Xerox FreeFlow Makeready Quick Reference Guide

701P49053 September 2008

FreeFlow® Makeready

Quick Reference Guide

Xerox Corporation Global Knowledge and Language Services 800 Phillips Road - Bldg. 218-01A Webster, NY 14580

INTRODUCTION

You have just opened one of the most helpful books you will ever find about FreeFlow® Makeready.

What makes it so useful?

This guide gives easy-to-follow instructions to provide quick proficiency in FreeFlow® Makeready.

It is also designed to help you maximize your productivity by providing solutions to problems that can hinder workflow.

How?

The FreeFlow Makeready Quick Reference Guide provides practical answers to your questions and takes you step-by-step through daily basic operator activities. These activities include: simple scanning, image editing, makeready, printing, and file storage and management tasks.

And there is much more:

You’ll also find plenty of tips, shortcuts and tricks that will make your job easier.

1 – 1

Questions and Answers

Follow these steps

to get help with your

INTRODUCTION

questions or problems:

The FreeFlow® Makeready online Help system is an excellent source of information. You can access it from Help on the FreeFlow application’s menu bar. The Help topics will walk you through the solutions to most of your questions.

You can also access the context-sensitive (ballon) Help system in the FreeFlow® Makeready application you’re using by positioning the cursur over a button.

1 – 2

INTRODUCTION

Have a more specific problem? Call X-PRESS FAX at 1-800979-9709 in the USA and request document number 12300 to receive a complete index of documented solutions, along with complete instructions for using the X-PRESS FAX system.

A FreeFlow Frequently Asked Questions (FAQ) web site is available at find the appropriate FreeFlow link. Select [Support] under that link. Under the FAQ heading, select the desired topic link to display the FAQ page for that topic.

If you cannot find the answer, try other resources, like:

• Customer Software Release Document (CSRD) for FreeFlow® Makeready

• System Administrator Guide

• Production Printing Setup Guide

www.xerox.com. Search using the word “freeflow”, then

1 – 3

INTRODUCTION

If your machine is down or you cannot solve a problem, call 1-800821-2797 in North America for the Xerox Welcome Center. Have your FreeFlow system serial number available. If the operator cannot talk you through a fix, he or she will place a service call for you or escalate your problem to a second level analyst.

1 – 4

INTRODUCTION

Conventions

Quick Points

In case of Emergency:

Power off your FreeFlow System if you notice any unusual noises or odors and call your local Xerox Customer Support Center immediately.

Important reminders:

Never remove any covers or guards that are secured with screws. There are no operator serviceable parts inside.

Safety Symbols

Symbol What it Means

Used whenever a procedure, condition, or statement, if not strictly observed, could

WARNING

CAUTION

result in personal injury.

Used whenever a procedure, condition, or statement, if not strictly observed, could result in damage to the equipment, or in the loss of data or documents.

1 – 5

INTRODUCTION

Other Conventions Used in this Guide

Conventions and What They Mean

Check Boxes The name of a check box is displayed in bold, followed by the word check box: Select the Check

Menu Options Menu options are displayed in bold and enclosed in square brackets:

Tabs in Dialog Boxes

Buttons Buttons in a dialog box are displayed in bold and enclosed in square brackets: Select [Button

Option Buttons Option buttons are indicated by the word “select,” followed by the name of the option button, in

List Boxes The name of a list box is displayed in bold, followed by the word list box: Select the List Box

Text Boxes The name of a text box is displayed in bold, followed by the word text box: Select the Text B o x

Keyboard Keys The name of the key is displayed in bold capital letters, and enclosed in angle brackets: Press

Text Text that should be typed exactly as it appears is displayed in bold, preceded by the word Type:

Toolbar Buttons The name of the toolbar button is displayed in bold, exactly as it appears on the tool tip:

Referring to other documents

Box name check box. “Mark” directs you to place a check mark in the check box. “Clear” directs you to remove a check mark from the check box.

Select [Menu name: Option name].

