Xerox 701P47169 User Manual

Version 6.0, Sept. 2007

701P47169

FreeFlow

Process Manager

Operator and

Administrator

Guide

Xerox Corporation Global Knowledge & 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, SCSlSelect®, and EZ-SCSI® are trademarks of Adaptec, Inc.

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DEC, DEC RAID, and Redundant Array of Independent Disks are registered trademarks of Digital Equipment Corporation.

Imaging Technology provided under license by Accusoft Corporation.

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and Storage by SonyTM are trademarks of Sony.

Sony

PAN TON E

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StorageView

TIFF® is a registered trademark of Aldus Corporation.

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This software is based in part on the work of the Independent JPEG Group.

This product includes software developed by the Apache Software Foundation.

This software is based in part on the work of Graeme W. Gill.

Includes Adobe® PDF Libraries and Adobe Normalizer technology

The Graphics Interchange Format © is the Copyright property of CompuServe Incorporated. GIF

Portions contain an implementation of the LZW algorithm licensed under U.S. Patent 4,558,302.

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Changes are periodically made to this document. Changes, technical inaccuracies, and typographical errors will be corrected in subsequent editions.

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Notices and Certifications ix

Approvals and certification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ix

Radio Frequency Emissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ix

Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x

Ozone Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x

Electrical Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xi

Operational Safety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii

Illegal Usage in USA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xiv

Illegal Usage in Canada . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii

Product Recycling and Disposal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xviii

About this guide xix

About this chapter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xix

Audience. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xx

How to recognize important information. . . . . . . . . . . . . . . . . . . . . . . . . xx

Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xx

Flag icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxi

Related information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxii

FreeFlow Process Manager documentation. . . . . . . . . . . . . . . . . . xxii

Windows related information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxii

Using the FreeFlow Process Manager Online Help . . . . . . . . . . . . . . . xxiii

Finding a Help topic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii

To get Help in a dialog box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xxiv

Using the Process Manager Help system. . . . . . . . . . . . . . . . . . . .xxiv

Obtaining additional support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv

About FreeFlow Process Manager 1-1

FreeFlow Process Manager applications . . . . . . . . . . . . . . . . . . . . . . . 1-1

The Workflow Builder application . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2

The Workflow Submission Client application . . . . . . . . . . . . . . . . . 1-6

The Workflow Job Manager application . . . . . . . . . . . . . . . . . . . . . 1-7

FreeFlow Process Manager hardware and software configurations . . 1-8

Post-installation setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9

Xerox FreeFlow Process Manager Operator and Administrator Guide

iii

Table of Contents

Using the FreeFlow Administration Tool . . . . . . . . . . . . . . . . . . . . . . . 1-13

Legacy Document Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-14

Document conversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-14

Managing backup and restore functions . . . . . . . . . . . . . . . . . . . . . . . 1-14

Logging in to the FreeFlow Process Manager applications . . . . . . . . 1-15

Authorization error message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-16

To log in to the FreeFlow Process Manager applications . . . . . . . 1-17

Group membership and authorization. . . . . . . . . . . . . . . . . . . . . . 1-17

Managing production printers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-18

Xerox FreeFlow Common Printer Administrators group . . . . . . . . 1-18

To register and add a production printer . . . . . . . . . . . . . . . . . . . . 1-19

Setting up Preps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-20

To configure the Preps default workflow . . . . . . . . . . . . . . . . . . . . 1-21

To create and save Preps Job files . . . . . . . . . . . . . . . . . . . . . . . . 1-22

To select a device type for PREPS versions prior to 5.2.2 . . . . . . 1-24

Missing hardware key error. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-24

Using PREPS with Adobe Acrobat 8.0. . . . . . . . . . . . . . . . . . . . . 1-25

Workflow Builder 2-1

About Workflow Builder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

Logging in to Workflow Builder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

To log in to Workflow Builder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

Workflow Builder main window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3

Workflow list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4

Workflow list columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5

Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

Workflow Builder menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9

The File menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9

The Edit menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10

The View menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11

The Options menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11

The Insert menu and workflow process icons. . . . . . . . . . . . . . . . 2-13

Customizing a workflow process name. . . . . . . . . . . . . . . . . . . . . 2-18

