Xerox 701P47169 User Manual

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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.

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StorageView

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.

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

Table of Contents

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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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.

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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FreeFlow Process Manager Operator and Administrator Guide

• 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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FreeFlow Process Manager Operator and Administrator Guide

• 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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FreeFlow Process Manager Operator and Administrator Guide

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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xxi

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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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:

• X-PRESS FAX

• FreeFlow FAQ Xerox web site

• Xerox Welcome Center

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FreeFlow Process Manager Operator and Administrator Guide

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

FreeFlow Process Manager Operator and Administrator Guide

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,

1-2

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.

FreeFlow Process Manager Operator and Administrator Guide

1-3

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.

FreeFlow Process Manager Operator and Administrator Guide

About FreeFlow Process Manager

Table 1-1. Workflow process steps

Step Description

JDF Export Creates a JDF ticket and exports a PDF and JDF ticket to a

specified location in a Windows file system or document repository. You have the option to made by the external process nodes. The output file of a JDF export task can be re-imported and rerun by dropping it into a hot folder associated with an appropriate workflow. The files associated with the JDF must exist in the same location as the original job.

Conditional 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.

export the JDF with changes

External Process

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:

• Select files for submission from WIndows or from a document

• Save and load a file list.

• Select an optional job ticket for submission with the files.

• Submit the files to one of the automated workflows.

• Modify the workflow process settings.

• View the job ticket and resolve job ticket conflicts.

• Launch Workflow Buider

• Submit files remotely from a workstation or server with

repository.

Remote Workflow Submission Client installed.

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FreeFlow Process Manager Operator and Administrator Guide

The Workflow Job Manager application

Use Workflow Job Manager to:

• View job details and status.

• Review and edit jobs in Adobe Acrobat.

• Edit process settings.

• Print hardcopy proofs.

• Identify faulted jobs.

• Resubmit jobs.

• Approve, fail, pause, or delete jobs.

• Generate, view, and export reports.

• Launch Workflow Submission Client, Workflow Builder, Printer Registration, and FreeFlow Administration Tool.

• 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.

About FreeFlow Process Manager

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.

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FreeFlow Process Manager Operator and Administrator Guide

Post-installation setup

Table 1-2. Workflow and Job Management Preparatory Procedures

Procedure Overview

About FreeFlow Process Manager

Table 1-2 provides a post-installation checklist you must complete after your FreeFlow Process Manager system has been installed.

NOTE: This checklist assumes that a Xerox Representative has installed of all hardware and software necessary to run the FreeFlow Process Manager system.

Configure document repository connections

Create user accounts; add or edit user contact information; change XDL Admin account password

Use the FreeFlow Administration Tool to configure the connection between 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 Overview

Manage production printers for workflows

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, 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:

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

Customer Software Release Document for FreeFlow Process Manager

or the

Xerox Production Printing Guide for FreeFlow Applications.

Xerox

You can also access the online Help for the Registered Printer List Locator, Printer Registration, or the Printer Status/Job Status Tool.

Configure the SMTP server

Set up workflows Three default workflows are provided with the software: Simple, Main, and

Generate the preflight profile repository on a clean install.

The Simple Mail Transport Protocol (SMTP) Server 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

Operator and Administrator Guide

Server.”

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

Operator and Administrator Guide

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

Operator and Administrator Guide

settings.”

or the online help: “Setting up the SMTP

or the online help: “Configuring process

or the online help: “Configuring preflight

Freeflow Process Manager

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FreeFlow Process Manager Operator and Administrator Guide

About FreeFlow Process Manager

Table 1-2. Workflow and Job Management Preparatory Procedures

Procedure Overview

Create or modify preflight profiles.

Set the default job option in Adobe Acrobat

Upgrade legacy workflows that contain the Job Level Edit process.

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

Operator and Administrator Guide

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

Operator and Administrator Guide

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 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, Flip and Rotate nodes, as appropriate.

or the online help: “Creating preflight

or the online help: “Configuring Convert

Freeflow Process Manager

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

For details, refer to the following procedure in the

Operator and Administrator Guide

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

or the online help: “Upgrading legacy

between the server and a remote client

Freeflow Process Manager

procedure and Importing 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

Operator and Administrator Guide

profile.”

or the online help: “To import an ICC

Freeflow Process Manager

FreeFlow Process Manager Operator and Administrator Guide

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About FreeFlow Process Manager

Table 1-2. Workflow and Job Management Preparatory Procedures

Procedure Overview

Set up hot folders 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

Operator and Administrator Guide

folder.”