The name of a tab is displayed in bold: Select the Tab name tab.

name].

bold: Select the Option Button name option button.

name list box. A specific selection in a list box is displayed in bold, followed by the word option: Select the

Option name option in the List Box name list box.

name text box.

<KEY NAME>.

Typ e text. Variable text (varies depending on your desired selection) is displayed in bold lower-case letters, and enclosed in angle brackets: Type <filename>.

Select the Toolbar Button name toolbar button.

The title of a referenced document is displayed in italics preceded by its chapter number:

Chapter <n>, Document Title.

The name of a section in a referenced document is displayed in italics, followed by the page on

which it is located: Section on page <n-n>.

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INTRODUCTION

U.S.A. Copyright Laws

Quick Points

More information:

Get more information from the Copyright office, Library of Congress, Washington, D.C. 20559. Ask for Circular R21.

This list of documents is not all-in clusive:

No liability is assumed for its completeness or accuracy.

Never Print These US Government Documents

Federal legislation forbids anyone from copying the following documents. Penalties of fines or imprisonment may be imposed on those guilty of making such copies.

 Certificates of indebtedness

 United States Bonds

 National Bank Currency

 Treasury Notes

 Coupons from bonds

 Federal Reserve Notes

 Federal Reserve Bank Notes

 Fractional Notes

 Silver Certificates

 Certificates of Deposit

 Gold Certificates

 Paper Money

 Bonds and obligations of certain agencies of the

government, such as FHA, etc.

1 – 7

INTRODUCTION

Other Documents That are Illegal to Print

 US Savings Bonds

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

 Internal Revenue Stamps

EXCEPTION: If necessary to copy a legal document on which there is a canceled revenue stamp, this may be done, provided the reproduction of the document is performed for lawful purposes.

 Postage Stamps, canceled or not canceled

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

 Postal Money Orders

 Bills

 Checks

 Drafts for money drawn by or upon authorized officers of the United States

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

Act of Congress

 Adjusted Compensation Certificates for Veterans of World Wars

 Obligations or Securities of any foreign government, bank, or corporation

 Copyrighted material

EXCEPTION: If the permission of the copyright owner has been obtained or the copying falls within the “fair use” or library reproduction rights provisions of the copyright law.

 Any author’s book without the author’s consent

 Certificates of Citizenship or Naturalization

EXCEPTION: Foreign Naturalization Certificates may be photographed.

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INTRODUCTION

Other Documents That are Illegal to Print (Continued)

 Immigration Papers

 Draft Registration Cards

 Selective Service Induction Papers which bear any of the following information:

• Registrant’s earnings or income

• Registrant’s previous military service

• Registrant’s dependency status

• Registrant’s physical or mental condition

 Registrant’s court record

 Badges, Identification Cards, Passes, or insignia carried by military personnel, or by members of the various federal

departments and bureaus, such as the FBI or Treasury

EXCEPTION: If ordered by the head of such a federal department or bureau, copying or printing is permitted.

EXCEPTION: U.S. Army and Navy discharge certificates may be reproduced.

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INTRODUCTION

Canadian Laws

Documents That are Illegal to Print in Canada

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

 Current bank notes or current paper money.

 Obligations or securities of a government or bank.

 Exchequer bill paper or revenue paper.

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

 Proclamations, orders, regulations, or appointments, or notices thereof (with intent to falsely cause same to purport to

have been printed by the Queen’s Printer for Canada, or the equivalent printer for a province).

 Marks, brands, seals, wrappers, or designs used by or on behalf of the Government of Canada or of a province, the

government of a state other than Canada or a department, board, Commission, or agency established by the Government of Canada or of a province or of a government of a state other than Canada.

 Impressed or adhesive stamps used for the purpose of revenue by the Government of Canada or of a province or by the

government of a state other than Canada.

 Documents, registers, or records kept by public officials charged with the duty of making or issuing certified copies

thereof, where the reproduction falsely purports to be a certified copy thereof.

 Copyrighted material or trademarks of any manner or kind without the consent of the copyright or trademark owner.