The Help menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19

Workflow Builder toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20

Workflows toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20

Workspace toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21

Building workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22

Rules for building workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22

Building a new workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23

Duplicating and modifying an existing workflow . . . . . . . . . . . . . . 2-24

Xerox FreeFlow Process Manager Operator and Administrator Guide

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Enabling a workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25

Disabling a workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25

Deleting a workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26

Editing workflow properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26

Creating fail branches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27

Exporting workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28

Importing workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30

Configuring process settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33

To modify the process settings . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33

About Input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34

Configuring Automatic Image Enhancement (AIE) settings . . . . . 2-35

Configuring Convert settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38

About Join. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-44

Configuring Optimize settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-45

Configuring Preflight settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-60

Upgrading legacy workflows that contain Job Level Edit nodes. . 2-63

Limitations for job level edits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-63

Fault handling for job level edits . . . . . . . . . . . . . . . . . . . . . . . . . . 2-63

Adding watermarks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . 2-70

Adding Bates numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-71

Adding page numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-72

Adding a Barcode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-74

Previewing job level edits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-82

Rotating pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-84

Flipping pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-84

Resizing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-85

Configuring Imposition settings . . . . . . . . . . . . . . . . . . . . . . . . . . 2-86

Configuring Preps settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-100

Cropping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-102

Configuring Pressmarks settings . . . . . . . . . . . . . . . . . . . . . . . . 2-103

Duplicating or deleting a pressmark . . . . . . . . . . . . . . . . . . . . . . 2-105

About Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-106

Configuring Notify settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-107

Setting up a watermark in an email attachment . . . . . . . . . . . . . 2-110

Configuring Print settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-111

Configuring Save settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-115

Configuring JDF Export settings. . . . . . . . . . . . . . . . . . . . . . . . . 2-119

Limitations when creating JDF Tickets in

Adobe Acrobat Professional . . . . . . . . . . . . . . . . . . . . . . 2-122

Creating conditional branches . . . . . . . . . . . . . . . . . . . . . . . . . . 2-123

Xerox FreeFlow Process Manager Operator and Administrator Guide

Table of Contents

Configuring external process settings . . . . . . . . . . . . . . . . . . . . . 2-136

Setting up repository credentials. . . . . . . . . . . . . . . . . . . . . . . . . 2-137

Checking the status of a process . . . . . . . . . . . . . . . . . . . . . . . . 2-139

Setting the number of concurrent processes and the copy count

divisor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-140

Checking the status of a workflow. . . . . . . . . . . . . . . . . . . . . . . . 2-145

About hot folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-146

Using third party external processes. . . . . . . . . . . . . . . . . . . . . . 2-167

Setting up the SMTP Server . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-185

Setting up the proxy server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-186

Creating preflight profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-187

Workflow Submission Client 3-1

About Workflow Submission Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

Logging in to Workflow Submission Client . . . . . . . . . . . . . . . . . . . . . . 3-2

To log in to the Workflow Submission Client application . . . . . . . . . 3-2

Workflow Submission Client main window . . . . . . . . . . . . . . . . . . . . . . 3-3

The Get Files area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4

The Select Workflow area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5

The Configure Settings area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6

The Submit Job area. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7

Workflow Submission Client menus . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

File menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

Edit menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9

View menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9

Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10

Help menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10

Job submission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11

Job submission process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11

Workflow selection methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12

Submitting a job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13

Saving a File List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15

Limitations for Save File List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16

Submitting Zip files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16

Submitting VI Containers (.vpc) . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16

Submitting a file with saved job ticket information for reprinting . . 3-17

Submitting QuarkXPress files (.qxd, .qxp) . . . . . . . . . . . . . . . . . . 3-17

About submitting RDOs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18

Remote Workflow Submission Client . . . . . . . . . . . . . . . . . . . . . . . . . 3-20

Accessing Workflow Builder from Workflow Submission Client . . . . . 3-20

Xerox FreeFlow Process Manager Operator and Administrator Guide

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Workflow Job Manager 4-1

About Workflow Job Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

Logging into Workflow Job Manager . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2

