Xerox FreeFlow Accxes Control User Guide

Download

Version 2.2 Software Version 1.5.xx August 2011

Xerox® Wide Format

FreeFlow

User Guide

FreeFlowTM Accxes® Control FreeFlowTM Accxes® Control 7142 FreeFlowTM Accxes® Control Pro FreeFlowTM Accxes® Submit

Accxes® Control

©2011 Xerox Corporation. All rights reserved. Xerox and the sphere of connectivity design, FreeFlow® Accxes® Control and other Xerox product names and identifying Xerox product numbers mentioned in this publication, are trademarks of Xerox Corporation in the United States and/or other counties.

Microsoft and Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries.

PostScript, Adobe and Acrobat are registered trademarks of Adobe Systems Incorporated.

Epson is a registered trademark of Seiko Epson Corporation.

HP is a registered trademark of Hewlett-Packard Corporation.

Apple and Macintosh are registered trademarks of Apple Computer Inc. in the United States and/or other countries.

Océ is the registered trademarks of Océ-Technologies B.V.

Products in this publication are referred to by their general trade names. In most, if not all cases, these designations are claimed as trademarks or registered trademarks of their respective companies.

Printed in the United Kingdom.

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

Document Version: 2.2 (August 2011).

Introduction ..........................................................................................................vii

Accxes Control Base............................................................................................................... vii

Accxes Control 7142.............................................................................................................. vii

Accxes Control Pro .................................................................................................................. vii

Accxes Submit .......................................................................................................................... vii

Accxes Control – Key Features...................................................................................................... viii

Accxes Control – All Versions............................................................................................. viii

Accxes Control 7142 – Additional Features ............................................................... viii

Accxes Control Pro – Additional Features.................................................................... viii

Accxes Control Feature Matrix ........................................................................................... ix

System Requirements...........................................................................................................................x

1 Installation.................................................................................................1-1

Installation Procedure..................................................................................................................... 1-1

Licensing Accxes Control................................................................................................................1-2

Overview....................................................................................................................................1-2

Before you begin...................................................................................................................1-2

Obtaining your Accxes Control license from the World Wide Web ................. 1-3

Activating Accxes Control.............................................................................................................. 1-4

2 Tutorial.........................................................................................................2-1

Overview................................................................................................................................................2-1

Before you start..................................................................................................................................2-1

Accxes Control Settings ..................................................................................................................2-2

General tab..............................................................................................................................2-2

Printers tab............................................................................................................................... 2-3

Printer Groups tab................................................................................................................. 2-5

Paper Sizes tab ....................................................................................................................... 2-5

Workflows tab......................................................................................................................... 2-6

Hotfolders tab ........................................................................................................................2-9

Accounting tab.................................................................................................................... 2-12

General tab........................................................................................................................... 2-12

Testing Example Set-up............................................................................................................... 2-13

Overview................................................................................................................................. 2-13

Access Control Main Interface ..................................................................................... 2-13

FreeFlow Accxes Submit.................................................................................................. 2-14

FreeFlow Accxes Control User Guide iii

Table of Contents

3 Accxes Control Administration ...........................................................3-1

Overview................................................................................................................................................3-1

Accxes Control Settings ..................................................................................................................3-1

Printers tab............................................................................................................................... 3-2

Printer Groups tab................................................................................................................. 3-6

Paper Sizes tab ....................................................................................................................... 3-7

Workflows tab......................................................................................................................... 3-8

Hotfolders tab ........................................................................................................................3-9

Accounting tab.................................................................................................................... 3-15

General tab........................................................................................................................... 3-16

Accxes Control Main Interface ................................................................................................. 3-18

Accxes Control Job Editor............................................................................................................ 3-24

Job Editor – Options..........................................................................................................3-28

Job Editor – Viewer............................................................................................................ 3-30

4 Accxes Client Tools and Print Drivers ...............................................4-1

Introduction......................................................................................................................................... 4-1

Accxes Client Tools ...........................................................................................................................4-1

Windows and Mac Print Drivers ..................................................................................................4-2

Windows Print Driver ...........................................................................................................4-2

MAC PPD...................................................................................................................................4-7

Third Party Windows Print Driver ...................................................................................4-7

5 Accxes Submit...........................................................................................5-1

Overview................................................................................................................................................5-1

System Requirements...................................................................................................................... 5-1

Installation...........................................................................................................................................5-2

Before you start ..................................................................................................................... 5-2

Installation Procedure......................................................................................................... 5-2

Configure Accxes Submit for first use.......................................................................................5-3

Introduction ............................................................................................................................5-3

Before you start ..................................................................................................................... 5-3

Accxes Submit – Configuration...................................................................................................5-4

Printers field.............................................................................................................................5-5

Size Ranges field.................................................................................................................... 5-7

Viewer field..............................................................................................................................5-7

Units field ................................................................................................................................. 5-7

Accxes Submit User Interface......................................................................................................5-8

Main Menus and Icons ....................................................................................................... 5-9

Job Options........................................................................................................................... 5-10

Documents list..................................................................................................................... 5-11

Document options............................................................................................................. 5-12

iv FreeFlow Accxes Control User Guide

Table of Contents

6 Example Configurations and Workflows ........................................6-1

Introduction......................................................................................................................................... 6-1

Specific Printer Configurations....................................................................................................6-2

Xerox Wide Format Accxes-based Monochrome Printers.................................... 6-2

Xerox Wide Format 7142 Colour Printer ..................................................................... 6-2

Epson 9700 Wide Format Colour Printer .................................................................... 6-3

HP1055 Wide Format Colour Printer............................................................................6-3

HP4000 Wide Format Colour Printer............................................................................6-4

Xerox 252 Small Format Colour Printer ....................................................................... 6-4

Xerox 4112 Small Format Monochrome Printer......................................................6-5

Océ 9800 with ReproDesk.................................................................................................6-5

Common Workflows.........................................................................................................................6-8

Print Size Control Workflow ..............................................................................................6-8

Default Print Mode Workflow..........................................................................................6-9

Default Finishing Workflow ........................................................................................... 6-10

Rotation Workflow Applied in Printer tab................................................................6-11

Print Report Workflow ...................................................................................................... 6-12

Multi-page Document Workflows ...........................................................................................6-13

Multi-Page Document Warning Workflow .............................................................. 6-13

Split Multi-page Document Workflow....................................................................... 6-14

Subset Support Workflow............................................................................................... 6-14

......................................................................................................................... 6-15 Caldera Workflows

Access to the Caldera workstation.............................................................................. 6-15

............................................................................................................. 6-15 Caldera Workflows

Applying Example Rules and Workflows ..............................................................................6-16

PDF Conversion ............................................................................................................................... 6-21

File format conversion example for Accxes Control Pro.................................... 6-21

PDF Conversion Workflow.............................................................................................. 6-21

PDF Conversion Example................................................................................................ 6-22

Email Configuration ...................................................................................................................... 6-25

Notify Workflow.................................................................................................................. 6-26

Configure Accxes Control to Email printer status alerts.................................... 6-27

AutoCAD DWG Configuration .................................................................................................. 6-28

Experimental workflow for Accxes Control Pro...................................................... 6-28

7 Appendix A .................................................................................................7-1

PJL Commands................................................................................................................................... 7-1

8 Appendix B .................................................................................................8-1

Accxes Control Supported File Formats...................................................................................8-1

9 Index.............................................................................................................9-1

FreeFlow Accxes Control User Guide v

Introduction

Xerox® Wide Format FreeFlowTM Accxes® Control and Submit are part of the Xerox® Wide Format FreeFlow Format FreeFlow for large and small format documents. FreeFlow submission software.

There are three levels of Accxes Control, and the features of the software are controlled by the purchased license type:

Accxes® Productivity Tools software suite. The Xerox® Wide

Accxes® Control software is a powerful print management solution

Accxes® Submit is the client job

Accxes Control Base

This solution provides queue management for Xerox FreeFlow Accxes-based wide format printers.

Accxes Control 7142

This solution provides queue management for Xerox FreeFlow Accxes-based wide format printers plus Xerox 7142 wide format colour printers.

Accxes Control Pro

This solution provides queue management for Xerox FreeFlow Accxes-based wide format printers and Xerox 7142 wide format colour printers plus printers from all manufacturers (either through inbuilt drivers, or using Microsoft Windows Drivers). Accxes Control Pro also provides electronic printing, for example by PDF to file or email.

Accxes Submit

Accxes Submit is a free Windows client used to submit print files to the Accxes Control queue. Files must be in a print ready format such as .plt, .tif, etc. See Appendix B Accxes Control Supported File Formats for a list of supported file formats.

FreeFlow Accxes Control User Guide vii

Introduction FreeFlow Accxes Control

Accxes Control – Key Features

Accxes Control – All Versions

• Accxes Controller Support – Direct printing support for Accxes-based printers.

• Multiple Device Support – Supports multiple devices for whatever printer type

identified in each Accxes Control version.

• Accxes Client Tools and Accxes Submit support – Clients can use either software

tool to submit files into Accxes Control for onward routing to any printer configured within Accxes Control.

• Job Editor and Image Viewer – Inbuilt editor to view specific job request

information and modify if required. Also provides confirmation of image layout, detected size and title block location.

• Automatic/Manual Queue Control – Jobs can be automatically printed on a first

come first served basis, manually nominated or depending upon parameters files can be printed, held and reprinted.

• Load Balancing and Failover – Split jobs across multiple devices on a first come

first served basis or in the event of a printer being unavailable.

• Remote Queue Management – Using Accxes Client Tools.

• Rule-based Printing – Route jobs depending upon printer capabilities.

• Job Interrupt – Interrupt print jobs for high priority work.

• Client PostScript Driver – PostScript printer driver for Windows and Apple Mac

client workstations (Requires PostScript option to be installed on the Accxes controller).

Accxes Control 7142 – Additional Features

• Adds support for Xerox Wide Format 7142 colour inkjet printer.

• Automatic Colour Job Detection – Route colour documents to colour printer.

• Client PostScript Driver – PostScript printer driver for Windows and Apple Mac

client workstations providing PostScript support for 7142.

• Rule-based Printing – Route jobs depending upon colour and monochrome make-

up of the print file.

• Job Accounting – Keep track of all work for monitoring and charging purposes.

Accxes Control Pro – Additional Features

• Adds Third Party Printer Support – Print to any device with a Windows printer

driver.

• File Format Conversion – Conversion of document format for archive, distribution

and for supported print file format.

• Electronic Output – Automated electronic distribution.

viii FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Introduction

Accxes Control Feature Matrix

Feature Control Control 7142 Control Pro

Accxes-based Printer Support

Windows – Direct Support

7142 Print Support

6204 BPS Support

Windows – GDI Third Party Printer Support

Automatic Colour Job Detection

Job Editor

Accxes Client Tools / Accxes Submit Support

Automatic / Manual queue control

Multiple device support

Load Balancing and Failover

Remote Queue Management

9 9 9

91 91

8 9 9

8 8 9

8 9 9

9 9 9

Rule Based Printing

Job Interrupt

Client PostScript Print Driver

Automatic Title Block Detection

Job Accounting

Automatic File Format Conversion

Electronic Output (File or Email)

Windows – Direct (Also used as an Alternative 6204BPS option): Depends upon the

9 9 9

93 93

9 9 9

8 9 9

8 8 9

print device supporting Accxes Control file formats (No file format conversion supported) and the print device supporting basic PJL commands used to separate sets, control size/scaling and copy count. This option must be tested prior to purchase.

Postscript printing is only supported on FreeFlow Accxes enabled printers with the

postscript feature installed.

Supports Postscript printing to FreeFlow Accxes enabled printers with the postscript

feature installed and provides PostScript support for the 7142.

FreeFlow Accxes Control User Guide ix

Introduction FreeFlow Accxes Control

System Requirements

The Xerox minimum PC specification to function correctly.

‐ Intel Core 2 Duo 3.0Ghz ‐ 150Gb available disk space ‐ 3Gb RAM (4Gb RAM recommended) ‐ Virtual machine environments are supported, though performance may be less

‐ Windows XP, Windows 7 or Windows Server 2003, 2008 or 2008 R2. 32 or 64-bit.

NOTE: The functionality provided by Accxes Control can be very intensive on system resources (CPU and Memory). It is not recommended to run Accxes Control on the same system as other resource intensive processes, for example SQL Server.

Wide Format FreeFlowTM Accxes® Control software requires the following

than on a dedicated system.

(Windows 7 (or Server 2008 R2) 64-bit is recommended for best performance.)

Terminal Services

Xerox recommends Accxes Control be installed on a PC local to where the print administrator can manage the print queues. A special license file will be required if Accxes Control is to be administered using Microsoft Remote Desktop Connection (RDP). The standard license file does not allow the software to be run via Microsoft Terminal Services. Because MS RDP uses the Terminal Services engine, this also prevents the software being launched on an RDP connection. However RDP is a common way to administer Servers where it may be possible to install Accxes Control. If this is a requirement, Xerox will issue a license with Terminal Services support on request. Please ask your supplier if this is a requirement.

Xerox recommends a dedicated host PC, but this is not mandatory, if a non-dedicated machine is used, the PC specification must appreciate all the applications on the host computer.

When third party Windows print drivers are used, they must produce a supported file format. Your sales representative should be engaged to ensure configurations using third part print drivers will operate. This should be tested as required.

x FreeFlow Accxes Control User Guide

1 Installation

You will need the following to complete installation:

• Xerox FreeFlow Accxes Productivity Tools Installation CD or download the latest

installation kit from

• Xerox FreeFlow Accxes Control License file or Activation Code.

Note: Administrator permissions are required to install this software.

Installation Procedure

1. Insert the Accxes Productivity Tools CD into your CD-ROM drive or double-click the

exe file downloaded from the website shown above.

2. If the CD does not begin the Autorun function, perform the following: a. Open Windows Explorer

b. Select your CD-ROM drive c. Double-click Accxes Control Setup.exe

The Xerox Wide Format splash screen is displayed.

3. Follow the instructions in the Accxes Control set-up window and select [Next] as

directed to begin installation. Review the Software End User License Agreement.

4. Accept the terms of the license agreement and select [Next] in order to continue.

5. Accept the default installation folder and select [Next] to continue.

6. Accept the default queue folder and select [Next] to continue.

7. Click [Install] to begin the installation.

The Accxes Control set-up window displays the successful completion of the installation.

