Xerox FreeFlow Core Getting Started Guide

Version 6.1 April 2021 702P08592

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FreeFlow

Core

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Table of Contents

1 Overview ..................................................................................................................................... 7

The Xerox®FreeFlow®Core Software ..................... ........................ . ........................ ................. 8

Language and Units ............... ......................... ......................... ........................ . ................ 8

2 User Roles and Passwords....................................................................................................... 9

Administrator................................ ......................... ........................ . ........................ ............... 10

Operator.......... ......................... ......................... ........................ . ...................... .. ................... 11

Job Status Monitor............................... ........................ . ........................ ......................... ........ 12

3 Job Management and Status ..............................................................................................13

Submit Job Dialog......................... ......................... ........................ . ........................ ............... 14

Job Status Tab ................................... . ...................... .. ....................... ......................... ........... 15

Job Files........... ....................... .. ....................... ......................... ........................ . .............. 15

Job Resubmission............. .. ....................... ......................... ......................... ..................... 16

Job Retention ................................... ........................ . ........................ ....................... .. ..... 16

Job Group ....................... ......................... ........................ . ...................... .. ....................... 16

4 Printer Management and Status Tab.................................................................................17

Printers .. .. ....................... ......................... ......................... ........................ . ........................ .... 18

Job Submission Regulation.......................... ......................... ........................ . ........................ . 19

Job Ticket Verification. ......................... ........................ . ........................ ......................... ........ 20

JDF Settings.................... ......................... ........................ . ........................ ......................... .... 21

Understanding Printer Management ... ......................... ........................ . ...................... .. ......... 22

5 Workflow Setup .......................................................................................................................23

The Workflow Setup Tab .......... . ........................ ....................... ......................... ..................... 24

About Presets............................... . ...................... .. ....................... ......................... ........... 24

Creating Workflows............................ ......................... ......................... ........................ . ... 24

Collect Job Documents.................. ........................ . ...................... .. ....................... ........... 26

Workflow Components................... ......................... ........................ . ........................ ........ 27

Workflow Process Common Controls.................................. ......................... ...................... 62

PDF Box Selection Behavior............................. ......................... ......................... ............... 68

Job Group Sequence Behavior................... ......................... ........................ . ..................... 68

Workflow Process Variables ...................... ........................ ....................... .. ....................... 68

Process Variable Operations .... .. ....................... ......................... ......................... .............. 68

Workflow Process Number Variables................. ......................... ......................... .............. 71

Process Number Variable Calculations............. . ........................ ......................... ............... 71

Job Ticket Updates ..... .. ....................... ......................... ......................... ........................ . ....... 73

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Table of Contents

6 Administration.........................................................................................................................75

Job Submission Configurations ................................... . ........................ ....................... .. ......... 76

Hot Folder Setup ............ . ........................ ......................... ........................ . ........................ ..... 77

Scripting ... ....................... ......................... ........................ . ........................ ...................... 77

Workflow Destinations ..... ........................ . ........................ ......................... ...................... 78

Manifest Automation from Xerox Setup .......... ......................... ........................ . ............... 78

FreeFlow

Region Tab................................ ........................ . ........................ ....................... .. ................... 82

Security Tab................ ......................... ......................... ........................ . ........................ ........ 83

LPD Gateway .................. ......................... ......................... ........................ . ........................ .... 84

LPR Printing ................................. ....................... ......................... ......................... ........... 84

LPR Job Tickets ............ .. ....................... ......................... ......................... ........................ . 84

LPQ Queries ..................... ......................... ......................... ........................ . ..................... 89

LPRM Command ..................... .. ....................... ......................... ......................... .............. 90

JMF Gateway... .. ....................... ......................... ........................ . ........................ ................... 91

JMF Submission and Workflow Job Routing........................ ........................ . ..................... 91

JMF Submission and JDF XSLT Processing .......................... ......................... ..................... 91

Command Line Interface (CLI) . ...................... . ........................ ......................... ...................... 92