Set up external processes

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

Operator and Administrator Guide

external processes.

Set up Preps 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

Operator and Administrator Guide

or the online help: “Setting up a hot

or the online help: “Using third party

or the online help: “Setting up Preps.”

Freeflow Process Manager

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FreeFlow Process Manager Operator and Administrator Guide

Using the FreeFlow Administration Tool

The FreeFlow Administration Tool provides the following options:

• Repository icon: Displays the Repository Connections tab, where you can administer the connections between a Repository Management System (RMS) server to available Document Management System (DMS) repositories.

• 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.

• 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.

About FreeFlow Process Manager

• 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:

– Storing 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.

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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

In 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.

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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.

• You can open Workflow Builder via Workflow Submission Client and Workflow Job Manager.

• You can open Workflow Submission Client via Workflow Job Manager.

Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application. 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 Manager application:

• 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 loggedin users on remote client machines.

• 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

• 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.

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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.

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FreeFlow 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.

1. Select [Start: Programs: Xerox FreeFlow Software: FreeFlow Process Manager: <application>]. The Login dialog opens for the selected application.

2. In the User name text box, enter your user name.

3. In the Password text box, enter your password.

4. 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, Workflow Submission Client, Manifest Automation from Xerox (MAX)

Can launch Workflow Builder Cannot launch Workflow Builder

Can launch FreeFlow Adminstrator Tool and perform all adminstrative tasks

NOTE: Printer Registration also supports user authentication through the operating system and application-level authorization through membership in operating system groups.

Can launch Workflow Job Manager, Workflow Submission Client, Manifest Automation from Xerox (MAX)

Can launch FreeFlow Adminstrator Tool and edit repository connnection information

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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:

• 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.

• 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.

Xerox FreeFlow Common Printer Administrators group

In order to make changes to registered printers with the Printer Registration tool, 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.

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FreeFlow Process Manager Operator and Administrator Guide

To register and add a production printer

1. Select [Start: Programs: Xerox FreeFlow Software: Printer Registration], or in Workflow Job Manager, select [Launch: Printer Registration]. The Installed Products dialog displays.

2. Ensure the radio button for Process Manager is marked.

3. Select [OK].

4. In the Printer Registration dialog, select the desired task: [Add...], [View/Edit...], or [Delete].

5. 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 List Locator, Printer Registration, or the Printer Status/Job Status Tool.

About FreeFlow Process Manager

FreeFlow Process Manager Operator and Administrator Guide

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About FreeFlow Process Manager

Setting up Preps

To use PREPS, install PREPS in the following way:

NOTE: FreeFlow Process Manager, Version 6.0, supports Kodak PREPS 5.2.2.

NOTE: When the PREPS documentation uses the term Xerox DigiPath, it is referring to FreeFlow.

• For Setup Type, select the Custom Install.

• Select the following components during installation:

•PREPS Program

• Languages

• Xerox Digipath

• Automation

• 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:

• Configure PREPS to use the Default workflow PDF to PDF.

• Create and save PREPS Job files.

About Workflow Builder

Workflow Builder

2. Workflow Builder

Xerox FreeFlow Workflow Builder provides the ability to create workflows by dragging and dropping processes into a userdefined sequence. The optional ability to configure and add third party software workflow components to a workflow enhances the flexibility and capabilities of the Process Manager system.

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

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Workflow Builder

Logging in to Workflow Builder

Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application. During install, Xerox FreeFlow Process Manager Administrators and Xerox FreeFlow Process Manager Operators groups are created. Your administrator then populates these groups with users. Permissions to launch applications are based on group membership.

NOTE: If 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. In the User name text box, enter your user name.

3. 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.

6. Select [OK]. The main window opens.

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FreeFlow Process Manager Operator and Administrator Guide

Workflow Builder main window

Two major areas comprise the Workflow Builder main window: the workflow list and the workspace.