8. Select [Finish].

9. Start the Accxes Control application by:

Selecting Start > All Programs > Xerox > FreeFlow Accxes > Accxes Control

10. Select your default language. Uncheck the box to disable displaying the language

selection again and click [OK] to start the application.

11. Complete the necessary steps to license the software in the following section

entitled, Licensing Accxes Control.

12. Once Licensed, the chapter entitled, Example Configurations and Workflows

cover typical workflows to perform common requirements. Customers can use the Tutorial chapter in order to get started using the software.

http://downloads.xwfsolutions.com/ffapt/

FreeFlow Accxes Control User Guide 1-1

Installation FreeFlow Accxes Control

Licensing Accxes Control

Overview

To activate and use Accxes Control, a license key file is required.

Accxes Control is licensed to the Host ID of your computer and the license information only needs to be entered the first time you open Accxes Control.

You must have administration rights to license Accxes Control.

Before you begin

To license Accxes Control you will need the following:

Host ID Serial Number

Host ID

The Host ID (Mac Address) as displayed in the Accxes Control license window. This is displayed when you first launch Accxes Control as shown in figure 1.1

Fig 1.1

1-2 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Installation

Serial Number The Serial Number that came with the software. This can be found printed on the

software installation CD.

The activation key information is also located as a file on the CD.

Note: Be sure to keep this information safe since you will need it if you ever need to reactivate the license or move the software onto another PC workstation. If the license file needs to be moved due to a PC failure, please contact your Xerox service representative.

Obtaining your Accxes Control license from the World Wide Web

Notes

 An activation key is issued with the purchase of the software.  The activation key is located on the software installation CD along with a serial

number also located on the CD.

 In order to obtain your Accxes Control license, you must have an internet

connection.

To obtain an Accxes Control license: Go to the following Xerox Software Activation Portal (SWAP) website:

https://www.xeroxlicensing.xerox.com/activation/

Enter the activation key Click [Next]. On the following screen, enter the details below:

a. Host ID (Ensure this is entered exactly as displayed on your host PC) b. Serial Number

Note: If you have a separate Accxes Control Pro upgrade activation key, you should enter the same serial number from the base software – NOT the

Accxes Control Pro upgrade serial number. Click [Next]. On the following screen, enter your customer user information details:

c. Company Name

d. First and Last Contact Name

e. Address

f. Email Address

Click [Next]. On the following screen, verify your user information and click [Save and Download

License File]. Save the license file (.DAT file) to a desired location on your computer hard drive.

Note: Keep a copy of the .DAT file with all its required information in the event that you ever need to reactivate the license.

Having downloaded the license file, the software needs activating as explain in the next section of this chapter.

FreeFlow Accxes Control User Guide 1-3

Installation FreeFlow Accxes Control

Activating Accxes Control

Before you can use the Accxes Control application, you must activate it.

1. Correctly enter the following information into the appropriate fields of the Accxes

Control License window:

a. The HOST ID will automatically have been entered.

b. The Serial Number that came with the software.

c. Your company name

d. Correctly enter your license information into the License field:

i. Ensure the license information is entered exactly as it was

provided from the SWAP website – including alphanumeric characters and any upper/lower case letters.

ii. Drag and drop the downloaded .DAT file into the Accxes Control

license field.

e. Select [OK].

Accxes Control verifies the license and starts automatically.

If you receive a Windows warning regarding Accxes Control, be sure to allow

or permit any required access.

2. Once Licensed, the Appendices cover standard installations completed by Xerox

Wide Format installation engineers; customers can use the Tutorial in order to get started using the software.

1-4 FreeFlow Accxes Control User Guide

2 Tutorial

Overview

This Tutorial will cover the following example set-up for Accxes Control Pro: (For other versions of Accxes Control, you will only be able to perform those activities relevant to your software version)

 Three printers in Accxes Control

‐ FreeFlow Accxes Xerox Wide Format monochrome device (Accxes

Control all versions)

‐ Xerox Wide Format 7142 (Accxes Control 7142 and Pro) ‐ Small Format device. (Accxes Control Pro only)

 Configure monochrome print sizes A2 and larger to be queued to an Accxes-

based Xerox Wide Format monochrome device. (Accxes Control all versions)

 Configure colour print sizes A2 and larger to be queued to the Xerox 7142

Wide Format colour printer. (Accxes Control 7142 or Accxes Control Pro)

 Configure print sizes A3 and A4 to be queued to the small format device

(Accxes Control Pro only).

This example set-up will help explain a number of the functions provided by Accxes Control and how to set these up.

Before you start

1. Ensure the Accxes Control application is closed.

2. Ensure all print devices to be used by Accxes Control are switched on and

operating correctly on the network.

3. Install print drivers on the PC hosting Accxes Control for the wide and small

format print devices intended to be used by Accxes Control.

4. All required actions in this tutorial are preceded by the following bullet:

5. Paragraphs without bullets are for information purposes.

6. Take careful note of any WARNING or CAUTION notes. These will be identified

along with a symbol and red font.

FreeFlow Accxes Control User Guide 2-1

Tutorial FreeFlow Accxes Control

Accxes Control Settings

The first time Accxes Control is started, the Settings window will automatically open.

At any time thereafter, the settings can be accessed from the Accxes Control main window by clicking [Spooler] and then [Setup].

From the Settings window, seven tabs identify the following options:

Printers Printer Groups Paper Sizes Workflows Hotfolders Accounting General

Note: Accxes Control will not function until the print queue location has been

configured in the General tab and a minimum of one printer has been configured in the Printers tab.

Each tab is explained as follows:

General tab

The General tab contains the following selections:

Print Queue Location

This is a folder on the local PC that will be used to store all documents in the print queue. It can get very large, so must be located on a drive with lots of free space. On a new installation it will default to: C:\Accxes Control\Print Queue

Automatically Delete Jobs

Select this option, and enter a time after which all successfully printed jobs will be deleted from the queue. This is recommended on all unattended Accxes Control systems to prevent the hard disk becoming full.

Activate automatic printing at start-up

Select this option to enable printing to start automatically when Accxes Control is opened. With this option disabled, a user must manually release each print job received.

For the purposes of this tutorial and for initial configuration of Accxes Control, it is recommended to leave this in manual mode. This allows checking that the rules are all working as intended before testing print output.

2-2 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Tutorial

Printers tab

The Printers tab is used to select Printers and their Available Page Sizes.

Note: FFA Control Base only supports printing to Xerox FreeFlow Accxes devices.

FFA Control 7142 adds printing to the Xerox Wide Format 7142. FFA Control Pro adds the capability of printing to non-Xerox FreeFlow Accxes devices and small format devices.

 Click [Add], to open the Add Printer window (Figure 2.1).

Fig 2.1

Xerox FreeFlow Accxes Monochrome Devices – Accxes Control All Versions

 In the Name field, give your Xerox FreeFlow Accxes Wide Format printer the

following name: Wide Format Monochrome Device

 In the Type field, select FreeFlow Accxes.

This selection is only used for Xerox Wide Format devices that are controlled by a FreeFlow Accxes controller. For all other wide format devices, select either Windows – GDI to use a printer through its windows driver, or Windows – Direct for printers which directly support the required file formats.

 In the Printer field, enter the IP address of the FreeFlow Accxes printer.

When selecting an Accxes-based printer, also enable the tick box ‘Allow printer to select automatic page sizes’ and click [OK] to return to the Printers tab.

 Click [Apply].

FreeFlow Accxes Control User Guide 2-3

Tutorial FreeFlow Accxes Control

Xerox Wide Format 7142 – Accxes Control 7142 and Pro

 Click [Add] to open the Add Printer window.  In the Name field, give your Xerox Wide Format 7142 printer the following name:

Wide Format Colour Device

 In the Type field, select Xerox 7142.

This selection is only used for Xerox Wide Format 7142 devices. For all other wide format devices, select either Windows – GDI to use a printer through its windows driver, or Windows – Direct for printers which directly support the required file formats.

 In the Printer field, enter the IP address of the Xerox Wide Format 7142 printer.  Click [Properties] and wait while the printer driver is installed and configured with

three default print modes. When finished, the Printer Properties window will open displaying three default print modes: Draft, Normal and Quality.

You may return to the Printer Properties window at any time to view/edit the existing print modes and create new modes.

 Click [OK] to close the Printer Properties window.  Click [OK] to return to the Printers tab.

The default roll size will display ROLL_A0. Only change this to reflect a different roll size loaded on the printer.

 Click [Apply].

Non-Xerox and Small Format Devices – Accxes Control Pro Only

 Click [Add] to open the Add Printer window.  In the Name field, give your non-Xerox small format device the following name:

Small Format Device. Each printer must be assigned a unique Accxes Control name. Once created, the only way to change the name is to remove the printer and add it again.

 In the Type field, select Windows - GDI.

Select Windows – GDI to use a printer through its windows driver, or Windows – Direct for printers which directly support the required file formats.

 In the Printer field, use the drop down to select the desired Windows printer from

the list of printers installed on your PC workstation hosting Accxes Control.

 Click [Properties] to open the Printer Properties window.  Click [Add] in order to create one default print mode.  In the New Print Mode window enter the name, ‘Normal’ and click [OK].

2-4 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Tutorial

This opens the Windows print driver properties.

 Click [OK] to close the Windows print driver properties.  Click [OK] to close the Accxes Control Printer Properties window.

You may return to the Accxes Control Printer Properties window at any time to view/edit the existing print modes and create new modes.

 Click [OK] to return to the Printers tab.

When using a printer configured as a Windows – GDI printer in Accxes Control, you must select which page sizes are available on the printer and are required for use in Accxes Control.

 To select page sizes, highlight the previously added Windows printer in the Print

Queues field and click [Add] alongside the Available Page Sizes field.

 Highlight A3 and A4 page sizes and click [OK] to return to the Printers tab.  Click [Apply].

Printer Groups tab

The Printer Groups tab is used to configure load balancing and failover. These options are not part of this tutorial. For more information see the chapter entitled, Accxes Control Administration.

Paper Sizes tab

When a print job is received by Accxes Control, the physical size of the file to be printed is compared to the selected Paper Sizes – the nearest page size is selected.

Your printer may not have all these sizes available. Therefore, by selecting only the page sizes available in your printer(s), you can avoid mismatch errors by forcing everything to print onto the nearest available size.

This function is particularly beneficial when a folding device is installed or when oversize long documents are detected.

If a small format device is used (Pro version only), Accxes Control will compare the page size selected here to the available sizes selected in the Printers tab when the small format printer was configured.

 Enable all the following: ISO_A0, ISO_A1, ISO_A2, ISO_A3 and ISO_A4.  Uncheck all other selections.

FreeFlow Accxes Control User Guide 2-5

Tutorial FreeFlow Accxes Control

Oversize Margin

The Oversize Margin field, specifies how much larger the physical size of the print file can be and still be forced to the nearest smaller available print size. This is especially important when printing previously scanned images, where the detected page size may be fractionally larger than the actual size of the image detail, or when printing non-available print sizes.

E.g. Forcing ANSI or ARCH sizes to ISO output.

Note: If the oversize margin is set too small, prints may be forced to a larger paper size than required. Experimentation is necessary to ensure the desired result, particularly when printing scanned images.

 Use the default Oversize Margin: 5%.  Click [Apply].

Workflows tab

Notes

Accxes Control uses workflows to change properties for print jobs and determine printer destinations.

Workflows can be applied to print jobs manually, or automatically using hotfolder rules. (See the section in this chapter entitled, Hotfolders tab for an explanation)

All workflows must have a unique name. Use [Add] and [Remove] buttons next to the Configured Workflows field to create and delete workflows.

Each workflow may be configured to specify a set of Mandatory and/or Default options for print jobs:

Mandatory Options will always override any settings in the print job. E.g. this

can be used to force all print jobs to be folded.

Default Options will only be applied if the option has not been specified

already inside the print job. E.g. this can be used to specify default folding commands for files produced through a third party print driver that does not support Xerox Wide Format folding commands; or to apply a print mode for an inkjet device when no other print mode was specified in the print job.

Be sure the required workflow is highlighted before adding, editing or removing any Mandatory Options and Default Settings.

Select either the Mandatory Options or Default Options tab depending on the desired behaviour. Mandatory Options are forced and Default Options are applied if they do not exist in the print job.

2-6 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Tutorial

Use the [Add], [Edit] and [Remove] buttons to the right of the options category lists, to manage options. Depending on the option selected, you may have to type a value or select from the drop-down list or both.

When applying options, the available ‘settings’ will be listed in a drop down field. Some ‘values’ will also be listed in a drop down field. Some options require values to be entered based upon individual requirements. The Add Setting window will display help text to aid this process.

When printers were added in the Printers tab, clicking [Apply] while still in the Printers tab will automatically create a workflow for each device. This workflow configures the mandatory destination for the device and a default option for a colour render mode if colour is supported by the print device.

The following specific additions need to be made in order to work correctly with the 7142 and small format devices (Only relevant to Accxes Control 7142 and Accxes Control Pro):

Wide Format Colour Device Workflow – Accxes Control 7142 and Pro Only

In the event that a print job destined for the 7142 colour device does not include a required print mode (Draft, Normal or Quality), FFA Control will apply the first print mode in the list. This may be an unwanted setting. In such an event, applying the following workflow ensures the print mode is set to Normal.

Default Options

MEDIANAME1 Size, Media and Layout = Normal

MEDIANAME will call the corresponding PRINTMODE. The names are interchangeable.

 Highlight the workflow called, Wide Format Colour Device.

This is the name given to the device when created in the Printers tab.

 Select the Default Options tab.  Select Size, Media and Layout and click [Add].  In the Setting window, use the Setting drop down field to select MEDIANAME.  Use the Value drop down field to select “Normal”.  Click [OK] to close the Setting window and return to the Workflows tab.  Click [Apply].

FreeFlow Accxes Control User Guide 2-7

Tutorial FreeFlow Accxes Control

Small Format Device Workflow – Accxes Control Pro Only

In the event that a print job destined for a small format device does not include a required print mode, FFA Control will apply the first print mode in the list. This may be an unwanted mode with additional print functions applied. In such an event, the following workflow ensures the print mode is set to Normal.

The Mandatory Options workflow in the table below is required to ensure small format devices handle print sizes correctly when they are scaled to print A4 and A3.

