old job files For more information about device setup refer to your PREPS documentation Missing hardware key error a2 If the Preps Server error check Preps Automation Front End server error message is displayed on your PREPS UI or on the server that you are using to run PREPS do the following even if the PREPS hardware key is not missing 1 Stop the PREPS Automation F
55. is used for e mail notification The SMTP Setup dialog accessed via the Workflow Builder application allows you to identify the mail server for outgoing mail or notifications and to establish the maximum size for e mail attachments For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help Setting up the SMTP Server Three default workflows are provided with the software Simple Main and Reprint Modify these workflows or create your own based on the needs of your organization You may want to name workflows based on clients XYZ Co or types of jobs brochure newsletter flyer For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help Configuring process J3 6b settings Building a new workflow Preflight profiles do not exist on a clean install You will need to generate the profile repository For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help Configuring preflight settings FreeFlow Process Manager Operator and Administrator Guide About FreeFlow Process Manager Table 1 2 Workflow and Job Management Preparatory Procedures Procedure Create or modify preflight profiles Set the default job option in Adobe Acrobat Upgrade legacy workflows that contain the Job L
56. jacket file OJF with columns 1 2 3 4 containing page range data 1 3 7 12 14 17 respectively you can enter text CSV1 CSV2 CSV3 CSV4 into the page range text box If OJF column contains an invalid page range the workflow will fail with an invalid page range error in Workflow Job Manager 11 To preview the watermark placement in the document select Preview gt gt For more information about the Preview option see Previewing job level edits 12 Select OK to accept the changes and close the window The watermark displays in the Watermarks list Select a watermark to display its description to the right 13 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 14 Select from the following Place all watermarks behind page content to place the watermark underneath the page contents e Place all watermarks in front of page content to place the watermark on top of the page contents 4 NOTE The setting applies to all image and text watermarks See also Adding watermarks Setting up or modifying a text watermark Duplicating or deleting a watermark FreeFlow Process Manager Operator and Administrator Guide 2 69 Workflow Builder 2 70 Duplicating or deleting a watermark You can duplicate or remove a selected watermark To duplicate or delete a wate
57. less than 3 4 or more than 1 1 2 times the linear dimensions of the original e Postal Money Orders e Bills Checks or Drafts for Money drawn by or upon authorized officers of the United States e Stamps and other representatives of value of whatever denomination which have been or may be issued under any Act of Congress 2 Adjusted Compensation Certificates for Veterans of World Wars 3 Obligations or Securities of any Foreign Government Bank or Corporation 4 Copyrighted material unless permission of the copyright owner has been obtained or the copying falls within the ifair usei or library reproduction rights provisions of the copyright law NOTE Further information on these provisions may be obtained from the Copyright Office Library of Congress Washington D C 20559 Ask for Circular R27 5 Certificates of Citizenship or Naturalization NOTE Foreign Naturalization Certificates may be photographed 6 Passports NOTE Foreign passports may be photographed 7 Immigration Papers 8 Draft Registration Cards FreeFlow Process Manager Operator and Administrator Guide XV 9 Selective Service Induction Papers which bear any of the following information e Registrantis earnings or income e Registrantis previous military service e Registrantis dependency status e Registrantis physical or mental condition e Registrantis court record NOTE U S Army and Navy discharge certificates may be photographe
58. of the following NOTE You may be prompted for a login and password if you 4 attempt to access a mapped location NOTE f you are using hot folders to support other FreeFlow Process Manager features such as job submission and third party external processes refer to the topic Limitations when setting up directories as input output hot folders for more than one feature e Inthe Browse For Folder dialog navigate to the desired folder and select OK e Select Make New Folder name the folder and select OK 5 Enter an address in the Email Notification Address text box The recipient will be automatically notified that a document is waiting to be manually converted to a PDF 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 FreeFlow Process Manager Operator and Administrator Guide 2 41 Workflow Builder 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 e Unlimited high resolution generation and authoring e The conversion of all supported document types to PDF when a hot folder is shared or is on a mapped dri
59. original job 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 External Processes enable the use of third party workflow components The processes are added and configured in Workflow Job Manager FreeFlow Process Manager Operator and Administrator Guide 1 5 About FreeFlow Process Manager The Workflow Submission Client application Use Workflow Submission Client to e Select files for submission from Windows or from a document repository e Save and load a file list e Select an optional job ticket for submission with the files e Submit the files to one of the automated workflows e Modify the workflow process settings e View the job ticket and resolve job ticket conflicts e Launch Workflow Buider e Submit files remotely from a workstation or server with Remote Workflow Submission Client installed 1 6 FreeFlow Process Manager Operator and Administrator Guide 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 j
60. particularly if the hot folder is located on a mapped drive 5 In the Browse for Folder window do one of the following e Select a folder then select OK or e Select Make New Folder Right click the new folder and select Rename in the context menu Type a folder name and then select OK FreeFlow Process Manager Operator and Administrator Guide 2 155 Workflow Builder 2 156 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 Inthe 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 This option is available when Enable file clustering is selected in the Hot Folder System Settings dialog e Specify the number of files 9 If required select Enable scheduling for this hot folder available when Enable hot folder scheduling and Set scheduled times for hot folders individually are selected in the Hot Folder System Settings dialog e Inthe Time of Day area highlight minutes or hours and click to specify the time during the day that you want the hot folder scanned e Select Add to display the designated time of day on the Scheduled times list A maximum of 10 scheduled times can be set
61. registered trademarks or trademarks of Adobe Systems Incorporated in the United States and or other countries All instances of the name PostScript in the text are references to the PostScript language as defined by Adobe Systems Incorporated unless otherwise stated The name PostScript also is used as a product trademark for Adobe Systems implementation of the PostScript language interpreter and other Adobe products Copyright 1987 2005 Adobe Systems Incorporated and its licensors All rights reserved Autologic is a registered trademark of Autologic Information International Inc Compaq and QVision are registered United States Patent and Trademark Office for Compaq Computer Corporation DEC DEC RAID and Redundant Array of Independent Disks are registered trademarks of Digital Equipment Corporation Dundas This software contains material that is c 1997 2000 DUNDAS SOFTWARE LTD all rights reserved Imaging Technology provided under license by Accusoft Corporation ImageGear 1996 2005 by AccuSoft Corporation All Rights Reserved Intel and Pentium are registered trademarks of Intel Corporation Novell and NetWare are registered trademarks of Novell Inc in the United States and other countries Oracle is a registered trademark of Oracle Corporation Redwood City California TMSSequoia ScanFix Image Optimizer Copyright TMSSEQUOIA Inc 1991 2000 All rights reserved Sony and Storage by Sony are tradema
62. selecting Export the Process Manager workflow job as a new JDF the JDF Export node functions as it always has If you submit a JDF file to a workflow that contains a JDF Export node e Ifthe job does not encounter an External Process node the JDF Export node exports a copy of the submitted JDF file e Ifthe job encounters an External Process node and you select the option to send the JDF and an XML file by selecting Export the JDF submitted with any modifications made by external processes the JDF Export node exports a copy of the JDF file returned by the External Process node FreeFlow Process Manager Operator and Administrator Guide Workflow Builder e Ifthe 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 e 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 e Inall cases that a JDF file is exported the exported JDF file is updated to reference the PDF file being exported Fault handling for JDF Export Errors are logged in the Windows Event log and display in the Job Manager status display area The following errors cause the export operation to fail e If the destination specified during JDF Export is missing or invalid e If the user lacks sufficient securi
63. set up and save your repository credentials in FreeFlow Process Manager Credentials are set up and saved per user Once a user has RMS credentials saved all future repository transactions by that user through the Workflow Builder Workflow Submission Client or Workflow Job Manager use the same saved RMS credentials Before setting up repository credentials in FreeFlow Process Manager you must have previously e Setup an account on the repository e Setup a link between the desired repository and FreeFlow Process Manager via the FreeFlow Administration Tool See also Ensuring success with repository credentials FreeFlow Process Manager Operator and Administrator Guide 2 137 Workflow Builder To set up repository credentials D2 1 3 In Workflow Builder Workflow Submission Client or Workflow Job Manager select Options Repository Credentials Setup to open the Repository Credentials Setup dialog Enter the following repository account credentials e User name e Password Re enter the password to confirm it Select Save The credentials are saved and you are not prompted for them again To change repository credentials you must open the repository credentials dialog as described in step 1 Ensuring success with repository credentials The following examples illustrate the importance of setting up repository credentials before submitting jobs If you do not enter repository credentials upon clicking Ad
64. status of a disabled workflow that is waiting for jobs to finish processing Once the jobs are completed the status changes to Disabled and the workflow is available for editing To disable a workflow D2 1 In Workflow Builder select an enabled workflow from the list v 2 Select Disable from the Workflows toolbar The workflow is 3 disabled FreeFlow Process Manager Operator and Administrator Guide 2 25 Workflow Builder Deleting a workflow NOTE Jo delete a workflow the workflow must first be disabled 4 and all jobs received for processing in the workflow must be completed To delete a workflow D2 1 In Workflow Builder select a workflow in the list y Inthe Workflows toolbar select Delete A confirmation 3 message displays 3 Select Yes to delete the workflow Editing workflow properties The Workflow Properties dialog allows you to change the workflow name and description that appear in the list area In the Description field you may want to include notes regarding when to use a particular workflow To edit workflow properties D2 1 In Workflow Builder select a workflow from the list y Double click on the workflow to display the Workflow 3 Properties dialog 3 Inthe Name field type a workflow name In the Description field type a workflow description 5 To enable the workflow select Enable submission to this workflow 6 Select OK to save the changes and close the
65. the selected job 4 34 FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 NOTE Ensure that the Process Manager server is selected in the 4 text box of the remote client login screen Using the View Document function To use the View Document function when a job is stopped at the Review task Adobe Acrobat or Abobe Reader must be installed Otherwise the function is disabled If Adobe Reader is installed e You can use the View Document function to view PDF files e You cannot edit PDF files If Adobe Acrobat is installed you can use the View Document function to e View PDF files e Edit PDF files Functions not available in Remote Workflow Job Manager Client The following administrative functions are not available or are disabled in Remote Workflow Job Manager Client e Preflight setup e SMTP setup e Proxy setup e Hot folder setup e External process setup e Process status modifications e Printer polling interval e The launch of Workflow Builder from Job Mana
66. the Preview option see Previewing job level edits 1 To open the Add Barcode dialog double click the Barcode process in a workflow 2 Inthe Barcode tab specify the barcode symbology from the drop box 3 Inthe Options area select from the following NOTE Options vary depending on the selected symbology e Include check digits to enable barcode verification e Include start character to include a start character in the barcode e Include stop character to include a stop character in the barcode 2 74 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 4 Inthe Size area specify the following e 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 e Height Select or type the desired barcode height 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 4 NOTE The size of the human readable text is not included in NOTE Height can be specified in inches or millimeters except for PostNet Japan and QR Code because the height for those types is determined uniquely to bar width or cell size e Horizontal padding Select or type the desired pad
67. ticket and applies it to all print nodes in the workflow For more information about the Save the job ticket option refer to the topic Saving a job ticket with the PDF for reprinting in the Workflow Builder section Submitting QuarkXPress files qxd qxp QuarkXPress files qxd qxp can be submitted via Workflow Submission Client only to workflows containing a Convert process QuarkXPress files must be manually converted to PDFs before they can be processed in a workflow To do this you must e Set up a QuarkXPress working directory in the Convert Settings Files are held in the directory until they are manually converted e Set up an e mail notification address in the Convert Settings This allows you to send an e mail message to indicate that a QuarkXPress document is waiting to be converted to PDF A message are sent for each QuarkXPress document processed For more information see Configuring Convert settings in Workflow Builder FreeFlow Process Manager Operator and Administrator Guide 3 17 Workflow Submission Client 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 se
68. to add the condition and display it in the Conditions List 10 If required select a condition and then select Delete to remove the condition from the Conditions List 11 Add more conditions if desired up to 12 per branch 12 Select OK The Conditional Branch Settings dialog displays 13 To change the branch order or otherwise manage the existing branches see Managing conditional branches 14 Select OK A new branch displays in the workflow next to the Conditional node NOTE A workflow process must follow a conditional branch or the workflow cannot be saved See also Creating conditional branches Conditional branch conditions Condition Definitions Managing conditional branches Editing conditional branches Deleting conditional branches Linking conditional branches FreeFlow Process Manager Operator and Administrator Guide 2 127 Workflow Builder Conditional branch conditions Table 2 15 Conditions to Add Available For 1st Qualifier 2nd Qualifier PDF Only Number of Impressions Equal to Make a numeric Number of Pages Not equal to selection Mediabox Width Less than or equal to Mediabox Height Greater than Trimbox Width Trimbox Height Bleedbox Height Bleedbox Width Artbox Height Artbox Width Cropbox Height Cropbox Width Maximum Bleed Size Author Contains Enter text Title Does not contain Subject Starts with Keyword Ends with Creator Is equal to Producer Color or B amp W All B amp W None Co
69. 151 Workflow Builder 2 152 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 However several hot folders can be associated with the same workflow The Hot Folders dialog options include New Opens the New Hot Folder dialog Modify Opens the Hot Folder dialog for the selected hot folder Delete Deletes the selected hot folder Also available as a context menu by right clicking an item listed in the Hot Folders window Pause When selected the hot folder mechanism processes all files currently in the selected hot folder It stops scanning for new files after all current files are processed The button toggles between the pause and resume states Resume When selected the hot folder mechanism resumes monitoring the selected hot folder at the defined interval The button toggles between the pause and resume states Settings Opens the Hot Folder System Settings dialog Stop Start Allows you to stop start the hot folder services effectively pausing resuming all hot folders at once FreeFlow Proce
70. Administrator Guide 2 147 Workflow Builder 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 Hot folders support the following Zip file formats e Microsoft Windows Compressed zipped files packaged with Windows Server 2003 e WinZip 7 0 and 8 0 zipped files Hot folders do not support e Folders inside a Zip file except for CON directories when a matching rdo is present Folders inside the Zip file are unzipped but are not submitted e Nested Zip files a Zip file within a Zip file e Files for which when unzipped there is not enough room on the drive If problems occur the file is moved to the error folder 2 148 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder The following limitations apply to InfoZip files Table 2 16 InfoZip file limitations Item Limit Number of files 64 K Uncompressed 4 GB size of a single file Compressed size 4 GB of a single file Total size of 256 TB archive Maximum path DOS 256 filename length Unix 1024 characters CD ROM 8 level sub directory depending on the type of file system FreeFlow Process Manager Opera
71. Adobe Acrobat is installed on the client system then all supported file types can be submitted Process Manager supports a maximum of 8 instances of Remote Workflow Submission Client not including the client on the FreeFlow Process Manager server NOTE Ensure that the Process Manager server is selected in the 4 text box of the remote client login screen lt Accessing Workflow Builder from Workflow Submission Client During the job submission process you may need to create new workflows in Workflow Builder if none exist that meet the needs of the job D2 To access Workflow Builder from Workflow Submission Client y 1 In Workflow Submission Client select Edit Workflow 3 Builder 2 The Workflow Builder login dialog may or may not display depending on group membership See Logging in to Workflow Submission Client If required log in to Workflow Builder Select File New Create a new workflow Save the workflow Enable the workflow Exit Workflow Builder 1 m e w 3 20 FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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
72. DF 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 e To create a single joined job Join must be in the workflow e To create multiple separate jobs that are processed individually Join should not be in the workflow Join does not have a settings dialog See also Limitations for Join Fault handling for Join Limitations for Join Bookmarks logical structure internal hyperlinks and article threads within PDF files might not be preserved by the PDF Join component Fault handling for Join Errors are logged in the Windows Event log and displayed in the Job Manager status display area The following errors cause the Join operation to fail e If the input PDF file is missing e If the input PDF file is invalid e lf the output PDF file is locked and cannot be overwritten or if the user lacks sufficient security privileges to access the destination directory e Ifthe input PDF file requires a password to open the PDF or does not permit any of the following content copying and extraction document assembly or content accessibility FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 pro
73. F ticket Copies 20 4 After successful execution of the first Imposition at the first Review the user opens the Copy Count Dialog The user sees e Quantity original document 20 e Quantity imposed document 10 5 The User modifies the Quantity imposed document value in the Copy Count Dialog to 12 e Quantity original document 20 e Quantity imposed document 12 6 After successful execution of the second Imposition at the second Review the user opens the Copy Count Dialog They see Quantity original document 20 7 Quantity imposed document 6 Since the user modified this value at the first Review the second Imposition node takes the modified value and applies the copy count divisor logic 8 The job prints 6 actual copies of the imposed document FreeFlow Process Manager Operator and Administrator Guide 2 143 Workflow Builder 2 144 Example 5 Modified quantity ignored overwritten The user sets the Copy Count Divisor switch to On 2 User creates a workflow with these nodes e Review e Imposition 2up Always use these settings is set e Print Always use these settings is not set 3 User submits a job with an XPIF ticket Copies 20 4 Atthe Review node the user brings up the Copy Count dialog They will see Quantity 20 5 The user closes the Copy Count Dialog and opens the Print task setting 6 The user sets the Quantity value in Print task setting to 18 closes the dialog and continues
74. Flow Adminstrator Tool and edit and perform all adminstrative tasks repository connnection information NOTE Printer Registration also supports user authentication 4 through the operating system and application level authorization through membership in operating system groups FreeFlow Process Manager Operator and Administrator Guide 1 17 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 The common printer interface includes the following utilities e Registered Printer List Locator Allows you to set whether the registered printer list in use by a FreeFlow application is located on a local computer or a remote computer e Printer Registration Allows you to register and manage supported production printers and queues for use by FreeFlow software applications To configure the Print process step in a workflow production printers must first be added via the FreeFlow Printer Registration application e Printer Status Job Status Tool Allows you to status jobs queues and printers Xerox FreeFlow Common Printer Administrators group In order to make changes to registered printers with the Printer Registration tool
75. FreeFlow Process Manager and the supported document repositories For detailed procedures on configuring repository connections refer to the System Administrator Guide or to the FreeFlow Administration Tool online Help system Creating User Accounts Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application Users that are created and added to the appropriate Process Manager group accounts using Windows appear in the FreeFlow Administration Tool list of users Storing User contact information The FreeFlow Administration Tool is used to view user accounts that have been created in Windows and to add or edit user contact information Changing the XDL Admin account password The FreeFlow Administration Tool allows you to change the password for the XDL Admin account This password is set during the installation of the software For detailed procedures on creating user accounts refer to the Windows online help For detailed procedures on adding or editing user contact information or changing the XDL Admin account password refer to the System Administrator Guide or to the FreeFlow Administration Tool online Help system FreeFlow Process Manager Operator and Administrator Guide 1 9 About FreeFlow Process Manager Table 1 2 Workflow and Job Management Preparatory Procedures Procedure Manage production printers for workflows Configure the SMTP se
76. Help menu located on the main window menu bar in each Process Manager application You can also access Help by selecting the Help button when available in dialog boxes Finding a Help topic In Help click one of the following tabs e To browse through topics by category select the Contents tab e To see a list of index entries select the Index tab you can then either search or scroll through the list or Keywords e To search for words or phrases that might be contained in a Help topic select the Search tab In the left of the Help window click the topic index entry or phrase to display the corresponding topic in the right frame NOTE Under the Index tab and the Search tab you must select 4 lt Display gt to show the highlighted topic in the right frame FreeFlow Process Manager Operator and Administrator Guide xxiii 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 q by right clicking inside the pop up window and then selecting Print Topic or Copy NOTE f the dialog box does not have the button press lt F1 gt or search for the item in the Help system NOTE You can also get Help with an item by right clicking on it 4 and selecting What s This Using the Process Manager Help system For detailed information on using the o
77. Ifthe 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 e Adobe does not support PDF files larger than 2 25 Gb on the Windows platform e PDF files containing more than 30 000 pages and are not supported e To process only a range of pages within a PDF file manually edit the file in Adobe Acrobat in the Review step e lf the input PDF file requires a password to open the PDF file most operations will fail Converting Adobe Illustrator and Adobe InDesign documents to PDF The third party software packages Adobe Illustrator and Adobe InDesign must be installed and registered for the PDF conversion capability to perform in a FreeFlow system If you encounter problems converting Adobe Illustrator and Adobe InDesign documents to PDF do the following D2 1 Close all instances of Adobe Illustrator or Adobe InDesign that v are running in the Task Manager 3 2 Invoke Illustrator or InDesign from the Start menu The Would you like to register now dialog appears 3 Register then close the application Conversion should now work properly FreeFlow Process Manager Operator and Administrator Guide 2 43 Workflow Builder About Join 2 44 Join combines or concatenates multiple P
78. K to save the settings and close the dialog settings has a default of unchecked unless otherwise specified If checked settings in the dialog override any similar settings in an incoming JDF job ticket The settings appear in the Workflow Submission Client controls but are grayed out and unchangeable 4 NOTE For all process settings the option Always use these FreeFlow Process Manager Operator and Administrator Guide 2 33 Workflow Builder About Input When you create and name a new workflow and select lt Enter gt 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 2 34 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 ina PDF AIE also supports redeye removal for humans and shadow detail enhancement The AIE feature works for only color and grayscale images To configure Image Enhance settings D
79. 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 NOTE f you are not a member of an authorizing group contact your administrator If you forget your username and password notify your administrator To log in to Workflow Builder A login screen may or may not display depending on group membership and server location 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 Workflow Builder The Login dialog opens for the selected application 2 Inthe User name text box enter your user name In the Password text box enter your password The Domain text box is populated with the domain of the currently logged in user or the last domain entered in the login form Confirm that the proper domain name appears 5 Enter the appropriate Process Manager server name in the Server text box 6 Select OK The main window opens FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Workflow Builder main window Two major areas comprise the Workflo
80. Manager application e If you are currently logged into a Process Manager server but are not a member of either the Xerox FreeFlow Process Manager Administrators or Xerox FreeFlow Process Manager Operators group a message displays and you may not have permission to run the application This also applies to logged in users on remote client machines e If you are currently logged into a Process Manager server are a member of the Xerox FreeFlow Process Manager Operators group and you are attempting to access an application that requires Xerox FreeFlow Process Manager Administrators group privileges a login screen displays and you must enter the required credentials This also applies to logged in users on remote client machines e If you have permission to launch an application by virtue of membership in an authorizing group the application launches without asking for credentials See your administrator for questions about your user account FreeFlow Process Manager Operator and Administrator Guide 1 15 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 F
81. O 1 To access the Automatic Image Enhancement Settings double click the AIE step in a workflow 3 2 Inthe Enhance Files node name dialog select from the following options 4 NOTE You must select the Contrast option to enable Shadow Detail e Contrast to apply the selected contrast level enhancements to incoming jobs Choose from Off To disable the option Low For an image with less contrast Normal Default for an image with normal contrast High For an image with higher contrast e Saturation to apply the selected color saturation enhancements to incoming jobs Choose from Off To disable the option Low For a less colorful image Normal Default for an image with normal color saturation High For a more colorful image e Sharpness to apply the selected image sharpness enhancements to incoming jobs Choose from Off To disable the option Low Fora less sharp image Normal Default for a normally sharp image High For a sharper image FreeFlow Process Manager Operator and Administrator Guide 2 35 Workflow Builder 2 36 e 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 e Color Balance to apply normal color balance enhancements to incoming jobs Choose from
82. Preflight 4 3 Inthe Preflight dialog select Edit 4 Inthe Preflight Edit Profiles dialog select the Create a new Preflight profile icon 5 Select New profile 6 Enter a profile name and other desired information and select the desired options 7 Refer to the Creating new preflight profiles procedure in Adobe Acrobat Professional to add or create rules and conditions as required 8 Exit Adobe Acrobat NOTE For in depth information about creating preflight profiles refer to the preflight Help topics in Adobe Acrobat To modify a preflight profile NOTE f a profile has been selected in a Preflight node and then 4 the profile is modified in Adobe Acrobat Professional the modification is not reflected in the already selected Preflight node In order to use the modified profile you must create a new Preflight node and select the profile again D2 1 In Workflow Builder select Options Preflight Setup Adobe Acrobat Professional launches Select Advanced Preflight 3 Select one of the predefined profiles Select Edit amp FreeFlow Process Manager Operator and Administrator Guide 2 187 Workflow Builder 5 Refer to the Modifying preflight profiles procedure in Adobe Acrobat to add or create rules and conditions as required If desired to create a duplicate select Duplicate 7 Exit Adobe Acrobat Professional NOTE For additional information about creating pr