To log in to the Workflow Job Manager application . . . . . . . . . . . . 4-2

The Workflow Job Manager main window . . . . . . . . . . . . . . . . . . . . . . 4-3

The Status area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4

The Jobs area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-6

The Jobs area columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7

Workflow Job Manager menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9

The File menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9

The Edit menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-10

The View menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11

The Options menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11

The Launch Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12

The Help menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12

Workflow Job Manager toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-13

The Jobs toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-13

Managing Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14

Checking the status of a job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14

Creating reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15

Viewing a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19

Exporting a report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-20

Purging report data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-21

Viewing and editing a document in Adobe Acrobat . . . . . . . . . . . 4-23

Viewing preflight results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24

Viewing print results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-25

Modifying workflow settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-26

Pausing a job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-27

Approving a job at a Review step. . . . . . . . . . . . . . . . . . . . . . . . . 4-28

Failing a job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-29

Deleting a job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-29

Modifying the copy count . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-30

Printing a hardcopy proof . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-32

Adding a recipient to a Notify step with no recipient

address specified . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-33

Viewing Web Services Job Instructions . . . . . . . . . . . . . . . . . . . . 4-34

Remote Workflow Job Manager Client . . . . . . . . . . . . . . . . . . . . 4-35

Accessing Workflow Builder from Workflow Job Manager . . . . . . 4-37

Accessing Workflow Submission Client from

Workflow Job Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-37

Managing jobs from third party management information systems

(MIS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-38

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Table of Contents

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Notices and Certifications

Approvals and certification

For the UK, this product is serviced under a BS5750 Quality system accepted by the British Standards Institution.

60HZ, 115V

The equipment is listed by the Underwriters Laboratories, UL1950, certified by Canadian Standards Association, CSA22.2, No. 1950.

50HZ, 220V-240V

The equipment is certified by the British Standards Institution, IEC950 (EN60950). 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 provide 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

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 numÈrique est conforme aux limites d'Èmission de bruits radioÈlectriques pour les appareils de classe A stipulÈes dans le RÈglement sur le brouillage radioÈlectriques du ministÈre des Communications du Canada.

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.

Ozone Safety

Attention to the following notes ensures the continued safe operation of your equipment.

If you need any additional safety information 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 a ground 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. Do not place this equipment where people might step or trip on the power cable.

5. Do not place objects on the power cable.

6. Do not override or disable electrical or mechanical interlock devices. Covers, guards, and interlock switches are provided to prevent 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:

• The equipment emits unusual odors or makes unusual noises.

• The power cable is damaged or frayed.

• A wall panel circuit breaker, fuse, or other safety device has been tripped.

• Liquid is spilled into the machine.

• The machine is exposed to water.

• Any part of the machine is damaged.

FreeFlow Process Manager Operator and Administrator Guide

Operational Safety

Your Xerox equipment and supplies have been designed and tested to meet strict safety requirements. These include safety agency examination, approval, and compliance with established environmental standards.

To ensure the continued safe operation of your Xerox equipment, follow these safety guidelines at all times:

Do These

• Always connect equipment to a correctly grounded power outlet. If in doubt, have the outlet checked by a qualified electrician.

• Always follow all warnings and instructions that are marked on or supplied with the equipment.

• 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.

• Always locate the machine on a solid support surface (not on plush carpet) that has adequate strength to support the weight of the machine.

• Always locate the machine in an area that has adequate ventilation and room for servicing.

• 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.

• Always unplug this equipment from the electrical outlet before cleaning.

Do Not Do These

• Never use a ground adapter plug to connect the equipment to a power outlet that lacks a ground connection terminal.

• Never attempt any maintenance function that is not specifically described in this documentation.

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• Never obstruct ventilation openings. They are provided to prevent overheating.

• Never remove covers or guards that are fastened with screws. There are no operator serviceable areas within these covers.

• Never locate the machine near a radiator or any other heat source.

• Never push objects of any kind into the ventilation openings.

• Never override or "cheat" any of the electrical or mechanical interlock devices.

• Never operate the equipment if you notice unusual noises or odors. Disconnect the power cord from the electrical outlet and contact your Xerox Service Representative immediately.