Workflow Builder

FreeFlow Process Manager Operator and Administrator Guide

2-3

Workflow Builder

Workflow list

Workflow List Area

Workspace Area

The workflow list, in the upper portion of the window, includes the following components:

• Menu bar

• Workflows toolbar

• List of the current workflows

• Three default application workflows: – Main Workflow – Simple Workflow – Reprint Workflow

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FreeFlow Process Manager Operator and Administrator Guide

Workflow list columns

The workflow list contains the following columns:

Workflow Builder

Table 2-1. Workflow list columns.

Column

Workflow Name Lists the names of the workflows.

Id Lists the workflow Ids.

Status Lists whether the workflow is Enabled, Disabled,

Enabled-Busy, or Disabled-Busy.

Date Modified Lists the time and date the workflow was last

changed.

Description Displays workflow comments entered by users.

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.

Description

In the workflow list, you can sort the list by the items in any column by clicking the column heading.

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Workflow Builder

Workspace

The workspace, in the lower portion of the workflow window, includes the following components:

• Name of the currently selected workflow

• Workspace toolbar

• Workflow Process Options— the workflow building blocks

• Workspace—for workflow assembly, display, and modification

When a user selects a workflow in the list, it is graphically displayed in the workspace. If the workflow is in the “disabled” status and does not currently 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: To display the process name in this view, hover over a

process with the mouse cursor to show the tool tip.

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FreeFlow Process Manager Operator and Administrator Guide

To zoom in or zoom out

•Select [View: Workflow Icons], and then select the desired option, or

• Right-click in the graphical workflow area, select [Workflow

Icons], and select the desired option.

Expanding and restoring the viewing space

The expand and restore capability provides more viewing space in selected areas.

To expand and restore the view

1. To expand the view, click the right-facing [Expand] arrow to the left of the title area—for example, “Workflows” in Workflow Builder.

2. To restore the view to the original size, click the down-facing [Restore]arrow.

Workflow Builder

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: In Workflow Job Manager, the tool tip for the Input node displays the original input files.

To enable/disable tooltips

bbb

In the View menu,

• To enable tool tips, select [Show Process Tool Tips].

• To disable tool tips, select [Hide Process Tool Tips].

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Workflow Builder

Finding a process node

The Find feature simplifies the task of locating process node in a workflow.

To find a node

1. In Workflow Builder, Workflow Job Manager or Workflow Submission Client, select a workflow or a job.

2. Select [Edit: Find...].

3. In the Find what text box, enter the process name and select [Find Next].

4. If the process is located, it becomes the selected process.

5. Select [Find Next] to locate the next instance of the process. If no additional processes are found, the Reached end of Workflow message displays.

6. To continue the search from the beginning, select [OK].

7. If the 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.

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FreeFlow Process Manager Operator and Administrator Guide

Workflow Builder menus

Workflow Builder

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 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.

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Workflow Builder

The Edit menu

The Workflow Builder Edit menu contains the following options:

Table 2-3. Workflow Builder Edit menu

Edit Menu Option

Workflow Properties...

Enable/Disable Enable: Allows a job to be submitted to the selected workflow.

Duplicate Adds a copy of the selected workflow to the list; provides a

Rename Workflow Highlights the selected workflow name and provides a cursor for

Delete Workflow(s) Deletes the selected workflow with a confirmation dialog.

Cut Deletes and stores the selected process and its properties for

Opens the workflow properties dialog, which allows you to edit the workflow name, add a description of the workflow, and enable submission to the workflow.

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.

cursor for editing the workflow name. The user must select <Enter> to complete the duplication operation.

editing the name. The workflow must first be disabled.

pasting into the same workflow.

Description

Copy Stores the selected process and its properties for pasting

elsewhere in the same workflow.

Paste Pastes the process stored in the clipboard.

Paste as Fail Branch Pastes the process stored in the clipboard as a fail branch of the

selected process.

Delete Process Deletes the selected process.

Rename Process Invokes the process rename mode for the selected process.

Process Settings... Opens the settings dialog for the selected workflow process.

Find...

Opens the Find dialog, which allows you to node in a workflow.

locate a process

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The View menu

Workflow Builder

The View menu contains the following options:

Table 2-4. Workflow Builder View menu

View Menu Option Description

The Options menu

Show/Hide Process Too l Ti ps

Workflow Icons Small Icons: Displays small icons.

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.

Medium Icons: Displays mid-sized icons. Large Icons: Default; displays large icons.