Core Reports..................... ......................... ........................ . ...................... .. ..... 80

7 Notifications Setup.................................................................................................................93

Notification Recipients.......... ........................ . ...................... .. ....................... ......................... 94

Job Notifications....................... ......................... ......................... ........................ . .................. 95

Preflight Notifications ........ ........................ . ...................... .. ....................... ......................... ... 96

Job Submission Notifications ........ ......................... ......................... ........................ . .............. 97

System Notifications..... . ...................... .. ....................... ......................... ......................... ....... 98

Email Notification Setup .................. .. ....................... ......................... ......................... ........... 99

SMTP Settings ................................. ....................... .. ....................... ......................... ....... 99

8 User Access Setup................................................................................................................ 101

Adding or Editing Users........ ....................... .. ....................... ......................... ....................... 102

9 FreeFlow®Core Exchange.................................................................................................. 103

Import to Xerox®FreeFlow®Core Tab....................... ......................... ........................ . ......... 104

Export from Xerox

Required Items and Import/Export.............. ......................... ......................... ....................... 106

FreeFlow

Core Exchange CLI ............. ......................... ........................ . ...................... .. ....... 107

FreeFlow®Core Tab............. ......................... ......................... ................ 105

10 FreeFlow®Core Reports ................................................................................................... 109

FreeFlow®Core Reports CLI ............. ......................... ......................... ........................ . ......... 110

11 FreeFlow®Core Submit .................................................................................................... 111

Connecting to Xerox®FreeFlow®Core...... ......................... ......................... ........................ . . 112

Submitting Jobs... ........................ . ........................ ......................... ......................... ............. 113

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Table of Contents

12 FreeFlow®Core Cloud Print ............................................................................................. 115

FreeFlow®Core Cloud Print Client ........... ........................ . ...................... .. ....................... ..... 116

FreeFlow

Connecting to a FreeFlow

Configuring Printers ............... ......................... ......................... ........................ .............. 116

Core Cloud Print Server...... ........................ . ........................ ......................... .. 116

Core Cloud Print Server ..................... ....................... ............ 116

13 FreeFlow®Core Configure ............................................................................................... 119

Enabling the FreeFlow®Core Configure Cloud Print Server..................... ........................ . ...... 120

Enabling Active Directory and Single Sign-in ................... . ........................ ....................... .. ... 121

Mapping Active Directory Groups............................... . ........................ ......................... .. 121

Removing Active Directory Groups ...................... ........................ . ...................... .. .......... 121

Database and Service Accounts ................................ ......................... ........................ . ......... 122

Customer Override .......... ........................ . ........................ ......................... ........................ . .. 123

A Job Properties....................................................................................................................... 125

Job Information.............. ........................ . ........................ ......................... ......................... .. 126

Job File ........................................ ........................ . ...................... .. ....................... ................ 127

Print Information ............ .. ....................... ......................... ........................ . ........................ .. 130

Job Metadata ..... ........................ ....................... .. ....................... ......................... ................ 133

Manifest Automation from Xerox............ . ........................ ......................... ......................... .. 134

JMF . ....................... ......................... ......................... ........................ . ...................... .. .......... 135

Workflow .... ....................... .. ....................... ......................... ........................ . ....................... 138

PDF/VT Variables........ ........................ . ........................ ......................... ......................... ...... 140

External Process Node Variables.............. . ........................ ......................... ......................... .. 141

Additional Variables........... ........................ . ...................... .. ....................... ......................... . 142

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Table of Contents

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Overview

This chapter contains:

• The Xerox

Xerox solution that intelligently automates and integrates the processing of print jobs. From file preparation to final production, this solution provides a hands-free workflow that operates easily, adapts effortlessly, scales quickly, and delivers consistently. The modularity and scalability of Xerox FreeFlow®Core affords even small to mid-size businesses the opportunity to take advantage of the tremendous value proposition prepress automation delivers. Adding advanced capabilities is as simple as adding modules for increased automation and potential.