Mandatory Options

Size, Media and Layout FITTOPRINTERSIZE = TRUE

Default Settings

MEDIANAME will call the corresponding PRINTMODE. The names are interchangeable.

MEDIANAME1 Size, Media and Layout = Normal

 Highlight the workflow called, Small Format Device.

This is the name given to the device when created in the Printers tab.

 Select the Mandatory Options tab.  Select Size, Media and Layout and click [Add].  In the Setting window, use the Setting drop down field to select

FITTOPRINTERSIZE.

 Use the Value drop down field to select TRUE.  Click [OK] to close the Setting window and return to the Workflows tab.  Select the Default Options tab.  Select Size, Media and Layout and click [Add].  In the Setting window, use the Setting drop down field to select MEDIANAME.  Use the Value drop down field to select “Normal”.  Click [OK] to close the Setting window and return to the Workflows tab.  Click [Apply].

2-8 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Tutorial

Hotfolders tab

WARNING

When creating or configuring a hotfolder, you MUST choose, or create, an empty folder – DO NOT CHOOSE THE ROUTE OF C:\ OR ANY OTHER DRIVE ON YOUR WORKSTATION – any files within the hotfolder will be removed by Accxes Control and files lost cannot be recovered.

Hotfolders determine the source of print jobs for Accxes Control. It is possible to use multiple hotfolders in order to control input to Accxes Control from various sources.

Network hotfolders listen on network ports for print jobs from print drivers, Xerox FreeFlow Accxes Client Tools or FreeFlow Accxes Submit. Windows directory hotfolders, look for incoming print jobs in Windows folders on the hard disk drive.

One Network hotfolder is automatically created when Accxes Control is installed, but is not automatically enabled. Once at least one additional hotfolder has been created, the existing Network hotfolder can be removed if required.

All hotfolders can have multiple rules and workflows applied to make changes to how files are printed.

Hotfolders have the following settings:

Path (Folder Hotfolders Only) – The folder where Accxes Control should look for jobs.

Port (Network Hotfolders Only) – The TCP port on which Accxes Control should listen for jobs. Use 2000 for Use with Accxes Client Tools and Accxes Submit. Each network Hotfolder must have a unique port number.

Filter (Folder Hotfolders Only) – Wildcard expression to determine which filenames are processed.

Forward To – If enabled, print jobs will be sent to the specified folder after processing. This is useful if a print job should be processed twice. E.g. Print and output to PDF.

Enable Hotfolder – Jobs for the highlighted hotfolder are only processed if the hotfolder is enabled by clicking this checkbox.

Rules – Rules are a powerful way for Accxes Control to determine how to process a job based on its source and attributes. E.g. Size, Finishing Requirements, etc.

Note: If no rules are applied, no workflow will be applied and print jobs will be sent to the default printer using the options included in the print job. This will still provide typical queue control functions to manage the printer queue in the Accxes Control Main Interface.

FreeFlow Accxes Control User Guide 2-9

Tutorial FreeFlow Accxes Control

Rules are identified by numbers and are processed in numerical order. Each rule can have one or more conditions and one workflow applied. If all the conditions for a rule are met, then the specified workflow is applied to the job. When conditions are met, the job will still move on to the next rule unless ‘Stop at this rule if it is true’ is enabled. When conditions are not met, the print job moves on to the next rule, its associated conditions and workflow.

Conditions – Once a Rule has been added, one or more conditions may be applied.

Workflow – Selects a workflow to be applied if the selected conditions are met.

Stop at this rule if it is true – If this checkbox is marked, then no further rules

are processed if the conditions of the current rule are met.

 Highlight the Network folder on port 2000 and enable it by clicking ‘Enable

Hotfolder’.

The next tasks in this tutorial explain how to configure the rules to send small format print jobs to a small format printer, colour wide format print jobs to a wide format colour printer and monochrome wide format print jobs to a wide format monochrome printer.

In order to achieve this, three rules must be set-up as follows (Reading through the three rules before you start will help understand what is being achieved.):

Rule 1

Rule 1 is used to send files to the small format printer when they are identified as A4 and A3 size.

 Highlight ‘Network’ in the top field  Below the Rules field, click [Add]

Rule number ‘1’ will be listed in the Rules field and ‘Always’ will be displayed in the Conditions field.

 Highlight ‘Always’ in the Conditions field and click [Edit]  In the Type dropdown field, select ‘Size’.  In the left field, select this symbol <= (Less than or equals) and in the right field

select ISO_A3. Click [Ok].

 A condition will now be listed as: Print Size <= ISO_A3. Highlight this line and in

the Workflow dropdown field, select Small Format Device.

 Click the ‘Stop at this rule if it is true’ checkbox. (This ensures files meeting this rule

have the workflow applied and do not move on to any further rules)

2-10 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Tutorial

Rule 2

Because at the end of Rule 1 we enabled the checkbox ‘Stop at this rule if it is true’, Rule 1 will have processed any A3 and A4 files from the print job. Therefore any remaining files must be larger page sizes and still consist of monochrome and colour documents. The next task performed by rule 2 is to send all wide format colour files to the wide format colour printer.

 Below the Rules field, click [Add]

‘2’ will be listed in the Rules field and ‘Always’ will be displayed in the Conditions field.

 Highlight ‘Always’ in the Conditions field and click [Edit]  In the Type dropdown field, select ‘Options’.  In the Category dropdown field, select ‘Rendering’  In the left Setting field, select CONTAINSCOLOUR. In the centre field, select =. In

the right Value field, select ‘TRUE’. Click [OK].

 A condition will now be listed as: CONTAINSCOLOUR = TRUE. Highlight this line

and in the Workflow dropdown field, select Wide Format Colour Device.

 Click the ‘Stop at this rule if it is true’ checkbox.

Rule 3

Because at the end of Rule 2 we enabled the checkbox ‘Stop at this rule if it is true’, Rule 2 will have processed any colour files larger than A3 from the print job. Therefore the only remaining files will be wide format monochrome documents. The next task performed by rule 3 is to send all wide format monochrome files to the wide format monochrome printer.

 Below the Rules field, click [Add]

‘3’ will be listed in the Rules field and ‘Always’ will be displayed in the Conditions field.

 Highlight ‘Always’ in the Conditions field.  In the Workflow dropdown field, select Wide Format Monochrome Device.  Click [Apply].

FreeFlow Accxes Control User Guide 2-11

Tutorial FreeFlow Accxes Control

Accounting tab

In the Accounting tab, Accxes Control can be configured to record any print settings that can be identified or processed by Accxes Control.

For the purposes of this Tutorial, the following settings will only capture the basic information. You can then see what does get captured and determine any additional settings you wish to measure.

 Mark the Enable Accounting checkbox.  Click [Apply].

General tab

The General tab will already contain the path to the default Print Queue Location where all jobs in the Accxes Control queue are located. Do not change this location.

In order to begin testing Accxes Control it should begin in Manual mode and configured not to delete any files.

 Uncheck the box labelled ‘Automatically Delete Jobs’.  Uncheck the box labelled ‘Activate automatic printing at startup’.  Click [OK] to close the Accxes Control Settings and start the Accxes Control Main

Interface

 If a Windows Security Alert appears, tick the relevant boxes and allow access of

FFA Control to your network

 Proceed to the next section entitled, Testing Example Set-up.

2-12 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Tutorial

Testing Example Set-up

Overview

This example set-up will use Accxes Submit to send a print job to Accxes Control. This print job should contain file types according to the version of software installed. E.g. one small format file (Control Pro), one wide format colour file (Control 7142 and Pro) and one wide format monochrome file (Control - All versions).

Testing printing from a print driver necessitates going back into the Accxes Control Settings and creating a new Network hotfolder using a Port number configured to receive jobs from print drivers. E.g. Port 9100. Then recreate the same rules as explained in the previous section for the new hotfolder.

Access Control Main Interface

Once the settings have been completed in the previous section of this chapter, the Accxes Control Main Interface will open as shown below in figure 2.2

Incoming Print

Queues (Hotfolders)

Accxes Control Print Job Queue

Outgoing Print

Queues (Printers)

Fig 2.2

FreeFlow Accxes Control User Guide 2-13

Tutorial FreeFlow Accxes Control

Upon first start-up, no jobs will be listed in the Accxes Control Print Queue and the Toggle Automatic Printing button (Top right icon in Main Interface) will be deactivated. (I.e. Will not look pressed in.) This depends upon unchecking ‘Activate automatic printing at startup’ in the General tab of Accxes Control Settings.

The Incoming Print Queues field will list the queues created in the Hotfolders tab of Accxes Control Settings. (If you have followed this tutorial before first use, there should be just one queue listed, called Network.) By default, this queue will open ready for printing identified by a green arrow.

The Outgoing Print Queues field (Also known as the outgoing printers) will list the printers created in the Printers tab of Accxes Control Settings. By default, the printers will also open ready for printing identified by a blue tick. If not, check the following situations:

Printers are not paused in the Windows Operating System

Printers are switched on and not reporting any faults such as open door, media empty or toner/ink required, etc.

Before sending jobs to Accxes Control, you must first configure FreeFlow Accxes Submit as explained in the next part of this section.

FreeFlow Accxes Submit

Print jobs may be sent to FreeFlow Accxes Control in any one of the following ways:

Drag and drop in to hotfolders Printer drivers configured to print to a network port within Accxes Control.

Accxes Client Tools configured in the Accxes Client Tools Device Manager to print to the network port 2000 within Accxes Control. FreeFlow Accxes Submit configured to print to the network port 2000 within Accxes Control.

This tutorial covers FreeFlow Accxes Submit to test the configuration of Accxes Control. Accxes Submit is covered in more detail in chapter 5 entitled, Accxes Submit in this guide.

 Download the latest version of the Xerox FreeFlow Accxes Submit software from

the following website:

http://downloads.xwfsolutions.com/ffapt/Install%20Kits/

 Install FreeFlow Accxes Submit and start the software from: Start > All Programs >

Xerox > FreeFlow Accxes > Accxes Submit.

When Accxes Submit is first started, the Settings window will open. Before using the software you must configure at least one printer.

 Click [New]

2-14 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Tutorial

 In the Printer Details window, enter the following details:

Name: Accxes Control

Address: Enter the TCP/IP address of the

PC hosting Accxes Control. If Accxes Submit is installed on the same PC as Accxes Control, the address should be:

127.0.0.1 as shown in figure 2.3

Fig 2.3

 Click [OK} to verify connection to Accxes Control and return to the Accxes Submit

Settings Window.

 Uncheck the unwanted Size Ranges so that you are left with ISO and Roll enabled.  Click [OK] to start the Accxes Submit Main Interface shown in figure 2.4

Job Queue

(Documents)

Fig 2.4

Accxes Submit will be covered in more detail later in this guide. For the purposes of the tutorial, continue with the instructions in this section.

FreeFlow Accxes Control User Guide 2-15

Tutorial FreeFlow Accxes Control

Locate three suitable files according to the Accxes Control license type. E.g. for Accxes Control Pro, at least one of the files should be colour and at least one of the files should be monochrome.

 Drag and drop the three files into the Accxes Submit Job Queue.

Without making any further changes, documents will print at their original size. However, for the purposes of this tutorial, we will set the sizes to ensure we can verify the successful application of the rules within Accxes Control.

 Highlight one monochrome document in Accxes Submit and use the Size

dropdown field near the bottom of the application to select ISO_A1 (Scaling is automatic).

 Highlight one colour document in Accxes Submit and use the Size dropdown field

to select ISO_A1.

 Highlight the remaining document in Accxes Submit and use the Size dropdown

field to select ISO_A4.

 Submit the print job by clicking the large green print button.

After a few moments, the print job will appear in the Accxes Control Print Queue. Once processed it will be identified as a new job by having no icon as shown in figure 2.5

Note: All incoming print jobs are processed by Accxes Control to verify size, mono, colour makeup of the file and identify rules and workflows to be applied.

Fig 2.5

 Look to the right side of the listed print job to see the printers identified as the

Destination(s) (Figure 2.6) required to print the files according to the rules and workflows created earlier.

Fig 2.6

2-16 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Tutorial

 View the print job in the Accxes Control Job Editor by either double clicking the job

in the Accxes Control Print Queue or highlight the job and click the View icon (Shown below) in the Accxes Control Main Interface:

 The Job Editor opens as shown in figure 2.7

Fig 2.7

The Job Editor lists each file (Or page of a multi-page document) contained within the print job and provides detail about the original size of the file, intended print size, copy count and identified printer. Use this information to verify that the files are set to print on the devices you expect as per the hotfolder rules configured earlier in this tutorial.

If you believe the destination devices appear incorrect for the files chosen, first view the files to ensure, which are colour and monochrome.

 Double-click the first file in the Job Editor or highlight the file and click the View

icon shown below:

FreeFlow Accxes Control User Guide 2-17

Tutorial FreeFlow Accxes Control

The viewer opens as shown in figure 2.8. In the example below, the viewer identifies how Accxes Control has analysed the file.

In this case True Colour and the physical size of the file are displayed in the lower right corner of the viewer. This means if Accxes Control has been configured as explained in this tutorial, the file should have been processed for printing to the Wide Format Colour Device (Accxes Control 7142 or Accxes Control Pro only).

Fig 2.8

 Click the right arrow button in the Viewer toolbar to view the next file in the Job

Editor.

In the example overleaf (Figure 2.9), the viewer identifies how Accxes Control has analysed the file.

In this case Black & White and the physical size of the file are displayed in the lower right corner of the viewer. That means if Accxes Control has been configured as explained in this tutorial, the file should have been processed for printing to the Wide Format Monochrome Device (Accxes Control all versions).

2-18 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Tutorial

Fig 2.9

 Click the right arrow button to review the remaining document(s) to verify size

and colour.

 Close the Viewer.  Check the list of files in the Job Editor to check the Print Size. Check that the A1

size files are identified for the Wide Format devices and that the A4 size file is identified for the Small Format device.

 If the destination printers still appear incorrect based upon your observations,

check/edit the rules in the hotfolders tab configured earlier in this tutorial.

 Once the correct print destinations of each file have been confirmed, click [OK] to

close the Job Editor and print the job by click the Print icon (Shown below) in the Accxes Control Main Interface:

This concludes the tutorial. For further information the use of Accxes Control, please refer to the remainder of this guide.

