Xerox FreeFlow Accxes Control User Guide

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].

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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].

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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.

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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)

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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].

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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.

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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

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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]

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 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.

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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

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