83. Saving a File List procedure FreeFlow Process Manager Operator and Administrator Guide 3 13 Workflow Submission Client 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 To view or modify the process settings for a selected workflow e Double click a workflow process to display the settings dialog or click Edit Settings Modify the settings and select OK to save the changes Select from the following e Type a name in the Job name text box The default is the name of the document unless multiple files are selected e Select Use file name as job name to give each job a name that matches the submitted file Each job receives the job name specified in Workflow Submission Client with an incremental number appended such as MyJob 1 MyJob2 MyJob3 If necessary type a name in the Submitter text box Select Submit Job s to process the files 3 14 FreeFlow Process Manager Operator and Administrator Guide Workflow Submission Client 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 sour
84. See also To configure Print settings Inserting separator pages Fault handling for Print FreeFlow Process Manager Operator and Administrator Guide 2 111 Workflow Builder To configure Print settings D2 1 To access the Print Settings dialog double click the Print step in a workflow 3 2 Inthe 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 In the Default printer drop box select the appropriate default printer 4 Select Job Setup to open the Job Setup dialog from production printing Make the desired selections Options vary depending on the selected printer Refer to the job setup help for additional information 5 Inthe Print Settings dialog select Always use these settings to prevent users from modifying the settings or to override any similar settings in an incoming JDF job ticket or an RDO file The settings will appear in the Workflow Submission Client controls but will be grayed out and unchangeable 6 Select OK to accept the changes and close the window NOTE Be sure the Print process settings reflect the needs of your job The workflow defaults to the print settings For example if you select 2 sided in the Imposition setting
85. The following information is displayed for each workflow Table 3 2 Select Workflow columns Column Name Id Date Modified Processes Description Match Match Filter Description Displays the workflow name Displays the workflow Id Displays the date the workflow was last changed Displays the workflow process icons Only the icons associated with Pass states are shown Fail states are not shown A workflow is grayed out if it is unavailable due to a Join Convert or Image Enhance conflict When you sort by this column the order is determined by the number of processes Displays the workflow description Shows the match the number of matching processes divided by the number of selected processes multiplied by 100 For example if a user selects 5 check boxes and a workflow includes 4 of the processes marked by the check boxes the Match would be 80 Allows you to select check boxes for the processes you want to include or exclude in the workflow FreeFlow Process Manager Operator and Administrator Guide 3 5 Workflow Submission Client 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 oo Edit Settings Es Be se fa Settings are configured using the following options Table 3 3 Configure Settings options Butto
86. Workflows toolbar select New A new workflow is 3 added to the list A highlighted name cell is provided for editing 3 Type a workflow name in the cell and select lt Enter gt An Input icon displays in the Workspace 4 Select the desired process from the Workflow Process Options area and drag and drop the process into the workflow workspace into the desired position A Gray placeholder indicates where a process can be placed Links automatically display between processes You can also use the Insert menu to add a process The process is inserted after the selected process in the workflow 5 If necessary configure the process settings 6 Select Save and Enable NOTE A workflow must be enabled before it can accept new jobs q for processing FreeFlow Process Manager Operator and Administrator Guide 2 23 Workflow Builder 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 To duplicate and modify an existing workflow NOTE 7o modify a workflow it must first be disabled and all jobs received for processing in the workflow must be completed D2 1 In Workflow Builder select a workflow from the list N Select Duplicate in the Workfl
87. X X AUdIONG G essare rererere abd operates areena XX How to recognize important information naana aaaea aeaaea XX CONVENTOS lt 1 664 saeeidcaewewee tnd ase eae EER a XX PIAG ICOlis2iscendeee eb E EE es edt dees boas oe eet xXi Related information nananana aaa aa ee eee xxii FreeFlow Process Manager documentation xxii Windows related information noanoa aaaea a xxii Using the FreeFlow Process Manager Online Help xxiii Finding a Help topic 0 0 ee ee xxiii To get Help in a dialog bOX 1 aaa aaa XXIV Using the Process Manager Help system XXIV Obtaining additional Support 0 0 eee ee XXV About FreeFlow Process Manager 1 1 FreeFlow Process Manager applications 006 1 1 The Workflow Builder application 0 00 e eae 1 2 The Workflow Submission Client application 1 6 The Workflow Job Manager application 5 1 7 FreeFlow Process Manager hardware and software configurations 1 8 Post installation setup 2 0 ee ee eee 1 9 Xerox FreeFlow Process Manager Operator and Administrator Guide iii Table of Contents Using the FreeFlow Administration Tool 0005 1 13 Legacy Document Library 0 0 0 0 ces 1 14 Document CONnVerSION 1 0 ee eee 1 14 Managing backup and restore functions 05 1 14 Logging in to the FreeFlow Process M
88. XE ROX cis FreeFlow Version 6 0 Sept 2007 701P47169 FreeFlow Process Manager Operator and Administrator Guide Xerox Corporation Global Knowledge amp Language Services 800 Phillips Road Building 845 Webster New York 14580 Copyright 1996 2007 Xerox Corporation All rights reserved XEROX Xerox Canada Ltd Xerox Limited FreeFlow The Document Company and all identifying numbers used in connection with the Xerox products mentioned in this publication are trademarks of XEROX CORPORATION Copyright protection claimed includes all forms and matters of copyrightable material and information now allowed by statutory or judicial law or hereinafter granted including without limitations material generated from the software programs which are displayed on the screen such as styles templates icons screen displays looks etc While every care has been taken in the preparation of this material no liability will be accepted by Xerox Corporation arising out of any inaccuracies or omissions Printed in the United States of America Other company trademarks are acknowledged as follows Adaptec the Adaptec logo SCSISelect and EZ SCSI are trademarks of Adaptec Inc Adobe PDFL Adobe PDF Library Copyright 1987 2005 Adobe Systems Incorporated Adobe the Adobe logo Acrobat the Acrobat logo Acrobat Reader Distiller Adobe PDF JobReady and PostScript and the PostScript logo are either
89. a The following errors cause the print operation to fail e Ifthe specified PDF file s queue s or job ticket s are missing or invalid e If the specified PDF file s or job ticket s are invalid e If any of the input PDF file s require a password to open the PDF e Ifa user submits a non PDF file to a workflow that has been programmed with separator pages an unsupported job ticket feature error message displays e DocuSP printers printing via Process Manager will error if the user has not rentered an FTP login or has entered invaild credentials FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 DO 1 To access the Save Settings dialog double click the Save step in a workflow Select from the following a Use job name as file name to use the job name as a basis for the file name for job submission b Use the following as file name to enter the desired name In the File name text box type a name that will be us
90. a user must be a member of the Xerox FreeFlow Common Printer Administrators group A logged in user who is a member of the group has full access to the add edit functionality in the Printer Registration tool If the user is not a member of the group the error message The logged in user does not have administrative access displays and the tool runs in read only mode A login dialog accessed from the file menu allows the user to log in and turn on the add edit functionality The login dialog requires a user name a password and a domain FreeFlow Process Manager Operator and Administrator Guide About FreeFlow Process Manager To register and add a production printer D gt 2 1 Select Start Programs Xerox FreeFlow Software Printer Registration or in Workflow Job Manager select Launch 3 Printer Registration The Installed Products dialog displays Ensure the radio button for Process Manager is marked 3 Select OK In the Printer Registration dialog select the desired task Add View Edit or Delete 5 For additional information about registering and managing printers select Help in the Printer Registration dialog to open the online Help For additional information about Production Printing refer to the Xerox Customer Software Release Document for FreeFlow Process Manager or the Xerox Production Printing Guide for FreeFlow Applications or access the online Help for the Registered Printer Li
91. al extra line of fixed text can appear either above or below the page number The Preview option allows you to dynamically view the content before committing to the selected settings Allows you to add page numbers to each page of an input PDF file The Preview option allows you to dynamically view the content before committing to the selected settings Allows you to add a barcode to your workflow You can specify the barcode type font placement alignment rotation frequency size and other options Provides support for variable data in the text and page range areas The Preview option allows you to dynamically view the content before committing to the selected settings Allows you to rotate each page in the PDF file 90 degrees right or left or 180 degrees FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Table 2 6 Workflow Builder Insert menu and workflow process icons Insert Menu Workflow Options Process Icon Description Flip Pages Allows you to flip each page in the PDF file horizontally or vertically to create a mirror image 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 Resize Impose Allows you to do the following e Use imposition to define the placement of page elements e Place crop marks e Select various job types for example signature booklets and
92. also auto saves the workflow Disable Prevents jobs from being submitted to the workflow Disabled workflows are not visible or available via the Workflow Submission Client Adds a copy of the selected workflow to the list provides a cursor for editing the workflow name The user must select lt Enter gt in order to complete the duplication operation Deletes the selected workflow with a confirmation dialog 2 20 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 th 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 eel oe Com nana Ll on Delete Process B Deletes the selected process Settings Displays the settings dialog for a selected process FreeFlow Process Manager Operator and Administrator Guide 2 21 Workflow Builder 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 e Drag and drop process icons into the workspace Processes move from left to r
93. anager Operator and Administrator Guide 2 179 Workflow Builder 6 Inthe timeout drop box select a duration NOTE f you select a timeout value of zero minutes and zero q 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 See also Configuring parameters Deleting an external process profile Using third party external processes Limitations when setting up directories as input output hot folders for more than one feature 2 180 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 SomesScript 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 The External Process Node for Script is configured in the CLI Profile Setup dialog as follows Profile name Something Script Full Path c SomeScr
94. anager applications 1 15 Authorization error message 1 unaa ee 1 16 To log in to the FreeFlow Process Manager applications 1 17 Group membership and authorization 0 1 17 Managing production printers 0 0 0 0 cee eee 1 18 Xerox FreeFlow Common Printer Administrators group 1 18 To register and add a production printer 1 19 Setting up Preps 2 ee ee ee ee ees 1 20 To configure the Preps default workflow 1 21 To create and save Preps Job files 00005 1 22 To select a device type for PREPS versions prior to 5 2 2 1 24 Missing hardware key error 2 0 ee 1 24 Using PREPS with Adobe Acrobat 8 0 04 1 25 Workflow Builder 2 1 About Workflow Builder 0 0 0 cc ee eee 2 1 Logging in to Workflow Builder 0 0 0 0 0 cc eee eee 2 2 To log in to Workflow Builder 0 0 0 0 eee eee 2 2 Workflow Builder main window 0 000 eee ee eee ee 2 3 VVOMMIOW IIS baactedaa gcanas eee ee Pee eeau pe bauwea sa cas 2 4 Workflow list columns 00 00 0 ee ee es 2 5 Workspace 0 ee ee eee 2 6 Workflow Builder menuS 0 0 ee ee eee 2 9 The File menu 0 0 0 ee eee 2 9 The Edit menu 20 0 ee eee 2 10 The View Menu 2 ee ee ee 2 11 The Options Menu nananana aaaea ee eee 2 11 The Insert menu and workflow process icons
95. and q type a new name 4 Select Enter 5 Save and enable the workflow to make the change effective in Workflow Job Manager and Workflow Submission Client 2 18 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 Displays program copyright and version Builder information for Workflow Builder FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 New Save Enable Disable 2 Enable ra Disable Duplicate ae Duplicate Delete Delete Description Adds a new workflow to the list Provides a cursor for editing the workflow name A Start icon is displayed in the workspace Saves changes to the workflow that is currently open for modification Enable Allows a job to be submitted to the selected workflow Enabled workflows are displayed in the Workflow Submission Client window Enable
96. ar job styles e Single signature when cleared to specify the number of sheets per signature segment when selected to place all sheets in one signature e Sheets per signature to enter the number of sheets that will comprise a single segment of a multiple segment signature document from 1 999 Available when Single signature checkbox is unchecked Fill last segment to fill the document with blank sheets to ensure the last segment in the job is filled to the value specified in Sheets per signature Available when Single signature checkbox is not selected NOTE The number of sheets in the final signature may not equal the requested value when Sheets per signature does not divide evenly into the number of sheets Select Always use these settings to prevent users from modifying the settings or to override any similar settings in an incoming JDF job ticket or an RDO file The settings will appear in the Submission Client controls but will be grayed out and unchangeable FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 d N 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 Double click
97. are 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 NOTE t is your responsibility to ensure that your third party software has the proper Windows write access to the folders input folder output folder etc you create and or set up during the External Process node configuration in Workflow Builder Example In Process Manager The following input and output folders are set up in Process Manager for an external process profile called Profile 1 e Process input folder C Profile1In e Process output folder C Profile1 Out In the third party software The following input and output hot folder locations must be set up to match the above input and output folders for Profile 1 e Third party input hot folder location is mapped to the Process input folder C Profile1In e Third party output hot folder location is mapped to the Process output folder C Profile1 Out NOTE The third party software must be running for you to use the q external process in a workflow See also Using third party external processes Limitations when setting up directories as input output hot folders for more than one feature FreeFlow Process Manager Operator and Administrator Guide 2 169 Workflow Builder 2 170 Managing external processes The External Processes dialog allows you to move or delete processes and provides
98. atermarks 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 Dialog options include New Opens the New Text Watermark dialog or New Image Watermark dialog in which you can create a new watermark Modify Opens the Modify Text Watermark or Modify Image Watermark dialog for the selected watermark Duplicate Copies the selected watermark Delete Deletes the selected watermark NOTE All watermarks in the Watermarks list are applied to the job and are applied in the order in which they are listed See also Setting up or modifying a text watermark Setting up or modifying an image watermark Duplicating or deleting a watermark FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 D2 1 y 2 3 Double click the Watermarks step in a workflow Select one of the following e Select New and then select Text Watermark to set up a new text watermark e Select a watermark from the list and then select Mo
99. ays for the Optimize PDF node in Workflow Job Manager 2 46 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 7 Inthe Fonts area select from the following e Embed Fonts Selected by default and grayed out when compliance is selected e Embed as subset to minimize the document file size e 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 4 with the appropriate permission bits will be embedded 8 Inthe When an error occurs embedding the fonts area select from the following Ignore to disregard errors and move the job to the next workflow process Warn and continue to note errors in the error log for the current job and move the file to the next workflow node Cancel job to note errors in the error log for the current job and to halt the job A fail message displays for the Optimize PDF node in Workflow Job Manager 9 In the Fast Web Viewing area mark the check box for Optimize the document for fast web view to enable fast page at a time downloading from web servers 10 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 11 Select Always use t
100. ays in Process Manager is selected in Adobe Acrobat Distiller The Flatten submitted PDF files for printing option allows you to re process PDF files with known printing problems Flattening converts a PDF file to PostScript and then converts it back to a PDF file This feature may result in a loss of features and image degradation including e Flattening of transparency e Loss of some interactive features such as thumbnails bookmarks article threads logical structure and trapping information e Loss of functionality of other interactive features such as forms hyperlinks JavaScript e Loss of some annotations such as comments embedded files embedded media such as video audio and references to external files or media Limitations for Flatten This feature potentially requires a large amount of disk space for creating both the intermediate PostScript and the flattened PDF file The conversion will fail if the disk space is insufficient FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 e Setup a working directory via the Convert Settings dialog Files are held in the directory until they are manually converted e Setup an email notification address via the Convert Settings dialog This allows you to send an e mail message to indica
101. b name Displays for reports that require an exact job name allows you to enter the job name Job Id Allows you to enter the job Id Category Allows you to select a report category Report options for the category are displayed in the Report type field Type Options depend on the report category selection Start date Allows you to a select a start date for inclusion of data in a report End date Allows you to a select an end date for inclusion of data in a report All dates Allows you select the use of all available data in terms of dates for report generation Attributes to include Includes the appropriate data column options for the selected report type NOTE 1 Processing time is displayed in seconds NOTE 2 Impressions refers to the number of sides of paper printed Data is available only at the time of print If an IPP connection is not available at the time the report is requested the number of impressions is not reported Move Up Allows you to shift the selected data fields up in the list moves the data column to the left in the report Move down Allows you to shift the selected data fields in the list moves the data column to the left in the report Select all When selected places a check beside all of the attributes listed Automatically clears if you deselect any attribute Sort attribute Available if at least one report attribute is selected Allows you to sort a report by the selected attrib
102. ble the imported workflows The Import Workflow dialog displays after you select the file to import Status text Status text displays above the upper and lower tables and changes to reflect the on going or completed status of the import process The upper table shows the import status of each workflow The lower table shows the status of nodes of the workflow selected in the upper table To import a workflow 2 y 3 2 30 NOTE 1 Only xml files can be selected NOTE 2 f the xml file is incorrectly formatted an error message similar to this displays The file complete path does not contain readable workflow data NOTE 3 f the xml file contains workflows of the same names the following message displays Cannot import the following workflows workflow names Existing workflows of the same name already exist Please rename or delete the existing workflows first Names are not case sensitive Newsletter Workflow is the same as newsletter workflow 1 In Workflow Builder select File Import FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 2 In the Open dialog browse to the desired workflow file and select from the following e Ifthe xml file contains one workflow in the Open dialog select the workflow and select Open e Ifthe xml file contains more than one workflow it opens an initial Import Workflow dialog which allows you to selectivel
103. ce files are captured when the file list is submitted File lists are useful for e Multiple submissions of the same files to various workflows without reselecting the files e Rerunning a job in which only one or two of the files in the list is updated t NOTE A file list cannot be submitted to a hot folder Consider the following points when creating and using a file list e The same file can be included in multiple file lists e The same file can be included more than once in the same file list e The file list exists only in the local Workflow Submission Client e If during submission any of the files in the file list no longer exist you are notified and the missing file s are skipped See also Limitations for Save File List To save a file list To save one or more files for future submissions do the following 1 In the Workflow Submission Client Get Files area locate and then select the desired files in the list Select Save File List The Save File List dialog displays In the File Name text box enter a name for the file list Select Browse In the Browse for Folder dialog select a location for saving the File List and then select OK The Location text box is populated with the file location 5 Select OK to exit the Save File List dialog FreeFlow Process Manager Operator and Administrator Guide 3 15 Workflow Submission Client To submit a file list 1 In the Workflow Submission Cl
104. ck and select Properties c Inthe General Tab in the Attributes area mark the check box for Read only d Select OK If there is a cfg file under lt Preps Install dir gt Preps 5 2 Profiles make the same changes as in steps 11 13 to this file also To create and save Preps Job files When you use PREPS the FreeFlow Workflow Builder system searches the Imposition Jobs directory for Preps files with a job suffix Since no default job files are provided the user must create them Start PREPS To create a new PDF job select File New Job PDF gt PDF In the Signature List window select Signatures to open the Signature Selection dialog In the Signature Selection dialog select a style from the list in the Binding style drop box Click to expand the Sample Templates tree and display a list of templates FreeFlow Process Manager Operator and Administrator Guide About FreeFlow Process Manager 6 Inthe 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 Inthe Signature List window select the desired signature The Device button
105. conditions The options in the This branch will only accept area ensure that only the desired file types are examined by the branch For example if you select PDF format files and you submit a doc file to the workflow the system does not attempt to apply PDF only conditions to the file The branch is skipped no errors are generated 4 Inthe This branch will only accept area select from the following PDF format files To enable the addition of PDF conditions e Documents submitted with JDF job tickets To enable the branch to accept only files submitted with JDF job tickets and to enable the addition of JDF specific conditions e Select both options e Select neither option 2 126 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 5 Inthe Conditions that must be met drop box select from the following e Any To establish that one or more conditions must be met for the branch to be considered a match e 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 q conditions and their qualifiers Qualifiers vary based on the selected condition for example PDF format files Select the desired qualifiers for the condition Enter text if required 9 After all fields are configured select Add
106. count value e If aJDF ticket was submitted with the job and it has a copy count value that value will be considered the Job copy count value e If the user sets a value for the Quantity attribute in FreeFlow Process Manager MAX Manifest Automation from Xerox that value is considered the Job copy count value e Ifthe user sets a copy count value during Review in Job Manager that value is considered the Job Copy count value from that point on e If Imposition affects copy count switch is set in the WorkFlow Builder and the copy count value has been modified by Imposition once the job reaches the Conditional branching node the modified value is considered the Job copy count value for Conditional Branching For more information see To enable the Copy Count Divisor and Copy Count Divisor examples If the job has no associated copy count value Conditional branching fails when it examines the number of copies condition A message saying no copy count value is available message displays NOTE Printer copy count value is not the same as Job copy count value The number of copies condition of Conditional branching works independently of the Print nodes in a workflow and the copy count values if any set during workflow design FreeFlow Process Manager Operator and Administrator Guide 2 129 Workflow Builder Number of impressions This is the number of copies multiplied by number of pages in PDF file
107. cument 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 Fail When selected the job fails To pause a job D2 1 In Workflow Job Manager select a job from the Jobs list The job must be processing 3 2 Select Pause NOTE The job pauses after the current process is done 4 processing FreeFlow Process Manager Operator and Administrator Guide 4 27 Workflow Job Manager 4 28 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 If the job s workflow contains a Print step after the Review step it opens the Copies dialog Print Proof Available when a selected job is at a Review step only if the workflow contains a Print step following the Review step Allows you to print a high resolution proof of the PDF file processed to that point on the next available Print step in the workflow Approve Availab
108. d 10 Badges Identification Cards Passes or insignia carried by Military Naval personnel or by members of the various Federal Departments and Bureaus such as FBI or Treasury unless the photograph is ordered by head of such department or bureau 11 Copying the following is also prohibited in certain states e Automobile Licenses e Driver Licenses e Automobile Certificates of Title The above list is not all inclusive and no liability is assumed for its completeness or accuracy In case of doubt consult your attorney xvi FreeFlow Process Manager Operator and Administrator Guide 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 2 D 4 Current bank notes or current paper money Obligations or securities of a government or bank Exchequer bill paper or revenue paper 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 Proclamations orders regulations or appointments or notices thereof with intent to falsely cause same to purport to have been printed by the Queen s Printer for Canada or the equivalent printer for a province Marks brands seals wrappers or designs used by or on behalf of the Government of Canada or of a province the government of a state other than Ca
109. d Repository File in Workflow Submission Client or Browse Repository in the Save or JDF Export settings dialogs the Repository Credentials Setup dialog automatically displays If a logged in user without saved repository credentials submits a job via Workflow Submission Client to a workflow with a Save or JDF Export node the job will fail during the Save or JDF Export operation if those nodes interact with the repository During the resubmit operation in Workflow Job Manager if there is interaction with a repository the RMS credentials of the current user the user running Workflow Job Manager are used If the current user of Workflow Job Manager does not have proper RMS credentials saved the job will fail during resubmit For Hot Folder job submission if the submitting user selected during Hot Folder setup does not have RMS credentials saved and the job needs to interact with Repository the job will fail 2 138 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Checking the status of a process The Processes dialog lists information about each process including e Name e Status e 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 d
110. d disposal information contact your local authorities In the United States you may also refer to the Electronic Industries Alliance web site www eiae org FreeFlow Process Manager Operator and Administrator Guide 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 e Identifying the audience and the basic skills required to use this guide effectively e Explaining the standard conventions and cues that highlight important information e Listing related documentation you might find helpful e Listing available online FreeFlow Process Manager Help systems e Providing information on ordering additional materials and Supplies e Providing information on obtaining additional information recommended that you first read Chapter 1 About Process Manager in this guide NOTE f you are using Process Manager for the first time it is FreeFlow Process Manager Operator and Administrator Guide XIX 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
111. d 180 degrees to appear upside down e 4Up Each page is imaged four times on one side of a sheet of paper There is no flip option for 4 Up e 8 Up Each page is imaged eight times on one side of a sheet of paper There is no flip option for 8 Up e 16 Up Each page is imaged sixteen times on one side of a sheet of paper There is no flip option for 16 Up e Custom N Up Allows the user to specify rows and columns in combination with Orientation Sides Imaged Margins Paper Stock and Autofit options The following options are grayed out if Custom N Up is not selected Rows maximum of 16 Columns maximum of 16 Pages on Sheet Side Repeated Sequential Cut and Stack Alternating e Maximum N Up Given an input page size calculates how many of those pages can be fit onto the sheet See also Maximum N Up considerations and Maximum N Up limitations FreeFlow Process Manager Operator and Administrator Guide 2 97 Workflow Builder 2 98 Maximum N Up considerations e Maximum N up might benefit workflows where resource utilization is of a higher priority than layout scheme e 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 e The application of gutters when this feature is used with