The Options menu includes the following options:

Table 2-5. Workflow Builder Options menu

Options Menu

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 maintain the original quantity intent for workflows that contain multiple-up impositions

Description

to adjust the copy count to

. 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.

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Workflow Builder

Table 2-5. Workflow Builder Options menu

Options Menu

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 Credentials Setup...

Email Attachment Watermark Setup...

Opens a dialog that allows the current user to enter a Username and Password for the active repository.

Opens the Email Attachment Watermark Setup dialog. Allows you to set up and customize the security watermark on PDF documents sent via email notification.

Description

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FreeFlow Process Manager Operator and Administrator Guide

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: <item>]. 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. Processes 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

Workflow Builder

Insert Menu

Options

Input

NOTE: Not an Insert Menu option

AIE Automatic Image Enhancement (AIE) optimizes sharpness,

Convert Converts documents submitted to the workflow to PDF.

Workflow

Process Icon

Description

Displays automatically as the first workflow node when you select < have a settings dialog in Workflow Builder. In Workflow Job Manager, the settings dialog and the tool tip display the original input files.

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 the following formats: Microsoft Word, Microsoft Excel, Microsoft PowerPoint (including

2007), Microsoft Publisher, Adobe Photoshop, Adobe InDesign, Adobe Illustrator, BMP, PS, RDO, QXD, QXP, VPC and EPS.

You can select from various job options to generate optimal PDFs.

Enter> during new workflow creation. Does not

Microsoft Office

JPG, JPEG, TIFF, TIFF-IT, TIF,

Allows you to flatten PDFs for printing.

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FreeFlow Process Manager Operator and Administrator Guide

Combines multiple PDF files into a single PDF file

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Workflow Builder

Table 2-6. Workflow Builder Insert menu and workflow process icons

Insert Menu

Options

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

Preflight Uses a preflight profile to validate and check formatting,

Watermarks

Workflow

Process Icon

Description

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.

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 singlerule 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 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.

a text or image watermark to each page

Bates Numbering

Page Numbering

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

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

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.

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.

right or left, or 180 degrees.

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Workflow Builder

Table 2-6. Workflow Builder Insert menu and workflow process icons

Insert Menu

Options

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

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

Impose Allows you to do the following:

Workflow

Process Icon

Description

vertically to create a mirror image.

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

• 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.

Crop 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.

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.

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Workflow Builder

Table 2-6. Workflow Builder Insert menu and workflow process icons

Insert Menu

Options

Review Can be used multiple times, at critical points in a workflow,

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

Print Allows you to print PDF, VPC, or RDO (for reprint) files to a

Workflow

Process Icon

Description

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.

attach job files up to a maximum size of 1 GB.

specified production printing queue using a specified job ticket. For information about reprinting RDOs, refer to the topic “About submitting RDOs.”

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.

JDF Export Creates a JDF ticket and exports a PDF and JDF ticket to a

specified location in a Windows file system or document repository. You have the option to 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 Conditional branching provides an added level of logic to a

export the JDF with

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Workflow Builder

Table 2-6. Workflow Builder Insert menu and workflow process icons

Insert Menu

Options

External Process (only an option if one is set up)

Workflow

Process Icon

Description

External Processes enable the use of third party workflow components. The processes are added and configured in Workflow Job Manager.

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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:

• Each process in a workflow must have a unique name.

• The name cannot have more than 60 characters.

• You cannot use the following characters: \, /, :, *, ?, “, <, >, or |.

To customize a workflow process name

To customize the process name

1. In Workflow Builder, ensure the workflow is disabled.

2. Double-click the process name below the desired workflow node. The name highlights

3. Type a new name.

NOTE: You can also right-click a process, select [Rename], and 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.

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The Help menu

Workflow Builder

The Workflow Builder Help menu contains the following options:

Table 2-7. The Workflow Builder Help menu

Help Menu Option

Help Topics... Displays the Help application to allow you to

list the Help topics for Workflow Builder.

About Workflow Builder...

Displays program, copyright and version information for Workflow Builder.

Description

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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:

Toolbar Option Toolbar Icon Description

New Adds a new workflow to the list. Provides a cursor

Table 2-8. Workflows toolbar

for editing the workflow name. A Start icon is displayed in the workspace.

Save Saves changes to the workflow that is currently

open for modification.

Enable/Disable 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.