FreeFlow Accxes Control User Guide 2-19

Tutorial FreeFlow Accxes Control

[This page left intentionally blank]

2-20 FreeFlow Accxes Control User Guide

3 Accxes Control

Administration

Overview

Accxes Control Administration includes the activities for setting up Accxes Control and managing the Accxes Control print queue in the Accxes Control Main Interface. These activities are common to all versions of Accxes Control unless otherwise indicated.

The chapter entitled, Tutorial covers an example set-up for Accxes Control that helps gain a quick understanding for a typical use of Accxes Control Pro – splitting print jobs according to size and colour.

It is essential that the entire administrator guide be used in order to gain a fuller understanding of Accxes Control.

Accxes Control Settings

The first time you start Accxes Control, the Settings window will open. A basic configuration of the software must be completed before the Accxes Control Main Interface will start.

A basic configuration of the software includes at least one printer (Destination printer), one hotfolder, one rule and one workflow.

At any time thereafter, the settings can be accessed again by clicking [Spooler] and then [Settings], from the Accxes Control Main Interface.

From the Settings window, seven tabs contain all the Accxes Control set-up options:

Printers tab Printer Groups tab Paper Sizes tab Workflows tab Hotfolders tab Accounting tab General tab

The Accxes Control functions within each tab are explained in the following pages.

FreeFlow Accxes Control User Guide 3-1

Accxes Control Administration FreeFlow Accxes Control

Printers tab

The Printers tab is used to create/configure the outgoing printers (Or print queues) intended for use with Accxes Control.

Once a printer has been created, click [Apply] to ensure its corresponding default workflow is created in the Workflows tab.

Print Queues Field

The Print Queues field lists the printers configured within Accxes Control. Use the [Add], [Edit] and [Remove] buttons to administer printers.

Accxes-based printers and the Xerox 7142 printer are created within Accxes Control. All other Windows-based printer must first have a suitable Windows printer driver installed on the host Operating System and proven to work correctly, before starting the Accxes Control software. Such drivers should be installed and proven before starting Accxes Control and adding them for use within the software.

When clicking [Add], the Add Printer window will open (Figure 3.1)

Fig 3.1

The options within the Add Printer window are explained as follows:

Name – Each printer must be assigned a unique name. Once created, the only way to change the name is to remove the printer and add it again.

Location – This can be used to identify the physical location of the printer listed in the Printers field of the Accxes Control Main Interface.

3-2 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Type – The Type drop down field lists four options:

Type field

FreeFlow Accxes Direct print support for Accxes-based printers only

Windows - Direct Prints through the printer port of the selected Windows

print driver and is used to send files to any printer that supports printer languages produced by Accxes Control such as HPGL and TIFF – See PJL Support below

Windows - GDI Print to a Windows print driver utilising the Windows

printer driver for processing and access to the printer.

Xerox 7142 Direct printing to Xerox 7142 printers only

When using FreeFlow Accxes, image processing is performed on the Accxesbased printer controller.

When using Windows - GDI and the Xerox 7142, jobs are processed through the Windows GDI printer driver. Using Windows drivers puts a lot more demand on the host PC system resources. Hence, take note of the minimum host PC requirements stated in this guide.

When FreeFlow Accxes or Windows Direct is selected, an additional option in the Add Printer window is made available called, “Allow printer to select automatic page sizes”. Most users would not need to enable this option and instead, use the Paper Sizes tab to select only those sizes that they wish Accxes Control to process. When doing so, if the output is still not what one would expect, then tick this option and test the output. (For additional information on handling page sizes, see Paper Sizes tab on page 3-7)

PJL Support - When Windows - Direct is selected, an additional field called PJL Support is made available. This drop down field contains four options:

PJL Support field

Basic PJL Support Devices that support basic PJL commands such as HP

inkjets and the 6204BPS

All Accxes PJL Printing to Accxes controllers through a Windows printer

port

No PJL Support Devices that support Accxes Control file formats but do

not support any PJL commands

OCE Job Ticket Printing to Océ ReproDesk, Engineering Exec, etc. by

using Océ RCF (Remote Control Format) – Océ version of PJL

FreeFlow Accxes Control User Guide 3-3

Accxes Control Administration FreeFlow Accxes Control

Printer – Depending upon the type of printer selected in the Type drop down field, the use of the Printer field will change as follows:

Type field Printer field

FreeFlow Accxes Enter TCP/IP address of the Accxes-based printer

Windows - Direct Select locally installed Windows printer driver

Windows - GDI Select locally installed Windows printer driver

Xerox 7142 Enter TCP/IP address of the Xerox 7142 printer

Enable Status Reporting – When Accxes Control is configured to work with email notification, enabling this option means emails can be sent to an administrator to identify issues with Accxes controlled printers. (E.g. Toner replacement, door open, etc.) For all other devices, the specific printer detail depends upon what the printer sends back to its printer driver.

Show status on error – This option causes Accxes Control to use pop-up Windows on the PC hosting Accxes Control to identify issues with the printer. The specific printer detail depends upon what the printer sends back to its printer driver.

Email – Used to identify the email address of the person or persons that should be emailed regarding Status Reporting and errors as indicated above. The use of Email is configured in the General tab. (See the section in this chapter entitled, General tab.)

Delay – Helps prevent emails from being sent that highlight brief errors such as those encountered when someone opens and closes a door on the printer. It is recommended this value be set to at least 60 seconds or longer depending on the time taken to complete such tasks as media and toner replacement.

Repeat – Sends a reminder if a problem remains uncorrected for more than the specified time. The default value is 30 minutes.

3-4 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Printer Rules – This option is used to apply fixed rules and workflows that need to be applied to all print jobs sent to a specific printer.

Clicking the Printer Rules button opens the Window shown in figure 3.2 below:

Fig 3.2

Rules and Workflows are applied in the same way as shown in the Hotfolder tab. See the chapter entitled, Example Configurations and Workflows for an example on applying Workflows here.

Available Page Sizes Field

When viewing printers in the Printers tab, the Available Page Sizes Field is used to apply the media sizes available for use in the printer.

When highlighting Accxes-based printers, the Available Page Sizes Field will not be available as sizes are selected automatically by the Accxes controller.

With Xerox 7142 printers, this option will list the A0 roll size by default. This can be changed to suit customer configurations for alternative roll sizes.

All Windows printers will display the A4 size by default. Additional sizes can be added according to those sizes available in the Windows print driver – including custom sizes.

Alongside the Available Pages Sizes field, click [Add] to see a list of all available sizes for the highlighted printer. There must be at least one page size field applied at all times. All sizes selected must be available in the printer.

Unwanted page sizes are removed by highlighting and clicking [Remove]. A page size can only be removed if it leaves at least one size in the Available Page Sizes field.

FreeFlow Accxes Control User Guide 3-5

Accxes Control Administration FreeFlow Accxes Control

Printer Groups tab

Printer groups can be created by combining printers of similar capabilities for the purpose of load balancing and failover.

Once a printer group has been created, click [Apply] to ensure it is available for selecting in the Hotfolders tab.

Load Balancing is a means of sending print jobs to different printer based upon the number of print jobs already being processed in the print queue to another printer. By adding more than one printer to a print group, jobs can be directed to a printer group rather than a specific printer, thereby enabling Accxes Control to automatically route print jobs.

Example: If two wide format printers are added to a printer group configured for load balancing, print jobs being directed to that group will be managed by Accxes Control as follows: Accxes Control will check the first printer in the list and if it is busy, it will check the next printer in the list. The job will automatically be sent to the first printer with no current print jobs in the print queue. If both printers are busy, Accxes Control will send the print job to the printer with the smallest current job list.

Failover is a means of re-routing print jobs to a different printer based upon Accxes Control identifying a problem on a printer in the same printer group or currently processing printer.

Example: If two wide format printers are added to a printer group configured for failover, print jobs being directed to that group will be managed by Accxes Control as follows: If Accxes Control receives information of a fault with a printer (Dependent upon reporting supported by specific printers and printer drivers), it will send any jobs not yet sent to that printer, to the next available printer. Some printers can accept multiple print jobs into their controllers during and before printing. Therefore once a printer fault has been rectified, existing unprinted jobs should restart from that printer controller. If not, all jobs sent to that printer will have to be resent from the Accxes Control Main Interface.

To create a printer group, click [Add]. Type a suitable name, such as ‘monochrome devices’ or ‘colour devices’ and click [OK]. In the Printers field, all printers set-up in Accxes Control from the Printers tab will be listed. To assign one or more printers to any group, first highlight the printer group and then double click the required printer(s) or highlight the printer(s) and click the right arrow button. Repeat this for any other printer groups.

Note: Any printer can be a member of multiple groups.

To remove printers from a group; select the group name, click on the highlighted printer(s) to be removed from the group and click the left arrow button.

To remove an entire printer group, highlight the group name and click [Remove].

3-6 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Paper Sizes tab

FreeFlow Accxes Control is designed to detect multiple paper sizes, including nonstandard size documents. Your printer may not have all sizes available for the designated print job or it may not be capable of handling certain non-standard sizes. Therefore, by selecting only the page sizes available in your printer, you can avoid mismatch errors by forcing printing on to the nearest available media size.

For example, this can be beneficial when a folding device is installed because folders are designed to produce standard size folded packets from standard page sizes.

Another example of when additional media sizes should be used is when customers may print long documents. Long documents are identified by Accxes Control as a roll size (E.g. Roll_A0). If only standard ISO sizes are selected in the Paper Sizes tab, long documents will be truncated to the nearest standard size. To avoid that, it is necessary to enable additional sizes such as Roll_A0, Roll_A1, etc. to ensure long documents are printed the correct size.

When attempting to work out the page sizes you need to enable, sample print jobs can be submitted to Accxes Control. These jobs can then be viewed within the Job Editor to determine the detected page sizes.

Select available page and roll sizes with a tick and un-tick any page and roll sizes that are not available. The dimensions for a highlighted page or roll size are displayed to the right of the size selected.

Once required page sizes have been selected, click [Apply] to ensure they are available for selecting in the Workflows and Hotfolders tab.

Oversize Margin

The Oversize Margin field is used to specify how much larger the page size of the print file can be and still be forced to the nearest smaller page size for printing. This is especially important when printing previously scanned images, where the detected page size may be fractionally larger than the actual size of the image detail; or when printing non-available print sizes. E.g. Forcing ANSI or ARCH sizes to ISO output.

Note: If the oversize margin is set too small, prints may be forced to a larger paper size than required and result in large margins and incorrect print orientation. Experimentation is required to ensure the desired result, particularly when printing scanned images or other non-standard size documents.

FreeFlow Accxes Control User Guide 3-7

Accxes Control Administration FreeFlow Accxes Control

Workflows tab

Workflows combine with rules to create a powerful combination that Accxes Control uses to provide all the rule-based printing functions of the system. Workflows determine a required activity, or activities, based upon one or more conditions that are applied to rules in the Hotfolders tab and/or the Printer Rules button of the Add Printer Window in the Printers tab.

Once a workflow has been created, click [Apply] to ensure it is available for use in the Hotfolders tab.

Each workflow can be configured with specific mandatory and default options for print jobs processed within the system. Mandatory options are created under the Mandatory Options tab and default options are created under the Default Options tab. The two options are explained below:

Mandatory Options

Always override any settings in the print job. E.g. this could be used to force all print jobs to be folded.

Default Options

Only apply if the command does not already exist in the print job. E.g. this could be used to print to a Xerox Wide Format printer and have folding applied, where the file was produced through a third party print driver that does not support Xerox Wide Format printers and their commands for folding.

Workflow names must be unique. Use the [Add] and [Remove] buttons next to the Configured Workflows field to create and remove workflows.

For any workflow, you must decide whether the required workflow function(s) should be mandatory or default. Mandatory Options are forced and Default Options are applied if they do not exist in the print job. Then select either the Mandatory or Default Options tab within which to configure the required workflow functions. Numerous mandatory and default options can be applied within the same workflow.

Be sure the required workflow is highlighted before adding, editing or removing any options.

Within the Mandatory or Default Options tabs, highlight the first required option and click [Add]. Depending on the option selected, you may have to type a value, select from a drop-down list or both. (Help text is displayed to aid in this task.) Continue to add further options as required. Any applied options will be highlighted in bold font.

Highlight the required option before clicking [Add], [Edit] or [Remove].

Workflow options are numerous and varied; in order to help understand how to use them, example workflows can be found in the chapter entitled, Example Configurations and Workflows in this guide. There is also a complete list of all the options, their associated settings and values in Appendix A – PJL Commands.

3-8 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Hotfolders tab

WARNING

When creating or configuring a hotfolder, you MUST choose, or create, an empty folder – DO NOT CHOOSE THE ROUTE OF C:\ OR ANY OTHER DRIVE ON YOUR PC WORKSTATION – any files within the hotfolder will be removed by Accxes Control and files lost cannot be recovered.

Hotfolders determine the source of print jobs for Accxes Control. It is possible to use more than one hotfolder in order to control input to Accxes Control from various sources. E.g. Client Tools (Port 2000), Print Drivers (Port 9100, etc.) and Windows hotfolders.

Hotfolders can be network ports or Windows folders.

Network hotfolders listen on specified ports for print jobs from print drivers, Xerox FreeFlow Accxes Client Tools and FreeFlow Accxes Submit.

Windows directory hotfolders, look for incoming print jobs in Windows folders on the hard disk drive of the PC workstation hosting Accxes Control.

One Network hotfolder is automatically created when Accxes Control is installed – but is not automatically enabled.

Once at least one additional hotfolder has been created, the existing Network hotfolder can be removed if required.

All hotfolders can have multiple rules and workflows applied to make changes to how files are printed.

Hotfolder settings are explained as follows.

Add and Remove buttons

Used for adding new hotfolders and removing unwanted hotfolders. Existing hotfolder names cannot be edited. You must create a new hotfolder with the required name and remove the unwanted hotfolder.

Hotfolder Type

Select either Network or Folder. The Network option uses network ports to receive print jobs from print drivers and client tools. Folder is used to import jobs from a Windows folder on the Operating System hosting Accxes Control.

Path

Folder Hotfolder Type only – Path to the Windows folder where Accxes Control should look for print jobs. This option is only displayed when ‘Folder’ is chosen as the Hotfolder Type as shown in figure 3.3 overleaf:

FreeFlow Accxes Control User Guide 3-9

Accxes Control Administration FreeFlow Accxes Control

Fig 3.3

Filter

Folder Hotfolder Type only – Wildcard expression to determine which filenames are processed. This option is only displayed when ‘Folder’ is chosen as the Hotfolder Type as shown in figure 3.3 above.