Xerox This platform is the core engine that enables automated and integrated solutions across market needs, including web-to-print, automated finishing, and even extending to digital publishing.

FreeFlow®Core is the next generation in workflow solutions from Xerox. It is a browser-based

FreeFlow®Core also serves as the backbone of all new Xerox production workflow solutions.

Note: Xerox®FreeFlow®Core is fully configurable, with individual modules offering greater

control over the workflow and the flexibility to add the components that are best suited to your needs. Certain features are not available depending upon the product configuration purchased. For more information, refer to Workflow Component Configurations and Job Submission

Configurations.

FreeFlow®Core Software ...... ......................... ......................... ........................ . .......... 8

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Overview

The Xerox®FreeFlow®Core Software

The Xerox®FreeFlow®Core user interface includes the following tabs:

• Job Management and Status: Allows Operators and Administrators to submit and manage jobs in

• Print Management and Status Tab: Allows Operators and Administrators to manage and monitor

• Workflow Setup: Allows Administrators to manage workflows.

• Administration: Allows Administrators to manage hot folders, notifications, Xerox

• Region Tab: Allows Administrators to manage Regional Setting Measurement Units.

• Security Tab: Allows Administrators to manage log in, lockout, and password reuse.

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printing from Xerox

users, security settings, FreeFlow

FreeFlow®Core.

Core Reports, FreeFlow®Core Exchange, and region.

FreeFlow®Core

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The Xerox®FreeFlow®Core is a web-based application. The web browser locale settings determine the language and units used in the Xerox

The following languages are supported:

• English

• French

• Italian

• Russian

FreeFlow®Core UI.

• Dutch

• German

• Portuguese

• Spanish

If there is no translation for the language defined in the browser locale, the Xerox UI defaults to US English.

FreeFlow®Core

Xerox®FreeFlow®Core Help

User Roles and Passwords

This chapter contains:

• Administrator................. . ........................ ......................... ......................... ........................ . ........ 10

• Operator .................... . ...................... .. ....................... ......................... ......................... .............. 11

• Job Status Monitor.............. .. ....................... ......................... ......................... ........................ . ... 12

By default, Xerox Logged-on users are logged off automatically after 30 minutes of inactivity.

FreeFlow®Core opens to a login screen. The user must log on to access the system.

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User Roles and Passwords

Administrator

The administrator has access to the entire system:

• Job Management and Status tab functions: Submit Job Dialog and Job Status Tab.

• Printer Management and Status Tab

• Workflow Setup

• Administration tab functions: Hot Folder Setup, Notifications Setup, User Access Setup, Region,

FreeFlow

• Core Server Utilities, available on a server desktop: FreeFlow

Reports, FreeFlow

and FreeFlow

• Core Client Utilities: FreeFlow

Core Reports, FreeFlow®Core Exchange, and Security Tab

Core Cloud Print Server, FreeFlow®Core Certificates, FreeFlow®Core License,

Core Configure

Core Submit, and FreeFlow®Core Cloud Print Client

Core Exchange, FreeFlow®Core

Note: Only one Administrator can be logged in to Xerox®FreeFlow®Core at any given time.

Xerox®FreeFlow®Core Help

User Roles and Passwords

Operator

The Operator has access to the following:

• Job Management and Status tab functions: Submit Job Dialog and Job Status Tab

• Printer Management and Status Tab

• Core Client Utilities: FreeFlow

Multiple operators can be concurrently logged on to Xerox

Core Submit, FreeFlow®Core Cloud Print Client

FreeFlow®Core.

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User Roles and Passwords

Job Status Monitor

The Job Status Monitor has read-only access to the Job Status Tab window.

Multiple job status monitors can be logged on concurrently to Xerox

FreeFlow®Core.

Xerox®FreeFlow®Core Help

Job Management and Status

This chapter contains:

• Submit Job Dialog.......... . ........................ ......................... ......................... ........................ . ........ 14

• Job Status Tab ................... ......................... ......................... ........................ . ...................... .. ..... 15

The Job Management and Status tab allows Operators and Administrators to submit and manage jobs. The user can select Submit Job and Job Status using the tab menu.