112. d displays a confirmation message Label displays as Jobs when multiple jobs are submitted FreeFlow Process Manager Operator and Administrator Guide 3 7 Workflow Submission Client 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 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 Submit Job Submits the job Displays the Submission Progress dialog which shows the submission progress in percentage Exit Closes the Workflow Submission Client application 3 8 FreeFlow Process Manager Operator and Administrator Guide Edit menu Workflow Submission Client The Edit menu contains the following options Table 3 6 Workflow Submission Client Edit menu Menu options Remove Move Up Move Down Edit Settings Restore Settings Workflow Builder Find View menu Description Removes a selected file from the text box Moves a selected file up one position in the list Moves a selected file down one position in the list Opens the Edit Settings dialog for the workflow process Restores settings to those that accompanied the workflow when it was originally opened Displays
113. d 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 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Table 2 6 Workflow Builder Insert menu and workflow process icons Insert Menu Workflow i Options Process Icon Description External Processes enable the use of third party workflow components The processes are added and configured in Workflow Job Manager External Process only an option if one is set up FreeFlow Process Manager Operator and Administrator Guide 2 17 Workflow Builder 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 e Each process in a workflow must have a unique name e The name cannot have more than 60 characters e You cannot use the following characters lt gt or To customize a workflow process name q gt 2 1 In Workflow Builder ensure the workflow is disabled y 2 Double click the process name below the desired workflow 3 node The name highlights 3 Type anew name NOTE You can also right click a process select Rename
114. dialog In the file name text field enter a name for the export file To select a file location select Browse a e w N In the Browse For Folder dialog do one of the following e Select the desired folder and select OK or e Select Make New Folder name the folder and select OK 4 20 FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 6 Inthe Format drop box select the desired format Options include e CSV comma delimited csv for database support such as Microsoft Access and Microsoft Excel e XML xml a current method for data exchange used for example by database management systems and for VIPP printing 7 Inthe Encoding drop box select the encoding type for exporting the report Options include e Unicode UTF 8 which can be used internationally to support Arabic Hebrew and other languages e ANSI which is compatible with older systems 8 Select OK to close the window and export the report NOTE The CSV file might display using the icon of an associated spreadsheet program See also Creating reports Viewing a report Purging report data Purging report data To help manage the database size accounting data from deleted jobs can be removed from the database NOTE Deleting jobs from the Workflow Job Manager window should not be confused with the Purge function Select Purge in the Reports dialog to display the Purge dialog which includ
115. dify to change an existing text watermark To change the font typeface select a font from the Font name drop box To change the font style select a style from the Font style drop Dox To change the font size select a point size from the Size drop box Select a color for the watermark from the Color drop box a To select a color that is not available in the drop box select Customize b Select the desired Hue Saturation and Value In the text box enter the desired text Line breaks are accepted NOTE The text box supports variable data syntax when the workflow is submitted from FreeFlow Process Manager MAX Manifest Automation from Xerox The content of the text should be specified as follows e g Order Number CSV1 Job ID CSV2 Variable text is specified by the Order Jacket file column number e g CSV1 All non variable text including spaces will be treated as static text If the workflow is submitted in ways other than via Process Manager MAX variable data text will be ignored FreeFlow Process Manager Operator and Administrator Guide 2 65 Workflow Builder 2 66 8 10 11 12 13 14 15 16 Select or type the horizontal position from the PDF document box From left Center or From right Select or type the vertical position from the PDF document box From top Center or From bottom Select the position relative to Crop Box Media Box Bleed Box Trim Box o
116. 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 Regional prioritization If you prioritize the automatic selection to one of the standard named stock configurations you may further constrain the standard stock type used by regionality For each of the options If no stock among the set is large enough to encompass the layout area a Custom type is created Ifa standard stock type is identified orientation is dynamically configured to choose a stock orientation that minimizes post imposition waste areas Ifthe subsequent layout exceeds the size of an identifiable standard stock type a Custom stock type that encompasses the layout area is created If you choose not to prioritize among standard stock types a stock type that wholly encompasses the layout area is created This might equate dimensionally to a standard named stock type Maximum size The maximum size for an automatic stock is 60 in either direction Both Maximum N up and Automatic stock selected If you select both Maximum N up and Automatic stock configurations the result is a Standard non Autofit job style output as the maximum number of cells that can be fit onto a undefined area is always equal t
117. ding to control the amount of white space on either side of the barcode e Vertical padding Available for QR Code type only Select or type the desired padding to control the amount of white space at the top or the bottom of the barcode 5 Select the desired degree of rotation in increments of 90 degrees The icon changes to reflect the selected rotation 6 Select or type the horizontal position from the PDF document box From left Center or From right 7 Select or type the vertical position from the PDF document box From top Center or From bottom 8 Select the position relative to Crop Box Media Box Bleed Box Trim Box or Art Box NOTE You can specify offset in inches or in millimeters either q as positive inward from the selected box or negative outward from the selected box numbers Default placement is Top Left of the Crop Box with horizontal and vertical offsets 0 0 0 0 FreeFlow Process Manager Operator and Administrator Guide 2 75 Workflow Builder 2 76 9 10 11 In the Apply to pages area specify the pages upon which the barcode will appear e 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
118. dministrator Guide 4 25 Workflow Job Manager 4 26 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 anda previous process step is selected When selected it reprocesses the workflow at the step that is currently selected NOTE 1 During the resubmit operation if there is interaction with a repository the RMS credentials of the current user the user running Workflow Job Manager are used If the current user of Workflow Job Manager does not have proper RMS credentials saved the job will fail during resubmit NOTE 2 f a job is in a Review state prior to the installation of the Unlimited User Conversion when you resubmit the job after the Unlimited User Conversion is installed the files remain at low resolution To modify workflow settings a2 3 1 In Workflow Job Manager select a job that is ata Review step or is paused Select a workflow process step Select Settings If the process is not configurable Settings is grayed out Make the desired changes 5 Select OK FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 do
119. e 5 Inthe When a color space error occurs area select from the following options Ignore to disregard errors and move the job to the next workflow process Warn and continue to note errors in the error log for the current job and move the file to the next workflow node Cancel job to note errors in the error log for the current job and to halt the job A fail message displays for the Optimize PDF node in Workflow Job Manager FreeFlow Process Manager Operator and Administrator Guide 2 51 Workflow Builder 2 52 6 Inthe 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 Warn and continue to note errors in the error log for the current job and move the file to the next workflow node Cancel job to note errors in the error log for the current job and to halt the job A fail message displays for the Optimize PDF node in Workflow Job Manager 9 Select Show job submitter the settings file name only Settings details will be hidden to display only the Settiings File drop box All other dialog features are hidden 10 Select Always use these settings to prevent users from modifying
120. e to display the Save Profile dialog 6 Inthe Profile Name text box ensure that default is entered and select OK to save the profile 7 Ifthe message Profile default already exists Overwrite anyway displays select Yes Exit Preps 9 The Save current configuration dialog prompts Do you want to save the current configuration into the profile select Yes Preps closes output to a PDF file After completing steps 1 9 above do the following 4 NOTE The profile must be manually edited in a text editor to allow 10 On the Process Manager server locate the file default cfg under lt Preps Install dir gt Preps 5 2 Profiles Default 11 Open the file with a text editor a Double click default cfg b In the Windows dialog select Select the program from a list and select OK c In the Open With dialog select Notepad and select OK FreeFlow Process Manager Operator and Administrator Guide 1 21 About FreeFlow Process Manager 12 13 14 15 Find and change the following entries e Change O P to O D e Change ADOBEPUJTF NO to ADOBEPJTF YES e Change JDFOUTPUT YES to JDFOUTPUT NO e Change EXPORTPDF NO to EXPORTPDF YES e Change SkipDeviceSizeWarning NO to SkipDeviceSizeWarning YES Save and close the file 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 cli
121. e Workflow Builder Failed status A job will fail if e None of the conditional branches match the job and there is no pass through branch e The file is corrupted e 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 See also Creating conditional branches Adding and configuring branch conditions Conditional branch conditions Managing conditional branches Editing conditional branches Deleting conditional branches Linking conditional branches FreeFlow Process Manager Operator and Administrator Guide 2 125 Workflow Builder 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 DD 1 In Workflow Builder drag and drop a Conditional process into the workflow The Conditional Branch Settings dialog 3 automatically opens Select New Branch 3 Inthe Branch Conditions dialog enter a name in the Branch name text box The name display in the dialog title later wnen you open the dialog to view or edit
122. e the imposition information is ignored Submitting xml workflow files to a hot folder This feature allows you to submit exported workflow s in xml format with either a file or a folder containing several files to a hot folder The xml file name must match the name of its associated file or folder to be picked up for hot folder processing Dynamic workflows Files are submitted to a dynamically created Submitted with documents workflow which is available in the target workflow drop box Each time a new job is submitted to a dynamic workflow a new workflow with a unique workflow Id is created Dynamic workflows are not visible and are deleted from the Process Manager database when jobs using the workflows are deleted Data from the dynamically created workflow is available for accounting information but the Submitted with documents workflow does not contain any accounting info Matching file names The xml must be named lt filename gt lt file ext gt xml to be associated with lt filename gt lt file ext gt Matching folder names The xml must be named lt folder name gt xml to be associated with lt folder gt When submitting a folder to a hot folder the xml must be outside the submitted folder Each file in the folder is submitted as a single job to each of the workflows in the xml file 2 164 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder To submit xml workflow files
123. e adding a prefix and or suffix and selecting font color and position To add page numbers D2 1 Double click the Page Numbering step in a workflow y Inthe Start with area enter the starting number for the page 3 numbers 3 Select the desired numbering style from the drop box If you want text to appear before the page numbers select Include prefix and enter the text in the associated text box 5 If you want text to appear after the page numbers select Include suffix and enter the text in the associated text box 6 To change the font typeface select a typeface from the Font name drop box 7 Tochange the font style select a style from the Font style drop Dox 8 To change the font size select a point size from the Size drop box 9 Select a color for the prefix and the suffix from the Color drop box a To select a color that is not available in the drop box select Customize b Select the desired Hue Saturation and Value 10 Select or type the horizontal position from the PDF document box From left Center or From right 11 Select or type the vertical position from the PDF document box From top Center or From bottom 2 7 2 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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
124. e available 4 Continue configuring the job if a workflow has not been assigned or select Approve to release the job for processing NOTE Approve is available if a workflow has been assigned and files have been selected If Approve is grayed out you must complete the job configuration See also Managing jobs from third party management information systems MIS FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 D2 1 In Workflow Job Manager from the Jobs list select a job with Attention Required in the Status column 3 2 Select View JDF to display the JDF file in a separate dialog If desired keep the window open while you configure the job in other dialogs and then close the window See also Managing jobs from third party management information systems MIS FreeFlow Process Manager Operator and Administrator Guide 4 41 Workflow Job Manager Viewing the job instructions for an incoming third party job On occasion incoming third party jobs do not have the information necessary for pr
125. e file will not be processed You must then manually delete the file from the hot folder FreeFlow Process Manager Operator and Administrator Guide 2 161 Workflow Builder 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 NOTE You can also create the job ticket with FreeFlow Print q Manager Advanced Print Path To associate the xpf job ticket file with the files to be picked up by the hot folder for processing the xpf job ticket file is automatically saved along with the PDF file in the location designated in the Save settings using the following naming conventions e File name lt file name gt lt file ext gt e xpf job ticket name lt file name gt lt file ext gt xpf When submitting files in a folder the following naming conventions are used e Folder name lt folder name gt e xpf job ticket name lt folder name gt xpf NOTE f you are not using a hot folder for submission you can 4 submit only the saved PDF to a reprint workflow The xpf associated with the file is automatically picked up and applied To submit an xpf job ticket to a hot
126. e files to a hot folder each file is processed as a separate job even if the associated workflow contains a Join task See also Hot folders and Zip files Submitting xml workflow files to a hot folder 2 146 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 Hot folders and linked RDOs Successful submission of linked RDOs an RDO containing a link to another RDO and set labeling RDOs via Workflow Submission Client or hot folders cannot be assured Limitations for hot folder submission of RDOs and job files associated with xpf or xml files To ensure better processing when submitting RDOs to a hot folder the user should ensure that all contents inside the CON are copied over before copying the RDO file When submitting subdirectories that contain job files associated with either xpf files or xml files the user should copy the directories first and wait until the files are copied if there are RDOs inside the subdirectory make sure that they are copied over as well before dropping the xpf or xml file into the hot folder FreeFlow Process Manager Operator and
127. e 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 e Inthe 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 You can specify a horizontal and vertical cell relative position for the PDF image logical page within an imposed sheet cell and thereby reduce the amount of cut and trim post printing Select from the following e Horizontal to specify the horizontal anchor position reference edge of the image alignment Available if not centered Select from the following From left From right Center Always available From binding edge Available if 2 sided document From non binding edge Available if 2 sided document e Vertical to specify vertical anchor position reference edge of the image alignment Available if not centered Select from the following From top From bottom Center Always available From binding edge Available if Head to toe document From non binding edge Available if Head to toe document NOTE Earlier versions of Process Manager 2 0 3 0 4 0 4 used the uni dimensional Anchor Image function Legacy workflows will be translated into a 2 dimensional format Horizontal
128. e to the reprint workflow The files are dropped into the Waiting for Job Ticket folder inside the hot folder Process Manager applies the saved job ticket to all print nodes in the workflow NOTE When reprinting with Workflow Submission Client or a hot q folder if Always use these settings is checked in the Print node the Print node settings take precedence over the xpf job ticket FreeFlow Process Manager Operator and Administrator Guide 2 117 Workflow Builder 2 118 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 Fault handling for Save Errors are logged in the Windows Event log and display in the Job Manager status display area The following errors cause the save operation to fail If the input PDF file is missing If the destination PDF is locked and cannot be overwritten or if the user lacks sufficient security privileges to access the destination directory or document repository If the destination directory or document repository has been deleted If invalid credentials have been set up or no credentials have been established FreeFlow Process Manage
129. eFlow Process Manager Operator and Administrator Guide 2 11 Workflow Builder Table 2 5 Workflow Builder Options menu Options Menu Description Option 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 Opens Adobe Acrobat which is used to configure preflight profiles Repository Opens a dialog that allows the current user to Credentials Setup enter a Username and Password for the active repository Email Attachment Opens the Email Attachment Watermark Watermark Setup Setup dialog Allows you to set up and customize the security watermark on PDF documents sent via email notification 2 12 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 lt item gt 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 P
130. ed Opens the Folder Profile Setup dialog which allows you to enter a new configuration If there are ten profiles configured when Add is selected the Maximum Allowed error dialog displays Add CLI profile Opens the CLI Profile Setup dialog which allows you to enter a new configuration Edit Opens the setup dialog for the selected profile Delete Deletes the selected profile with a confirmation dialog See also Setting up folder based profiles Setting up CLI profiles Using third party external processes FreeFlow Process Manager Operator and Administrator Guide 2 171 Workflow Builder 2 172 Adding or editing an external process External processes must be added and configured before they can be used in a workflow Initial configuration involves e Selecting a process icon e Assigning a process name Final configuration involves e Setting up input output and error hot folders for folder based profiles e Setting up a script location parameters a working directory and output location for CLI profiles e Defining the timeout interval for each profile For folder based profiles the third party software must be running for you to use the external process in a workflow To add or edit an external process In Workflow Builder select Options External Processes 2 Inthe External Processes dialog select New Process This option is available only if four or fewer processes are configured 3 Int
131. ed as watermark on PDF email attachments check box 3 Select the desired font from the drop down menu In the Text box type the desired text up to 20 characters The text displays in the Sample graphic 5 Select OK to accept changes and close the window FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 e Open a job ticket from a Windows file or document repository NOTE Job tickets can be applied only to workflows that contain 4 the Print task e Access the Job Setup dialog for production printing and make the desired changes e Insert separator pages via the Job Setup dialog If the printer is not available on a standalone client If you attempt to open the Print Settings dialog on a Workflow Job Manager or Workflow Submission Client standalone client and an error message states that the current printer is not available you will need to obtain the list of registered printers On the standalone client Select Start Programs Registered Print List Locator In the Registered Print LIst Locator dialog select Remote and enter the computer address of the Printer Administration server
132. ed as the basis for the file name for job submission NOTE f incorrect file characters for example lt gt are 4 entered an error message displays FreeFlow Process Manager Operator and Administrator Guide 2 115 Workflow Builder 2 Select one of the following NOTE 1 You might be prompted for a login and password if you q 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 e Browse Windows to open the Windows file dialog for selecting a file location e Browse Repository to open a repository dialog for selecting a repository location The Location text box is populated with the path specified during the browse process 3 Select Save job ticket information to save a job ticket xpf with the PDF file for reprinting later The xpf job ticket is saved along with the PDF file in the location designated in Save 4 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 5 Select OK to accept the changes and close the window 2 116 FreeFlow Proce
133. ed in Workflow Builder for it to 4 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 Keep in mind the following e Ifa workflow does not contain the Convert process and if you have files that require conversion to PDF the workflow will be grayed out e When submitting multiple files to a workflow To create a single joined job Join must be in the workflow To create multiple separate jobs Join should not be in the workflow Match method Select the required components and generate a list of workflows that meet the job criteria e Check the workflow components that you need to complete a given job e To sort by processes not included in the workflows do not select the workflow components Match equals the number of matching processes divided by the total number of selected processes multiplied by 100 For example if you select 5 check boxes and a workflow includes 4 of the checked processes and no additional processes the percent match is 80 3 12 FreeFlow Process Manager Operator and Administrator Guide Workflow Submission Client 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
134. ed to 4 retrieve input at this location Output location Allows you to select a hot folder on a local or remote drive for the third party software to store successfully processed files NOTE The third party application should also be configured to store successfully processed files at this location Error location Allows you to select a hot folder for the third party software to place error files If error files are generated the job will fail 4 NOTE Creating an error file location is optional Timeout Allows you to enter a duration to wait for the external process to return processed files If this time elapses with no returned files or errors the job fails Seconds and minutes values cannot both be zero FreeFlow Process Manager Operator and Administrator Guide 2 175 Workflow Builder Adding or editing a folder based profile gt ON l 2 176 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 In the Folder Profile Setup dialog enter or change the name for the profile NOTE Changing a name or a folder affects existing workflows 2 To select process
135. eeFlowProcess Manager Operators groups are created Your adminstrator then populates these groups with users Permissions to launch applications are based on group membership NOTE f you are not a member of an authorizing group contact 4 your administrator If you forget your username and password notify your administrator To log in to the Workflow Submission Client application A login screen may or may not display depending on group membership and server location 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 q gt 2 1 Select Start Programs Xerox FreeFlow Software FreeFlow Process Manager Workflow Submission Client 3 The Login dialog opens for the selected application In the User name text box enter your user name In the Password text box enter your password 4 The Domain text box is populated with the domain of the currently logged in user or the last domain entered in the login form Confirm that the proper domain name appears 5 Enter the appropriate Process Manager server name in the Server text box Select OK The main window opens 7 If during login to a remote client you enter the incorrect username or password an incorrect username or password error message displays Enter your correct username and password 3 2 FreeFlow Process Manager Operator and Administrator Guide
136. eflight profiles refer to the preflight Help topics in Adobe Acrobat Professional 2 188 FreeFlow Process Manager Operator and Administrator Guide Workflow Submission Client 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 e Select files for submission from Windows or from a document repository e Create a file list xfl to save one or more files for future submissions e Select an automated workflow to which to submit files e Launch Workflow Builder e Set up Repository credentials If a workflow is set up to accept changes use Workflow Submission Client to e Modify the workflow process settings e View the job ticket select an optional job ticket for submission with the files and resolve job ticket conflicts You can also submit files remotely from a workstation or server with Remote Workflow Submission Client installed FreeFlow Process Manager Operator and Administrator Guide 3 1 Workflow Submission Client 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 Fr
137. elect another tab and continue configuring 2 54 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 Color trap layers solve the issue by printing an overlapping border between the abutting objects DO 1 Double click the Optimize step in a workflow and select the Image Quality tab 3 2 Mark the checkbox for Replace all hairlines narrower than to enable the feature and select or enter a threshold value e Inches Default is 0 Maximum value is 0625 1 16 inch e Pixels Default is 0 Maximum value is 75 1 16 inch ona 1200 dpi printer e mm Default is 0 0 Maximum value is 1 5875 e Points Default is 0 Maximum value is 4 5 3 Select or enter a value to replace anything lower than threshold value e Inches Default is 0 01389 Maximum value is 0625 1 16 of an inch e Pixels Default is 16 67 Maximum value is 75 1 16 of an inch on a 1200 dpi printer e mm Default is 0 3528 Maximum value is 1 5875 e Points Default is 1 Maximum value is 4 5 4 Select the desired unit for
138. elete an external process profile D 1 In Workflow Builder select Options External Processes v 2 In the External Processes dialog select the process that 3 contains the profile you wish to delete and select Edit CAUTION If you select Delete in the External Processes Q dialog you will delete the external process and all profiles associated with the process 3 In the External Process Setup dialog select the desired profile from the Process Profiles list 4 Select Delete The selected profile is deleted A confirmation message displays 5 Select OK See also Using third party external processes 2 184 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 ncoming and outgoing mail cannot be directed without the 4 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 NOTE Only valid characters and strings for SMTP Servers are accepted An error message displays if the syntax is incorrect Maximum attachment size Allows you to set a size limit for e mail attachments in the Notification process The available range is 20 1024
139. es an RDO as a single document The two main parts of an RDO are the RDO file and the CON directory The RDO part of the file contains all the information about how to organize the images in the document to produce the desired output or appearance The CON directory part of the file contains all the images of the document Each TIFF JPEG Adobe PDF and file is stored as an individual file in the CON directory When you open Windows Explorer and look for your documents you see both parts of the RDO For a document named Family you see a file named Family rdo and a directory named Family con In File Manager you can view only the RDO FreeFlow treats the parts of the RDO as a single document FreeFlow Process Manager Operator and Administrator Guide Workflow Submission Client Submitting RDOs RDOs are submitted to a workflow via Workflow Submission Client the same way that you submit any job to a workflow D2 1 Locate the file on a local disk or document repository v 2 Select a workflow 3 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 To submit an RDO and produce an RDO RDO reprint RDOs previously set up with the necessary job parameters in Makeready can be submitted to Process Manager for reprinting Minor changes can be made to the job ticket for example the copy count You can submit an RDO re
140. es the following options Never Never removes accounting data Now Removes data for deleted jobs upon clicking OK Older than Purges the records older than the specified value If selected the default is 365 days FreeFlow Process Manager Operator and Administrator Guide 4 21 Workflow Job Manager OK Performs one of the following and then closes the dialog e If Now is selected Purges the accounting data for deleted jobs e 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 e 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 In Workflow Job Manager select Options Reports to display the Reports dialog Select a report Select Purge 4 Select one of the following e Never To never remove accounting data e Now To remove data when you select OK e Older than n day s To daily purge records older than the value specified in the days spinner box 5 Select OK to process your selection and close the dialog See also Creating reports Viewing a report Exporting a report 4 22 FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager Viewing and editing a document in Adobe Acrobat The View Document function is available whenever a PDF job is at