Duplicate Adds a copy of the selected workflow to the list;

provides a cursor for editing the workflow name. The user must select <Enter> in order to complete the duplication operation.

Delete Deletes the selected workflow with a confirmation

dialog.

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Workspace toolbar

Toolbar Option Toolbar Icon Description

Cut Deletes and stores the selected process and

Copy Stores the selected process and its properties

Paste Pastes a process that has been copied.

Workflow Builder

The Workspace toolbar allows you perform the following functions on a selected workflow process step.

Table 2-9. Workspace Toolbar

its properties for pasting into the same workflow.

for pasting elsewhere in the same workflow.

Delete Process Deletes the selected process.

Settings Displays the settings dialog for a selected

process.

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Workflow Builder

Building workflows

Rules for building workflows

You can create Workflows from scratch or by duplicating, and then modifying, an existing workflow. To build or modify a workflow, you perform the following basic steps:

• Drag and drop process icons into the workspace. Processes move from left to right in the workflow.

• Configure the process settings, as needed, to meet the requirements of the workflow.

• Save and enable the workflow.

NOTE: All workflows are disabled after an upgrade or migration. A pop-up message displays if you try to enable a workflow that requires additional configuration. Complete the configuration, and then enable the workflow.

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:

•Join

• PDF Optimize

• Preflight

• Impose

• Bates Numbering

• Page Numbering

• Watermarks

• Rotate Pages

• Flip Pages

•Print

• Barcodes

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Workflow Builder

If Join exists in a workflow, it must precede the following processes:

• Preflight

• Color Manage

• Impose

• Bates Numbering

• Page Numbering

• Watermarks

• Rotate Pages

• Flip Pages

•Print

• Barcodes

• Pressmarks

• Optimize

Building a new workflow

To build a new workflow, drag and drop process icons into the workspace, configure the process settings to meet the workflow requirements, and then save and enable the workflow.

To build a new workflow

1. Launch Workflow Builder.

2. In the Workflows toolbar, select [New]. A new workflow is added to the list. A highlighted name cell is provided for editing.

3. Type a workflow name in the cell, and select <Enter>. 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 for processing.

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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: To modify a workflow, it must first be disabled and all jobs

received for processing in the workflow must be completed.

1. In Workflow Builder, select a workflow from the list.

2. Select [Duplicate] in the Workflows toolbar.

3. Type a new workflow name in the cell, and select <Enter>. 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.

NOTE: After you edit a workflow, it must be enabled to accept new jobs.

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Enabling a workflow

To enable a workflow

Workflow Builder

A workflow is disabled by default. It must be enabled before it can accept new jobs for processing.

“Enabled Busy” is the status of an enabled workflow that is processing a job. The workflow is not available for editing.

NOTE: In Workflow Builder, all options in the node dialogs are grayed and cannot be edited when a workflow is enabled.

1. In Workflow Builder, select a disabled workflow from the list.

2. Select [Enable] from the Workflows toolbar.

NOTE: If changes are made to a workflow, it must be saved before can be enabled.

Disabling a workflow

A disabled workflow cannot accept new jobs for processing. “Disabled Busy” is the 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

1. In Workflow Builder, select an enabled workflow from the list.

2. Select [Disable] from the Workflows toolbar. The workflow is disabled.

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Workflow Builder

Deleting a workflow

Editing workflow properties

NOTE: To delete a workflow, the workflow must first be disabled,

and all jobs received for processing in the workflow must be completed.

To delete a workflow

1. In Workflow Builder, select a workflow in the list.

2. In the Workflows toolbar, select [Delete]. A confirmation message displays.

3. Select [Yes] to delete the workflow.

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

1. In Workflow Builder, select a workflow from the list.

2. Double-click on the workflow to display the Workflow Properties dialog.

3. In the Name field, type a workflow name.

4. 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 dialog.

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Creating fail branches

You may also add fail branches -- contingency workflow steps for fail conditions. For example, after a Preflight process, you might want to add a fail branch that contains the following:

• A Notify process that contains Preflight results.

• A Review process, to check or edit the document.

The workflow defaults to having no fail branches open. You can open a branch by clicking on the “plus” icon and collapse the branch by clicking on the “minus” icon. 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

1. Select the desired fail branch process and drag it downward,

2. Drag the process into the gray space holder that appears after

Workflow Builder

after the desired process in a workflow.

the red arrow.