Refer to: Submit Job Dialog, Job Status Tab

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Job Management and Status

Submit Job Dialog

The Submit Job dialog allows the user to upload one or more documents. The user can submit the associated Xerox user uploads the documents and their associated job tickets at the same time, from the same location, use the following name convention:

• filename.ext: document

• filename.ext.xpf: print ticket

Submit Job options include:

• Submit All Documents as a Job Group: Determines whether documents are submitted as a single

Job Group or as separate jobs.

• Use as Job Name: This field allows the user to define the job name for jobs that are submitted.

• Workflow Destination: This field allows the user to define the workflow to which jobs are submitted.

• Job Priority: This field allows the user to define the priority of the job submission.

– Normal: Jobs are queued for processing after any pending jobs that are already in the

system.

– High: Jobs are queued for processing before any pending jobs that are already in the system.

• Printer Destination: This field allows the user to define the Printer Destinations or Printer Group that is used to print the selected job.

Printing Instructions Format (XPIF) print tickets to the selected workflow. If the

Note: Jobs that are processing already in the system have higher priority than

submitted jobs.

• Distribute By: This field allows the user to define the distribution method for the Printer

Destinations within a Print Group.

• Override Job Ticket Settings: This field allows the user to define or override job ticket settings from uploaded job tickets.

– If the user selects a Printer Destinations, the available job ticket settings show values for the

selected Printer Destination. Refer to Printer Job Ticketing.

– If the user selects In Workflow for the Printer Destination, a subset of job ticket settings is

enabled.

During workflow submission, job ticket selections are merged with uploaded job tickets.

Note: The Submit Job dialog does not display uploaded job ticket settings.

Additionally, the user does not have the option to remove settings from uploaded job

tickets.

• Pass Through: If a user selects Pass Through, FreeFlow

Destination with no alterations.

• Submit Job in a Held State: If a user selects Submit Job in a Held State, the job does not process until the job is released in Job Management manually or the selected release date and time occurs. The offset that you select refers to the UTC timezone. The default offset value corresponds to the timezone of the browser.

Core sends the job to the selected Printer

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Job Management and Status

Job Status Tab

The Job Status tab allows the user to view Active Jobs, Held Jobs, Completed Jobs, Failed Jobs, Cancelled Jobs, or All Jobs.

Job Management functions in the Job Status tab include the following:

• Printer Destination

: This field allows the user to define the Printer Destination that is used to print the selected job.

• Edit Job Ticket: This field allows the user to edit the job ticket. Refer to: Printer Job Ticketing. During print submission, job ticket selections are merged with the Printer Destination Job Ticket defaults.

Note: The Edit Job Ticket interface does not support use of variables when invoked

from the Job Status tab.

• Finisher Destination

: This field allows the user to define the Finisher Destination that is used to save a JDF description of the selected job.

• Resume: This field allows the user to resume a paused job.

• Submit Job Commands: These options allow the user to Resubmit, Delete, or Cancel jobs. Jobs can be resubmitted to the same workflow or to a different workflow. Refer to: Job Resubmission.

• Hold Job Commands: These options allow the user to Hold, Hold Until which specifies a release time, or Release jobs

• Printer Job Commands: These options allow the user to Release, Hold, or Cancel jobs at the

Printer Destination. Printer Job Commands require print server support for the relevant commands

over IPP.

• List Area: This option shows the jobs in the system, based on the selected status. To view Job Properties, users can click the information icon

next to the job in the Job Status list.

To filter jobs, users can search jobs on either their Job Names or Workflow.

• Navigation Area: This field enables navigation for the List Area. Users can use the navigation links and buttons to browse through the jobs in the system. Alternatively, users can search for a specific job by Job ID.

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The Job Properties contain links to the following job files:

• Document: The job file as it has been processed by the workflow.

• Original Document: The job file as it was submitted to Xerox

FreeFlow®Core.