141. escription Show Hide Process Show Allows you to view process settings via Tool Tips 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 The Options menu The Options menu includes the following options Table 2 5 Workflow Builder Options menu Options Menu Description Option Processes Opens the Processes dialog which allows you to check the status of a workflow process Allows you to open the Process Settings dialog to place the process online or offline and to check or change the concurrent count value Impose Process Settings allows you to turn the copy count divisor functionality on or off This allows you to to adjust the copy count to maintain the original quantity intent for workflows that contain multiple up impositions See To enable the Copy Count Divisor Hot Folders Opens the Hot Folders dialog in which you can access the Hot Folder Setup dialog and manage existing hot folders You can delete hot folders pause and resume scanning for new files open the Hot Folder Settings dialog or check hot folder status External Processes Opens the External Processes dialog which allows you to move and delete processes and to access various dialogs for adding and configuring external processes Fre
142. ettings dialog select Job Setup to open the Job Setup dialog for production printing 3 2 To insert a blank separator page after a file or a set select the Output Format tab The tab name and options might vary depending on the printer 3 Choose from the following in the Separator pages section of the tab dialog e Insertion after each set Inserts a separator page after each set Depending on your collation settings if only one set is requested the separator page is inserted after the last page of the job e Insert after each file Inserts a separator page after each PDF file If the job has only one PDF the separator page is inserted after the last file FreeFlow Process Manager Operator and Administrator Guide 2 113 Workflow Builder 2 114 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 Inthe 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 e Separator pages are available for PDF file printing only Other file types generate an error message e No imaging is available on the separator page Fault handling for Print Errors are logged in the Windows Event log and displayed in the Job Manager status display are
143. evel Edit process Ensure Color Manage workflow consistency between the server and a remote client Importing 5 0 workflows with a Color Manage node Import ICC profiles ICC profile rights 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 For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help Creating preflight profiles For the Convert process you can select from various job options or create custom job options to generate optimal PDFs in Process Manager The default job option that is displayed in Process Manager is selected in Adobe Acrobat Distiller You can ensure that Process Manager displays the desired Adobe Acrobat Distiller default job option by selecting a profile from the Default Settings drop box in Acrobat Distiller For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help Configuring Convert settings In previous versions of FreeFlow Process Manager all job level edit functions for example watermarks page numbering page rotation were available via a single Job Level Edit dialog Legacy workflows that contain Job Level Edit processes will perform as they did in earlier ve
144. f data 4 To add or modify data select Data Field and select from the following variables Job ID Job Name Sheet In Signature Sheet Number Sheets Per Signature Signature Number Total Sheets Total Signatures NOTE f the data field contains characters that the barcode q does not support the job may fail for invalid data 5 To add leading zeroes mark the check box to enable the feature then select the desired number of digits from the drop FreeFlow Process Manager Operator and Administrator Guide 2 79 Workflow Builder 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 D2 1 To open the Add Barcode dialog double click the Barcode process in a workflow 3 2 Inthe Data tab dialog review your selections in the window As necessary select from the following e To add text or data select Add Data is concatenated to form one string of data Refer to To add or modify text or a data field e To modify text or data select the text or data and then select Modify Refer to To add or modify text or a data field e To remove text or data select the desired text or data and then select Delete e To move the selected text or data up or down in the list select Move Up or Move Down 3 Inthe Variable data options
145. f the document Signature Booklet Portrait fold binding edge is parallel to short edge of the stock Signature Calendar Head to Toe orientation fold binding edge is parallel to short edge of the stock Signature Pamphlet Portrait orientation fold binding edge is parallel to the long edge of the stock e N up The pages are printed in sequential order with each page of the document appearing a specified number of times n on the same side of a sheet of paper This is also known as multiple imposition or tiling Each copy of the page is called a cell There are ten n up job types 2 Up Each page is imaged twice on one side of a sheet of paper 2 Up Flip Left Each page is imaged twice on one side of a sheet of paper with the left of the two imaged pages flipped 180 degrees to appear upside down 2 Up Flip Right Each page is imaged twice on one side of a sheet of paper with the right of the two imaged pages flipped 180 degrees to appear upside down 2 96 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder e 3 Up Each page is imaged three times on one side of a sheet of paper e 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 e 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 flippe
146. f you notice unusual noises or odors Disconnect the power cord from the electrical outlet and contact your Xerox Service Representative immediately FreeFlow Process Manager Operator and Administrator Guide xiii 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 Obligations or Securities of the United States Government such as e Certificates of indebtedness e United States Bonds e National Bank Currency e Treasury Notes e Coupons from bonds e Federal Reserve Notes e Federal Reserve Bank Notes e Fractional Notes e Silver Certificates e Certificates of Deposit e Gold Certificates e Paper Money e Bonds and obligations of certain agencies of the government such as FHA etc e Bonds NOTE U S Savings Bonds may be photographed only for publicity purposes in connection with the campaign for the sale of such bonds e Internal Revenue Stamps NOTE f necessary to copy a legal document on which there is a canceled revenue stamp this may be done provided the reproduction of the document is performed for lawful purposes XIV FreeFlow Process Manager Operator and Administrator Guide e 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
147. files and configure image quality settings for hairline correction and the removal of color trapping layers You can have multiple instances of the Optimize node ina workflow However there is no conflict checking for multiple instances When working with non PDF documents the Convert node must precede the Optimize node The Optimize Options dialog includes five tabs General PDF Boxes Color Spot Colors and Image Quality The availability of dialog options varies depending on whether the Create a document that complies with PDF X standards option is selected for example e When compliance is selected font embedding is automatically set to ON and output compliance error handling is available e When compliance is not selected font embedding is automatically set to OFF Color Management is enabled and independent use of the PDF Box is enabled See also To configure the General Optimize settings To configure the PDF Boxes settings To configure the Color settings To configure the Spot Colors settings To configure Image Quality settings Description of PDF X 1a Standards About PDF Boxes Managing Color profiles Ensuring Color Manage workflow consistency between the server and a remote client Importing a FreeFlow 5 0 workflow with a Color Manage node FreeFlow Process Manager Operator and Administrator Guide 2 45 Workflow Builder To configure the General Optimize settings The General tab allows you to selec
148. folder for reprinting Waiting for Job Ticket folder The job file and its associated xpf must be placed in the Waiting for Job Ticket folder inside the hot folder When an xpf job ticket is submitted to the hot folder s Waiting for Job Ticket folder with an associated job file the job ticket is applied to all the print nodes in the workflow associated with the hot folder D2 1 Locate the saved PDF The PDF is in the location that was designated in the Save settings when the job was initially y 3 processed 2 162 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 e Fora 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 NOTE To reprint via Workflow Submission Client submit only 4 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 e Fora folder Drag and drop or copy and paste the folder to be processed and its associated xpf into the Waiting for Job Ticket folder inside the hot folder The xpf file must be outside the folder to be
149. formation concerning the equipment or materials contact your local representative This product will produce ozone during normal operation The ozone produced is heavier than air and is dependent on copy volume Providing the correct environmental parameters as specified in the Xerox installation procedures will ensure that the concentration levels meet safe limits If you need additional information about ozone please request the Xerox publication Ozone part number 600E74140 by calling 1 800 828 6571 in the United States and Canada FreeFlow Process Manager Operator and Administrator Guide 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 aground adapter plug to connect this equipment to an electrical outlet that lacks a ground connection terminal WARNING Improper connection of the equipment grounding conductor can result in severe electrical shock 4 Donot place this equipment where people might step or trip on the power cable Do not place objects on the power cable Do not override or disable electrical or mechanical interlock devices Covers guards and interlock switches are provided to p
150. g and configuring branch conditions Select OK 5 Inthe Conditional Branch Settings dialog make any additional changes See Managing conditional branches 6 Select OK See also Creating conditional branches Adding and configuring branch conditions Conditional branch conditions Managing conditional branches Deleting conditional branches Linking conditional branches FreeFlow Process Manager Operator and Administrator Guide 2 133 Workflow Builder 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 a gt 2 workflow In the Conditional Branch Settings dialog select the desired workflow branch from the list Select Delete In the Delete confirmation dialog select Yes Select OK To delete a pass through branch unmark the check box for Include pass through branch with no conditions H PRA See also Creating conditional branches Adding and configuring branch conditions Conditional branch conditions Managing conditional branches Editing conditional branches Linking conditional branches 2 134 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Linking conditional branches The branches of a Conditional node can be merged into a common workflow once they have been processed Follow these rules e Ifalink is used all of the branches of a Conditio
151. ger FreeFlow Process Manager Operator and Administrator Guide 4 35 Workflow Job Manager 4 36 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 Brings up the Unlock Confirmation dialog Cancel Returns the user to Workflow Job Manager does not open the job or the PDF associated with the job OK Appears only on the remote version of Job Manager The remote user cannot access or unlock the job The user must wait for the other user to finish or for the administrator to override the lock from the local server Unlock Confirmation dialog The Unlock Confirmation dialog displays when a user selects Unlock in the Job in Use dialog Dialog options include Yes Closes the dialog The file is unlocked potentially nullifying any changes made by the user who originally had the file or job open The selected file or job opens No Closes the dialog and the Job In Use dialog FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager Accessing Workflow Builder from Workflow Job Manager You might need to access Workflow Builder
152. ghboring imposition cell e Bleeds beyond the selected PDF box are disabled if any margins are applied e From the perspective of downstream workflow components page size in the output document is the selected paper stock upon which the input document is imposed PDF Page Box Limitations e There is no support for Media Boxes e Bleed Trim and Art boxes must be smaller than or equal to the defined Crop box e Box offsets in the input document do not carry over into the imposed output document all offsets are set at 0 in the output document e You can make PDF box definitions unique on a page by page basis Asymmetric imposition results occur if these definitions are not consistent throughout the document FreeFlow Process Manager Operator and Administrator Guide 2 95 Workflow Builder About Job types The following job types are available via the Imposition Settings dialog e 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 e Signature Two separate pages are printed side by side on one side of a sheet of paper All Signature documents are 2 sided The pages of the document are sequenced when printed to produce output that can be folded to create a booklet type of document There are three signature job types each characterized by the fold binding edge o
153. h conditions e Delete Removes the selected workflow branch with a confirmation dialog FreeFlow Process Manager Operator and Administrator Guide 2 131 Workflow Builder e 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 4 branch as the last branch e New Branch Opens the Branch Conditions dialog for creating a new branch See Adding and configuring branch conditions See also Creating conditional branches Adding and configuring branch conditions Conditional branch conditions Editing conditional branches Deleting conditional branches Linking conditional branches 2 132 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 a gt 2 workflow 3 2 Inthe Conditional Branch Settings dialog select the desired workflow branch from the list and then select View Edit 3 Inthe Branch Conditions Name dialog make the desired edits See Addin
154. h the equipment e Always exercise care when moving or relocating equipment Please contact your local Xerox Service Department to arrange relocation of the copier to a location outside of your building e Always locate the machine on a solid support surface not on plush carpet that has adequate strength to support the weight of the machine e Always locate the machine in an area that has adequate ventilation and room for servicing e Always use materials and supplies specifically designed for your Xerox equipment Use of unsuitable materials may result in poor performance and possibly a hazardous situation e Always unplug this equipment from the electrical outlet before cleaning Do Not Do These e Never use a ground adapter plug to connect the equipment to a power outlet that lacks a ground connection terminal e Never attempt any maintenance function that is not specifically described in this documentation xii FreeFlow Process Manager Operator and Administrator Guide e Never obstruct ventilation openings They are provided to prevent overheating e Never remove covers or guards that are fastened with screws There are no operator serviceable areas within these covers e Never locate the machine near a radiator or any other heat source e Never push objects of any kind into the ventilation openings e Never override or cheat any of the electrical or mechanical interlock devices e Never operate the equipment i
155. he External Process Setup dialog select an icon from the Process icon drop box NOTE External Processes are designated by a plus symbol overlay 4 Inthe Process name text box enter a name for the process NOTE 1 The name must be no longer than 14 characters and it must be a unique name NOTE 2 f incorrect file characters for example I lt gt are entered an error message displays FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 5 Do one of the following a lo add a folder based profile select Add folder profile The Folder Profile Setup dialog opens b To adda 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 Continue to the appropriate procedure to add or modify a folder profile or CLI profile e Folder based profiles Setting up folder based profiles e CLI profiles Setting up CLI profiles See also Setting up third party input and output hot folders Using third party external processes FreeFlow Process Manager Operator and Administrator Guide 2 173 Workflow Builder 2 174 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
156. he Output Color Space The exclusion list appears below the text box 3 To adda spot color to the exclusion list a Inthe Spot colors not to convert text box enter the spot color name Names are case and space insensitive b Select Add When an item is selected in the exclusion list you can change or delete the item 4 To change the name of a spot color a Enter a new name in the Spot colors not to convert text box b In the exclusion list select the spot color you wish to change c Select Change 5 To delete a spot color a In the exclusion list select a spot color b Select Delete 6 Mark the radio button for Set spot color suffix to match media type to convert all suffixes to one of the following suffixes Coated paper to support PANTONE coated spot color Uncoated paper to support PANTONE uncoated spot color Matte paper to support PANTONE matte spot color FreeFlow Process Manager Operator and Administrator Guide 2 53 Workflow Builder 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 s
157. hese 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 12 Select OK to accept the changes or select another tab and continue configuring To save the Settings File as The Save Settings File dialog allows you to save the current settings of the Optimize node For more infomation about the available options see To configure the General Optimize settings 1 In the Optimize Options dialog General Tab select Save As Inthe File Name text box enter a new file name 3 Select Save FreeFlow Process Manager Operator and Administrator Guide 2 47 Workflow Builder To configure the PDF Boxes settings 2 48 The PDF Boxes tab allows you to define PDF Box settings Fora 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 Mark the check box for Set crop box to media box e ifa PDF document has a crop box it is replaced with one the size of the media box e Ifthe PDF document does not have a crop box one is generated and set to the size of the media box In the When both trim box and art box are missing drop box select from the following e Set tr
158. ialog To change the offline or online status of a process 1 In Workflow Builder select Options Processes to display 2 the Processes dialog 3 2 Select a process and select Take Offline Set Online to change the status 3 Close the Processes dialog See also Setting the number of concurrent processes and the copy count divisor To set the number of concurrent processes To enable the Copy Count Divisor Copy Count Divisor examples FreeFlow Process Manager Operator and Administrator Guide 2 139 Workflow Builder 2 140 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 a2 y 3 1 In Workflow Builder select Options Processes to display the Processes dialog Select a process then select Settings to open the Process Settings for Process dialog Select the number of concurrent processes from 1 4 4 As appropriate select or deselect the check box to place the process online 5 Select OK to accept the changes and close the Process Settings for Process dialog 6 Close the Processes dialog See a
159. ide Workflow Builder 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 Hot Folder submission with and without the Unlimited User Conversion License If you do not have the Unlimited User Conversion or the 100 User license and you are submitting an image file via a hot folder e The file attachment is sent as high resolution and can be viewed but not printed or edited e For saved encrypted files from FreeFlow 5 0 PDF encryption is removed when you save via a Save or JDF export node or when you view the PDF via the Review node See also Unlimited User Conversion option Setting up a watermark in an email attachment Limitations when setting up directories as input output hot folders for more than one feature Within Process Manager users can set up directories as input output hot folders for Process Manager Hot Folders for job submission QuarkXPress file conversion and Third party external processes When setting up a directory as an input or output hot folder make sure that it is not being used as a hot folder for either of the other two features by visiting their corresponding dialogs The system does not currently perform conflict checking across these different features FreeFlow Process Manager Operator and Administrator Guide 2
160. ient 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 xfl can be successfully loaded only if the Workflow Submission Client application has not been closed since the file list was first created Once the Workflow Submission Client application is closed the temporary repository files are removed If you re launch the application and load the file list an error message will display for each of the removed repository files Submitting Zip files Zip files can be submitted only via a hot folder Submitting VI Containers vpc VI Container files vpc can be submitted via Workflow Submission Client only to workflows containing Review Print Save Convert and Impose Jobs submitted to workflows with processes other than these will fail FreeFlow Process Manager Operator and Administrator Guide Workflow Submission Client 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
161. ight in the workflow e Configure the process settings as needed to meet the requirements of the workflow e Save and enable the workflow NOTE Al workflows are disabled after an upgrade or migration A pop up message displays if you try to enable a workflow that requires additional configuration Complete the configuration and then enable the workflow Rules for building workflows 2 22 Apply the following rules when you sequence workflow process steps in the workspace Input is the first step in any workflow Input is automatically displayed in the workspace when you begin a new workflow If Convert exists in a workflow it must precede the following processes e Join e PDF Optimize e Preflight e Impose e Bates Numbering e Page Numbering e Watermarks e Rotate Pages e Flip Pages e Print e Barcodes e Pressmarks FreeFlow Process Manager Operator and Administrator Guide Workflow Builder If Join exists in a workflow it must precede the following processes e Preflight e Color Manage e Impose e Bates Numbering e Page Numbering e Watermarks e Rotate Pages e Flip Pages e Print e Barcodes e Pressmarks e 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 D2 1 Launch Workflow Builder Inthe
162. ile 4 NOTE 1 The selected image must reside on a local drive NOTE 2 Only page 1 of the PDF is selected a In the Browse for watermark image file dialog select a file b Select Open The dialog closes and the path and file name display in the Watermark filename text box Select a percentage from 1 to 200 to scale the image 5 Select or type the horizontal position from the PDF document box From left Center or From right 6 Select or type the vertical position from the PDF document box From top Center or From bottom 7 Select the position relative to Crop Box Media Box Bleed Box Trim Box or Art Box 8 Select the desired degree of rotation from 0 359 degrees The icon changes to reflect the selected rotation 9 Select a transparency from 0 100 The greater the transparency level the less opaque the watermark 2 68 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 10 In the Apply to pages area specify the pages upon which the watermark will appear e 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 4 FreeFlow Process Manager MAX Manifest Automation from Xerox You can enter variable data syntax in the page range text box For example given an Order
163. im box to media box and offset inwards by Select or type a value for each option Left Right Top and Bottom e Report an error to register an error in the error log NOTE Depending on the error handling specified in the General tab in the Compliance area the job may or may not fail e Ignore to disregard errors and move the job to the next workflow process In the When bleed box is missing drop box select from the following e Set bleed box to media box e Set bleed box to trim box and enlarge by Select or type a value for each option Left Right Top and Bottom e Ignore to disregard errors and move the job to the next workflow process FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 To configure the Color settings The Color tab allows you to select the output color space source color space define the appropriate action when an error occurs and select the desired transpare
164. 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 The operator can select a profile to use as the default profile for a specific workflow The Xerox FreeFlow Recommended Preflight profile provided with the FreeFlow Process Manager product includes the following checks e Font is not embedded e Image resolution is less than 250 ppi e Bitmap 1bit monochrome image resolution is less than 600 ppi e Document is damaged and needs repairs e PDF contains errors or is damaged Preflight can also be used to automatically filter and route incoming PDF files This is done by setting up multiple preflight nodes as filters at key points in a workflow to check for specific conditions Based on the results the file is directed to the appropriate process or workflow branch See also To generate the preflight profile repository on a clean install To configure Preflight settings Using preflight as a filter FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 2 3 Select Start Programs Adobe Acrobat Professional In the Advanced menu select Preflight Se
165. imposed document Example 3 Original quantity is 20 with 2 up observe changes to Print quantity settings The user sets the Copy Count Divisor switch to On 2 The user creates a workflow with the following nodes e Review e Imposition 2up Always use these settings is set e Review e Print Always use these settings is not set 3 User submits a job with an XPIF ticket Copies 20 4 At the first Review the user opens the Copy Count Dialog They will see Quantity original document 20 5 At the first Review the user looks at the Print task setting They will see Quantity 20 2 142 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 6 After the job passes successfully through the Imposition node the user opens the Copy Count dialog at the second Review They see e Quantity original document 20 e Quantity imposed document 10 7 Atthe 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 The user sets the Copy Count Divisor switch to On 2 User creates a workflow with the following nodes e Imposition 2up Always use these settings is set e Review e Imposition 2up Always use these settings is set e Review e Print Always use these settings is not set 3 User submits a job with an XPI
166. ined 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 In the crop marks offsets area specify offsets from the edges of the selected crop mark box e Top Bottom Left and Right to set the desired offsets e Uniform to define all offsets defined by the Top offset e Inward offset to place offsets inside the perimeter of the selected box e Outward offset to specify offsets outside the perimeter of the selected box NOTE The Outward offset option is disabled for media sheet crop marks Offsets must be all inward or all outward Negative offset values are not allowed NOTE For the PDF box options the above options define the box relative to the size of the PDF page being imposed The box is affected by and moved according to all transformations of the page such as Autofit Margin and Page Image Position Alignment settings The range is 0 to 60 inches and the metric equivalent Use care with this option as it is possible to specify a box rectangle that exceeds the actual page size or that is clipped off by the sheet cell s during imposition FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 6 Select from the following Sheet Face optio
167. ing User contact information The FreeFlow Administration Tool is used to view user accounts created in Windows and to add or edit user contact information Changing the XDL Admin account password The FreeFlow Administration Tool allows you to change the password for the XDL Admin account This password is set during the installation of the software For more information refer to the Xerox FreeFlow System Administrator Guide and the FreeFlow Administration Tool online Help system FreeFlow Process Manager Operator and Administrator Guide 1 13 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 Document conversion Previously Document Library users used the background batch utility provided via the Conversion tab in the Library Administration Tool to convert documents within Document Library cabinets to PDF In FreeFlow 6 0 you may wish to use the FreeFlow File Conversion Tool available via the Start menu to convert documents residing in file systems or repositories to PDF Managing backup and restore functions I
168. input process output and error folders do the following NOTE You will be asked for a user name and password when a remote location is selected during setup a Select Browse b In the Browse For Folder dialog do one of the following Select the desired folder and then select OK If you select a remote location the Remote Connection dialog displays Enter the appropriate User name and Password and select OK Select Make New Folder name the folder and select OK 3 In the timeout drop box select a duration 4 Select OK If you edited an existing profile a confirmation dialog displays The new profile displays in the Process Profiles text box FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 4 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 See also Deleting an external process profile Using third party external processes Limitations when setting up directories as input output hot folders for more than one feature FreeFlow Process Manager Operator and Administrator Guide 2 177 Workflow Builder 2 178 Setting up CLI pr
169. int the reverse side of a page so the finished document has a calendar format 9 Inthe 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 e Mark the check box for Select auto stock from the nearest standard type if possible and select from the following stock types Constrain to English stock types to search the list of named English stocks for one large enough to encompass the layout area Constrain to metric stock types to search the list of Metric stocks for one large enough to encompass the layout area No regional constraint to search the list of Metric and English stocks for one large enough to encompass the layout area For more information see Automatic stock type considerations NOTE 1 f the Select auto stock from the nearest standard type check box is not marked a custom stock is created that encompasses the layout area It may or may not equate to a Standard named stock NOTE 2 The auto stock feature produces an imposition result not a print result Print output stock is selected in the Print node dialog 11 Select Custom paper stock to enable the Width and Height options and then type the desired value 2 88 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 12 In the Margins area select or type th