Forward files to

If enabled, print jobs will be sent to the specified folder after processing. This is useful if a print job should be processed twice. E.g. Print and output to PDF.

Split Multi-Page Documents

If enabled, Accxes Control will split multi-page documents and process each page according to the rules assigned to the hotfolder. E.g. all the wide format pages in one document can be sent to a wide format device and the small format pages sent to a small format device.

Enable Hotfolder

Jobs for the highlighted hotfolder are only processed if the hotfolder is enabled by checking this box.

Create Windows Printer

Clicking this button AFTER configuring a network hotfolder installs a PostScript print driver on the PC hosting Accxes Control. This driver can be shared and used by applications to print files into the Accxes Control print queue.

Port

Network Hotfolder Type only – The TCP port on which Accxes Control should listen for print jobs. Port 2000 is used with Accxes Client Tools and Accxes Submit. Port numbers beginning 9100 are typically used with print drivers. Each network hotfolder must have a unique port number. The Port option is only displayed when ‘Network’ is chosen as the Hotfolder Type as shown in figure 3.4 overleaf:

3-10 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Fig 3.4

Network ports cannot have filters applied. All other options for ‘Forward files to’, ‘Split Multi-Page Documents’ and ‘Enable Hotfolder’ have the same function as described previously for folder hotfolders.

Rules

All hotfolders can have one or more rules applied. Rules determine the order of job processing based on their source and attributes. E.g. Size, Finishing Requirements, etc.

Note: If no rules are specified for a hotfolder, no workflow will be applied and the job will be sent to the default printer using the options included in the print job. This will still provide typical queue control functions to manage the printer queue.

FreeFlow Accxes Control User Guide 3-11

Accxes Control Administration FreeFlow Accxes Control

When conditions are met, the job will still move on to the next rule unless ‘Stop at this rule if it is true’ is enabled. When conditions are not met, the print job moves on to the next rule, its associated conditions and workflow.

Conditions

Once a Rule has been added, one or more conditions may be applied. Highlight a rule and add conditions as required.

Conditions explained:

When adding conditions to a rule, the default condition is ‘Always’. This means the selected workflow will always be applied. To change the condition, highlight the existing condition and click [Edit] or click [Add] and then [Edit] to create and edit a new condition.

Adding or editing a condition opens the Edit Rule window. The Type drop-down field lists the following options:

Always – Always apply the current workflow.

Size – Enables two further fields:

The left field lists the following standard symbols: < Less than <= Less than or equals <> Not equal = Equals > Greater than >= Greater than or equals

The right field lists the media sizes enabled in the Paper Sizes tab.

Options – Enables four further fields:

Category All the same options as listed in the Workflows tab Setting All the PJL options for the selected Category

Qualifier Equals, Not equals, Less than, Greater than, LIKE, NOT

LIKE and UNDEFINED

Value Specific to the PJL option selected in the Setting field.

All commands are documented in Appendix A – PJL Commands.

3-12 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Figure 3.5 displays an example condition used to identify prints that are less than or equal to A3:

Fig 3.5

Figure 3.6 displays an example condition used to identify prints that are colour:

Fig 3.6

Any number of rules and any number of conditions to a rule can be applied as required. But each must be set-up one at a time. Some conditions can only be edited by being removed and added again.

Having set a condition, the next step is to apply the workflow required as a result of the condition(s) being met.

FreeFlow Accxes Control User Guide 3-13

Accxes Control Administration FreeFlow Accxes Control

Workflow

Workflows created in the Workflows tab will be listed in the Workflow dropdown field of the Hotfolders tab. Once at least one rule and one condition have been applied, one of the workflows listed in this field can also be applied.

E.g. A hotfolder has a rule added with a condition configured as per the size option example shown on the previous page (Fig 3.5) to identify A3 size prints. The Workflow dropdown field can then be used to select a Small Format Device. This will determine that any document or page identified by Accxes Control as either an A3 or A4 will print to the designated small format printer.

Stop at this rule if it is true

If this checkbox is enabled for a highlighted rule (With configured condition(s) and workflow) then no further rules will be applied to any documents meeting the current condition(s). If the conditions are not met, the print jobs move on to be processed by the next rule in the list.

Rule, Condition and Workflow Example

In this example the following three rules, conditions and workflows are assigned to one network hotfolder.

Rule Condition Workflow Stop at this rule if it is true

1 Print Size <= ISO_A3 Small Format Device Enabled

The configuration of Rule 1 means any documents equal to or less than A3 size will be printed to the small format device and no other rule processing will take place on those documents. That leaves only wide format monochrome and colour documents larger than A3 to continue to be processed by the remaining rules.

Rule Condition Workflow Stop at this rule if it is true

2 CONTAINSCOLOUR = TRUE Wide Format Colour

Device

Enabled

The configuration of Rule 2 means any documents larger than A3 and containing colour will be printed to the wide format colour device and no other rule processing will take place on those documents. That leaves only wide format monochrome documents to continue to be processed by the remaining rule.

Rule Condition Workflow Stop at this rule if it is true

3 Always Wide Format Monochrome

Device

N/A

Rule 3 is the last rule and therefore it can be left with an ‘Always’ condition and a workflow of ‘Wide Format Monochrome Device’ since the only documents left to be processed are wide format monochrome.

Additional Rules and Workflow examples can be found in the chapter entitled, Example Configurations and Workflows later in this guide.

3-14 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Accounting tab

Accounting for print jobs in Accxes Control can be used to capture any detail of a print job that is detectable by Accxes Control. For example, this can include whether colour was detected in the document, percentage of colour, Page Printer used, etc.

When the ‘Enable Accounting’ checkbox is checked, the following default information will be logged by FFA Control:

Printed Date Printed Time Accxes Control Print Queue ID Document ID (Documents contained in a job) Copy Count

Additional options that can be captured are selected by clicking [Add]. This opens the Edit Rule Window where all the Categories and Settings are available to be chosen. Experimentation is required to verify the settings available.

An Accounting log can be downloaded and imported into Excel. This menu option is covered in the section entitled, Accxes Control Main Interface later in this chapter.

FreeFlow Accxes Control User Guide 3-15

Accxes Control Administration FreeFlow Accxes Control

General tab

The General tab (Figure 3.7) contains the following selections:

Print Queue Location

SMTP Mail Server

Lookup User Email Addresses

Accxes Control Email Address

Automatically Delete Jobs

Activate automatic printing at startup

Use AutoDesk application for DWG support

Fig 3.7

Print Queue Location

This is the folder on the PC hosting Accxes Control that is used as the master print queue. It is automatically configured during the installation of Accxes Control and should not be changed.

3-16 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

In the event that a corrupted print job halts the processing of Accxes Control, the number of the job will be identified in the Accxes Control Main Interface. Note the number of the corrupted print job, close Accxes Control, navigate to the master queue location, identify the folder with the same corrupted job number listed in the master queue and either delete or remove the folder for further investigation. Finally reopen Accxes Control.

SMTP Mail Server

If Accxes Control is to be configured for email print notifications, this field is used to enter the TCP/IP address of the SMTP Mail Server Address.

It is essential that the PC hosting Accxes Control is able to PING the Mail Server.

Lookup User Email Addresses

If Accxes Control is configured to work within a Windows domain environment, enabling this checkbox will use information from submitted print jobs to communicate with an active directory server in order to try and locate the correct email address. If this fails it will take at least a minute to time out before the print job completes printing.

If there is no active directory contactable from Accxes Control, depending upon number of users and if login names are the same as email address, Accxes Control can be configured to add the @name to create email addresses. Alternatively, Accxes Control can be set-up to send emails to a defined list of email addresses.

Further detail on email configuration can be found in the chapter entitled, Example Configurations and Workflows. Testing will be necessary to identify the extent to which Accxes Control is capable of working with email.

Accxes Control Email Address

The Email address of Accxes Control. This must be a valid email address set-up within the customer environment by the customer IT support and enables Accxes Control to email information to the appropriate users.

Automatically Delete Jobs

Enabling this checkbox means print jobs are deleted following a specified time in the print queue. The time for each job is defaulted to six hours and can be changed once the checkbox is enabled.

Activate automatic printing at startup

Enabling this checkbox means Accxes Control begins printing automatically once it has been opened. It is recommended to leave this disabled while Accxes Control is being set-up and tested. Leaving this function disabled is also recommended for print rooms that wish to retain manual control over network printing to the printers.

Use AutoDesk application for DWG support

This option is experimental and only suitable for customers that use AutoCAD DWG files that use the same pen table, layout and only one layout space.

Further detail on the use of this function is provided in the chapter entitled, Example Configurations and Workflows later in this guide.

FreeFlow Accxes Control User Guide 3-17

Accxes Control Administration FreeFlow Accxes Control

Accxes Control Main Interface

The Accxes Control application is opened from Start > All Programs > Xerox > FreeFlow Accxes > Accxes Control

The main interface will only open once the software has been configured with at least one printer and one hotfolder.

Once configured, the Accxes Control Main Interface (Figure 3.8) is used to manage the print queue.

Accxes Control Print Job Queue

Incoming Print Outgoing Print

Queues (Hotfolders) Queues (Printers)

Fig 3.8

At the bottom of the Accxes Control Main Interface the current processing activities are identified as:

Polling - Polling the hotfolders for print jobs to import into Accxes Control

Processing - Analysing print jobs within Accxes Control

RIP - Printing jobs from Accxes Control

3-18 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

The menus along the top of the Main Interface provide the following functions:

Spooler menu

Automatic Printing

Settings

Save Settings

Load Settings

Exit

Accounting menu

Save Activity

Clear Activity Log

Print Driver menu

Toggle automatic printing on and off.

Enter Accxes Control Settings.

Save a back-up of all the Accxes Control settings configured in each tab: Printers, Printer Groups, Paper Sizes, Workflows, Hotfolders, Accounting and General.

Used to restore all the settings from the back-up.

Exit the Accxes Control application.

If enabled, this saves a CSV file of all the print job information captured by Accxes Control as configured in the Accounting tab of the Accxes Control Settings.

Once the activity has been saved, this menu option clears the log ready to record new data. When selecting this option, the user will be prompted to first save the log.

Customise Driver Options

Create PPD (Mac OS)

Create Windows Driver

Help menu

Change Language

Help F1

About

Used to configure a custom PPD by selecting options from all the Categories, Settings and Values available within Accxes Control. This should be completed before creating the PPD for Mac OS or Windows driver. E.g. Add the folding commands so that the folder can be selected when printing from an application on a Mac.

Creates the PPD in order to configure a print driver from a Mac. Printing from a Mac uses LPR, the TCP/IP address of the PC hosting Accxes Control and the PPD created and saved in this menu.

Creates the Windows print driver files (32bit and 64bit) in a designated folder.

Change the language used in Accxes Control

Opens the Accxes Control User Guide

Displays license information and is used to upgrade the Accxes Control license by clicking [About] and then [Upgrade].

FreeFlow Accxes Control User Guide 3-19

Accxes Control Administration FreeFlow Accxes Control

Accxes Control Print Job Queue

The Print Job Queue field lists all the pending, current and completed print jobs within Accxes Control. To the right of this field are the control buttons.

Print jobs will be listed in the order they appear in the print queue and in automatic mode, they will print in that order. The order, top to bottom or bottom to top, can be switched by clicking the ID menu bar.

All jobs remain in the queue until the time specified in the General tab of the Settings menu or until they are manually deleted.

Print jobs are listed under the following column headings:

ID --- A sequential number applied by Accxes Control as each job arrives in the queue Name --- Job name from the print job. This name will depend upon the software and method used to submit the job. User --- Name of the user submitting the print job where this is identified by Windows. Copies --- Number of copies detected in the job file. Source --- The Accxes Control hotfolder used to import the job. Comments --- Field that can be configured within Accxes Control to display information such as a warning about a multi-page document. Submitted --- Date and time the print job was imported by Accxes Control. Destination --- Identity of the output print queue determined by the rules and workflows configured within Accxes Control.

As well as the listed options above, the print queue also uses the following icons to display the status of the print jobs:

Print Job Status

Incoming

Analysing

No Icon

Printing

Printed

Paused

Error

Identifies a new job currently being imported into Accxes Control.

A new print job currently being analysed by Accxes Control to identify properties such as size, colour, etc.

A print job with no icon signifies a new print job that has completed the analysing phase.

A print job currently being processed and sent to the printer.

A print job that has completed processing and sent to the print device(s).

A print job on hold and/or being viewed in the Job Editor.

One or more documents in a print job errors. Float mouse over icon to view error message.

3-20 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

The control buttons to the right of the print job queue are used to perform the following functions:

Control buttons

Automatic Printing

View

Hold / Pause

Toggles automatic printing on and off. When setting up Accxes Control, there is an option in the General tab to activate automatic printing at start-up. If this is selected, this button in the main window will look pressed in (Automatic printing mode On). To stop automatic printing, click this button so it does not look pressed in.

Opens the Job Editor in order to view the print properties of a highlighted print job. Double clicking a print job in the print queue will also open the Job Editor.

The same icon is also used within the Job Editor to open documents in the viewer.

Print any highlighted print job when automatic printing is off.

Also used to reprint any highlighted print job whether automatic printing is on or off.

Place any highlighted print job on hold.

Pause the current print job.

To continue printing, click the print button.

New Job

Opens the Job Editor where a new print job can be created.

Print files are added by drag and drop.

Properties to determine how the files are to be printed are then applied as described in the section entitled, Accxes Control Job Editor.

Delete

Deletes any highlighted print job listed in the print queue and permanently removes it from Accxes Control.

Also used to delete individual documents from a print job within the Job Editor.

Deleted print jobs cannot be restored.

Up/Down

Two separate buttons used to move highlighted print jobs up and down the listed order in the Accxes Control print queue.

FreeFlow Accxes Control User Guide 3-21

Accxes Control Administration FreeFlow Accxes Control

Queues field

The Queues field displays the hotfolders currently configured for use within Accxes Control in the Hotfolders tab. These are the source of the print jobs and may be network print queues and Windows folders configured as hotfolders.

The current status of the queue is identified by a green arrow, signifying ready for use, or a red paused symbol.