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Job Management and Status

• Preflight Report: The report, in PDF or XML format, from the Preflight task.

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The Resubmit dialog allows the user to resubmit jobs in a paused or terminal state. Completed, failed, canceled, or aborted jobs are considered to be in a terminal state.

Resubmission uses the original document and the original job ticket as defined after the initial job submission. The user can choose to edit the job ticket as part of resubmission.

During resubmission, the user can also select to edit resubmit jobs to another workflow. Jobs resubmitted to a different workflow appear as new jobs in the List Area.

• Job Resubmission behavior is the same as the Submit Job Dialog.

• Additionally, job resubmission is not available for jobs submitted as a Job Group or for individual jobs in job groups.

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Jobs that are completed, cancelled, or aborted are retained for at least 24 hours before they are automatically deleted from the system. Jobs are automatically deleted once an hour. Failed jobs are retained indefinitely.

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Depending on how jobs were submitted and the components that are in the workflow, jobs are processed individually or as part of a job group. Job Groups appear in the List Area as jobs that contain other jobs.

Click the triangle next to the Job Group name to see jobs in a job group:

Jobs in a job group are processed through the workflow independently with the following exceptions:

• The Join component combines multiple job group jobs into a single job.

• Individual job group jobs cannot be deleted or resubmitted.

• If the Collect All Members of Job Group option is enabled in the workflow component, the Save, Print and Finish components submit jobs based on their sequence in the job group.

• If the Collect All Members of Job Group option is enabled in Imposition, jobs in a group job are combined during imposition.

Note: Job Group Imposition requires the output management license. Refer to

Workflow Component Configurations.

Xerox®FreeFlow®Core Help

Printer Management and Status Tab

This chapter contains:

• Printers .......................... . ........................ ......................... ......................... ........................ . ........ 18

• Job Submission Regulation........... . ........................ ....................... .. ....................... ..................... 19

• Job Ticket Verification....................... ......................... ......................... ........................ . .............. 20

• JDF Settings..... . ........................ ......................... ......................... ........................ . ...................... 21

• Understanding Printer Management ......................... . ........................ ......................... ............... 22

The Printer Management and Status tab allow operators and administrators to manage Xerox FreeFlow®Core printer destinations.

• Printers area: This area shows configured printers and their status. The list of printers is populated automatically based on the configured Printer Destinations. See also: Understanding

Printer Management.

• Edit Printer: Allows the user to edit the printer properties, including Job Submission Regulation, Job Ticket Verification and JDF Mapping settings.

• Workflow Printer Destinations: This field shows configured printer destinations and their status.

• Printer Destination controls: Allow the user to add, copy, edit, and delete printer destinations.

• Printer Groups Tab Controls: Allow the user to aggregate multiple printer destinations into a printer groups.

• Job Submission controls: Allow the user to suspend and resume job submissions to the selected

Printer Destination.

• Printer Status and Consumables: This field shows detailed printer and consumable status.

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Printer Management and Status Tab

Printers

To access the printer settings, from the Printers list, select Edit.

• Name: This field defines a name for the printer. If a name is not defined, the model information retrieved from the print server is used as the name of the printer in the printers list.

• This printer supports SNMP: This field indicates that Xerox communicate with the printer using SNMP.

FreeFlow®Core is to attempt to

Xerox®FreeFlow®Core Help

Printer Management and Status Tab

Job Submission Regulation

If Xerox®FreeFlow®Core software loses connectivity with a printer, the software suspends job submission automatically to the Printer Destinations folders, even if Job Submission Regulation is enabled. When the printer is available, Xerox

If queues are missing or not accepting jobs, job submission pauses. If queues reappear or resume accepting jobs, job submission resumes.

If Job Submission Regulation is enabled, Xerox and resume job submission automatically to Printer Destinations.

Job Submission Regulation is based on the following:

• Print engine state: If the Print engine state feature is enabled, when a print engine state stops for longer than the defined threshold, job submission pauses. When the print engine state changes to Ready or Warning, job submission resumes.