170. ion 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 During execution the condition s of each branch are compared with the information retrieved from the job The first branch whose conditions or specifications match the properties retrieved from the job will be taken Each Conditional node can include up to 12 branches each branch can include up to 12 conditions that must be satisfied You can specify two main categories of conditions e PDF related conditions e JDF ticket related conditions For more information about these conditions see the Conditions to Add table The branches of a Conditional node can be merged into a common workflow For more information see Linking conditional branches Conditional branching provides an alternative to using Preflight as a means to filter and route jobs For more information see Using preflight as a filter See also Guidelines for successful conditional branching Adding and configuring branch conditions Conditional branch conditions Managing conditional branches Editing conditional branches Deleting conditional branches Linking conditional branches FreeFlow Process Manager Operator and Administrator Guide 2 123 Workflow Builder 2 124 Guidelines for successful conditional branching Number of branches and conditions A Conditional
171. ipt Parameters in Sout Working directory c temp user s choice Output Location c brianOut user s choice Time interval 30 seconds During execution the user submits the file someFile The External Process launches SomeScript by launching the following command C SomeScript c temp someFile c brianOut someFile The file someFile is copied to the working directory by the External Process node prior to launching the script Also the External Process node automatically uses the same name for the input file as for the output file The External process node waits for the script to finish executing successfully for the maximum of the time interval if the time interval passes an error has occurred and then looks for c brianOut someFile If the file is there it is picked up if not an error has occurred FreeFlow Process Manager Operator and Administrator Guide 2 181 Workflow Builder 2 182 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 The only difference to the configuration is this Parameters in someParameter out During execution External Process node launches the following command C SomeScript c temp someFile someParameter c brianOut someFile Example 3 Adding a parameter after the output parameter
172. ired PreflightExample 4 23 2007 10 42 39 AM DPAdmin No 1 9 Su EarthAtNight_Tagged Attention Required PreflightExample 9 4 23 2007 10 42 38 AM DPAdmin No 5 5 4 20 2007 10 10 54 AM DPAdmin No M Super job Completed My Fab workflow i 412412007 8 58 43 AM DP dmin 2 for print setup dialog Attention Required My Fab workflow e Each row lists a job and the job details e The toolbar allows you to launch Workflow Submission Client or delete a job or launch Workflow Builder 4 6 FreeFlow Process Manager Operator and Administrator Guide The Jobs area columns Workflow Job Manager Each row in the Workflow Job Manager Jobs area contains the following information about a job Column Name ld Status Print Status Workflow Workflow Id Date Submitted Submitter Dynamic Processes Table 4 1 Jobs area columns Description Lists the names of the current jobs Displays the Job Id number Lists the current status of each job Shows the status of print jobs submitted through Process Manager Available for IPP printers only Lists the names of the workflow used Lists the system generated workflow Id Lists the time and date the job was submitted Lists the job submitter s user name from login For hot folders defaults to the administrator Indicates Yes No whether the workflow is dynamic Displays a small graphical representation of the workflows Additional features allow you to e Sort
173. itional branches 2 133 Guidelines for successful conditional branching 2 124 Linking conditional branches 2 135 Managing conditional branches 2 131 Legacy jworkflows Upgrading Job Level Edit nodes 2 63 Workflow Submission Client About submitting RDOs 3 18 Identifying the parts of an RDO 3 18 RDO limitations 3 19 About Workflow Submission Client 3 1 Accessing Workflow Builder from Workflow Submission Client 3 20 Z Index Job submission 3 11 Logging in to Workflow Submission Client 3 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 19 Submit an RDO and produce an RDO reprint 3 19 Submitting VI Container jobs 3 16 Submitting Zip files 3 16 Workflow selection methods 3 12 Zoom In Zoom Out of Workflow View 2 6 Xerox FreeFlow Process Manager Administrator and Operator Guide Index 3 Index Index 4 Xerox FreeFlow Process Manager Administrator and Operator Guide
174. lays In the Imposition Settings dialog select the General tab Select a job type from the drop box e For more information about job types see About Job types Maximum N Up considerations and Maximum N Up limitations 4 The Preview pane allows you to dynamically view the selected settings Mark or deselect the Preview check box to open or close the Preview pane For more information about the Preview option see Previewing job level edits 5 For Custom N up jobs in the Rows and Columns area select or type the number of rows or columns up to a maximum of 16 6 In the Pages on sheet side area select from the following e Repeated to fill a multi up sheet side with copies of a single page e Sequential to place a single page in each cell of the multi page up e Cut and Stack to arrange the order that the images are printed on the sheets so the printed sheets can be cut and easily stacked into one copy of the final document e Alternating to place the pages sequentially but alternating the front side and the back side of a page 7 Inthe Orientation area select from of the following e Portrait to orient vertically e Landscape to orient horizontally FreeFlow Process Manager Operator and Administrator Guide 2 87 Workflow Builder 8 In the Sides imaged area select from the following e 1 sided to print on one side of a page e 2 sided to print on both sides of a page e Head to Toe to pr
175. le during the Review process step When selected the job continues in the workflow Fail When selected the job fails See also Modifying the copy count Printing a hardcopy proof To approve a job at a Review step a2 3 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 Approve FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 D2 1 In Workflow Job Manager select a job that displays Attention Required for Review or that lists a status of Paused or Review 3 in the Jobs list Select Fail The status of the job becomes Failed Deleting a job This process deletes the job and all intermediate files The workflow is not deleted To delete a job DD 1 In Workflow Job Manager select a job from the Jobs list v 2 In the Jobs toolbar select Delete 3 3 Select Yes to confirm FreeFlow Process Manager Operator and Administrator Guide 4 29 Workflow Job Manager 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
176. les for printing to re process PDF files with known printing problems This option may result in a loss of features and image degradation 4 Inthe Select the job options that submitters can choose from text box select the desired job options The job options will populate the Select the default job option drop box 5 Inthe Select the default job option drop box select a default job option 6 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 NOTE When Always use these settings is selected it locks in 4 the default job option as the conversion type 7 Select OK to accept changes and close the window 2 40 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder To set up a working directory D2 1 To access the Convert Settings dialog in Workflow Builder double click the Convert step in a workflow Select the Manual Conversion tab Select either Enable manual QuarkXPress file QXP QXD conversion or Enable manual Adobe Creative Suite file INDD Al PSD conversion to save files to the working directory for manual conversion to PDF After conversion files are saved to the working directory using the given file name 4 To setup a Working Directory in which to save and convert the files to PDF select Browse Perform one
177. 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 lds 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 Processes Shows a small graphical representation of each workflow Active Jobs Lists the number of active jobs Hot Folders Lists the number of hot folders associated with the selected workflow In the workflow list you can sort the list by the items in any column by clicking the column heading FreeFlow Process Manager Operator and Administrator Guide 2 5 Workflow Builder Workspace 2 6 b Simple Workflow Bw x amp Workflow Process Options C2 CS ES a 2 ee ie 2 ial a E m Reviewl Print 1 Notify 2 3 2 a Notify 1 Convertl Preflight1 The workspace in the lower portion of the workflow window includes the following components e Name of the currently selected workflow e Workspace toolbar e Workflow Process Options the workflow building blocks e Workspace for workflow assembly display and modification When a user selects a workflow in the list it is graphically displayed in the workspace If the workflow is in the disabled status and does not curren
178. lso To enable the Copy Count Divisor Copy Count Divisor examples FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 In the Job Manager Copy Count and the Print node Job Setup dialogs the quantity value is modified when you e Process the job through a Xerox imposition node not PREPS that is multi up repeated e Enable the Copy Count Divisor switch e Submit a job with a job ticket quantity intent e Use Print nodes that do not have Always use these settings selected Example If the original document is 1 page the original quantity is 100 copies and the imposition is 4 up repeated then the post imposition copy count quantity will be 25 since each copy of the imposed document now contains 4 copies of the original document If there is a JDF Export node in the workflow the JDF ticket created through the JDF export node does not include the modified copy count See also Copy Count Divisor examples 1 In Workflow Builder select Options Processes to display a2 the Processes dialog 3 2 Select the Impose proces
179. menu 0 6 ee eee 4 9 THe Edt MEDU s lt oc os Gcnu oe 6 ube eee od Ged eae ene na oe ae 4 10 The View Menu 0 ee ee eee 4 11 The Options Menu 0 0 ee es 4 11 The Launch Menu 20 0 0 ccc eee eee 4 12 The Help menu 2 0 0 ee eee 4 12 Workflow Job Manager toolbar 0 0 0 0 cece ee eee 4 13 The Jobs toolbar 2404644050526 Soames G eee see aceaegesa 4 13 Managing JODS re vsie2tcehes fouve cere dedohemadee desudeeus 4 14 Checking the status of ajob 0 0 0 cece eee 4 14 Creating reports n n nanana aaa eens 4 15 Viewing areport 0 0 ccc ees 4 19 Exporting areport 0 0 0 ee eee 4 20 Purging report data 0 0 00 ccc es 4 21 Viewing and editing a document in Adobe Acrobat 4 23 Viewing preflight results 0 0 0 0 00 0 eee 4 24 Viewing print results 0 0 eee 4 25 Modifying workflow settings 00 00 eee eee eee 4 26 PauSing a job 1 ees 4 27 Approving a job at a Review step 000020 4 28 Falling a lOO s eteveceteavouceeeeecedeobemad ee deeedseus 4 29 Deleting aJOD n n nannaa nee 4 29 Modifying the copy count 0 000 eee ee 4 30 Printing a hardcopy proof 0 0 cee 4 32 Adding a recipient to a Notify step with no recipient address specified 0 0 0 eee eee 4 33 Viewing Web Services Job Instructions 4 34 Remote Workflow Job Manager Client
180. n FreeFlow 6 0 the customer is ultimately responsible for backing up and restoring the FreeFlow system whereas in previous versions of FreeFlow a backup strategy was recommended The FreeFlow Administration Tool is used to back up and restore FreeFlow Process ManagerProcess Manager user information workflow job and task information to a user selectable directory location For detailed information about backing up and restoring data with the FreeFlow Administration Tool refer to the FreeFlow Administration Tool online Help FreeFlow Process Manager Operator and Administrator Guide 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 e You can open Workflow Builder via Workflow Submission Client and Workflow Job Manager e 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 During install Xerox FreeFlow Process Manager Administrators and Xerox FreeFlowProcess Manager Operators groups are created Your administrator then populates these groups with users Permissions to launch applications are based on group membership For more information see Group membership and authorization When attempting to open a FreeFlow Process
181. n Name Description Edit Settings Allows you to access and change process settings for the selected process if the administrator has configured the settings to allow changes Restore Settings Allows you to restore settings to those that accompanied the workflow when it was originally opened 3 6 FreeFlow Process Manager Operator and Administrator Guide Workflow Submission Client The Submit Job area The Submit Job area allows you to configure the job and sender names and displays other job details Job name W Use File name as job name Number of Files 0 Selected workflow My Fab workflow Submitter DPAdmin 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 Use file name as Available when multiple files are selected and job name a workflow without a Join node is selected When selected the Job name field is grayed out and the job names match the submitted file names Number of files Reflects the number of files in the Get Files list Selected workflow Contains the name of the workflow selected in the Select Workflow area Submitter Allows you to type a sender name The default is the current username Submit Job s Submits the job an
182. n individual process step to the workflow for each function Legacy workflows that contain Job Level Edit processes will perform as they did in earlier versions but you will not be able to edit them To use the version 6 0 job level edit functions save the existing Job Level Edit workflow and it will be converted into a series of individual Watermark Bates Numbering Page Numbering Rotate and Flip nodes as appropriate Limitations for job level edits The font specified for Bates numbering page numbering and or textual watermarks must be loaded on the system running the automated PDF editing module Fault handling for job level edits Errors are logged in the Windows Event log and display in the Job Manager status display area The following errors cause the Job Level Edit operation to fail e If the input PDF file is missing e If the input PDF file is invalid e lf the output PDF file is locked and cannot be overwritten or if the user lacks sufficient security privileges to access the destination directory e Ifthe input PDF file requires a password to open the PDF or does not permit any of the following content copying and extraction document assembly or content accessibility FreeFlow Process Manager Operator and Administrator Guide 2 63 Workflow Builder Adding watermarks 2 64 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 w
183. n the computer the initial Imposition Settings dialog allows you to choose one of the following e Specify imposition settings When you select OK displays the FreeFlow Process Manager Imposition Settings dialog in which you can establish the desired settings e Use Preps job file When you select OK displays the Preps Imposition Settings dialog in which you can select Preps templates See also Previewing job level edits To configure Imposition settings General tab To configure Imposition settings Crop Marks tab Guidelines for Cell Clustering PDF Page Box Considerations PDF Page Box Limitations About Job types Maximum N Up considerations Automatic stock type considerations Maximum N Up limitations Configuring Preps settings Limitations for Imposition and PREPS Fault handling for Imposition 2 86 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 e 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 e If Preps is not detected on the computer the standard Imposition Settings dialog disp
184. nable disable tooltips D2 In the View menu v e To enable tool tips select Show Process Tool Tips e To disable tool tips select Hide Process Tool Tips FreeFlow Process Manager Operator and Administrator Guide 2 7 Workflow Builder 2 8 Finding a process node a gt 2 The Find feature simplifies the task of locating process node ina workflow To find a node 1 In Workflow Builder Workflow Job Manager or Workflow Submission Client select a workflow or a job Select Edit Find In the Find what text box enter the process name and select Find Next If the process is located it becomes the selected process 5 Select Find Next to locate the next instance of the process If no additional processes are found the Reached end of Workflow message displays To continue the search from the beginning select OK 7 Ifthe process is not located a Node name not found message displays Select OK to close the Not Found dialog 8 Begin a new search or close the dialog to end the search FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 See also The File menu The Edit menu The View menu The
185. nada or a department board commission or agency established by the Government of Canada or of a province or of a government of a state other than Canada Impressed or adhesive stamps used for the purpose of revenue by the Government of Canada or of a province or by the government of a state other than Canada Documents registers or records kept by the public officials charged with the duty of making or issuing certified copies thereof where the copy falsely purports to be a certified copy thereof Copyrighted material or trademarks of any manner or kind without the consent of the copyright or trademark owner The above list is provided for your convenience and assistance but it is not all inclusive and no liability is assumed for its completeness or accuracy In case of doubt consult your solicitor FreeFlow Process Manager Operator and Administrator Guide xvii Product Recycling and Disposal xviii Xerox operates a worldwide equipment takeback and reuse recycle program Contact your Xerox sales representative 1 800 ASK 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 If your product is not part of the Xerox program and you are managing its disposal please note that the product may contain lead mercury and other materials whose disposal may be regulated due to environmental considerations For recycling an
186. nal node must merge e The branches of one conditional node cannot merge with branches of another Conditional node To link conditional branches D2 1 Right click the Conditional node to which you wish to add a link 3 2 Select Create Common Links Links display at the end of the branches for that node Another link displays beneath the first workflow creating a common workflow 3 Drag and drop the necessary workflow processes into the common workflow to continue processing the job See also Creating conditional branches Adding and configuring branch conditions Conditional branch conditions Managing conditional branches Editing conditional branches Deleting conditional branches FreeFlow Process Manager Operator and Administrator Guide 2 135 Workflow Builder 2 136 Configuring external process settings D2 3 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 e Designate from which profiles users can select e Select the default profile External Processes are indicated either by a plus symbol and a curved arrow or if the user chooses an existing process icon by a plus symbol overlay ale To configure external process settings 1
187. name as file name to use the job name as the exported JDF file name e Use the following as file name to specify a file name In the File name text box type the name NOTE f incorrect file characters for example I lt gt are entered an error message displays FreeFlow Process Manager Operator and Administrator Guide 2 119 Workflow Builder 2 120 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 e Browse Windows to open the Windows file dialog for selecting a folder location e Browse Repository to open a repository dialog for selecting a repository location The Location text box is populated with the path specified during the browse process 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 and close the window See also About JDF Export options Fault handling for JDF Export Limitations when creating JDF Tickets in Adobe Acrobat Professional JDF and Color Manage About JDF Export options If you export the workflow JDF by
188. ncy The availability of options varies depending on whether the Create a document that complies with PDF X standards option is selected in the General tab 4 See also lt Importing a FreeFlow 5 0 workflow with a Color Manage node 1 Double click the Optimize step in a workflow and select the D2 Color tab FreeFlow Process Manager Operator and Administrator Guide 2 49 Workflow Builder 2 50 In the Output Color Space area define the desired output color space by selecting from the following options e Inthe Change all colors in document drop box select from the following Convert colors to gray alway available Convert colors to CMYK alway available The following options are available only if Create a document that complies with PDF X standards is not selected on the General tab Don t change colors to gray out the Source Color Space options prevent color changes in the document Manage Color profiles to enable color management This enables the Don t change ICC profiles for xx option in the CMYK RGB and Gray drop boxes in the Profiles to use section Enables Treat managed xx as Convert colors to RGB NOTE The Color Manage node from earlier versions of FreeFlow Process Manager is replaced by the Manage Colors profiles option For more information about managing color profiles see Managing Color profiles e Inthe ICC profile drop box select the de
189. nd Administrator Guide 2 157 Workflow Builder 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 Workflows are submitted as files are found unless clustering or scheduling is enabled Enable file clustering Enables the system to wait until the specified number of files are placed in the hot folder before processing them The number is set on a per hot folder basis If selected the scan interval is set to 10 seconds and grayed out Enable hot folder scheduling Enables the scheduling function NOTE The clustering and scheduling options each have the 4 ability to invoke the system to submit jobs independent of the other s settings If both clustering and scheduling are selected then reaching either the clustering number of files or the scheduled time results in the submission of hot folder files as workflow jobs Set scheduled times for each hot folder individually Allows you to specify times on a per hot folder basis See Setting up or modifying a hot folder Use the following scheduled times for all hot folders Allows you to
190. nistrator Guide 2 107 Workflow Builder To configure Notification settings D2 1 To access the Notification Settings dialog double click the Notification step in a workflow NOTE n the FreeFlow Administration Tool the administrator 4 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 lt 2 Select from the following e Use the job submitter s email address Picks up the job submitter s email address as configured in the FreeFlow Administration Tool and uses it as the sender address for the notification e Use the following address Allows you to enter an email address By default the text field displays the email address of the logged in user When submitting a job via a hot folder the user set up in the hot folder dialog is the submitting user and his her email is used in the notification when that option is selected 3 In the To text box type the recipient s e mail address s Be sure to separate multiple addresses with semicolons NOTE f addresses are not in the correct format an error message displays 4 lf desired select Send copy of notification to sender to send a copy to the sender 5 Select Enter recipient address during job processing to gray out and clear the To field and hold the job when the Notify step is reached Y
191. nline Help system refer to the topic Using Help in the Process Manager online help XXIV FreeFlow Process Manager Operator and Administrator Guide Obtaining additional support For additional information about the following topics refer to the Xerox Customer Software Release Document CSRD for FreeFlow Process Manager e X PRESS FAX e FreeFlow FAQ Xerox web site e 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 FreeFlow Process Manager applications FreeFlow Process Manager consists of three applications that allow you to create submit and manage automated workflows e Workflow Builder e Workflow Submission Client e Workflow Job Manager FreeFlow Process Manager Operator and Administrator Guide 1 1 About FreeFlow Process Manager The Workflow Builder application Step Input AIE Convert Join Use Workflow Builder to Create workflows Use graphical tools to assemble customized workflows from workflow process steps Config
192. node in the workflow defines the job output Table 3 10 File submission with and without join Join node in Submission workflow Job s created Single file No Single job Multiple files Yes Single joined job Multiple files No Multiple separate jobs To submit a job to a workflow D2 1 In Workflow Submission Client select from the following e To locate a Windows file s select Add Windows File 3 and browse for the file NOTE To retrieve files from DocuShare select My Network q Places and navigate to the appropriate Docushare web folder e To locate repository files select Add Repository File and browse for the file NOTE 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 Select Open to add the file s to the Get Files list For jobs that use a workflow with a Join node the order of the list indicates the joined sequence of the files If necessary re order the files or file list by selecting an item in the list and then select Move up or Move Down NOTE 7o automatically clear files from the Get Files list after 4 submission select Options Remove Files after Submission 4 Optional To save one or more files to a file list xfl for future submissions select Save File List For more information about saving a file list see the
193. 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 If the conditions are satisfied the top branch is taken Otherwise the second branch is checked and so on Branch order is defined in the Conditional Branch Settings dialog Number of documents per job Single document jobs can be processed by the Conditional Branching node Multiple document jobs can be processed only if a Join node precedes the conditional branch Fail branches A Fail branch can be added to Conditional node The Fail branch is not considered part of the Conditional Branch and is not displayed in the Conditional Branch Settings dialog JDF Export Workflows with a Conditional Branch do not support JDF Export Conditions from more than one category Different categories can be combined in one branch For example a branch can contain both PDF and JDF conditions Modifying conditional branches in Workflow Submission Client You can add or remove conditions for a Conditional branch You cannot do the following e Add or remove branches e Rearrange the order of the branches e Change branch names FreeFlow Process Manager Operator and Administrator Guid
194. ns e 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 e 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 e Mark back side only to place crop marks on the back of sheets 7 Select from the following Interval options e Mark every sheet to apply crop marks to all sheets in the output e Mark first sheet to apply crop marks to the first sheet in the output e Mark last sheet to apply crop marks to the last sheet in the output to 3 e Mark every to apply crop marks to every n sheet as defined by the user via the sheets spin box Range 1 to 500 Starting with the first sheet to start crop marks on the first sheet when selected or on sheet s N when not selected 8 Select from the following Size and Color options e Crop mark length Defines the length of the crop mark from corner offset outward to the edge of the cell sheet or page e Crop mark color Defines the color of the crop mark e Crop mark bleed Defines the distance between the crop marks and the corner of the rectangle the crop marks identify For example if the bleed length is set to 0 the horizontal and vertical crop mark lines that form a corner would meet Larger values space the lines away from each other 9 Select OK to accept the changes and cl
195. nt hot folders scanned on a per hot folder basis 7 Select Use the following scheduled times for all hot folders to specify times for all hot folders and then schedule or remove the desired scheduling times e Click to set the time of day and select Add or e Select a time of day from the Scheduled times list and select Remove 8 Close the Hot Folder System Settings dialog and the Hot Folders dialog FreeFlow Process Manager Operator and Administrator Guide 2 159 Workflow Builder Submitting a job to a hot folder Points to remember when submitting a job to a hot folder e Jobs submitted with a job ticket must be placed with the job ticket into the Waiting for Job Ticket folder inside the hot folder e RDO files can be submitted to a hot folder via File Manager and Web Services e Ifa JDF ticket does not contain the correct file path for the file that is being processed the job fails e When submitting a Zip file to a workflow with Join task the files within the Zip file will be joined in the order that they were added to the Zip file e Read only files are not picked up by a hot folder To submit a job to a hot folder D2 1 Locate the desired file using Windows Explorer v 2 Use Windows Explorer to copy move paste or drag and drop 3 the file into the appropriate hot folder The submission is automatically processed retrieve it The system automatically deletes the files from the hot folder Copy the
196. ntaining any grayscale or color images First Page Orientation Portrait None Landscape All Page Orientations Same Yes All Page Sizes Equal No JDF Job Customer Billing Code Contains Enter text Ticket Only Customer ID Does not contain Customer Job Name Starts with Customer Order ID Ends with Is equal to Always Job name Contains Enter text File Extension Number of Copies Does not contain Starts with Ends with Is equal to Make a numeric selection Equal to Not equal to Less than or equal to Greater than For more information see Condition Definitions 2 128 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 Regardless of how a job was submitted through submission client Hot Folder Manifest if there is a copy count value associated with the job that is the value that the Conditional Branching node will use at execution time for the number of copies condition A copy count value is associated with a job through the following ways e If an XPIF ticket was submitted with the Job for example as part of an RDO and it has a copy count value that value will be considered the Job copy
197. ntext 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 contains the following options Table 4 3 Workflow Job Manager File menu File Menu Option Description Exit Closes the Workflow Job Manager application FreeFlow Process Manager Operator and Administrator Guide 4 9 Workflow Job Manager 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 Allows you to preview the current state of the Document 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 If Adobe Acrobat is installed you can view and edit PDF files Preflight Opens Adobe Acrobat with any PDF files generated Results from preflight processes completed for that job Print Results Opens the Print Results dialog for each instance of a production print process in the workflow that has completed submission of the document to the printer Print status is available only from IPP printers Pause Pauses the job and allows a user to review Available if a job is processing and not failed Resume Allows the workflow to continue to the next step
198. o bring it to the foreground make new report selections and then select View Repeat as needed NOTE To print save or archive the report it must be exported 5 Close the report s 6 Select Close to exit the Reports dialog See also Creating reports Exporting a report Purging report data FreeFlow Process Manager Operator and Administrator Guide 4 19 Workflow Job Manager 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 4 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 Location Displays the directory selected by using the Browse common dialog that will receive the exported report Browse Opens a Browse for Folder dialog Allows you to select a file location Format Allows you to select the file type to export the report Encoding Available for CSV format only Allows you to select the encoding type OK Closes the window and exports the report Cancel Discards changes and closes window To export a report 1 In Workflow Job Manager select Options Reports to display the Reports dialog Set up the desired report You may want to view the report before exporting it Select Export to display the Export