Any queue can be highlighted and importing started or paused using the control buttons to the right of the Queues field shown below:

Start

Pause

Printers field

The Printers field lists the printer(s) set-up in the Printers tab of Accxes Control.

3-22 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Double clicking a listed printer will open a printer status window (Figure 3.9). The specific information provided by the printer status window depends upon what information a printer sends back to its print driver. Accxes-based devices will provide detail on media status, door open and toner replacement.

Fig 3.9

Any printer queue can be paused offline (Indicated by a red paused symbol over the printer icon) or put online (Indicated by a blue tick over the printer icon).

The printer queue status is changed between pause and start by using the control buttons to the right of the Printers field or the same buttons in the printer status window:

Start

Pause

FreeFlow Accxes Control User Guide 3-23

Accxes Control Administration FreeFlow Accxes Control

Accxes Control Job Editor

Double clicking a print job in the Accxes Control Job Queue or highlighting a print job and clicking the following icon opens the Job Editor (Figure 3.10):

The Job Editor provides the following functions:

• View the print properties of each document in the print job.

• Change the print properties of each document in the print job, including rules

and workflows.

• Deselect documents from being printed by un-ticking one or more of them.

• Permanently delete documents from the job list.

• Drag and drop additional print files to the job list.

• View the documents/pages in the Viewer

Highlighting a file in the top pane of the Job Editor will display all the supported printer properties

in the Options pane in the lower half of the Job Editor.

Fig 3.10

For a list of file formats supported by the viewer, please see Appendix B.

Supported printer properties are PJL commands applied by Xerox Wide Format Clients and Drivers, some third party drivers and specific commands applied by Accxes Control. The supported PJL commands used by Accxes Control are listed in Appendix A.

3-24 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Single page documents

If the print job contains more than one document (Figure 3.11) – E.g. Batch printing from Accxes Client Tools – each document will be listed separately in the Job Editor.

Print properties can be changed for each document.

Fig 3.11

Deselect one or more documents from being printed by un-ticking the document. Delete one or more documents by highlighting and clicking the delete icon. Double clicking a document or highlighting it and clicking the view icon will open the file in the viewer (Example: Figure 3.12)

Fig 3.12

FreeFlow Accxes Control User Guide 3-25

Accxes Control Administration FreeFlow Accxes Control

Multi-page documents – Split by Accxes Control

If a print job contains a multi-page document and Accxes Control is configured to split multiple pages, the Job Editor will identify the job type as a Set (Figure 3.13).

Fig 3.13

Double clicking a multi-page document (Set) again (Or highlighting it and click the view icon) will open each page in the Job Editor (Figure 3.14).

Each page can then be viewed by double clicking it or highlighting it and click the view icon.

Print properties can be changed for each page.

Fig 3.14

3-26 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Multi-page documents – Not split by Accxes Control

If a print job contains a multi-page document and Accxes Control is not configured to split multiple pages, the Job Editor will identify a multi-page job type as a Document (Figure 3.15).

Fig 3.15

Double clicking the file will open the document in the viewer (Figure 3.16) allowing the user to scroll through the pages using either the arrow buttons in the viewer or the arrow keys on your keyboard.

Page numbers are identified in the lower left corner of the viewer.

Print properties affect the entire multi-page document.

Fig 3.16

FreeFlow Accxes Control User Guide 3-27

Accxes Control Administration FreeFlow Accxes Control

Job Editor – Options

In the top pane of the Job Editor, each document is listed together with its ID, Source, Name/Format, Copies/Pages, Size, Print Size and Destination.

While highlighting a document in the top pane, specific job options can be viewed using the Options tabs in the lower pane.

The Job Options tabs replicate the names of the options available in the Workflows and Hotfolders tabs of the Accxes Control Settings.

By selecting each tab, the user can view the current properties detected and applied by Accxes Control.

For example:

Job tab Identifies the copy count. Finishing tab Identifies location of title block as determined automatically by Accxes Control – Can be used to apply finishing commands automatically without having to select folding in clients and drivers. Rendering tab Identifies whether the file contains any colour and the percentage of colour detected. – Such information can be used to modify rules and workflows to send prints with low colour to monochrome devices or determine the difference between colour CAD and colour Graphics.

In order to make changes to print job properties, first highlight the relevant file(s) in the top pane of the Job Editor. Select the required Option tab and click [Add]. The Add Setting window will open where the print job settings are listed. Use Appendix A to help determine the required settings. Note: When wishing to add multiple settings, each must be added in turn.

However, the simplest and most common changes to print properties are the destination and size of a print job or document. To make such changes, highlight one or more files in the top pane of the Job Editor and click [Workflow]

The following window opens, where either a single Workflow or Hotfolder rule can be applied.

3-28 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

Selecting ‘Apply Single Workflow’ will change the drop down field to list the workflows currently configured in the Workflows tab of the Accxes Control Settings.

By choosing one of the listed workflows, all the mandatory options and default settings currently associated with that workflow will be applied. This provides a simple method of quickly changing the print size and or output destination.

Selecting ‘Use Hotfolder Rules’ will change the drop down field to list the hotfolders currently configured in the Hotfolders tab of the Accxes Control Settings.

By choosing one of the hotfolders listed here, all of the rules currently associated with that hotfolder will be applied.

FreeFlow Accxes Control User Guide 3-29

Accxes Control Administration FreeFlow Accxes Control

Job Editor – Viewer

Documents are viewed by a double click or by highlighting a document and clicking the following icon within the Job Editor (Figure 3.17):

Fig 3.17

The bottom of the viewing window will display the page number to identify single or multi-page documents, the detected file format, the detected colour mode and the detected real image size (Physical and file size).

While viewing, clicking the left mouse zooms in, click and drag with the left mouse zooms to a specific area and clicking the right mouse zooms out.

Once the Viewer is open, further documents in a print job and further pages in multipage documents, can be viewed by clicking the arrow buttons in the Viewer toolbar or by using the left and right arrow buttons on the computer keyboard.

3-30 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Control Administration

The Viewer toolbar provides the following functions:

Toolbar menu

Undo

Copy

Navigation Tool

Selection Tool

Zoom

Zoom to Title Block

Undo editing functions.

Copies a selection of the image into another application. The required part of the image to be copied is made using the Selection tool.

Pan around the image.

Make selections in the image for copying into another application such as Word. The mouse is used to click, drag and then release around the required selection. The area inside the selection is copied.

Zoom in and out of the image. The left and right mouse buttons also perform the same functions providing the selection tool is not in use.

To zoom to a specific area, hold down the left mouse button, drag the mouse around the required area and release.

Zooms the view to the area determined by Accxes Control to be the title block of the drawing. If title block information was sent with the file, such as when printing using Accxes Submit with Finishing options applied, this icon will zoom to the area determined to be the title block by the commands sent with the print job.

Zoom to fit window

Used to fit entire image in window. The middle mouse button (On 3 button wheel mouse) also performs this function.

Rotate

Mirror

Scroll

Rotate the image left or right by 90

Mirrors the image.

Scroll through view of a multi-page document and/or each document in a set. The left and right arrow keys on the computer keyboard perform the same functions.

Title Block Selection

No Title Block

Four buttons used to identify automatic title block selection or used to manually select the title block position.

No title block selected; or use to deselect the title block selection.

FreeFlow Accxes Control User Guide 3-31

Accxes Control Administration FreeFlow Accxes Control

[This page left intentionally blank]

3-32 FreeFlow Accxes Control User Guide

4 Accxes Client Tools

and Print Drivers

Introduction

Print jobs can be submitted to Accxes Control hotfolders in a number of ways. This chapter explains how to do this using Accxes Client Tools and Print Drivers.

For information on the specific print options available within Accxes Client Tools and Printer Drivers, please see their appropriate user documentation.

Accxes Submit is an alternative to Accxes Client Tools and is explained in the next chapter of this guide.

Accxes Client Tools

First ensure Accxes Control has been configured within the Hotfolders tab with a network hotfolder and a corresponding port 2000. Accxes Client Tools only submits print jobs to port 2000.

Accxes Client Tools is the free client software available with all Xerox Wide Format Accxes-based printers. It is also downloadable from

When intended for use with Accxes Control, the Accxes Client Tools software is installed in the same way but configured differently as explained below:

Once installed, start Accxes Client Tools and go to the Device Manager tab.

In the Device Manager click the button to ‘Create a new device’.

In the Device Name field enter the name ‘Accxes Control’.

In the IP Address field enter the TCP/IP address of the PC workstation hosting Accxes Control. If Accxes Client Tools is being configured on the same computer used to host Accxes Control, the TCP/IP address must be set to the following: 127.0.0.1

Deselect the checkbox called, ‘Accxes to Client Communications’.

Click the button to ‘Accept the device parameters’.

Enable the Accxes Control device as a Default Printer within Accxes Client Tools. All Accxes Client Tools selections for print properties, size, copy count, finishing options, etc. are all supported by Accxes Control.

www.xerox.com.

FreeFlow Accxes Control User Guide 4-1

Accxes Client Tools and Print Drivers FreeFlow Accxes Control

Windows and Mac Print Drivers

There are three print driver configurations that can be used to print jobs into Accxes Control:

Windows Print Driver – Either locally installed on the computer hosting Accxes Control. Or 32bit and 64bit print driver files that include custom print options for installing on user PC workstations. MAC PPD – PPD used in conjunction with a valid network port to print files from a MAC to Accxes Control Third Party Windows Print Driver – Depends upon the driver creating a supported file format and print options being recognised by Accxes Control. Experimentation will be required.

Windows Print Driver

Once Accxes Control has been configured, a Windows print driver can be created.

Note: The Windows printer driver created by Accxes Control is automatically generated to support the local configuration. Because each driver is custom generated, it is not possible for the driver to be Microsoft signed, as any changes would invalidate the signature. For this reason you will see a signature warning message when installing the Accxes Control printer driver. It may also be necessary to modify local system policies to allow installation of unsigned printer drivers.

There are two Windows Print Driver configurations that can be created for use with Accxes Control:

Locally installed print driver

Custom Windows Driver

Locally installed print driver

The print driver locally installed on the same computer hosting Accxes Control is created within the Hotfolders tab and can only be created for network hotfolders.

In the Accxes Control Hotfolder tab, first highlight the network hotfolder required for use with the created print driver. This means all printing through the new print driver will be subject to the rules currently configured for use with that hotfolder.

With the network hotfolder selected, click [Create Windows Printer]. A windows print driver will be installed automatically and configured for use with the Accxes Control network port highlighted in the Hotfolders tab when the print driver was created. This print driver can be shared for use as per any other Windows print driver.

4-2 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Client Tools and Print Drivers

Custom Windows Driver

Before creating the Custom Windows Driver, you can add specific print options you wish to be available in the print driver.

Note: This same menu is used to customise the PPD for use in Mac OS environments.

Print driver options are customised by clicking [Customise Driver Options] in the Print Driver menu of the Accxes Control Main Interface. This opens the Edit Print Driver Options window (Figure 4.1).

Multiple custom options can be applied.

Fig 4.1

Creating custom print options consists of applying an option in the Option field by clicking [Add] and then for each option multiple values can be applied in the Values field by clicking [Add].

The values entered here are the same as those available in the Workflows and Hotfolders tabs.

FreeFlow Accxes Control User Guide 4-3

Accxes Client Tools and Print Drivers FreeFlow Accxes Control

Example

The following example adds the finishing options to a custom PPD, which are required for use with a Xerox Wide Format folder:

Alongside the Options field, click [Add] to open the Edit Rule window (Figure 4.2).

Fig 4.2

In the Category drop down field select Finishing and in the Setting drop down field select FINISHPROGID. This identifies the fact that you wish to apply finishing programs.

Click [OK] to return to the Edit Print Driver Options window.

Alongside the Values field, click [Add] to open the Setting window (Figure 4.3).

Fig 4.3

Note: When Accxes Control has been configured to print to an Accxes-based printer with a folder installed, Accxes Control will automatically install the available folder options. In such a case, the Value drop down field shown above will list all the available fold options.

4-4 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Client Tools and Print Drivers

Choose the first setting you wish to apply and click [OK].

Repeat the preceding steps to apply additional finishing programs (Values) and any other Options and Values you may require.

In this example, the Edit Print Driver Options contains the values as shown in figure

4.4

Fig 4.4

Click [OK] to close Edit Print Driver Options.

The Custom Windows Driver can now be created by clicking [Create Windows Driver] in the Print Driver menu situated on the Accxes Control Main Interface. This opens a Windows browser where you choose the location to create the Windows driver files. Both 32bit and 64bit Windows drivers will be created; each in their own named folder.

Before using these driver files you must first create/identify the Accxes Control network hotfolder to be used in conjunction with the Custom Windows Driver and the port number associated with the chosen network hotfolder.

Note: For use with Windows print drivers, the Accxes Control network port numbers can be almost any number in the recommended range of 9100, 9200, 9300, etc. Individual network hotfolders can have their own unique port number applied which means specific network queues can be created to provide full control on how administrators wish Accxes Control to operate with various users and network print queues.

FreeFlow Accxes Control User Guide 4-5

Accxes Client Tools and Print Drivers FreeFlow Accxes Control

When installing the Windows print driver, the first step is to add the correct network printer port as follows:

Add Printer Port

On the Windows Operating System, open the Printers and Faxes window

From the File menu, open Server Properties

Go to the Ports tab and click [Add Port]

In the Printer Ports window, select Standard TCP/IP Port and click [New Port]

In the Add Standard TCP/IP Printer Port Wizard, click [Next]

In the Printer Name or IP Address field, enter the TCP/IP address of the PC hosting Accxes Control and click [Next]

In the next window, select Custom and click [Settings]

Change the Port Number field so that it is the same number associated with the required network hotfolder in Accxes Control and click [OK]

Click [Next] and click [Finish] to return to the Printer Ports window.

Click [Close] to return to the Print Server Properties window and click [Close] to return to Printers and Faxes.

Having added the correct printer port, a Windows printer is added in the usual way be selecting the Windows port and choosing the required 32bit or 64bit driver files. Once complete, the printer preferences will be available as shown in the example below:

When checking the Printing Preferences, the additional custom options will be listed as shown in the example left.

4-6 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Client Tools and Print Drivers

MAC PPD

Setting up a Mac to print to an Accxes Control network hotfolder requires a Mac OS PPD and a network port created on the Mac.