NOTE: You can also place a fail branch after a process step as 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.

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Workflow Builder

Exporting workflows

The Process Manager export/import workflow function provides workflow portability and a method for backing up and restoring workflows.

To import a workflow, you must first generate an .xml workflow file by selecting a workflow and exporting it to the desired folder location. The .xml file can then be imported into Workflow Builder on the same Process Manager server or imported into Workflow Builder on a second Process Manage server.

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

1. In Workflow Builder, select a workflow or multiple workflows.

2. Select [File: Export].

3. In the File name window of the initial Export Workflow dialog, type a new name, if desired.

4. To establish an export location, select [Browse].

5. In the Browse For Folder dialog, do one of the following:

• Select a folder. Select [OK].

•Select [Make New Folder]. Name the folder, and select

[OK].

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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. Select a workflow and review the status of each workflow node.

• The Workflows Exported table lists the workflow(s) in the

selected workflow file.

• The Export Action Summary displays the required actions,

if any, for nodes of the workflow selected in the upper table. See

Import and Export Status Descriptions for a

description of status icons.

8. Take the action required, if any, for each workflow node.

9. 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.

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Workflow Builder

Importing workflows

The Process Manager export/import workflow function provides workflow portability and a method for backing up and restoring workflows.

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 enable 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

NOTE 1: Only .xml files can be selected.

NOTE 2: If 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: If 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].

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Workflow Builder

2. In the Open dialog, browse to the desired workflow file and select from the following:

• If the .xml file contains one workflow, in the Open dialog,

select the workflow and select [Open].

• If the .xml file contains more than one workflow, it opens

an initial Import Workflow dialog, which allows you to selectively import the workflows in the .xml file. Select from the following:

–Select [Select all workflows] to import all the

workflows in the .xml file.

– In the 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. In the new Import Workflow dialog, review the status and/or action required for each workflow node, and take the necessary action.

• The Workflows Imported table lists the workflow(s) in the

selected workflow file.

• The Import Action Summary displays the nodes of the

workflow selected in the upper table.

• 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.

4. Take any necessary action(s).

5. Select [Done]. The imported workflows display in the Workflows list.

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Workflow Builder

Icon Indicates Action Required

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. A check mark in all nodes results in a checkmark for the entire workflow in the upper table.

Successful workflow or node import but attention is required.

Failed workflow or node import or export.

Overrides all other icons.

None

Locate node(s) with this symbol; perform required action.

Locate node(s) with this symbol; note the provided information.

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:

• PREPS jobs lists

• Fonts used in Bates Numbering, Page Numbering, Watermarks

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Configuring process settings

Workflow process settings are configured after a step is inserted into a workflow. Changes to the settings apply only to that instance of the step.

All process settings, except the following, can be configured:

•Join

•Review

• Input

NOTE: In Workflow Job Manager only, you can open the Input dialog and view a list of submitted files.

To modify the process settings

Refer to a specific process for a detailed description of the settings. In general, do the following:

Workflow Builder

1. Select a workflow. The workflow displays in the workspace.

2. Double-click a process step in the workflow or right-click and select [Process Settings...] to open the settings dialog.

3. Change the process settings as desired.

4. Select [OK] to save the settings and close the dialog.

NOTE: For all process settings, the option “Always use these 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.

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Workflow Builder

About Input

When you create and name a new workflow and select <Enter> 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.

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Configuring Automatic Image Enhancement (AIE) settings

Automatic Image Enhancement allows the application of a range of image processing operations that optimize the sharpness, color balance, saturation, exposure, noise reduction and contrast of TIFF, JPEG, and BMP images, whether standalone, or embedded in a PDF. AIE also supports redeye removal for humans and shadow detail enhancement. The AIE feature works for only color and grayscale images.

To configure Image Enhance settings

1. To access the Automatic Image Enhancement Settings, double-click the AIE step in a workflow.

2. In the Enhance Files - [node name] dialog, select from the following options:

NOTE: You must select the Contrast option to enable Shadow Detail.

Workflow Builder

•[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.

• 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.

• Sharpness to apply the selected image sharpness

enhancements to incoming jobs. Choose from: – Off: To disable the option. – Low: For a less sharp image. – Normal: Default; for a normally sharp image. – High: For a sharper image.