• Available spool space: If the Available spool space feature is enabled, when the available spool space at the print server falls below the defined threshold, job submission pauses. When Available spool space at the print server is above the defined threshold, job submission resumes. print server spool space is monitored using SNMP.

• Number of Uncompleted Jobs at the Printer: If the Number of Uncompleted Jobs at the Printer feature is enabled, when the number of active jobs in the print server is greater than the defined threshold, job submissions pause. When the number of active jobs in the print server falls below the defined threshold, job submission resumes.

FreeFlow®Core resumes job submission automatically.

FreeFlow®Core uses additional criteria to suspend

Note: Use of additional criteria for Job Submission Regulation requires an output

management license. Refer to Workflow Component Configurations.

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Printer Management and Status Tab

Job Ticket Verification

Xerox®FreeFlow®Core job ticketing always reflects the options reported by the print server when queried for capabilities. Therefore, print ticketing defined in Xerox

FreeFlow®Core does contain

constructs that are not reported as supported by the print server.

However, job tickets submitted to Xerox

FreeFlow®Core can have different capabilities than the target printer. The Job Ticket Verification options allow the user to define policies for handling constructs that a given printer does not support.

• Fail Jobs Containing Stock Names not Defined at Printer: This setting prevents submission of

jobs to the printer if the specified stock name does not exist at the print server.

• Use simplified Stock Name Matching: This setting modifies print tickets to use simpler media

definition if the print server supports this feature. If the print server does not support simpler media definition, it reverts to nominal behavior for defining media and media attributes.

• Remove Unsupported Settings: This setting removes job ticket settings that Xerox

FreeFlow

Core supports from the job ticket if the print server does not support the settings.

Note: Xerox®FreeFlow®Core does not send job ticket settings it does not support to

the print server.

• Remove Unsupported Stock Properties: This option removes stock attributes that Xerox

FreeFlow®Core supports from the job ticket if the print server does not support the stock attributes.

Xerox®FreeFlow®Core Help

Printer Management and Status Tab

JDF Settings

When a job is sent to a printer that communicates with the JDF protocol, the following settings affect how FreeFlow Core sends the JDF job ticket and the print file.

When you submit a Xerox job ticket instructions are sent to the printer in a predefined JDF construct. Depending on the printer, it is possible that you need to modify the default Xerox print ticket instructions to a JDF format and a value that the printer supports.

To modify the predefined attribute construct for the JDF print ticket, specify an alternative JDF construct and value in a .txt or .csv file.

FreeFlow®Core job to a printer that communicates with the JDF protocol,

FreeFlow®Core JDF construct for specific

To upload the file, in the GUI, select Printer Management and Status→Edit a Printer→JDF Mapping, then upload the modified file. A template file is located on the Xerox

FreeFlow®Core server at X:\Program Files\Xerox\FreeFlow Core\Support\JDFMapperTemplate. txt. For FreeFlow FreeFlow

Cloud Print client, at X:\Program Files\Xerox\FreeFlow Core Cloud Print

Cloud Print configuration, the template file is in the same location as the

\Support\JDFMapperTemplate.txt.

To allow the JDF printer to retrieve the print file from FreeFlow Core, instead of FreeFlow Core sending the file to the JDF printer, enable Printer Retrieves the File for Printing.

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Printer Management and Status Tab

Understanding Printer Management

Xerox®FreeFlow®Core printing is configured and managed using three interrelated objects:

• Printers: Printers represent a connection to the print server and a print engine. Each Printer is

associated with one or more Printer Destinations.

– Print Engine capabilities, state, and job submission regulation are managed at the printer

level.

– Printers are added or removed from Xerox

Printer Destinations are added or removed.

– The FreeFlow

Printers.

• Printer Destinations: Printer Destinations represent a print submission configuration. Each Printer

Destination represents a connection to a specific print queue and a set of job ticketing defaults. Each Printer Destination can be associated with one or more print presets.