The first task is to create the Mac OS PPD within Accxes Control. The PPD is created from the Create PPD (Mac OS) option in the Print Driver menu of the Accxes Control Main Interface. The PPD contains standard driver options such as size, copies, etc. If additional custom options are required in the PPD, such as the ability to choose the folder when printing on a Mac, first choose the Customise Driver Options before creating the Mac PPD. The Mac PPD is customised by adding all the required options exactly as explained in the previous section of this chapter under the heading entitled, Custom Windows Driver. The customise option affects the PPD, which is used for both Mac and Windows. Once the driver has been customised, the Mac PPD can be created, containing all the standard and additional custom options required.

When setting up the Mac, an LPR, LP or IP port must be selected (Note: the terminology changes across different Mac OS). The TCP/IP address entered in the port set-up must be the IP address of the Windows PC hosting Accxes Control. The queue name will be the network port number used in Accxes Control. Then select the PPD created within Accxes Control.

Third Party Windows Print Driver

Third party print drivers (Provided with the print device) can sometimes be used providing they produce a supported file format and print options recognised by Accxes Control. Experimentation of such use will be required. To aid this process, demo licenses of Accxes Control can be provided prior to purchase.

Setting up a third party print driver to print to the Accxes Control network hotfolder also requires the network port be configured exactly as explained earlier in this chapter under the heading entitled, Add Printer Port.

FreeFlow Accxes Control User Guide 4-7

Accxes Client Tools and Print Drivers FreeFlow Accxes Control

[This page left intentionally blank]

4-8 FreeFlow Accxes Control User Guide

5 Accxes Submit

Overview

Xerox Wide Format FreeFlow Accxes Submit is part of the Xerox Wide Format FreeFlow Accxes Productivity Tools suite of software.

Accxes Submit is license-free Windows client software used to submit printable file formats to FreeFlow Accxes Control software.

Accxes Submit can also be used as an alternative to Accxes Client Tools for print job submission to Accxes-based printers.

Files submitted using the Accxes Submit client software must be in a print ready format, supported by either FreeFlow Accxes Control and/or Accxes-based printers. For a list of supported file formats by Accxes Control, see Appendix B in this guide and for Accxes-based printers, see the relevant printer specification sales sheet.

This chapter covers the installation, configuration and use of Accxes Submit with Accxes Control.

System Requirements

The Xerox® Wide Format FreeFlowTM Accxes® Submit software requires the following minimum PC specification to function correctly.

• Min 2.0Ghz Processor, 2Gb RAM, 10Gb available disk space.

• Windows XP, Windows 7, 32-bit and 64-bit – with latest service packs.

FreeFlow Accxes Control User Guide 5-1

Accxes Submit FreeFlow Accxes Control

Installation

Before you start

Download the latest FreeFlow Accxes Submit installation kit from:

http://downloads.xwfsolutions.com/ffapt/Install%20Kits/

Administrator permissions are required to install this software.

Installation Procedure

1. Double-click the Accxes Submit Setup.exe file to being the installation.

2. Click [Next] to continue the installation.

Review the Software End User License Agreement

3. Accept the terms of the license agreement and select [Next] in order to continue.

4. Accept the default installation folder and select [Next] to continue.

5. Click [Install] to begin the installation.

The Accxes Control set-up window displays the successful completion of the installation.

6. Select [Finish].

Proceed to the next section to configure Accxes Submit for first use.

5-2 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Submit

Configure Accxes Submit for first use

Introduction

Once installed, Accxes Submit must be configured to use at least one print device before the software starts.

This chapter explains the basic set-up of the software.

Before you start

Accxes Submit attempts to verify the connection to any printer configured within the application. If the connection is unsuccessful, the printer will not be installed and the software cannot be used. Therefore, before you start, ensure the following:

1. If Accxes Submit is intended for use with the Accxes Control software, ensure the

Accxes Control software is running and correctly configured with at least one enabled network hotfolder.

2. Configuration of Accxes Submit with Accxes Control will require the TCP/IP

address of the PC hosting Accxes Control and the port number associated with the enabled network hotfolder within Accxes Control.

3. If Accxes Submit is intended for direct use with an Accxes-based printer, ensure

the printer is on and correctly configured on the network.

4. Configuration of Accxes Submit with an Accxes-based printer also requires the

TCP/IP address of the Accxes Controller.

FreeFlow Accxes Control User Guide 5-3

Accxes Submit FreeFlow Accxes Control

Accxes Submit – Configuration

Start the Accxes Submit application from:

Start > All Programs > Xerox > FreeFlow Accxes > Accxes Submit

The language selection window will open first. Select your default language and uncheck the box to disable displaying the language selection again.

Click [OK] to continue starting the application.

The Settings window will open (figure 5.1). Note: Accxes Submit will not run until at least one printer has been configured. Once correctly configured, Accxes Submit will start normally. The Settings window can be accessed at any time from the File > Settings menu.

Fig 5.1

5-4 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Submit

Printers field

In the Settings window, below the Printers field, click [New] to open the Printer Details window shown below:

Accxes-based Printers

If configuring Accxes Submit to print direct to a Xerox Wide Format Accxes-based printer, enter the name of the printer in the Name field and the TCP/IP address of the Accxes controller in the Address field.

FreeFlow Accxes Control

If configuring Accxes Submit to print to FreeFlow Accxes Control software, enter the name of the Accxes Control network hotfolder in the Name field and the TCP/IP address of the PC hosting Accxes Control in the Address field.

It is possible to set up more than one printer in Accxes Submit to print to more than one network hotfolder in Accxes Control. Different Accxes Control network hotfolders are addressed by adding the network port number to the TCP/IP address in the Address field as shown in the example below:

Example

Two network hotfolders have been configured within Accxes Control:

One hotfolder is created with the name ‘Wide Format Colour’ and configured to use port 9500. Everything printing to this hotfolder is sent to a wide format colour device and does not use any rules to affect processing.

A second hotfolder is created with the name ‘Automatic’ and configured to use port 9600. Everything printing to this hotfolder is subject to rules that split print jobs according to size and colour.

Within Accxes Submit, configure the first printer to address the Wide Format Colour hotfolder using port 9500 as follows:

FreeFlow Accxes Control User Guide 5-5

Accxes Submit FreeFlow Accxes Control

In the Printer Details Name field, enter a name such as ‘Wide Format Colour’ or anything else that identifies the wide format colour device.

In the Address field, the correct hotfolder queue is addressed by entering xx.xx.xx.xx:9500 (TCP/IP address, colon, port number Where xx.xx.xx.xx represents the TCP/IP address of the PC hosting Accxes Control) – See example right:

Within Accxes Submit, configure the second printer to address the Automatic hotfolder using port 9600 as follows:

In the Printer Details Name field, enter a name such as ‘Automatic’ or anything else that identifies the automatic print queue of the Accxes Control application.

In the Address field, the correct hotfolder queue is addressed by entering xx.xx.xx.xx:9600 (TCP/IP address, colon, port number Where xx.xx.xx.xx represents the TCP/IP address of the PC hosting Accxes Control) – See example right:

When Accxes Submit is started, both print queues will be listed in the Printer field as shown in the example below:

5-6 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Submit

Size Ranges field

The Size Ranges field is used to determine the print sizes available to the user for selecting when re-sizing print jobs.

In order to avoid users having to navigate a large dropdown list that may include unused media sizes, it is recommended to disabled the unused size ranges.

In the example shown in figure 5.1 both ANSI and ARCH are disabled, leaving just ISO and roll sizes available.

Viewer field

FreeFlow Accxes Submit is intended for use with print ready file formats. It is therefore possible to configure the software to use a viewer in order to visually check a file prior to print submission. Experimentation with various viewers is necessary.

If Accxes Submit has been installed on the same PC used to host the FreeFlow Accxes Control software, it is possible to use the Accxes Control application to view print files within the Accxes Submit application. This is configured by entering the path of the Accxes Control viewer application in the Viewer field exactly as follows, including the quotes:

"C:\Program Files\xerox\FreeFlow Accxes\Accxes Control\FFAcontrol.exe" –F

Units field

This field sets the default units used within the Accxes Submit application. Use the dropdown to select mm, cm or inches.

Once all the above has been configured click [OK] in the Settings window in order to run the Accxes Submit application. The next section of this chapter explains the Accxes Submit User Interface.

FreeFlow Accxes Control User Guide 5-7

Accxes Submit FreeFlow Accxes Control

Accxes Submit User Interface

The Accxes Submit User Interface is explained in four main areas (Figure 5.2):

Main Menus and Icons – Menus for Accxes Submit settings, Job and Document

options. Job Options – Changes made here affect all the documents in the print job. Documents List (Print Job) – Documents listed here make up the print job.

Document Options – Changes made here affect individually highlighted

documents in the print job.

Main Menus and Icons

Job Options

Documents List (Print Job)

Document Options

Fig 5.2

Each area of the Accxes Submit User Interface is explained in the following pages.

5-8 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Submit

Main Menus and Icons

File menu

Creates a new print job – removes all existing documents

New

Open

Save

and returns print settings to defaults.

Opens a previously saved print job.

Saves the documents in the print job and all the print job settings – note this saves a reference to locations of the various documents in the print job. It does not save the actual documents themselves.

Save As

Settings

Exit

Edit menu

Cut

Copy

Paste

Copy Options

Paste Options

As above but can be used to save an existing job with a different name.

Submits the current print job to Accxes Control or an Accxesbased printer.

Opens the Settings window to edit printers, media sizes, viewer and units.

Exit the Accxes Submit application.

Removes one or more highlighted documents from the Documents List.

Used to create additional copies of one or more highlighted documents in the Documents List.

Pastes a document or documents in the Documents List after selecting either Cut or Copy.

Copies the print options for one highlighted document.

Pastes the print options to one or more highlighted documents.

Opens a Windows explorer to select and insert a new

Insert

Delete

View

document below the currently highlighted document.

Removes one or more highlighted documents from the Documents List.

Opens the currently highlighted document in the Viewer.

Help menu

Change Language

About

FreeFlow Accxes Control User Guide 5-9

Change language used in Accxes Control

Displays the installed version of Accxes Submit.

Accxes Submit FreeFlow Accxes Control

Job Options

Name

Copies

Collate

Printer

Job Accounting

Automatically populated with the name of the first document in the Documents List, or the name of a previously saved print job. Can also be used to type any name or message required to display in the Accxes Control Main Interface job Queue.

Copies of every document in the entire print job.

Off, Reverse or Forward. Sets the collation required for the entire print job when printed as a set.

Selects the desired printer from the list of devices created in the Settings window.

When enabled, the User ID and Account ID field appear in order to enter Job Accounting data that can be used to identify Accxes-based account details.

5-10 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Submit

Documents list

The Documents List of the Accxes Submit Main Interface (Shown below) lists all the documents and their print modes in the current print job.

The document settings identified in the Documents line called <Default> affects all documents added to the list. Changing these default document print options changes all subsequently added documents. It does not change documents already in the Documents list.

FreeFlow Accxes Control User Guide 5-11

Accxes Submit FreeFlow Accxes Control

Document options

Document options are spread across four tabs: General, Finishing, Labelling and Advanced. Each tab is explained as follows:

General tab

Copies of Document

Size

Media Type

Scale

Optimise Lines

Changes the copy count for one or more highlighted documents.

Default is ANY and means the document will print at its original size. Use the dropdown field to change the print size for one or more highlighted documents.

Default is ANY and means documents will automatically print using the default print mode and rules within Accxes Control. Any additional print modes created within Accxes Control get downloaded to Accxes Submit when the printer is created in the Settings window. These print modes are then available to be chosen by the user when submitting print jobs. When printing to a Wide Format Colour Inkjet Device, such options listed here can identify print modes such as Draft, Normal and Quality.

Default is Auto and means the document will be scaled to whatever size is chosen in the Size field. A list of default scaling percentages is also listed in this field.

Ensures print lines are maintained when reducing a document size. Otherwise reduction of fine lines could result in them almost disappearing.

Prints the current print job.

5-12 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Submit

Finishing tab

Enable Finishing

Program

Title Block

Intelligent Title Block

Makes the finishing options available so that folding options can be applied to one or more documents.

Default is BYPASS and means documents are not folded. Once Finishing is enabled, the Program field lists the fold programs available for the Xerox Wide Format installed folder. The fold programs are either downloaded direct from an Accxes-based printer or from Accxes Control, when printers are added in the Settings window.

Default is DON’T CARE and means any folded documents will be folded according to the most appropriate settings based upon the orientation of the document. The dropdown field is used to set alternative title block positions required when printing direct to an Accxes-based printer. However, when Accxes Submit is used to print through Accxes Control, the software uses automatic Title Block detection.

Default is disabled. When enabled, this option works together with other folded selections to help the Accxes controller work out whether the mix of document size, orientation, fold style and title block selection are valid. If not, Accxes will automatically change the parameters to produce what it believes is the correct output. Experimentation is required.

FreeFlow Accxes Control User Guide 5-13

Accxes Submit FreeFlow Accxes Control

Labelling tab

Enable Label

Text

Font

Size

Shading

Rotate

Location X Y

Makes the label option available.

Free text field used to type whatever label the user requires.

Choice of font for the label.

Choice of font size.

Shading of font. White is 0, Black is 100 and numbers inbetween provide levels of grey.

Rotation of the label. Experimentation is required.

XY location of the label on the print. Experimentation is required.

5-14 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Accxes Submit

Advanced tab

Media Source

Justification X Y

Rotate

Mirror X Y

Default is Auto and means media choice will be made based upon best choice by the printer or by any default workflows applied within Accxes Control. Additional Media Sources will be listed here when a new printer with additional options is added in the Settings window.

Default is CENTER, CENTER and means the image will be centred on the page. Changing this can help ensure an image smaller than the smallest roll size available is printed on one side of the sheet thereby making trimming only necessary on one side. The dropdown fields provide options for Left, Right, Top and Bottom. Output depends upon the printer capabilities.

Default is Auto and means rotation of the image on the page will be automatic to provide the best fit. The dropdown fields provide options to rotate the image 0, 90, 180 or 270 degrees.

Mirrors the image in either the X or Y plane or both.

FreeFlow Accxes Control User Guide 5-15

Accxes Submit FreeFlow Accxes Control

[This page left intentionally blank]

5-16 FreeFlow Accxes Control User Guide

6 Example

Configurations and Workflows

Introduction

A powerful function of Accxes Control is the ability to use workflows and rules to determine how different files are handled.