199. o configure process settings for the workflow select a workflow step and select Settings Make the desired changes and select OK 5 Continue configuring the job if files have not been selected or select Approve to release the job for processing and files have been selected If Approve is grayed out you must complete the job configuration 4 NOTE Approve is available if a workflow has been assigned See also Managing jobs from third party management information systems MIS FreeFlow Process Manager Operator and Administrator Guide 4 39 Workflow Job Manager 4 40 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 In Workflow Job Manager from the Jobs list select a job with Attention Required in the Status column 2 Select Select Files NOTE f files have been selected previously they are listed beneath the button 3 Inthe Open dialog select the files to add to the job and then select Open NOTE The same file types that are supported in Workflow Submission Client ar
200. o one Maximum N Up limitations e Cannot be used to automatically configure the printed stock e No support for Media Boxes e Bleed Trim and Art boxes must be smaller than or equal to the defined Crop box e Defined boxes in the input document are not carried over into the imposed output document FreeFlow Process Manager Operator and Administrator Guide 2 99 Workflow Builder Configuring Preps settings 2 100 If Preps is installed on the computer the initial Imposition Settings dialog allows you to choose one of the following e Specify imposition settings Displays the Imposition Settings dialog in which you can establish the desired imposition settings e Use Preps job file Displays the Preps Imposition Settings dialog in which you can select Preps job files In Preps job files are layout masters used in conjunction with a set of pages to produce imposed jobs The Administrator establishes the selectable job files from the Preps software The Preps dialog settings allow you to select from a list of Preps imposition job files To configure Preps settings Double click the Imposition step in a workflow 2 If Preps is detected on the computer the initial Imposition Settings dialog displays Select Use Preps job file Select OK to close the window and display the Preps Imposition Settings dialog NOTE f Preps is not detected on the computer the regular Imposition Settings dialog displays For informati
201. o perform initial sorting of submitted customer files Pages 12 x 18 or larger Purpose To sort files with large page dimensions from those with small dimensions Color or black and white files Purpose To sort files into black and white and color Pass Fail results If passes then go to next node If fails then check the preflight report fix and resubmit If passes then send to printer A which handles large format jobs If fails then send to the fail branch for printer B which handles small format jobs If color the file passes send it to Color Manage and then to the color printer A If b amp w the file fails send it to the fail branch for b amp w printer B Tips for using Preflight as a filter e Begin the workflow with a general preflight profile that checks for legitimate fonts and or other basic requirements e Continue filtering with one rule profiles that check for specific conditions e Use as many one rule preflight profiles as necessary to filter and direct the jobs to the appropriate node or workflow branch 2 62 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 a
202. o preview the pressmark placement in the document select Preview gt gt For more information about the Preview option see Previewing job level edits 3 Select one of the following e Select New and then select Image Pressmark to open the New Image Pressmark dialog and set up a pressmark e Select a pressmark from the list and then select Modify to open the Modify Image Pressmark dialog and change the pressmark e To Duplicate or delete a pressmark see Duplicating or deleting a pressmark 4 Select Browse to locate an image file of the type listed in the drop box 4 NOTE The selected image must reside on a local drive a In the Browse for Pressmark Image File dialog select a file b Select Open The dialog closes and the path and file name display in the Pressmark filename text box 5 In the Modify Image Pressmark or New Image Pressmark dialog select a percentage from 1 to 200 to scale the image 6 Select or type the horizontal position from the PDF document box From left Center or From right 7 Select or type the vertical position from the PDF document box From top Center or From bottom 8 Select a position relative to Crop Box Media Box Bleed Box Trim Box or Art Box FreeFlow Process Manager Operator and Administrator Guide 2 103 Workflow Builder 2 104 9 Select the desired degree of rotation from 0 359 degrees The icon changes to reflect the selected r
203. obe Acrobat Viewing preflight results A Preflight process step must be completed for a job in order to select this option To view preflight results D2 1 In Workflow Job Manager select a job from the Jobs list 2 Select a Preflight node and then select from the following 3 e Right click the node and select Preflight Results from the context menu e Select Edit Preflight Results e Select the Preflight Results button 3 Adobe Acrobat displays the results for the selected Preflight node 4 Exit Adobe Acrobat 4 24 FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 D2 1 In Workflow Job Manager select a job from the Jobs list z Select a Print step then select from the following 3 e Right click the node and select Print Results from the context menu e Select Edit Print Results e Select a Print step and then select the Print Results button 3 Review the print results for the selected Print node Exit the Print Results dialog FreeFlow Process Manager Operator and A
204. obs Approve fail pause or delete jobs Generate view and export reports Launch Workflow Submission Client Workflow Builder Printer Registration and FreeFlow Administration Tool Review and configure incoming third party jobs from Management Information Systems MIS Perform selected tasks remotely from a workstation or server with Remote Workflow Job Manager Client installed FreeFlow Process Manager Operator and Administrator Guide 1 7 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 1 8 FreeFlow Process Manager Operator and Administrator Guide 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 4 installed of all hardware and software necessary to run the FreeFlow Process Manager system lt Table 1 2 Workflow and Job Management Preparatory Procedures Procedure Configure document repository connections Create user accounts add or edit user contact information change XDL Admin account password Overview Use the FreeFlow Administration Tool to configure the connection between
205. ocessing 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 DO 1 In Workflow Job Manager from the Jobs list select a job with Attention Required in the Status column 3 2 Select View Job Instructions to display the job instructions in a separate dialog If desired keep the window open while you configure the job in other dialogs and then close the window See also Managing jobs from third party management information systems MIS 4 42 FreeFlow Process Manager Operator and Administrator Guide Index A About the FreeFlow Process Manager applications 1 1 F FreeFlow Process Manager hardware and software configurations 1 8 H Hot Folders About 2 146 Configuring the hot folder system settings 2 158 Deleting a hot folder 2 157 Hot Folders 2 153 Managing Hot Folders Dialog 2 152 Pausing and resuming hot folder monitoring 2 157 Hot folders Using Join 2 146 J Job ticket file xpf Submitting to a hot folder for reprinting 2 162 L Logging in to the FreeFlow Process Manager applications 1 15 Managing back up and restore functions with Rescue 1 14 Xerox FreeFlow Process Manager Administrator and Operator Guide P PDF files Con
206. ofiles 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 Browse Opens a common file dialog that allows you to select a file Parameters Allows you to enter optional script parameters Default parameters are in out Provide available job data to external process by XML file Allows you to request the system to provide additional information to the external process via an XML file written to the external process input folder Working directory Allows you to designate a location on a local or remote drive in which the external process node can place input files and from which the script can retrieve the files Output location Optional allows you to enter the location on a local or remote drive in which the script stores successfully processed files Timeout Allows you to enter a duration to wait for the external process to return processed files If this time elapses with no returned files or errors the job fails Seconds and minutes values cannot both be zero See also Configuring parameters FreeFlow Process Manager Operator and Administrator Guide Workflow
207. on a page will be scaled or resized to the specified size 4 NOTE You cannot resize individual images on a PDF page To resize 1 To access the Resize settings dialog double click the Resize step in a workflow 2 Select from the following e Scale to size to select image resizing to a specific size e Scale by percent to select image resizing based ona percentage of the original image or PDF page size e Width to select a specific width or a percentage of the original width Default 8 5 or 100 e Height to select a specific height or a percentage of the original width Default 11 00 or 100 e Constrain proportions to set an equal width and height scale percentage by changing only the width value The link below the spin boxes is connected when this option is selected and unconnected when not selected Available when Scale by percent is selected 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 Select OK to accept the changes and close the window FreeFlow Process Manager Operator and Administrator Guide 2 85 Workflow Builder 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 If PREPS is installed o
208. on about Preps installation refer to the procedure Setting up Preps in the About FreeFlow Process Manager section 3 Inthe Select the Preps Job files that submitters can choose from text box select the desired Job files The Job files will populate the Select the default Preps Job file drop box 4 Inthe Select the default Preps Job file drop box select a default Job file 5 If applicable select Always use these settings to prevent users from modifying the settings or to override any similar settings in an incoming JDF job ticket The settings will appear in the Workflow Submission Client controls but will be grayed out and unchangeable See also Configuring Imposition settings About Job types Limitations for Imposition and PREPS Fault handling for Imposition FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Limitations for Imposition and PREPS e 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 If the job takes the second branch during the execution the impose node on the second branch although technically the first impose node to be encountered by the job will no
209. ose the window NOTE f printing ensure that the sides imaged and the paper 4 stock options in the print component are consistent with the options specified here FreeFlow Process Manager Operator and Administrator Guide 2 93 Workflow Builder 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 e Cell Clustering is not available for Standard and Signature job types The cells in a signature job configuration are pulled together using the Binding edge alignment option e With Autofit off it is possible to yield cell sizes that when clustered produce a layout area that exceeds the dimensions of the paper stock As a result only a portion of the NxN cell matrix may appear on the cell with the rest of the cells partially or completely clipped by the defined paper stock size e The position and alignment controls control the cell cluster The ability to justify content within a cell is lost All content is justified top left within a cell e With Cell Clustering OFF the imposition entities being controlled are the individual page images with respect to position alignment and autofit With Cell clustering ON the entity being controlled i
210. otation 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 e Ifarange 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 For example given an Order jacket file OJF with columns 1 2 3 4 containing page range data 1 3 7 12 14 17 respectively you can enter text CSV1 CSV2 CSV3 CSV4 into the page range text box If OJF column contains an invalid page range the workflow will fail with an invalid page range error in Workflow Job Manager 12 Select OK to accept the changes close the window and return to the Add Pressmark dialog The new pressmark displays in the Pressmarks list its description displays to the right NOTE All pressmarks in the list are applied to the job and are applied in the order in which they are listed 13 If desired select a pressmark and select Move Up or Move Down to move it up or down in the list and to define the order in which the image is layered on the page 14 Select from the following
211. ou must then enter recipient addresses before continuing with the job 2 108 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 To include a watermark on the job file see Setting up a watermark in an email attachment NOTE 1 Job files will include the PDF files at this stage of the processing NOTE 2 Attached Job files can be viewed but not printed or edited NOTE 3 All options except Preflight Results and Job Files are selected by default When Job Files is selected Send low resolution image is selected by default 9 Type a message with a maximum of 256 characters 10 Select Allow job to continue even if no notification is sent to ensure that the job does not fail if the email notification is not sent due to lack of recipient address or other failure NOTE When selected along with Enter recipient address 4 during job processingj the job will stop at Notify but it will continue as successfully completed when you select Resume if you do not enter a reci
212. ows toolbar 3 3 Type anew workflow name in the cell and select lt Enter gt The new workflow displays in the workspace 4 Select from the following a To delete a process Select a process step and select Delete in the Workspace toolbar to remove the step from the workflow b To add a process Select a process step from the Workflow Process Options area and drag and drop it into the workflow Repeat to add more processes If necessary reconfigure the process steps 5 Select File Save to save the workflow or select Enable to enable and auto save the workflow 4 NOTE After you edit a workflow it must be enabled to accept new _ Jobs 2 24 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 n Workflow Builder all options in the node dialogs are q grayed and cannot be edited when a workflow is enabled To enable a workflow D2 1 In Workflow Builder select a disabled workflow from the list y 2 Select Enable from the Workflows toolbar NOTE f changes are made to a workflow it must be saved 4 before can be enabled Disabling a workflow A disabled workflow cannot accept new jobs for processing Disabled Busy is the
213. pient 11 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 12 Select OK to accept the changes and close the window FreeFlow Process Manager Operator and Administrator Guide 2 109 Workflow Builder 2 110 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 Users can append customized text to PROOF The Unlimited User Conversion restrictions apply when submitted via hot folders and not via Workflow Submission Client The watermark does not appear on the job document See also Unlimited User Conversion option Hot Folder submission with and without the Unlimited User Conversion License To set up a watermark in an email attachment a2 3 1 In Workflow Builder Workflow Submission Client or Workflow Job Manager select Options Email Attachment Watermark Setup to open the Email attachment Watermark Setup dialog 2 If unmarked mark the Specify the text to be appli
214. print to a workflow that contains any combination of Save Print and Review Review is available only to pause approve fail change copy counts and print a proof You will not be able to view the RDO using View Document the RDO ticket can be viewed via Settings This is possible only if you have a Print node NOTE 1 The RDO embedded job ticket is used to print the job unless Always use these settings is selected in the Print node settings NOTE 2 f Always use these settings is selected the Print node settings are used and the RDO embedded job ticket is ignored RDO limitations Successful submission of linked RDOs an RDO containing a link to another RDO and set labeling RDOs via Workflow Submission Client or hot folders cannot be assured FreeFlow Process Manager Operator and Administrator Guide 3 19 Workflow Submission Client 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 The following file types are supported e If only Adobe Reader is installed on the client system only PDF file types can be submitted remotely via the Add Windows File Add Repository File or Add Cabinet File for legacy Document Library options This also applies if Adobe Reader is not installed e f
215. processed Each file in the folder is submitted separately as a single job with the job ticket 4 The job prints using the job ticket NOTE f the Print node has Always use these settings selected the Print node setting overwrites the xpf job ticket otherwise the xpf job ticket overwrites the Print node settings Error conditions e JDF is a job ticket and cannot be associated with an xpf e Since RDO files already contain an internal job ticket any associated xpf file and the RDO are moved to the Unsupported Files folder e Ifthe xpf ticket is invalid the xpf file and the associated document are moved to the Unsupported Files folder e xpf files without any associated document are ignored e xpf files placed in the hot folder outside the Waiting for Job Ticket folder are moved to the Unsupported Files folder FreeFlow Process Manager Operator and Administrator Guide 2 163 Workflow Builder Imposition handling with xpf tickets e Ifthe xpf ticket contains Imposition information and the workflow contains Imposition nodes imposition information is applied to the first imposition node automatically e Ifthe 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 e If the xpf ticket contains any imposition information and the workflow does not contain any imposition nod
216. processing view a soft proof or print a hardcopy proof You can approve the job and allow it to move to the next step in the workflow or you can fail the job If there is a Print step after the Review step you can select Copies to access the Copies dialog and change the number of copies to print Provides job status notification via e mail Allows you to attach job files up to a maximum size of 1 GB Allows you to print PDF VPC or RDO for reprint files to a specified production printing queue using a specified job ticket For information about reprinting RDOs refer to the topic About submitting RDOs Allows you to save all supported file types from the workflow to a specified location in a Windows file system or document repository You can also use Save to direct or branch a job to other workflows by designating a hot folder as the Save location 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 re run by dropping it into a hot folder associated with an appropriate workflow The files associated with the JDF must exist in the same location as the original job Conditional branching provides an added level of logic to a workflow allowing it to examine the properties of submitted jobs an
217. ption in the Target Workflow drop down menu supports the hot folder submission of xml workflows that have been exported from the Workflow Builder application For more information see Submitting xml workflow files to a hot folder Submitting User Allows you to a specify the user whose repository credentials will be associated with the hot folder either a member of the Process Manager Administrator group or a member of the Operators group This informs the system whose credentials to use when a job must access a repository during hot folder submission NOTE f the submitting user does not have saved repository credentials the job will fail if attempting to access a repository during hot folder submission For more information see Setting up repository credentials The following options are available when Enable file clustering Enable hot folder scheduling and Set scheduled times for hot folders individually are selected in the Hot Folder System Settings dialog Enable file clustering for this hot folder Enables the system to wait until the specified number of files are placed in the hot folder before processing them Number of files Allows you to specify the minimum number of files before processing is initiated on the set The default is 2 the maximum is 100 2 154 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Enable scheduling for this hot folder Enables the scheduling functions e
218. r 4 0 and later About PDF Boxes PDF Box Media box Crop Box 2 56 The following table describes the PDF media box bleed box trim box and art box Table 2 12 PDF Box Descriptions Description Page size contains all the objects of a page including text and images that appear on the page or that bleed or extend off the edge of the finished document Media box dimensions are always greater than or equal to the trim box dimensions Media box dimensions are always greater than or equal to the bleed box dimensions The crop box represents the region in which the page contents are trimmed when displayed or printed It defines how the page contents are placed on the output medium The crop box dimensions are always greater than or equal to the trim art and bleed box The crop box dimensions are always smaller than or equal to the media box FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Table 2 12 PDF Box Descriptions PDF Box Description Bleed box 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 A document intended for commercial printing requires a trim box The
219. r Art Box Select the desired degree of rotation from 0 359 degrees The icon changes to reflect the selected rotation Select a transparency from 0 100 The greater the transparency level the less opaque the watermark In the Apply to pages area specify the pages upon which the watermark will appear e 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 For example given an Order jacket file OJF with columns 1 2 3 4 containing page range data 1 3 7 12 14 17 respectively you can enter text CSV1 CSV2 CSV3 CSV4 into the page range text box If OJF column contains an invalid page range the workflow will fail with an invalid page range error in Workflow Job Manager Process Manager supports multiple text watermarks each potentially utilizing different Order Jacket variables Select OK To preview the watermark placement in the document select Preview gt gt For more information about the Preview option see Previewing job level edits Select OK to accept the changes and close the window The watermark displays in the Watermarks li
220. r Operator and Administrator Guide Workflow Builder 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 The filename cannot exceed 80 characters and the directory path cannot exceed 160 characters The output file of a JDF export task can be reimported and rerun by dropping it into a hot folder associated with an appropriate workflow The files associated with the JDF must be in the same location as the original job D2 1 To access the JDF Export Settings dialog double click the JDF Export step in a workflow 3 2 Inthe Export Options section select from the following e Export the Process Manager workflow job as a new JDF to export the supported workflow nodes as JDF e Export the JDF submitted with any modifications made by external processes to export the submitted JDF If external processes are present in the workflow the exported JDF will contain the changes made by the external process nodes For more information see About JDF Export options 3 Select one of the following e Use job
221. r and Administrator Guide 1 25 About FreeFlow Process Manager 1 26 FreeFlow Process Manager Operator and Administrator Guide 2 Workflow Builder Workflow Builder Xerox FreeFlow Workflow Builder provides the ability to create workflows by dragging and dropping processes into a user defined 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 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 Set up and manage hot folders Add external PDF processes to support third party software Set up third party scripts Set up Notify attributes on the SMTP server set up the Proxy server Set up repository credentionals FreeFlow Process Manager Operator and Administrator Guide 2 1 Workflow Builder Logging in to Workflow Builder 2 2 Process Manager user accounts are created and managed using the Windows
222. reeFlow Process Manager Operator and Administrator Guide 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 D gt 2 1 Select Start Programs Xerox FreeFlow Software FreeFlow Process Manager lt application gt The Login 3 dialog opens for the selected application 2 Inthe User name text box enter your user name In the Password text box enter your password The Domain text box is populated with the domain of the currently logged in user or the last domain entered in the login form Confirm that the proper domain name appears 5 Enter the appropriate Process Manager server name in the Server text box 6 Select OK The main window for the selected application opens Group membership and authorization The following table shows authorization based on membership in FreeFlow Process Manager Administrators or FreeFlow Process Manager Operators groups Table 1 3 Group Membership and Authorization Administrator Operator Can launch Workflow Job Manager Can launch Workflow Job Manager Workflow Workflow Submission Client Manifest Submission Client Manifest Automation from Automation from Xerox MAX Xerox MAX Can launch Workflow Builder Cannot launch Workflow Builder Can launch FreeFlow Adminstrator Tool Can launch Free
223. revent operator access to unsafe areas 7 Do not obstruct ventilation openings These openings are provided to prevent overheating of the machine WARNING Never push objects of any kind into slots and openings on this equipment Contacting a voltage point or shorting out a part could result in electrical shock or fire 8 If any of the following conditions occur turn off the machine immediately and disconnect the power cable from the electrical outlet Contact an authorized Xerox Service Representative to correct the problem e The equipment emits unusual odors or makes unusual noises e The power cable is damaged or frayed e A wall panel circuit breaker fuse or other safety device has been tripped e Liquid is spilled into the machine e The machine is exposed to water e Any part of the machine is damaged FreeFlow Process Manager Operator and Administrator Guide xi 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 e Always connect equipment to a correctly grounded power outlet If in doubt have the outlet checked by a qualified electrician e Always follow all warnings and instructions that are marked on or supplied wit
224. rint Save Table 1 1 Workflow process steps Description Allows you to do the following e Use imposition to define the placement of page elements e Place crop marks e Select various job types for example signature booklets and N up e When the PREPS impostion node is selected choose from a list of preconfigured PREPS imposition job files e Select from various PDF Boxes e Select Cell Clustering which provides the option of pulling together cells on a sheet in a way that results in cell sizes that contain the imposed page image with no waste space between cells The Preview option allows you to dynamically view the content before committing to the selected settings Allows you to automatically crop jobs consisting of one or more PDF pages and JPEG TIFF or BMP file images For PDF documents crops the pages for JPEG TIFF or BMP files crops the images Allows you to add a fixed pressmark to a workflow You can specify the pressmark placement rotation frequency and transparency and then preview the specifications The Preview option allows you to dynamically view the content before committing to the selected settings 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
225. rkflow Job Manager e 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 Selecting a process displays the Settings button if available and allows you to access the settings dialog Process Settings You can position the mouse cursor over a process to view the setting in a tool tip Input settings In Workflow Job Manager you can open the Input settings dialog and view a list of the original input files for the selected job Input files can also be viewed via the tool tip NOTE The workflow process steps cannot be dragged and dropped in this graphical view FreeFlow Process Manager Operator and Administrator Guide 4 5 Workflow Job Manager The Jobs area The lower portion of the Workflow Job Manager window lists all jobs active and completed currently in the system X Delete Y workflow Builder Workflow Submission Client Name td Status Print status Workflow _ Workflow 1d Date Submitted submitter_ Dynamic _ Processes a Sj EarthAtNight _UntaggedNoOTLocked 9 Attention Required ColorManageEx 11 4 23 2007 11 18 49 AM DPAdmin No Sj EarthAtNight _Untagged Attention Requ
226. rks of Sony PANTONE and other Pantone Inc trademarks are the property of Pantone Inc Preps is a registered trademark of Creo Inc All rights reserved Quark and QuarkXpress are registered trademarks of Quark Inc StorageView is a trademark of CMD Technology Inc TIFF is a registered trademark of Aldus Corporation Windows Windows XP Windows Server 2003 and Internet Explorer are trademarks of Microsoft Corporation Microsoft and MS DOS are registered trademarks of Microsoft Corporation Portions Copyright 2001 artofcode LLC This software is based in part on the work of the Independent JPEG Group Portions Copyright 2001 URW All Rights Reserved This product includes software developed by the Apache Software Foundation Copyright 1999 2003 The Apache Software Foundation All rights reserved This software is based in part on the work of Graeme W Gill Press sense Ltd 2002 2007 All rights reserved Includes Adobe PDF Libraries and Adobe Normalizer technology The Graphics Interchange Format is the Copyright property of CompuServe Incorporated GIFSM is a Service Mark property of CompuServe Incorporated Portions contain an implementation of the LZW algorithm licensed under U S Patent 4 558 302 Parts of this software Copyright 2004 2006 Enterprise Distributed Technologies Ltd All Rights Reserved Parts of this software Copyright 1995 2003 The Cryptix Foundation Limited All
227. rmark Double click the Watermarks step in a workflow 2 To duplicate a watertmark e Select a watermark from the list e Select New e Select Duplicate from the drop box 3 To delete a watermark e Select a watermark from the list e Select Delete to remove the watermark 4 Select OK to accept the changes and close the window See also Adding watermarks Setting up or modifying a text watermark Setting up or modifying an image watermark FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 _ D2 Double click the Bates Numbering step in a workflow 4 2 Inthe Start with area enter the starting number for the bates 3 numbers 3 Select whether to enable leading zeros and setting the total number of digits 4 Select the total number of digits including leading zeros from 1 60 5 If you wish to have text appear before the bates numbers select Include Prefix and enter the desired text in the text box 6 If desired select Include second line of text and enter the desired text in the associated text box 7 Choose whether to position the text above or below the bates number