• Printer Groups: Printer Groups are an assembly of Printer Destinations. When you select the

printer groups within a print node or job submission, from the Distribute by menu, you are required to select a distribution method for the use of the printer destinations in the printer groups.

Core Cloud Print Configuration application can add or remove the Cloud

FreeFlow®Core automatically as needed when

• Print Presets: Print Presets represent an association between job processing configuration and

one or more Printer Destinations. Print Presets defines that the jobs are submitted automatically to Printer Destinations. They also define rules for the selection of Printer Destinations.

Xerox®FreeFlow®Core Help

Workflow Setup

This chapter contains:

• The Workflow Setup Tab ................................. ........................ . ........................ ....................... .. . 24

• Job Ticket Updates ................................. . ........................ ......................... ......................... ........ 73

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Workflow Setup

The Workflow Setup Tab

The Workflow Setup tab allows an administrator to manage workflows and the processes and output destinations used to build workflows. The tab includes the following:

• Components: The area on the left of the screen that shows components available for building

workflows. Components represent workflow operations such as imposition and printing.

• Presets: The area on the left of the screen that shows presets for the selected component. For

details, refer to: About Presets.

• Workflow Canvas: The canvas provides an area for creating or editing workflows. This canvas also

provides an area for defining document conversion options.

• Workflow List: This field shows the workflows in the system.

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Xerox®FreeFlow®Core manages workflow configuration using presets. When a Component is configured, that configuration is stored as a preset that is available globally. For details, refer to:

Workflow Components.

Caution: When the preset is updated, the updated preset is used automatically in all workflows

in Xerox

preset name, select the Info button.

FreeFlow®Core. To view a list of workflows that use the selected preset, next to the

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Workflows in Xerox®FreeFlow®Core consist of a sequence of component presets.

To create a workflow, you can drag process presets from the Components and Presets panels to the Workflow canvas.

• Component icon: To add a blank preset to configure and save as a new preset, drag a component

icon to the Workflow canvas.

• Preset icon: To add a saved configuration preset, drag a preset icon to the Workflow canvas.

Caution: When the preset is updated, the updated preset is used automatically in all

workflows in Xerox

preset, next to the preset name, select the Info button.

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Workflows can include one or more execution paths.

FreeFlow®Core. To view a list of workflows that use the selected

Xerox®FreeFlow®Core Help

Workflow Setup

Execution paths in a workflow can be merged into any existing workflow component. To merge an execution path into a component, drag and drop the end of the execution path into the component icon.

The execution paths are merged then into the component.

To disconnect an execution path from a component, from the component icon menu, select Disconnect→<preset name>.

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Workflow Setup

Execution paths can be connected to upstream component icons as well.

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Some workflow components support an option to Collect Job Documents.

When this option is enabled, the workflow component defers execution for jobs that are part of a job

Xerox®FreeFlow®Core Help

Workflow Setup

group until all members of the job group either have reached the component or have processed through an execution path in the workflow that prevents them from reaching the workflow component.

Workflow components can enable additional functionality when the Collect Job Documents option is enabled.

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Workflow components represent the types of operations that Xerox®FreeFlow®Core can include as part of a workflow.

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Xerox®FreeFlow®Core is a fully configurable software, with an individual module that offers greater control over the workflow and the flexibility to add the components that best suit your needs. Depending on the product configuration that you have purchased, certain features are not available.

For the features that are available within each product configuration, refer to the table.

• The Xerox

FreeFlow®Core Base software module is required.

• You can purchase optional modules. Optional modules provide more capabilities on top of the

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Component

Workflow creation Linear

Conversion

Conversion: VIPP (. vpc)

Preflight

Enhance images

Imposition PDF/VT-1

Finish: Supported when configured along with the Xerox IntegratedPLUS Finishing solution

FreeFlow®Core Base software.