This chapter details a number of example configurations and workflows to cover some of the most common tasks such as:

Specific Printer Configurations – Example set-ups for various printer types Common Workflows – Workflows required for use with most Windows printer drivers Notify Workflow – Prints a report identifying printer or printers used to output the

print job Multi-Page Documents Workflows – Workflows determining how to handle multipage documents Example Rules and Workflows Application – Example of how rules need to be configured to use some of the example workflows covered in this chapter Email Configuration – Setting up Accxes Control to use email for tasks such as notifying the Administrator as to the status of the printer and print jobs AutoCAD DWG Configuration – Setting up Accxes Control to use email for tasks such as notifying the Administrator as to the status of the printer and print jobs

Correct configuration of Accxes Control may require a combination of one or more workflows to achieve the desired control of print jobs.

For example, the Specific Printer Configurations explain principles that can help to set up other Windows printers. In addition, all small format printers also need the Print Size Control common workflow applied that force documents to fit to the size of the media requested.

CAUTION

The information in this section is provided as a guide only. It uses known examples to help explain workflow principles that may be successful when applied to various other printer types. Periodic changes to print devices, printer drivers and Operating Systems will result in different settings that need to be applied. Experimentation is required.

FreeFlow Accxes Control User Guide 6-1

Example Configurations and Workflows FreeFlow Accxes Control

Specific Printer Configurations

Specific printer configurations require experimentation in order to achieve the required control over such print options as size, duplex, stapling, image justification, etc. PostScript print drivers often produce better results than Windows PCL print drivers. Depending upon specific printer functions, experimentation is required.

This section covers a number of examples that will help identify principles that can be applied when configuring alternative devices.

Remember to click [Apply] after creating any printer so that a corresponding workflow is created within Accxes Control that addresses the printer queue. All printers are configured within the Printers tab of Accxes Control Spooler Settings.

Xerox Wide Format Accxes-based Monochrome Printers

Name Use product name

Type FreeFlow Accxes

Printer Enter the TCP/IP address of the Accxes Controller

There are no print modes or media sizes necessary to configure.

Xerox Wide Format 7142 Colour Printer

Xerox 7142 Wide Format Colour Printer

Name Xerox7142

Type Xerox 7142

Printer Enter the TCP/IP address of your Xerox 7142 printer

Properties > Print Mode Automatically creates Draft, Normal and Quality

Print Mode Properties

Print Modes

Draft

Normal

• Coated Media, 360dpi, Bi-Directional, 1

Pass, Variable Dot on, No wave mode

• Coated Media, 360dpi, Uni-Directional, 2

Pass, Variable Dot on, Wave 1

Quality

• Coated Media, 720dpi, Uni-Directional, 2

Pass, Variable Dot on, Fine & Wave 1

When returning to the FFA Control Printers tab, the media size will automatically have been entered as Roll_A0. This can be changed by clicking [Add] in the Available Page Sizes field in the Printers tab of Accxes Control Spooler Settings

6-2 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Example Configurations and Workflows

Epson 9700 Wide Format Colour Printer

Name Epson 9700

Type Windows – GDI

Printer Select the Windows print driver previously installed for the Epson 9700

Properties > Print Mode Create Print Modes to reflect print quality settings available in driver

for Speed and Quality

In the Epson print driver set the [Roll Paper Option] to turn on Auto Rotate and configured to work with the installed paper size. Also in the print driver set the default size to A4. This ensures small sizes are not printed in the centre of a larger sheet and does not stop larger sizes from being printed.

HP1055 Wide Format Colour Printer

HP1055cm Plus Wide Format Colour Printer

Name HP1055

Type Windows – GDI

Printer Select the Windows print driver previously installed for the HP1055cm

Properties > Print Mode Normal

Print Mode Properties

Print Mode Normal

• Default print size: A3

• Loaded Media: A0 Roll

• Autorotate: On

• Extended margins: NOT selected

• Processing in computer

• Fast Raster Printing

When returning to the FFA Control Printers tab, add all available sizes for the HP1055.

FreeFlow Accxes Control User Guide 6-3

Example Configurations and Workflows FreeFlow Accxes Control

HP4000 Wide Format Colour Printer

HP4000ps Wide Format Colour Printer

Name HP4000

Type Windows – GDI

Printer Select the Windows print driver previously installed for the HP4000ps

Properties > Print Mode Normal

Print Mode Properties

Print Mode Normal

• Default print size: A3

• Loaded Media: A0 Roll

• Autorotate: On

• Margins: Small

• Normal Print Quality: Drawings / Text

When returning to the FFA Control Printers tab, add all available sizes for the HP4000.

Xerox 252 Small Format Colour Printer

Name Xerox252

Type Windows – GDI

Printer Select the Windows PS print driver previously installed for the Xerox252

Properties > Print Mode Normal, Simplex, Duplex, Simplex Stapled and Duplex Stapled

Print Mode Properties

Print Modes

Specific to the Xerox 252 when printing through FFA Control to obtain correct output orientation. Such

settings require testing per printer type.

6-4 FreeFlow Accxes Control User Guide

Normal and Simple

Duplex

Duplex Stapled

Simplex Stapled

• No change. Click Edit to open printer

properties and close it again

• Top, Bottom

• Duplex Top, Bottom

• Stapled Left, Bottom

• Include staple mixed sizes as requested by

the customer

• Stapled Left, Bottom

• Include staple mixed sizes as requested by

the customer

Single

FreeFlow Accxes Control Example Configurations and Workflows

Xerox 4112 Small Format Monochrome Printer

Name Xerox4112

Type Windows - GDI

Printer Select the Windows PS print driver previously installed for the

Xerox4112

Properties > Print Mode Add: Normal, Simplex, Duplex, Simplex Stapled and Duplex Stapled

Print Mode Properties

Print Modes

Normal and Simple

Duplex

Duplex Stapled

Simplex Stapled

• No change. Click Edit to open printer

properties and close it again

• 2 Sided Print

• 1 Staple Mixed Sizes

When returning to the FFA Control Printers tab, add the sizes available in both printers for A3 and A4.

Océ 9800 with ReproDesk

Sending print jobs to an Océ 9800 with ReproDesk requires a printer and file conversion workflow to be created. This ensures the correct print commands are created that ReproDesk understands and that PDF files are converted since the ReproDesk Server has a problem processing PDF files natively.

First create a Windows print driver on the PC hosting Accxes Control, using the Generic/Text Only driver. Set the port for print to file and do not test this print driver.

Next create a printer for the ReproDesk Server within the Printers tab of Accxes Control Spooler Settings using the following configuration:

Océ 9800 with ReproDesk

Name Oce9800

Type Windows - Direct

Printer Select the Windows Generic/Text Only print driver previously installed

for the Océ 9800

PJL Support OCE Job Ticket

FreeFlow Accxes Control User Guide 6-5

Example Configurations and Workflows FreeFlow Accxes Control

Océ 9800 ReproDesk – PDF to Tiff Workflow

Having created the ReproDesk printer, the PDF file format conversion workflow needs to be created and correctly applied.

In the Workflows tab of Accxes Control Spooler Settings create a workflow called, PDFtoTIFF.

The PDFtoTIFF workflow needs to be configured with the following Mandatory Options:

Mandatory Options

Option Setting Value

CONVERTPDFTO TIF Destination

CONVERTPSTO TIF

RASTERRESOLUTION 300

GREYSCALE1BIT FALSE Rendering

RENDERMODE Grayscale

Other DITHERGREY DIFFUSE

Before proceeding, click [Apply].

Having created the PDF to TIFF conversion workflow, it must be applied as a default workflow directly to the 9800 printer created above.

This is accomplished as follows:

• Return to the Printers tab

• Select the Océ 9800 ReproDesk printer and click [Edit]

• In the Edit Printer window, click [Printer Rules]

• Add one rule and configure it as listed in the table below:

Rule Condition Workflow Stop at this rule if it is true

1 Always PDFtoTIFF Disabled

• Click [OK] to return to the Printers tab

6-6 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Example Configurations and Workflows

Access to the Océ ReproDesk Server

Before Accxes Control can submit files to the ReproDesk Server, access to the Server must first be established as follows:

• Have the customer create a new queue on the ReproDesk Server called, Qcontrol

• On the PC hosting FFA Control, map a network drive to the Qcontrol queue on

the ReproDesk Server.

Océ 9800 Workflow

The final task is to configure the Océ 9800 ReproDesk workflow by applying the following Mandatory Options and Default Settings in the workflow:

Mandatory Options

Option Setting Value

Job PRINTTOFILE_D

Destination PAGEPRINTER This is set by default when printer created

Rendering RENDERMODE Greyscale

Other DITHERGREY DIFFUSE

Default Settings

Option Option Option

Size, Media and Layout PAPER ANY

Where R:\ is the mapped drive to the queue on the ReproDesk Server.

R:\$JOBNAME$.*\$JOBNAME$.plt

The Océ ReproDesk Server is finally addressed through rules in the Hotfolders tab in Accxes Control by selecting the Océ 9800 printer created earlier.

FreeFlow Accxes Control User Guide 6-7

Example Configurations and Workflows FreeFlow Accxes Control

Common Workflows

This section lists a number of commonly used workflows required for use with most Windows printers.

All workflows are created in the Workflows tab of Accxes Control Spooler Settings and are applied to either a rule in the Hotfolders tab or to a specific printer in the Printers tab.

When applying a workflow in the Hotfolders tab, the workflow is used as a result of one or more conditions applied to a rule. When a workflow is applied to a specific printer in the Printers tab, the workflow is applied automatically to everything printed to that device regardless of the rules.

Print Size Control Workflow

The Print Size Control workflow is necessary for all small format printers tested to date. It may also be required for some non-Xerox wide print drivers.

This workflow is used to ensure images are scaled correctly to the size determined by the user. Not applying this workflow can result in an image being printed with its borders cropped.

Note that this workflow may also need to be used in-conjunction with specific changes to the Windows print driver settings configured within Accxes Control. For example, maximise margins or extended margins may also need to be applied.

When a printer is set-up in the Printers tab, clicking [Apply] creates a corresponding workflow in the Workflows tab with the same name. Locate the workflow for your printer and add to it, the following Mandatory Option:

Mandatory Options

Option Setting Value

Size, Media and Layout FITTOPRINTERSIZE = TRUE

format printers using Windows

6-8 FreeFlow Accxes Control User Guide

FreeFlow Accxes Control Example Configurations and Workflows

Default Print Mode Workflow

If a print job is submitted without a user defined print mode (E.g. Not selected or available when printing from Accxes Submit or Accxes Client Tools or Print Drivers), Accxes Control will apply the first print mode in the alphabetical list of print modes for that printer. In order to define a print mode, it must first exist as an available print mode in the list of print modes already configured for each printer within Accxes Control. Defining an unavailable print mode is the same as not defining any print mode.

On wide format inkjet devices an undefined print mode can result in an unwanted high quality print mode being used such as Best. On small format devices this could result in an unwanted setting such as Duplex being applied.

If the user defines an available print mode when submitting the print job, that setting will override this workflow. However, in the event that a print mode has not been defined or an unavailable print mode has been defined, this workflow overrides the print job and ensures a default print mode is automatically applied within Accxes Control.

This example applies a standard default print mode called ‘Normal’.

Default Settings

Option Setting Value

MEDIANAME2 Size, Media and Layout = Normal

MEDIANAME will call the corresponding PRINTMODE. The names are interchangeable.

FreeFlow Accxes Control User Guide 6-9

Example Configurations and Workflows FreeFlow Accxes Control

Default Finishing Workflow

Similar to the Default Print Mode workflow above, if a print job is submitted without user defined finishing options (E.g. DIN C 210 x 297 folded size for Xerox Wide Format folders), the print job will not be folded.

If the user defines correct finisher options when submitting the print job, those settings will override this workflow. However, in the event that finishing options have not been defined, this workflow overrides the print job and ensures default finishing options are automatically applied.

This example applies a standard finishing option to create a DIN 210 fold on a Xerox Wide Format folder.

Default Settings

Option Setting Value

Finishing FINISHPROGID “DIN C 210x297”

Automatic Title Block Detection

Accxes control will use automatic title block detection one any document where the position is not explicitly specified using Accxes Client Tools, Accxes Submit or the Windows printer driver. In order to allow Accxes Control to apply automatic title block detection make the following selections for title block position in the various client tools:

From Accxes Submit, select: DONTCARE From Accxes Client Tools, select: Default From the Accxes print drivers, select: No Preference

6-10 FreeFlow Accxes Control User Guide

Xerox FreeFlow Accxes Control User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

Introduction

Accxes Control Base

Accxes Control 7142

Accxes Control Pro

Accxes Submit

Accxes Control – Key Features

Accxes Control – All Versions

Accxes Control 7142 – Additional Features

Accxes Control Pro – Additional Features

Accxes Control Feature Matrix

System Requirements

Terminal Services

1 Installation

Installation Procedure

Licensing Accxes Control

Overview

Before you begin

Host ID

Obtaining your Accxes Control license from the World Wide Web

Notes

Activating Accxes Control

2 Tutorial

Overview

Before you start

Accxes Control Settings

General tab

Print Queue Location

Automatically Delete Jobs

Activate automatic printing at start-up

Printers tab

Xerox FreeFlow Accxes Monochrome Devices – Accxes Control All Versions

Xerox Wide Format 7142 – Accxes Control 7142 and Pro

Non-Xerox and Small Format Devices – Accxes Control Pro Only

Printer Groups tab

Paper Sizes tab

Oversize Margin

Workflows tab

Notes

Wide Format Colour Device Workflow – Accxes Control 7142 and Pro Only

Small Format Device Workflow – Accxes Control Pro Only

Hotfolders tab

WARNING

Rule 1

Rule 2

Rule 3

Accounting tab

General tab

Testing Example Set-up

Overview

Access Control Main Interface

FreeFlow Accxes Submit

Fig 2.3

Fig 2.4

Fig 2.5

Fig 2.6

Fig 2.7

Fig 2.8

Fig 2.9

Overview

Accxes Control Settings

Printers tab

Print Queues Field

Fig 3.1

Fig 3.2

Available Page Sizes Field

Printer Groups tab

Paper Sizes tab

Oversize Margin

Workflows tab

Mandatory Options

Default Options

Hotfolders tab

WARNING

Hotfolder Type

Path