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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:

• Certificates of indebtedness

• United States Bonds

• National Bank Currency

• Treasury Notes

• Coupons from bonds

• Federal Reserve Notes

• Federal Reserve Bank Notes

• Fractional Notes

• Silver Certificates

• Certificates of Deposit

• Gold Certificates

• Paper Money

• Bonds and obligations of certain agencies of the government, such as FHA, etc.

• Bonds

NOTE: U.S. Savings Bonds may be photographed only for publicity purposes in connection with the campaign for the sale of such bonds.

• Internal Revenue Stamps

NOTE: If 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.

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• Postage Stamps, canceled or not canceled

NOTE: For philatelic purposes, Postage Stamps may be photographed, provided the reproduction is in black and white, and is less than 3/4 or more than 1-1/2 times the linear dimensions of the original.

• Postal Money Orders

• Bills, Checks, or Drafts for Money, drawn by or upon authorized officers of the United States

• Stamps and other representatives of value, of whatever denomination, which have been or may be issued under any Act of Congress

2. 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 ìfair useî 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 R21.

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

9. Selective Service Induction Papers, which bear any of the following information:

• Registrantís earnings or income

• Registrantís previous military service

• Registrantís dependency status

• Registrantís physical or mental condition

• Registrantís court record

NOTE: U.S. Army and Navy discharge certificates may be photographed.

10. 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:

• Automobile Licenses

• Driver Licenses

• 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.

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Illegal Usage in Canada

Parliament, by statute, has forbidden the copying of the following subjects under certain circumstances. Penalties of fines or imprisonment may be imposed on those guilty of making such copies.

1. Current bank notes or current paper money.

2. Obligations or securities of a government or bank.

3. Exchequer bill paper or revenue paper.

4. The public seal of Canada or of a province, or the seal of a public body or authority in Canada, or of a court of law.

5. Proclamations, orders, regulations or appointments, or notices thereof (with intent to falsely cause same to purport to have been printed by the Queenís Printer for Canada, or the equivalent printer for a province).

6. 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 Canada 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.

7. 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.

8. 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.

9. 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.

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Product Recycling and Disposal

Xerox operates a worldwide equipment takeback and reuse/ recycle program. Contact your Xerox sales representative (1-800ASK-XEROX) to determine whether this Xerox product is part of the program. For more information about Xerox environmental programs, visit www.xerox.com/environment.html.

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 and disposal information, contact your local authorities. In the United States, you may also refer to the Electronic Industries Alliance web site: www.eiae.org.

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About this chapter

About this guide

The Xerox FreeFlow Process Manager Operator and Administrator Guide provides information and procedures for

using the Process Manager applications.

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:

• Identifying the audience and the basic skills required to use this guide effectively.

• Explaining the standard conventions and cues that highlight important information.

• Listing related documentation you might find helpful.

• Listing available online FreeFlow Process Manager Help systems.

• Providing information on ordering additional materials and supplies.

• Providing information on obtaining additional information.

NOTE:

NOTE: If you are using Process Manager for the first time, it is recommended that you first read Chapter 1, About Process Manager, in this guide.

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Audience

The Xerox FreeFlow Process Manager Operator and Administrator Guide is a comprehensive reference manual

intended for administrators and operators.

How to recognize important information

The following sections provide the conventions and flag icons that are used in the Xerox FreeFlow Process Manager Operator and Administrator Guide.

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 Description

<Angle brackets> Variable information is enclosed in angle

[

Square brackets]

Bold

Within procedures, the names of keys to press are displayed in capital letters and enclosed in angle brackets (for example, press <ESCAPE>). Keyboard combinations are represented by the plus sign (+) between names of keys (for example, press <CONTROL+C> to copy).

brackets (for example, select <filename>).

Names of options you select, including toolbar buttons and buttons in dialog boxes, are enclosed in square brackets (for example, select [ 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 [

]).

Text you should enter exactly as it appears is displayed in bold (for example, enter

Close]).

File:

test1.rdo).