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workflows

Advanced Prepress (optional)

Advanced Automation (optional)

Rules-based workflows

Output Management (optional)

Variable Data (optional)

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Workflow Setup

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Component

Optimize

Manage color

Barcode PDF/VT-1

Watermarks

Pressmarks

Page numbers

Resize pages

Rotate pages

Insert pages

Core Base

Advanced Prepress (optional)

Advanced Automation (optional)

Output Management (optional)

Variable Data (optional)

PDF/VT-1

Delete pages

Join

Route

Printer routing

Finisher routing

Split PDF/VT-1

External process

Distribute

Collect

Color split

Job group imposition

PDF/VT-1

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Workflow Setup

Component

Job group printing

Printer job submission regulation

Printer job distribution

Printer job accounting

Review

Printer Groups

Pass Through Job Submission

Job Submission with Release Date

Xerox FreeFlow Core Base

Advanced Prepress (optional)

Advanced Automation (optional)

Output Management (optional)

Variable Data (optional)

Note: If the corresponding optional modules are purchased and enabled as part of the Xerox

FreeFlow®Core product configuration, the Variable Data optional module enables the processing of individual PDF/VT records for the components noted in the table. Specific enhancements for PDF/VT files are outlined, as applicable, in the component descriptions that appear later in the section.

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The Convert component allows you to convert files to PDF.

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• PostScript (.ps)

• Encapsulated PostScript (.eps)

• JPEG (.jpg, .jpeg)

• Portable Network Graphics (.png)

• TIFF (.tif, .tiff)

• Microsoft Word (.doc, .docx)

• Microsoft Excel (.xsl, .xslx)

• Microsoft PowerPoint (.ppt, .pptx)

• Microsoft Publisher (.pub)

FreeFlow®Core accepts the following application file types:

When the Variable Data license is enabled, FreeFlow Core also accepts VIPP Project Containers (.vpc) and VIPP (.dbf, .vpn, .nm, .lm) files. Also, files without an extension or with an unknown extension are processed through VIPP conversion if they include VIPP commands.

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Workflow Setup

Note: Text files (.txt, .csv) are not parsed for VIPP commands as they are submitted to Manifest

Automation from Xerox (MAX).

A Convert component is added automatically and invisibly to the beginning of all workflows.

Font Handling

If possible, fonts are embedded during conversion.

Handling of missing fonts or fonts that do not allow embedding depends on the format of the document being converted:

• PostScript and Encapsulated PostScript: Missing fonts are referenced in the PDF. Conversion

status is set to Success. Use Preflight to detect missing fonts.

• Microsoft Office: Missing fonts are substituted. Fonts that are substituted are embedded in the

PDF. Conversion status is set to Warning for Microsoft Word and Success for all other Microsoft Office files.

• VIPP Project Container: Font handling is based on settings from the selected joboptions file.

Conversion status is set to Warning.

Note: Microsoft Office conversion of documents with 3D formatting options, such as

depth and color gradients for text and shape colors, can produce unexpected results.

Note: The following TIFF features are unsupported: JPEG compression and YCbCr color

space. In addition, TIFF transparencies are flattened during conversion.

PS, VIPP, and PDF Generation Options

Workflow settings for PS, EPS, and VIPP conversion settings are available in the Options control at the top right corner of the workflow canvas.

• Job Options file: Defines the location of the selected Adobe

using the Document Selection Common Controls.

• VIPP Init File: Defines the location of the VIPP initialization file using the Document Selection

Common Controls Document Selection Common Controls.

The selected VIPP init file is prepended to:

– VIPP (.dbf, .vpn, .nm, .lm) files

– files without an extension

– files with an unknown extension

– text (.txt, .csv) files

Note: The VIPP init file is not prepended to VIPP Project Container (.vpc) files. Also,

workflows that specify a VIPP Init file cannot be used with Manifest Automation from

Xerox (MAX).

• PDF Generation: Determines whether the conversion will generate a single PDF file, a PDF/vt with

metadata that FreeFlow Core can use to ascertain record boundaries, or a PDF for each record in the VIPP file.

Acrobat®Distiller joboptions file

Note: VIPP Specialty Imaging functions are not supported.

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