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Workflow Builder

• Exposure to apply the selected exposure enhancements

to incoming jobs. Choose from: – Off: To disable the option. – Darker: For a darker image – Normal: Default; for a normally enhanced image. – Lighter: For a light image.

• Color Balance to apply normal color balance

enhancements to incoming jobs. Choose from: – Off: To disable the option. – On: Default; to enable the option.

• 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.

• 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.

• 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.

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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 Process Manager, rather than in DocuSP 5.1 or Xerox FreeFlow Print Server 6.0.

Limitations for AIE

• 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.

• The image quality improvement for BMPs may be minimal.

Workflow Builder

• AIE red eye reduction applies only to photographs of humans, and not to photographs of animals.

• 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.

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Workflow Builder

Configuring Convert settings

General tab: Process Manager automates the processing of PDF

documents. The Convert process step enables Microsoft Word Microsoft Excel, Microsoft PowerPoint, Microsoft Publisher, Adobe InDesign, Adobe Illustrator, Adobe Photoshop, JPG, JPEG, BMP, TIFF, TIFF-IT, TIF, PS, VPC, QXD, QXP, RDO, and EPS document types to be converted to a PDF document for submission to Process Manager workflows.

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 displays 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:

• Flattening of transparency.

• Loss of some interactive features such as thumbnails, bookmarks, article threads, logical structure and trapping information.

• Loss of functionality of other interactive features such as forms, hyperlinks, JavaScript.

• 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.

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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:

• Set up a working directory via the Convert Settings dialog. Files are held in the directory until they are manually converted.

• Set up an email notification address via the Convert Settings dialog. This allows you to send an e-mail message to indicate that a Adobe Creative Suite or QuarkXPress document is waiting to be converted to PDF. A message will be sent for each document processed.

• 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.

• 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 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

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Workflow Builder

To configure Convert settings

1. (Optional) To ensure that Process Manager displays the desired Adobe Acrobat Distiller default job option, select [Start: Programs: Acrobat Distiller] and choose a profile from the Default Settings drop box.

2. To access the Convert Settings dialog in Workflow Builder, double-click the Convert step in a workflow.

3. Select [Flatten submitted PDF files for printing] to reprocess PDF files with known printing problems. This option may result in a loss of features and image degradation.

4. In the “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. In the “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 the default job option as the conversion type.

7. Select [OK] to accept changes and close the window.

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To set up a working directory

1. To access the Convert Settings dialog in Workflow Builder, double-click the Convert step in a workflow.

2. Select the Manual Conversion tab.

3. Select either [Enable manual QuarkXPress file (*.QXP,

*.QXD) conversion.] or [Enable manual Adobe Creative Suite file (*.INDD, *.AI, *PSD) conversion.] to save files to

the working directory for manual conversion to PDF. After conversion, files are saved to the working directory using the given file name.

4. To set up a Working Directory in which to save and convert the files to PDF, select [Browse]. Perform one of the following:

NOTE: You may be prompted for a login and password if you attempt to access a mapped location.

NOTE: If 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

setting up directories as input/output hot folders for more than one feature.

Workflow Builder

Limitations when

• In the Browse For Folder dialog, navigate to the desired

folder, and select [OK].

• 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].

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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:

• Unlimited high resolution generation and authoring.

• The conversion of all supported document types to PDF when a hot folder is shared or is on a mapped drive.

The following conditions apply if the Unlimited User Conversion option is not installed:

• 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.

• 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

• 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.

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– If the workflow used in this case contains Save or JDF

Export nodes, the password protection will be reapplied to output PDF files.

– If the “Unlimited User Conversion” option is installed and

those password protected PDF files were selected as input, password protection will be permanently removed from the PDF files. Review, Notification, Save, and JDF Export will all behave normally, as before.

Working with PDF Files

• Adobe does not support PDF files larger than 2.25 Gb on the Windows platform.

• PDF files containing more than 30,000 pages and are not supported.

• To process only a range of pages within a PDF file, manually edit the file in Adobe Acrobat in the Review step.

• If the input PDF file requires a password to open the PDF file, most operations will fail.

Workflow Builder

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:

1. Close all instances of Adobe Illustrator or Adobe InDesign that are running in the Task Manager.

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.

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Workflow Builder

About Join

Join combines -- or concatenates -- multiple PDF files into a single PDF file. All the PDF files must exist before you attempt to use the Join process.