228. rocesses marked with an asterisk in the table below are not configurable See also Customizing a workflow process name Table 2 6 Workflow Builder Insert menu and workflow process icons Insert Menu Workflow oo Input Displays automatically as the first workflow node when you select lt Enter gt during new workflow creation Does not have a settings dialog in Workflow Builder In Workflow Job Manager the settings dialog and the tool tip display the Original input files NOTE Not an Insert Menu option AIE Automatic Image Enhancement AIE optimizes 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 only for color and grayscale images Converts documents submitted to the workflow to PDF Converts the following formats Microsoft Word Microsoft Excel Microsoft PowerPoint including Microsoft Office 2007 Microsoft Publisher Adobe Photoshop Adobe InDesign Adobe Illustrator JPG JPEG TIFF TIFF IT TIF BMP PS RDO QXD QXP VPC and EPS Convert You can select from various job options to generate optimal PDFs Allows you to flatten PDFs for printing Join Combines multiple PDF files into a single PDF file FreeFlow Process Manager Operator and Administrator Guide 2 13 Workflow Builder Table 2 6 Workflow B
229. rom third party processes via hot folders Folder based 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 For folder based profiles third party software must be installed and running on the Process Manager server or a third party machine in order to use external processes in a workflow When the Process Manager workflow reaches the third party step the job is retrieved by the third party application processed and then returned to the Process Manager workflow to complete any remaining workflow steps Running third party scripts CLI profiles are available for input via command line interfaces and scripts During setup each profile is assigned a file name and location for the script optional parameters and locations for the input and output files Once an external process is set up it displays in Workflow Process Options area where the operator can drag it into a workflow and select the desired profile See also Guidelines for using third party external processes Setting up third party input and output hot folders Managing external processes Setting up external processes Adding or editing an external process Moving or deleting an external process Setting up folder based profiles Adding or editing a folder based profile Setting up CLI profiles Adding or editing
230. ront End server by performing one of the following e If there is a yellow folder icon with the tooltip Waiting for Jobs in the systray double click the icon to open the Preps Ul Inthe Ul select File Exit to close PREPS e If there is not a yellow folder icon with the tooltip Waiting for Jobs in the systray then the application must be stopped in the Windows Task Manager Open Windows Task Manager find the PrepsSlv exe process and end the process Find the PrepsSrv exe process and end the process Close the FreeFlow Process Manager applications and shut down the FreeFlow Process Manager server Reinsert the hardware key Reboot the FreeFlow Process Manager server Open the FreeFlow Process Manager applications and resubmit the job The Preps Automation Front End server starts automatically FreeFlow Process Manager Operator and Administrator Guide 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 y 2 Select Edit Preferences to display the Preferences dialog 3 Select the PDF tab 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 Select OK to close the Preferences dialog FreeFlow Process Manager Operato
231. rsions but you will not be able to edit them To use the version 6 0 job level edit functions save the existing Job Level Edit workflow and it will be converted into a series of individual Watermark Bates Numbering Page Numbering Flip and Rotate nodes as appropriate For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help Upgrading legacy workflows that contain the Job Level Edit process Workflows that include color management can become inconsistent between the Process Manager server and the remote client when profiles are uninstalled on the server Color profiles are now managed in the Optimize node Color tab If you import a 5 0 workflow with a Color Manage node into FreeFlow Process Manager 6 0 the 5 0 Color Manage icon is converted to an Optimize icon and the settings transfer automatically to the Optimize settings Color tab For information refer to the Ensuring Color Manage workflow consistency between the server and a remote client procedure and mporting a 5 0 workflow with a Color Manage node Import any required ICC profiles You must own the rights to use the ICC profiles accessed by FreeFlow Process Manager For details refer to the following procedure in the Freeflow Process Manager Operator and Administrator Guide or the online help To import an ICC profile FreeFlow Process Manager Operator and Administrator Guide About
232. rver Set up workflows Generate the preflight profile repository on a clean install 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 0 anew 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 The common printer interface includes the following utilities Registered Printer List Locator Allows you to set whether the registered printer list in use by a FreeFlow applicaton is located on a local computer or on a remote computer Printer Registration Allows you to register and manage supported production printers and queues for use by FreeFlow software applications To configure the Print process step in a workflow production printers must first be added via the FreeFlow Printer Registration application Printer Status Job Status Tool Allows you to status jobs queues and printers For additional information about Production Printing refer to the Xerox Customer Software Release Document for FreeFlow Process Manager or the Xerox Production Printing Guide for FreeFlow Applications You can also access the online Help for the Registered Printer List Locator Printer Registration or the Printer Status Job Status Tool The Simple Mail Transport Protocol SMTP Server
233. s Available if a job is paused Approve Allows a job to continue in the workflow Changes to Resume Available if a job is at a review step Fail The job goes to the failed status Available if a job is at a review step or is paused Changes to Delete Resubmit Resumes the workflow at the currently selected process uses the changed process settings Appears in place of Approve and Fail buttons when a process step is selected while the workflow is ata Review step Delete Deletes the job Find Opens the Find dialog which allows you to locate a process node in a workflow FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager The View menu The View menu contains the following options Table 4 5 Workflow Job Manager View menu View Menu nt Option Description Show Hide Show Allows you to view process settings via Process Tool tool tips in the graphical workflow display by Tips 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 The Options menu The Options menu contains the following options Table 4 6 Workflow Job Manager Options menu Options Menu Option Description Reports Opens the reports dialog in which you can select define view and export reports Repository Opens a dialog that allows the current user to
234. s then select Settings to open the Impose Process Settings dialog 3 Mark the check box for Imposition affects copy count 4 As appropriate select or deselect the check box to place the process online 5 Select OK to accept the changes and close the Process Settings for Process dialog 6 Close the Processes dialog FreeFlow Process Manager Operator and Administrator Guide 2 141 Workflow Builder 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 The user sets the Copy Count Divisor switch to On 2 The user creates a workflow with the following nodes e Imposition 2up Always use these settings is set e Print Always use these settings is not set 3 User submits a job with an XPIF ticket Copies 20 The job successfully goes through the Imposition node 5 The job prints 10 actual copies of the imposed document Example 2 Original quantity is 20 with 2 up 2 up actual copies 5 The user sets the Copy Count Divisor switch to On 2 The user creates a workflow with the following nodes e Imposition 2up Always use these settings is set e Imposition 2up Always use these settings is set e Print Always use these settings is not set 3 User submits a job with an XPIF ticket Copies 20 The job successfully goes through the two Imposition nodes 5 The job prints 5 actual copies of the
235. s and the default Print process setting is 1 sided the job will print 1 sided 2 112 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 Example output from each separator page option Multiple PDF Files submitted One PDF file submitted One PDF file submitted collated collated uncollated 1 copy 2 copies 2 copies Option Insert after each file Option Insert after each set Option Insert after each set PDF file 1 page 1 PDF file 1 page 1 copy 1 PDF file 1 page 1 copy 1 PDF file 1 page 2 PDF file 1 page 2 copy 1 PDF file 1 page 1 copy 2 PDF file 1 page 3 PDF file 1 page 3 copy 1 SEPARATOR PAGE PDF file 1 page 4 PDF file 1 page 4 copy 1 SEPARATOR PAGE SEPARATOR PAGE PDF file 1 page 2 copy 1 PDF file 1 page 2 copy 2 PDF file 2 page 1 PDF file 1 page 1 copy 2 SEPARATOR PAGE PDF file 2 page 2 PDF file 1 page 2 copy 2 PDF file 2 page 3 PDF file 1 page 3 copy 2 SEPARATOR PAGE PDF file 1 page 4 copy 2 SEPARATOR PAGE D2 1 Inthe Print s
236. s are not deleted Workflow Builder Launches Workflow Builder f id WorkFlow Builder FreeFlow Process Manager Operator and Administrator Guide 4 13 Workflow Job Manager 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 Checking the status of a job When you choose to view the details of individual jobs details are displayed in the status area at the top of the screen and include e Graphical display Depicts the workflow process steps A in the workflow indicates a process branch that was created due to a failed process Click to open the branch click to close the branch e Progress bar Shows the progress of the current process To check the status of a specific job D2 1 In Workflow Job Manager select a job from the Jobs list The progress bar and workflow display in the status area 3 2 Review the information in the status area 3 Repeat step 1 to view the details of another job 4 14 FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 a
237. s 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 e CSV comma delimited csv e XML xml The report function is also available via Remote Workflow Job Manager Client You can set up and generate the following reports Table 4 10 Report categories and types Report Category Report Type Job reports Full job report Job totals daily Job totals monthly Job totals yearly Workflow reports Full workflow report Single workflow daily Single workflow monthly Single workflow yearly All workflows daily All workflows monthly All workflows yearly Process reports Single job All jobs Process results daily Process results monthly Process results yearly Print results Print results report system counters Counters daily Counters monthly Counters yearly FreeFlow Process Manager Operator and Administrator Guide 4 15 Workflow Job Manager 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 Jo
238. s that require additional configuration display the following elements e A paused job icon in the Name column e Attention Required in the Status column e Instructional text for example Please configure this job and select Approve to begin processing The topics in the following sections cover the dialogs and procedures involved in configuring incoming third party MIS jobs See also Assigning and configuring a workflow for an incoming third party job Selecting files for an incoming third party job Viewing the JDF file for an incoming third party job Viewing the job instructions for an incoming third party job FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 Choose a workflow from the Choose a workflow drop box NOTE When you select a workflow the JDF job intents are matched as closely as possible to the workflow settings If the settings are locked or not available the workflow defaults are applied gt ON 3 T
239. s the entire cluster of cells 2 94 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder PDF Page Box Considerations e 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 e The PDF Media box option is not supported in imposition but you can create an equivalent during imposition via the Paper Stock setting The PDF Media Box describes the whole area of the PDF document including gutters and trim areas All other box definitions are sub areas of the media box It is not changeable by the user and is established when the PDF document is created e The Trim Bleed and Art boxes must be smaller than the Crop Box Box edges defined in the input document that are beyond the corresponding crop box edge are limited to the crop box edge during imposition e You can select which of the four supported PDF boxes to be used for positioning and autofit Note that the PDF page is not clipped by the selected box unless margins are applied Enabling autofit will cause the selected box to scale to fit the sheet cell it is being imposed into PDF page data may bleed outside of the selected box into any sheet cell waste space created during autofit scaling as long as it does not intrude into a nei
240. se 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 Select OK to accept the changes or select another tab to continue configuring FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 4 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 See also To add or modify text or a data field To manage barcode data To add or modify text or a data field 4 1 To open the Add Barcode dialog double click the Barcode 3 process in a workflow 2 Select the Data tab e Inthe Enter data area select Add The Add Data dialog displays e If you are modifying text or data select the desired item in the display window and select Modify The Modify Data dialog displays 3 Inthe Add Data or Modify Data dialog to add or modify text select Text enter the desired text in the text box and select Add Your selection displays in the lower area of the dialog Notice that the data is concatenated to form one string o
241. settings The settings will appear in the Submission Client controls but will be grayed out and unchangeable Select OK to accept the changes and close the window or continue setting job level edit options Each page in the PDF file can be flipped horizontally or vertically to create a mirror image To flip pages D2 1 3 Double click the Flip Pages step in a workflow Select from the following e Inthe Horizontal area select Flip to flip pages along the horizontal axis and create a mirror image e Inthe Vertical area select Flip to flip pages along the vertical axis and create a mirror image 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 Select OK to accept the changes and close the window 2 84 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Resizing The Resize feature allows you to automatically resize images at the document and page level You can select a specific size ora size based on a percentage of the original image size Jobs containing PDF JPEG TIFF and BMP files including mixed files are supported e Settings are applied to all files in the job and all pages in the file e For TIFFs JPGs or BMPs the image is resized for PDFs the page is resized e For pages with multiple images each page not each individual image
242. sired profile If you must import a profile to your PC see To import an ICC profile NOTE You must own the rights to use the ICC profiles accessed by FreeFlow Process Manager If required mark the check box for Use Output Intent if present for Source Color Space Select this option to allow the document s output intent to override the designated source color space profile FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 4 Inthe 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 CMYkK 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 Treat all CMYK RGB or Gray as Assigns the selected ICC profile to both non profiled and profiled CMYK RGB or Gray objects Don t change ICC profiles for CMYK RGB or Gray Available with Manage Color Profiles selection Grays out the CMYkK RGB or Gray profile Preserves the original profile of CMYK RGB or Gray objects within the document Select the desired option from the following Source Color Space area drop boxes CMYK CMYK ICC Profile RGB RGB ICC Profile Gray Gray ICC Profil
243. specify times for all hot folders When selected the following options are available e Time of Day Allows you to specify the times during the day that you want all hot folders scanned The default is 12 00 AM e Add 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 e Scheduled times Lists the times during a day when the hot folder system scans all hot folders for files A maximum of 10 scheduling times can be set NOTE ntervals between polling times cannot be smaller than 4 the hot folder scan interval e Remove Available if the Schedule daily times check box is selected and a time in the list is selected Removes the listed time OK Closes the dialog and saves the settings Cancel Closes the dialog and does not save the settings 2 158 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder To configure the hot folder system settings In Workflow Builder select Options Hot Folders Select Settings Set the desired interval from 10 to 100 Available if Enable clustering and Enable hot folder scheduling are not selected 4 lfrequired 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 Select Set scheduled times for each hot folder individually to specify times that you wa
244. ss Manager Operator and Administrator Guide Workflow Builder 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 xml workflow files to a hot folder Submitting vpc files to a hot folder To manage hot folders You can use the Hot Folders dialog to manage hot folders independently of workflows D2 1 Select Options Hot Folders or right click a workflow listed in the Workflows dialog 3 2 Perform the necessary actions Close the Hot Folders dialog FreeFlow Process Manager Operator and Administrator Guide 2 153 Workflow Builder 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 Submitted with documents This o
245. ss Manager Operator and Administrator Guide Workflow Builder Saving a job ticket with the PDF file for reprinting NOTE Jo save the job ticket a Print process must be included in N 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 The settings can be from any of the following e An xpf job ticket e Print node settings if Always use these settings is selected e A job ticket that was updated in Workflow Job Manager using the Settings button To associate the xpf job ticket with the files to be processed an xpf job ticket is saved using the following naming conventions e For files lt file name gt lt file extension gt xpf for example PDF file name brochure pdf xpf file name brochure pdf xpf NOTE f you move or rename the job files you must also move and rename the associated xpf job ticket Using Workflow Submission Client to reprint 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 Using a hot folder to reprint You must submit the saved PDF file and the associated xpf fil
246. ssion Client Help menu Menu option Description Help Topics Displays the Help application to allow you to list the Help topics for Workflow Submission Client About Workflow Displays program and copyright information Submission Client for Workflow Submission Client 3 10 FreeFlow Process Manager Operator and Administrator Guide Workflow Submission Client Job submission Job submission involves a few basic steps Job submission process e 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 e 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 e Modify the process settings You can modify process settings to meet the needs of a job in the Configure Settings area for example You can change page numbers or watermarks settings via the appropriate process settings dialogs You can change the job ticket settings for example the number of copies the stock using the Job Setup dialog in Print Settings e Name and submit the job Use the default name or select a new name and then submit the job FreeFlow Process Manager Operator and Administrator Guide 3 11 Workflow Submission Client Workflow selection methods NOTE A workflow must be enabl
247. ssional 0 4 2 122 Creating conditional branches 0000 eee eee 2 123 Xerox FreeFlow Process Manager Operator and Administrator Guide V Table of Contents Configuring external process settingS 5 2 136 Setting up repository credentials 00 000 eee 2 137 Checking the status of a process 00006 2 139 Setting the number of concurrent processes and the copy count OIWISOD gutne oe Gnade pad de one ne eese bhes eae ean 2 140 Checking the status of a workflow 0006 2 145 About hot folders 0 0 0 ce ee ee 2 146 Using third party external processes 20005 2 167 Setting up the SMTP Server 0 0 0 c eee eee 2 185 Setting up the proxy Server 0 0 0 cee ee ee 2 186 Creating preflight profiles 0 0 0 cece eee 2 187 Workflow Submission Client 3 1 About Workflow Submission Client 0 0000 eee eee 3 1 Logging in to Workflow Submission Client 5 3 2 To log in to the Workflow Submission Client application 3 2 Workflow Submission Client main window 005 3 3 The Get Files area 0 0 ee es 3 4 The Select Workflow area 0 0 0 0 0 cee es 3 5 The Configure Settings area 1 2 es 3 6 The Submit Job area 2 3 7 Workflow Submission Client menus 00 000 eee eee 3 8 FUG MENU ss dace aad bod Goede RARE EOE aE RG EA
248. st Select a watermark to display its description to the right FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 e Place all watermarks in front of page content to place the watermark on top of the page contents 4 NOTE The setting applies to all image and text watermarks See also Adding watermarks Setting up or modifying an image watermark Duplicating or deleting a watermark FreeFlow Process Manager Operator and Administrator Guide 2 67 Workflow Builder 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 D 1 Double click the Watermarks step in a workflow y 2 Select one of the following e Select New and then select Image Watermark to set up a new image watermark e Select a watermark from the list and then select Modify to change an existing image watermark 3 Enter a file path or select Browse to locate a TIFF JPEG BMP or PDF image f
249. st Locator Printer Registration or the Printer Status Job Status Tool FreeFlow Process Manager Operator and Administrator Guide 1 19 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 9 2 2 NOTE When the PREPS documentation uses the term Xerox DigiPath it is referring to FreeFlow e For Setup Type select the Custom Install e Select the following components during installation e PREPS Program e Languages e Xerox Digipath e Automation e iKey Hardware Key Driver or Sentinel Hardware Key Driver You also have to physically install the appropriate hardware key Once PREPS is installed you need to perform the following e Configure PREPS to use the Default workflow PDF to PDF e Create and save PREPS Job files See also To configure the Preps default workflow To create and save Preps Job files To select a device type for PREPS versions prior to 5 2 2 Missing hardware key error Using PREPS with Adobe Acrobat 8 0 FreeFlow Process Manager Operator and Administrator Guide About FreeFlow Process Manager To configure the Preps default workflow D2 1 Start PREPS v Select Edit Preferences to display the Preferences 3 dialog 3 Select the General tab In the Default workflow box select PDF gt PDF Select OK to close the Preferences dialog NO 5 Select Setup Save Profil
250. symbol attention is required perform required action Failed workflow or node import or export Locate node s with this symbol note the provided information Overrides all other icons Ensuring imported workflow compatibility Workflows can be successfully imported from one Process Manager server system to another Process Manager server if both servers have the same software version of Process Manager and if all the configurations on the second server are compatible The following items should be checked for compatibility e PREPS jobs lists e Fonts used in Bates Numbering Page Numbering Watermarks FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 e Join e Review e Input NOTE n Workflow Job Manager only you can open the Input q 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 In general do the following D2 1 Select a workflow The workflow displays in the workspace v 2 Double click a process step in the workflow or right click and 3 select Process Settings to open the settings dialog 3 Change the process settings as desired 4 Select O
251. t contain the ticket information e JDF imposition parameters cannot be translated into Preps imposition templates and Preps does not support JDF e Non printable content such as bookmarks sounds movies logical structure hyperlinks and article threads will not be preserved by the Preps imposition component e No support for imposition marks such as exposure keys will be provided within the Xerox imposition templates Such items are typically placed in the gutter area of the press sheet This type of advanced feature is available in Kodak Preps e VI Containers should not be used with PREPS Process Manager handles these as containers not PDF files e When you submit a job to a Process Manager workflow that includes Imposition with PREPS ensure that the PREPS application is not running if the license is only for one instance of PREPS Fault handling for Imposition Errors are logged in the Windows Event log and display in the Workflow Job Manager status display area The following errors cause the Imposition operation to fail e If the input PDF file is missing e If the input PDF file is invalid e lf the output PDF file is locked and cannot be overwritten or if the user lacks sufficient security privileges to access the destination directory e lf the input PDF file requires a password to open the PDF or does not permit any of the following content copying and extraction document assembly or content accessibilit
252. t a Settings File define compliance criteria designate font embedding options and optimize for fast web viewing D2 1 y 2 Double click the Optimize step in a workflow In the Settings File area select from the following to load a settings file e pdfx 1a2001 xml pre installed settings file e pdfx 1a2003 xml pre installed settings file NOTE f created other user defined settings files are also displayed To save the options you have selected in the Optimize node as a custom settings file and to display the file as an option in the Settings File drop box select Save As to open the Save Settings File dialog For more information see To save the Settings File as To remove a settings file from the list select the file in the drop box and then select Delete In the Compliance area mark the check box for Create a document that complies with PDF X standards and select from the following options e PDFX 1a 2001 e PDFX 1a 2003 For more information see Description of PDF X 1a Standards In the When a PDF X compliant document cannot be created area select from the following options e Ignore to disregard errors and move the job to the next workflow process e Warn and continue to note errors in the error log for the current job and move the file to the next workflow node e Cancel job to note errors in the error log for the current job and to halt the job A fail message displ
253. t contain Job Level Edit nodes 2 63 Limitations for job level edits 0 0 00 0 cee eee 2 63 Fault handling for job level edits 00005 2 63 Adding watermarks n naaa aaaea eee 2 64 Setting up or modifying a text watermark 2 65 Setting up or modifying an image watermark 2 68 Duplicating or deleting a watermark 004 2 70 Adding Bates numbers 0 0 0 0 cee ees 2 11 Adding page numbers 0 000 ee ee ee 2 12 Adding a Barcode 0 ccc es 2 74 Previewing job level edits 0 0 0 0 cee eee 2 82 Rotating DAGCS 6 6 60 ot a na aana sade teecheweend ees tas Bees 2 84 Flipping PAGES 1 Le ee eee 2 84 Resizing 1 eens 2 85 Configuring Imposition settings 000 e eee ee 2 86 Configuring Preps settings 0 0 0 0 cee eee 2 100 Cropping anaana aaa ee eee eee eee 2 102 Configuring Pressmarks settings 0 000 eee 2 103 Duplicating or deleting a pressmark 0005 2 105 About Review 1 eee ees 2 106 Configuring Notify settings 0 0 0 0 00 c eee ees 2 107 Setting up a watermark in an email attachment 2 110 Configuring Print settings 0 0 0 0 e eee 2 111 Configuring Save settingS 0 0 0 cee ee eee 2 115 Configuring JDF Export settings 0486 2 119 Limitations when creating JDF Tickets in Adobe Acrobat Profe
254. t provides users and administrators with several different resources to support the Windows 2003 environment Some of these resources include web sites and online Help The following sections describe these sources and tell you how to find and use them Windows Online Help Windows 2003 Server includes extensive online Help for all aspects of the operating system Most likely the online Help will be your primary source for information Administrative procedures from adding users and managing groups to installing Windows printers can be found in the online Help files Furthermore most Windows applications also contain their own online Help system containing information that is specific to the application To access online Help select Start Help from the Windows task bar If you are looking for help within a specific application use the options available from the Help menu within that application XXII FreeFlow Process Manager Operator and Administrator Guide 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 You can access the FreeFlow Process Manager Online Help system by selecting lt application gt Help in the
255. ta column to the right in the report FreeFlow Process Manager Operator and Administrator Guide 4 17 Workflow Job Manager 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 See also Viewing a report Exporting a report Purging report data FreeFlow Process Manager Operator and Administrator Guide Viewing a report Workflow Job Manager 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 e The report name in the window title e Acolumn for each report attribute selected in the Reports dialog Columns can be repositioned by dragging and dropping To view a report D2 3 1 In Workflow Job Manager select Options Reports to display the Reports dialog Set up the desired report N Select View to generate and display the report Optional If you need to modify the report setup click the Reports dialog to bring it to the foreground make the necessary changes and then select View to generate and view the modified report 4 To view multiple reports side by side leave the current report open click the Reports dialog t
256. te that a Adobe Creative Suite or QuarkXPress document is waiting to be converted to PDF A message will be sent for each document processed e Submit Adobe Creative Suite or QuarkXPress files via Workflow Submission Client to a workflow with a Convert node Files are sent to the appropriate working directory an email notification is sent e Manually convert the files to PDF via Adobe Creative Suite or QuarkXPress when the workflow is stopped at the Convert step in Workflow Job Manager Place the converted files in the appropriate working directory to continue workflow processing NOTE You are solely responsible for obtaining all appropriate 4 licenses from Adobe Creative Suite and QuarkXPress and their licensors and for maintaining full compliance with those licenses See also To configure Convert settings To set up a working directory Unlimited User Conversion option Working with PDF Files Converting Adobe Illustrator and Adobe InDesign documents to PDF FreeFlow Process Manager Operator and Administrator Guide 2 39 Workflow Builder To configure Convert settings D2 1 Optional To ensure that Process Manager displays the desired Adobe Acrobat Distiller default job option select 3 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 fi