FreeFlow Process Manager Operator and Administrator Guide

Table 1-1. Description of conventions

Convention Description

Flag icons

Italics

Titles of documents and manuals that provide additional information on the current topic are displayed in italics (for example, the

Xerox FreeFlow Process Manager

Operator and Administrator Guide

The Xerox FreeFlow Process Manager Operator and Administrator Guide uses the following flag icons to help you recognize important information:

NOTE: The NOTE symbol and text in italics indicate there is important or supplemental information when performing a task or procedure.

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.

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Related information

FreeFlow Process Manager documentation

Windows 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.

For more information on FreeFlow Process Manager, refer to the following publications:

• Xerox FreeFlow System Administrator Guide

• Xerox Customer Software Release Document (CSRD) for

FreeFlow Process Manager

Microsoft 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.

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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 [<application> Help] in the 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:

• To browse through topics by category, select the Contents tab.

• To see a list of index entries, select the Index tab; you can then either search or scroll through the list or keywords.

• 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

<Display> to show the highlighted topic in the right frame.

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To get Help in a dialog box

Select the question mark [?] in the title bar of the dialog box, and then click the item in the dialog box you need help with.

NOTE: You can print or copy the information in a pop-up window by right-clicking inside the pop-up window, and then selecting [Print Topic] or [Copy].

NOTE: If the dialog box does not have the [?] button, press <F1> or search for the item in the Help system.

NOTE: You can also get Help with an item by right-clicking on it, and selecting [What's This?].

Using the Process Manager Help system

For detailed information on using the online Help system, refer to the topic “Using Help” in the Process Manager online help.

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Obtaining additional support

For additional information about the following topics, refer to the

Xerox Customer Software Release Document (CSRD) for FreeFlow Process Manager:

• X-PRESS FAX

• FreeFlow FAQ Xerox web site

• Xerox Welcome Center

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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

About FreeFlow Process Manager

FreeFlow Process Manager consists of three applications that allow you to create, submit, and manage automated workflows:

• Workflow Builder

• Workflow Submission Client

• Workflow Job Manager

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1-1

About FreeFlow Process Manager

The Workflow Builder application

Use Workflow Builder to:

• Create workflows

• 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.

– 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.

• 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

Step Description

Input Displays automatically as the first workflow node when you select

Enter> 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.

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.

Convert 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, TIFF-IT, TIF, BMP, PS, RDO, QXD, QXP, VPC, and EPS. Allows you to flatten PDFs for printing. Users can select from various job options to generate optimal PDFs.

JPG, JPEG, TIFF,

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Join Combines multiple PDF files into a single PDF file.

FreeFlow Process Manager Operator and Administrator Guide

About FreeFlow Process Manager

Table 1-1. Workflow process steps

Step Description

Optimize The Optimize process allows you to modify a PDF file to be PDF/

X compliant, specify how fonts should be embedded, define PDF Box settings, configure spot color settings, and manage color profiles. You can also remove trap layers and replace hairlines.

Preflight Uses a preflight profile to validate and check formatting, verify the

image, fonts, and verify references to OPI image server images. 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.

Watermarks

Bates Numbering

Page Numbering

Barcode Allows you to add a barcode to your workflow. You can specify

Rotate Pages Allows you to rotate each page in the PDF file 90 degrees right or

Allows you to add 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 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.

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.

left, or 180 degrees.

a text or image watermark to each page of an

Flip Pages Allows you to flip each page in the PDF file horizontally or

vertically to create a mirror image.

Resize Allows you to select a specific size, or a size based on a

percentage of the original image size. For TIFFs, JPGs, or BMPs, the image is resized; for PDFs, the page is resized.

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About FreeFlow Process Manager

Step Description

Impose Allows you to do the following:

Crop Allows you to automatically crop jobs consisting of one or more

Table 1-1. Workflow process steps

• Use imposition to define the placement of page elements.

• Place crop marks.

• Select various job types—for example, signature booklets and N-up.

• When the PREPS impostion node is selected, choose from a list of preconfigured PREPS imposition job files.

• Select from various PDF Boxes.

• 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.

PDF pages and JPEG, TIFF, or BMP file images. For PDF documents, crops the pages; for JPEG, TIFF, or BMP files, crops the images.

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.

Review 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.

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.

Notify Provides job status notification via e-mail. Allows you to attach

job files up to a maximum size of 1 GB.

Print 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.”

1-4

Save 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.

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