When submitting multiple files to a workflow:

• To create a single joined job, Join must be in the workflow.

• To create multiple separate jobs that are processed individually, Join should not be in the workflow.

Join does not have a settings dialog.

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:

• If the input PDF file is missing.

• If the input PDF file is invalid.

• If the output PDF file is locked and cannot be overwritten, or if the user lacks sufficient security privileges to access the destination directory.

• If 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 accessibility.

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Configuring Optimize settings

The Optimize process allows you to modify a PDF file to be PDF/X compliant, specify how fonts should be embedded, define PDF Box settings, configure spot color settings, manage color profiles, and configure image quality settings for hairline correction and the removal of color trapping layers.

You can have multiple instances of the Optimize node in a workflow. However, there is no conflict checking for multiple instances.

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:

• When compliance is selected, font embedding is automatically set to ON, and output compliance error handling is available.

Workflow Builder

• 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

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Workflow Builder

To configure the General Optimize settings

The General tab allows you to select a Settings File, define compliance criteria, designate font embedding options, and optimize for fast web viewing.

1. Double-click the Optimize step in a workflow.

2. In the “Settings File” area, select from the following to load a settings file:

• pdfx-1a2001.xml (pre-installed settings file)

• pdfx-1a2003.xml (pre-installed settings file)

NOTE: If created, other user-defined settings files are also displayed.

3. 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

the Settings File as

To s ave

4. To remove a settings file from the list, select the file in the drop box, and then select [Delete].

5. In the “Compliance” area, mark the check box for [Create a document that complies with PDF/X standards] and select from the following options:

• PDFX-1a 2001

• PDFX-1a 2003 For more information, see Description of PDF/X-1a Standards.

6. In the “When a PDF/X compliant document cannot be created” 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.

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Workflow Builder

7. In the “Fonts” area, select from the following:

•[Embed Fonts] Selected by default and grayed out when

compliance is selected.

•[Embed as subset] to minimize the document file size.

•Select [Embed all fonts] to enable future text editing. If a

font has been previously subset embedded, it will be fully embeddded. This option increases the file size.

NOTE: The font family must be loaded on the PC. Only fonts with the appropriate permission bits will be embedded.

8. In the “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 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 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...].

2. In the File Name text box, enter a new file name.

3. Select [Save].

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Workflow Builder

To configure the PDF Boxes settings

The PDF Boxes tab allows you to define PDF Box settings. For a description of the PDF boxes, see PDF Box Descriptions.

The availability of dialog options varies, depending on whether the [Create a document that complies with PDF/X standards] option is selected in the General tab.

1. Double-click the Optimize step in a workflow and select the PDF Boxes tab.

2. Mark the check box for [Set crop box to media box].

• If a PDF document has a crop box, it is replaced with one

the size of the media box.

• If the PDF document does not have a crop box, one is

generated and set to the size of the media box.

3. In the “When both trim box and art box are missing” drop box, select from the following:

•[Set trim box to media box and offset inwards by:]

– Select or type a value for each option: [Left], [Right],

[Top], and [Bottom].

•[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.

•[Ignore] to disregard errors and move the job to the next

workflow process.

4. In the “When bleed box is missing” drop box, select from the following:

•[Set bleed box to media box].

•[Set bleed box to trim box and enlarge by:]

– Select or type a value for each option: [Left], [Right],

[Top], and [Bottom].

•[Ignore] to disregard errors and move the job to the next

workflow process.

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Xerox 701P47169 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

Notices and Certifications

Approvals and certification

Radio Frequency Emissions

Safety

Illegal Usage in USA

Illegal Usage in Canada

Product Recycling and Disposal

About this chapter

About this guide

Audience

How to recognize important information

Related information

Using the FreeFlow Process Manager Online Help

Obtaining additional support

FreeFlow Process Manager applications

About FreeFlow Process Manager

FreeFlow Process Manager hardware and software configurations

Post-installation setup

Using the FreeFlow Administration Tool

Legacy Document Library

Managing backup and restore functions

Logging in to the FreeFlow Process Manager applications

Managing production printers

Setting up Preps

About Workflow Builder

2. Workflow Builder

Logging in to Workflow Builder

Workflow Builder main window

Workflow Builder menus

Workflow Builder toolbars

Building workflows

Configuring process settings