257. the Imposition step in a workflow If Preps is detected on the computer the initial Imposition Settings dialog displays Select Specify imposition settings and select OK to close the window and display the Imposition Settings dialog If Preps is not detected on the computer the standard Imposition Settings dialog displays In the Imposition Settings dialog select the Crop Marks tab In the Crop mark box window select from the following e Media Sheet to define the crop margin relative to the sheet regardless of imposition job type Range is 0 to remaining width of paper stock for Left and Right controls 0 to remaining height of paper stock for Top and Bottom controls e Media Cell to define the crop margin relative to each cell on the sheet Range is 0 to remaining width of cell for Left and Right controls 0 to remaining height of cell for Top and Bottom controls e Cell Cluster to define the crop margin relative to each cell cluster on the sheet For more information about clustering see Guidelines for Cell Clustering e PDF Crop Box to define the boundary for the contents of the page when it is displayed or printed e PDF Trim Box to define the finished dimensions of the page after trimming FreeFlow Process Manager Operator and Administrator Guide 2 91 Workflow Builder 2 92 e PDF Bleed Box to define the amount of extra area to image outside of the final page size def
258. the Preview 4 window at the bottom of this dialog or click Preview gt gt to preview the barcode placement in the document For more information about the Preview pane option see Previewing job level edits D2 1 To open the Add Barcode dialog double click the Barcode process in a workflow 3 2 Inthe Readable Text tab mark the check box for Include human readable text to enable the feature 3 If available mark the check box for Include check digits to specify whether checksum character s should be shown in the human readable text 4 lf available mark the check box for Split UPC characters or Shrink UPC Characrters to specify that the first character and or last character of the human readable text is split apart from the rest of the human readable text and or printed in a smaller font 5 If available mark the check box for To include start and stop characters t 6 Specify whether the text is Opaque cannot see through text or Transparent can see through text FreeFlow Process Manager Operator and Administrator Guide 2 17 Workflow Builder 2 78 10 11 12 13 Specify the Vertical Placement as either Place text below bars or Place text above bars Specify a Horizontal Alignment either Left Center or Right Select or type the text Vertical offset Select or type a Horizontal offset From the font drop boxes specify the font font style and font S Ze Select Always u
259. the Workflow Builder login dialog if you are not logged in if you are logged in activates Workflow Builder Opens the Find dialog which allows you to locate a process node in a workflow The View menu contains the following options Table 3 7 Workflow Submission Client View menu Menu option File Details File List Hide Match Show Hide Process Tool Tips Workflow Icons FreeFlow Process Manager Operator and Administrator Guide Description Shows the details file name file size date modified in the Get Files area Shows the list file name only in the Get Files area Hides Match and Match Filter 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 Small Icons Displays small icons Medium Icons Displays mid sized icons Large Icons Default displays large icons 3 9 Workflow Submission Client Options menu The Options menu contains the following option Table 3 8 Workflow Submission Client Option menu Menu Option Description Remove Files After Removes files from the Get Files list after the Submission files are submitted for processing Repository Opens a dialog that allows the current user to Credentials Setup enter a Username and Password for the active repository Help menu The Help menu contains the following options Table 3 9 Workflow Submi
260. the hairline correction inches pixels mm or points 5 Inthe Color Trapping area mark the check box for Remove color trapping layers to eliminate trap layers from the PDF NOTE Removal of trap layers is supported for traps created by 4 Prinergy Prinect and Esko Graphics 6 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 7 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 FreeFlow Process Manager Operator and Administrator Guide 2 55 Workflow Builder Description of PDF X 1a Standards File Type PDF X 1a 2003 PDF X 1a 2001 Table 2 11 Description of PDF X 1a Standards 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 e All fonts are embedded e The appropriate bounding boxes are specified Media Box Trim Box or Art Box e Color appears as CMYK spot colors or both RGB and LAB spaces are not allowed e Compliant files must contain describe the output printing condition e g SWOP for which they are prepared e The Trap Key is set Same as above except files can be opened in Acrobat 4 0 and Acrobat Reade
261. the jobs list by the items in any column by selecting the column heading For example to sort the table alphabetically by workflow select the Workflow column heading e View a context menu for a listed job by right clicking the job e Make multiple selections from the list using lt Control Shift gt FreeFlow Process Manager Operator and Administrator Guide 4 7 Workflow Job Manager 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 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 Printing The job is printing Processing The job is being processed Rejected The job was rejected by the system while it was being received Save completed The job was saved successfully Waiting for printer The job has completed processing and is waiting for the printer Waiting for save The job has completed processing and is being saved 4 8 FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager Workflow Job Manager menus The File menu The Workflow Job Manager menu bar provides commands for managing jobs Commands can also be accessed by right clicking a job to display the co
262. the number of pages in the sample PDF document 4 Ifthere are multiple pages to preview use the Page Forward and Page Back arrows to navigate In the Imposition Preview pane right click and select from First Sheet Previous Sheet Next Sheet or Last Sheet 5 Select Preview page image size to select a preview page size The content displays on a blank page of the selected stock size The Imposition node supports Auto The default for all other nodes is 8 5 x 11 inches or A4 metric Select Custom to enable Width and Height boxes 6 Select Show Rulers or in the Imposition Settings dialog select Show Preview rulers to turn on or turn off the Preview screen rulers 7 For the Imposition Preview window only e Select Show corner page numbers to display the page number in all corners of each displayed page e For Maxium N Up jobs in the Imposition Settings dialog the Automatic output prognosis area shows the status of the specified job options FreeFlow Process Manager Operator and Administrator Guide 2 83 Workflow Builder Rotating pages Each page in the PDF file can be rotated by 90 degrees clockwise or counterclockwise or by 180 degrees To rotate pages a2 3 Flipping pages Double click the Rotate Pages step in a workflow Select from None Right 90 Left 90 or 180 degrees to turn a page from its current position Select Always use these settings to prevent users from modifying the
263. the profiles for the process To move or delete an external process 1 In Workflow Builder select Options External Processes 2 Select a process and then select from the following e Move Left or Move Right to move the process e Delete to remove the selected process and all associated profiles NOTE Deleting an external process affects existing workflows 3 Select Close See also Using third party external processes FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 nput output and error files must be assigned to unique 4 locations The dialog includes the following options Profile name Allows you to enter a name for the profile Input location Allows you to select a hot folder on a local or remote drive for Process Manager to place the files and for the third party software to retrieve the files Provide available job data to external process by XML file Allows you to request the system to provide additional information to the external process via an XML file written to the external process input folder Information includes job name job ID date submitted JDF and preflight results file path information manifest order jacket file information NOTE The third party application should also be configur
264. the settings The settings will appear in the Workflow Submission Client controls but will be grayed out and unchangeable 11 Select OK to accept the changes or select another tab and continue configuring Importing a FreeFlow 5 0 workflow with a Color Manage node If you import a 5 0 workflow with a Color Manage node into FreeFlow Process Manager 6 0 the 5 0 Color Manage icon is converted to an Optimize icon and the settings transfer automatically to the Optimize settings Color tab FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 D2 1 Double click the Optimize step in a workflow and select the Spot Colors tab 3 2 Mark the check box for Convert spot colors to process colors to convert Spot Colors to the Output Color Space If no spot colors are defined in the exclusion list then all spot colors in the document will be converted Objects that contain multiple spot colors must have all of their spot colors defined in the exclusion list or the objects will be converted to t
265. tly have jobs that are being processed it is available for editing Zooming in and out of the workflow view For large or complex workflows this feature allows more processes to be displayed in the workflow window Three zoom levels are available Small Icons Displays small icons Medium Icons Displays mid sized icons Large Icons Default displays large icons NOTE 7o display the process name in this view hover over a process with the mouse cursor to show the tool tip FreeFlow Process Manager Operator and Administrator Guide Workflow Builder To zoom in or zoom out D2 e Select View Workflow Icons and then select the desired option or 3 e 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 D2 1 To expand the view click the right facing Expand arrow to the left of the title area for example Workflows in Workflow G Builder 2 To restore the view to the original size click the down facing Restore arrow Enabling and disabling process tool tips You can view process settings via tool tips in the graphical workflow display by positioning the mouse pointer over a workflow process NOTE n Workflow Job Manager the tool tip for the Input node displays the original input files To e
266. to a hot folder D2 1 Create the desired workflow in Workflow Builder v 2 Tocreate an xml workflow file export the workflow Ensure 3 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 4 Workflow Builder to process the xml lt 3 In Workflow Builder select Options Hot Folders Set up a hot folder using the target workflow Submitted with documents 5 Using Windows Explorer locate the xml file and the matching file or folder you will be submitting 6 Copy move paste or drag and drop the xml and its matching file or folder into the Submitted with documents hot folder NOTE f you are submitting a folder to a hot folder ensure the N xml is outside the folder 7 The submission is automatically processed Error conditions for dynamic workflows e Corrupted RDO s will not be processed e Unsupported file types will be moved to the Unsupported Files folder e Invalid or unsupported xml files will be moved to the Unsupported Files folder e f a workflow contains a print node and a printer is not available the job will fail e The following dynamic workflow file names are restricted files will be moved to the Unsupported Files folder Unsupported Files folder xml Waiting for Job Ticket xml Manifest Sta
267. to create or modify a workflow or to configure process step settings To access Workflow Builder from Workflow Job Manager D2 1 In Workflow Job Manager select Launch Workflow Builder The Workflow Builder login displays Log in to Workflow Builder Select File New Create a workflow Save the workflow Enable the workflow Exit Workflow Builder ee ee NN Accessing Workflow Submission Client from Workflow Job Manager If you need to create and or submit a new job while in Job Manager you can access Workflow Submission Client via the Jobs toolbar To create and or submit a new job D2 1 In Workflow Job Manager select Workflow Submission Client in the Jobs toolbar The Workflow Submission Client 3 login is displayed Log in to Workflow Submission Client Select a file for submission Select a Workflow Specify the job requirements Select Submit Exit Workflow Submission Client py oy OE eee oe Ie FreeFlow Process Manager Operator and Administrator Guide 4 37 Workflow Job Manager 4 38 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 Incoming third party job
268. tor and Administrator Guide 2 149 Workflow Builder 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 The following workflow processes support JDF e Optimize e Convert e Join e Print e Impose The workflow processes currently support two types of JDF Intent e Business card e Saddle stitch NOTE f a JDF ticket does not contain the correct file path to the q job that is being processed the job fails JDF files take precedence over other files types they are processed first Hot folders and error checking Non supported file types are moved to an Unsupported Files folder within the hot folder It is the user s responsibility to manually delete these files from the folder Hot folders supported files The hot folder supports the same files that are supported through the Workflow Submission Client Adobe Illustrator CS Adobe InDesign CS Adobe Photoshop currently supported version Bitmap JPG JPEG Microsoft Office 2007 Microsoft Publisher Excel PowerPoint and Word PDF RDO TIFF TIFF IT VPC QXD EPS and PS Hot folders and read only files Read only files are not picked up by the hot folder 2 150 FreeFlow Process Manager Operator and Administrator Gu
269. trim box must be smaller than the media box and can be the same as the bleed box Trim marks are nominally placed around the trim box Art box Represents an area of the page for example a piece of clip art to be positioned when the PDF content is placed in an application such as a page layout program The art box must be smaller than the bleed box Trim and art boxes may have the same dimensions FreeFlow Process Manager Operator and Administrator Guide 2 57 Workflow Builder Managing Color profiles Color Manage allows you to e Add CMYK profiles to untagged CMYK content e Replace CMYK profiles for tagged content e Add RGB profiles to untagged RGB content e Replace RGB profiles for tagged RGB content e Add gray profiles to untagged gray content e Replace gray profiles for tagged gray content e Allows you to not change a profile for a specific color space A CMYK RGB or gray profile is added to untagged content when colors need to be transformed or accurately displayed or printed Untagged color spaces also known as device spaces have an ambiguous interpretation adding a profile resolves the ambiguity by providing a specific interpretation of the data CMYK RGB or gray profiles are replaced for tagged content when the original profile the original specification of how the color values should be interpreted is wrong or has changed This can occur when e The original profile is known to be incorrect
270. ttings and resubmit the job A settings dialog is not available for Review FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Configuring Notify settings The Notify process provides job status notification via e mail Examples of uses include e Job start notification Notifies the operator that the job is beginning e Preflight fail notification Notifies the operator when preflight fails which allows immediate intervention e Job finish notification Notifies the operator that the job is completed Email attachments If you choose to attach job files the recipient will be able to remotely proof validate or repair the PDF file Compound document types such as RDOs cannot be attached The maximum attachment size is established using the SMTP Setup dialog in Workflow Job Manager The maximum allowable attachment size depends on your email configuration The email notification will fail if the file exceeds the limitation You have the option to add a watermark to the email attachment For more information see Setting up a watermark in an email attachment NOTE 1 f they are allowed to change the settings operators can 4 add delete or change the email address in Workflow Submission Client when the job is submitted and the workflow is selected NOTE 2 Email notification requires configuration of the SMTP server via the Workflow Builder application FreeFlow Process Manager Operator and Admi
271. tup This generates the profile repository from which you can select profiles in the Preflight Settings dialog Close Adobe Acrobat Professional To configure Preflight settings D2 1 y 2 To access the Preflight Settings dialog double click the Preflight step in a workflow In the Select Preflight profiles that submitters can choose from text box select the desired profiles The profiles will populate the Select the default profile drop box In the Select the default Preflight profile drop box select a default profile 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 Select OK to accept changes and close the window FreeFlow Process Manager Operator and Administrator Guide 2 61 Workflow Builder 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 e Color or black and white e Specific page size e 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 Embedded fonts legitimate fonts and other basic preflight requirements Purpose T
272. tus xml FreeFlow Process Manager Operator and Administrator Guide 2 165 Workflow Builder 2 166 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 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 Viewing and editing VI containers via Adobe acrobat requires conversion to PDF Convert Supports conversion of VI Containers with VIPP print files Once the VI container is converted to PDF the VI job remains as a PDF file throughout the remainder of the workflow Impose Supports VI containers converted to PDF Preflight Supports VI containers converted to PDF Validates that all required elements of the VI Container Job are contained in the VI Container and that the container is a valid VI container If validation is sucessful the job will pass otherwise it will fail Print Limited to DocuSP DFEs FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 f
273. ty privileges to create the specified files in the destination directory specified during JDF Export e If the workflow contains a non supported task e If the workflow does not contain all the tasks it needs e If the JDF file is missing the original file paths JDF and Color Manage When submitting a JDF ticket to a workflow only the color profile being used by the JDF ticket is visible in the Color settings in the Optimize node Normally when submitting jobs all default options the set of installed CMYK color profiles and the srgb color space profile icm are visible NOTE 1 Jo enable color management the Optimize node settings should be set as follows in the General tab de select the check box for Create a document that complies with PDF X standards In the Color tab in the Change all colors in document drop box select Manage Color profiles NOTE 2 When the JDF ticket specifies a color profile the color profile must be installed on the Process Manager Server or the job will fail FreeFlow Process Manager Operator and Administrator Guide 2 121 Workflow Builder 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 F 5 6
274. uilder Insert menu and workflow process icons Insert Menu Options Optimize Preflight Watermarks Bates Numbering Page Numbering Barcode Rotate Pages Process Icon Description 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 Uses a preflight profile to validate and check formatting verify the image fonts and verify references to OPI image server images The preflight checks depend on the profile selected You can also use Preflight to let the workflow automatically discover conditions For example you can create a single rule profile use it as a filter to check a file for a specific condition for example a certain page size and then direct the file to the next appropriate process or workflow Allows you to add a text or image watermark to each page of an input PDF file You can specify a combination of Opaque or transparent images or text in various alignments that can appear either underneath or on top of the page content The Preview option allows you to dynamically view the content before you commit to the selected settings Allows you to add bate stamps to each page of an input PDF file Bate stamps consist of a page number with optional leading zeros and an optional fixed text prefix An option
275. ure 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 Set up and manage hot folders Add external PDF processes to support third party software Set up third party scripts Set up Notify attributes on the SMTP server set up the Proxy server Set up repository credentionals The Workflow process steps include Table 1 1 Workflow process steps Description Displays automatically as the first workflow node when you select lt Enter gt during new workflow creation Does not have a settings dialog in Workflow Builder In Workflow Job Manager the settings dialog and the tool tip display the original input files Automatic Image Enhancement AIE optimizes 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 only for color and grayscale images Converts documents submitted to the workflow to PDF Converts the following formats MS Word MS PowerPoint MS Excel includes Microsoft Office 2007 MS Publisher Adobe Photoshop Adobe InDesign Adobe Illustrator JPG JPEG TIFF TIFF IT TIF BMP PS RDO QXD QXP
276. ute in ascending or descending order FreeFlow Process Manager Operator and Administrator Guide Workflow Job Manager 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 D2 1 In Workflow Job Manager select Options Reports to display the Reports dialog 2 Select the report category and type If required enter a Workflow name and or Workflow Id Job name and or Job ld in the appropriate text fields The displayed fields vary depending on the selected report type NOTE You can also enter a wildcard for the workflow or job 4 name for example reprint 4 Select a Start date from the drop box e Type the day or year or e Highlight the month day or year and use the up down arrows to select the desired option 5 Select an End date from the drop box NOTE Only data for jobs occurring in the date range will be 4 included 6 In the Attributes to include window scroll as needed and select the individual attributes or select Select all to include all attributes Attributes vary based on the job type 7 To define the position of the data in the report columns a Select the attribute and select Move Up to move the data column to the left in the report b Select the attribute and select Move Down to move the da
277. ve The following conditions apply if the Unlimited User Conversion option is not installed e Reprint of a FreeFlow 5 0 saved and password encrypted job If a reprint is requested of a saved job the job is decrypted and processed for Print The job is not re encrypted during Save e 100 User Conversion This optional component allows a maximumm of one hundred users to submit applications for PDF conversion for all suppported document types See also Hot Folder submission with and without the Unlimited User Conversion License Setting up a watermark in an email attachment e PDF files created through the conversion process and saved by Save and JDF Export nodes These files will be password protected against Open This applies to PDF files saved in both the Windows file system and the repository system A password is assigned by Process Manager and known only by Process Manager Acrobat and other FreeFlow applications will NOT be able to open or process those PDF files If any of the PDF files protected by the Save JDF Export node is selected for input to either Workflow Submission Client or a hot folder Process Manager will apply the password and process the PDF files accordingly 2 42 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder If the workflow used in this case contains Save or JDF Export nodes the password protection will be reapplied to output PDF files
278. verting 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 11 1 Production printers Managing 1 18 R Reprinting Saving a job ticket with the PDF for reprinting 2 117 Reprinting with a hot folder 2 117 Reprinting with Workflow Submission Client 2 117 Submit an RDO and produce an RDO using Workflow Submission Client 3 19 U Using Document Library 1 14 W Workflow Builder About Workflow Builder 2 1 Basic steps for building workflows 2 22 Building a new workflow 2 23 Checking the status of a process 2 139 Change the offline or online status 2 139 Index 1 Index 2 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 workflows files to a hot folder 2 164 Error conditions for dynamic workflows 2 165 Importing workflows 2 30
279. vide reasonable protection against such interference when operated in a commercial environment Operation of this equipment in a residential area is likely to cause interference In such cases the user is responsible for the expense of correcting the interference FreeFlow Process Manager Operator and Administrator Guide IX Safety Ozone Safety 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 numErique est conforme aux limites d Emission de bruits radioElectriques pour les appareils de classe A stipulEes dans le REglement sur le brouillage radioElectriques du ministEre des Communications du Canada Europe 50HZ 220V 240V Equipment The equipment was tested and is certified in conformance with the European commission directive 82 499 ECC and VDE 0871 0875 class B which relates to radio frequency interference This equipment is certified manufactured and tested in compliance with strict safety and radio frequency interference regulations Your Xerox equipment and supplies were designed and tested to meet strict safety requirements These include safety agency examination approval and compliance with established environmental standards Attention to the following notes ensures the continued safe operation of your equipment If you need any additional safety in
280. vides the following options e 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 e Conversion Settings icon Displays the Conversion Settings tab which contains the settings for the dynamic conversion of documents uploaded to document repositories These settings will serve as the defaults for the File Conversion Tool application e Process Manager icon Available only on machines running FreeFlow Process Manager Opens the following tabs Backup Allows you to back up FreeFlow Process Manager user and group information workflows jobs and task information to a user selectable directory location Restore Allows you to restore previously back up FreeFlow Process Manager user and group information workflows jobs and task information e User Accounts icon Available only on machines running FreeFlow Process Manager Displays tabs used to view and edit select FreeFlow Process Manager user account contact information Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application Users that are created and added to the appropriate Process Manager group accounts using Windows will appear in the FreeFlow Administration Tool list of users The following options are available Stor
281. w Builder main window the workflow list and the workspace 1 Workflow Builder File Edit View Options Insert Help vo New Save X Enable X Duplicate XP Delete workflow Mame Id Status Active Jobs Hot Folders Date Modified Description Processes Ta E Oe om Sfofe007 6 14 41 PM System default workflow Main Workflow z Disabled oO alll workflow 3 Disabled D 0 grgz007 6 14 42 PM System default workflow lt ET il Bl b Simple Workflow Gm x Workflow Process Options COO BAM AOR REE Eee ee a Printi IE Notify Convertl Preflight1 NotiFye FreeFlow Process Manager Operator and Administrator Guide 2 3 Workflow Builder Workflow list Workflow List Area Workspace Area 2 4 H9 Workflow Builder File Edit View Options Insert Help vo New si Save 2 gt Enable z Duplicate ye Delete lsidewheng__ 1d_ Status _ acveJobs_Ltot Fliers _ Date need ___ Description Main Workflow Disabled 4192007 11 52 29 PM System default workflo Reprint workflow Disabled 4192007 11 32 29 PM System default workflo Simple workflow Disabled o A192007 11 32 28 PM Sy ark The workflow list in the upper portion of the window includes the following components e Menu bar e Workflows toolbar e List of the current workflows e Three default application workflows Main Workflow Simple Workflow Reprint Workflow FreeFlow Process Manager Operator and Administrator Guide Workflow Builder Workflow
282. y FreeFlow Process Manager Operator and Administrator Guide 2 101 Workflow Builder 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 D2 1 To access the Crop dialog double click the Crop step in a workflow 3 2 Inthe 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 If desired select Uniform to enable the following options e All edges Makes all values equal to the Left entry e Opposite edges Makes Left and Right values equal to the Left entry makes Top and Bottom values equal to the Top entry 4 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 5 Select OK to accept the changes and close the window 2 102 FreeFlow Process Manager Operator and Administrator Guide Workflow Builder 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 D2 1 Double click a Pressmarks process in a workflow to open the Add Pressmarks dialog 3 2 T
283. y import the workflows in the xml file Select from the following Select Select all workflows to import all the workflows in the xml file Inthe list box select specific workflows to import NOTE A wfc folder displays in the export save location along the xml file It contains configuration files profiles and other workflow information to enable workflow restoration during import 3 Inthe new Import Workflow dialog review the status and or action required for each workflow node and take the necessary action e The Workflows Imported table lists the workflow s in the selected workflow file e The Import Action Summary displays the nodes of the workflow selected in the upper table e A check mark in a node means the node imported successfully A check mark in all the nodes results in a checkmark for the entire workflow in the upper table Take any necessary action s 5 Select Done The imported workflows display in the Workflows list FreeFlow Process Manager Operator and Administrator Guide 2 31 Workflow Builder 2 32 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 Successful workflow or node import Acheck None mark in all nodes results in a checkmark for the entire workflow in the upper table Successful workflow or node import but Locate node s with this
284. you to dynamically view the content before committing to the selected settings Allows you to add bate stamps to each page of an input PDF file Bate stamps consist of a page number with optional leading zeros and an optional fixed text prefix An optional extra line of fixed text can appear either above or below the page number The Preview option allows you to dynamically view the content before committing to the selected settings Allows you to add page numbers to each page of an input PDF file The Preview option allows you to dynamically view the content before committing to the selected settings Allows you to add a barcode to your workflow You can specify the barcode type font placement alignment rotation frequency size and other options Provides support for variable data in the text and page range areas The Preview option allows you to dynamically view the content before committing to the selected settings Allows you to rotate each page in the PDF file 90 degrees right or left or 180 degrees Allows you to flip each page in the PDF file horizontally or vertically to create a mirror image 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 FreeFlow Process Manager Operator and Administrator Guide 1 3 About FreeFlow Process Manager Step Impose Crop Pressmarks Review Notify P

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