NOTE: The above list is pro vided for yo ur convenien ce and ass istan ce, but it is n ot all incl usive, an d no liabili ty is ass umed for its completeness or accuracy. In case of doubt, consult your solicitor.

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GETTING

STARTED

System Startup and Shutdown

Quick Points

Shortening startup time:

If there is a MOD platter in the MOD drive while the drive is powering up, your startup time is shorter.

Powering On the System

Follow these instructions for powering on your system and hardware options. It is very important that you power on the hardware components in the order presented below.

Step Action

To power on your system:

1 2

3 4

5 6 7

If there is a Redundant Array of Independent Discs (RAID) attached to the workstation, power on the RAID.

If there is a scanner attached to the workstation, power on the scanner.

If there is a Windows printer attached to the workstation, power on the printer.

If you plan to use an optional Magneto Optical Drive (MOD) attached to the workstation, power on the MOD. As soon as the MOD drive is powered on, insert a MOD platter (an optical disk) into the MOD drive.

Power on the monitor.

Power on the workstation.

Log into the network.

NOTE: By default, FreeFlo w s oftware applications are instal le d in [Start: Programs: Xerox FreeFlow Software] although the installer allows you to select an alternative directory if you choose.

2 – 1

GETTING

STARTED

Powering Off the System

Follow these instructions for powering off your system and hardware options. It is very important that you power down the hardware components in the order presented below.

Step Action

To power off your system:

From the Windows taskbar, select [Start: Shut Down].

2 3 4 5 6 7

Select [Shut down] from the What do you want the computer to do? drop-down list.

Select [OK] to shut down the PC and power off the server processor (CPU).

Power off the monitor.

If necessary, power off the MOD drive.

If necessary, power off the scanner.

If necessary, power off the RAID.

NOTE: DO NOT power off the RAID for a normal shutdown. Power off the RAID only if you plan to move it.

2 – 2

GETTING

STARTED

Starting FreeFlow Makeready

Select [Start: Programs: Xerox FreeFlow Software: FreeFlow Makeready] from the Windows taskbar to open

FreeFlow Makeready.

Title Bar

Menu Bar

Toolbars

Document Structure

window

The following screen shows the default display of the FreeFlow Makeready window. You can select [View: Reset Workspace] to display the FreeFlow Makeready window below.

Page View window

Directory Viewer

FreeFlow Makeready application window

2 – 3

GETTING

STARTED

Creating a New RDO

Quick Points

Wizards:

When you use a wizard, you answer questions about the RDO you want to create, and FreeFlow Makeready does all the setup work. Select the Wizards tab in the New dialog box, and choose the appropriate wizard.

Templates:

If you usually create the same kinds of RDOs over and over, you can create templates to save time. For directions on creating templates, refer to the FreeFlow Makeready Help system.

RDO is the 3-letter extension for the Raster Document Object file type. The RDO file type is used primarily with FreeFlow Makeready, but you can use RDOs with other FreeFlow applications, or convert them to PostScript or PDF files.

An RDO is a document file made up of images. An RDO has two parts:

 A PostScript wrapper which contains all the information about the structure and format of the pages in your document.

 A .CON directory that holds the TIFF, JPEG, PostScript, and Adobe PDF files that make up the pages of your document.

When you create an RDO, FreeFlow Makeready creates both of these parts automatically.

CAUTION:

Do not move, copy, rename, or delete an RDO using Windows Explorer.

If you do, the content (.CON) directory will not be included in the operation, and the RDO will be corrupted. Use File Manager to perform these operations on RDO files.

Step Action

With FreeFlow Makeready open:

1 2 3

Select [File: New].

Select the Documents tab.

• Select the Blank RDO Document icon to create a new RDO with the default document settings for a Standard RDO.

• Select a different icon on the Documents tab to create an RDO with specific settings, or select one of the preconfigured RDT (template) files.

NOTE: Template files contain some defined document settings, which may include a destination printer, paper stocks, the job type, and margins, as well as many other options.

Select [OK].

2 – 4

USING

SCAN AND PRINT

Introducing Scan and Print

Scan and Print is designed to simulate a copier. The scanner creates a temporary digital file which it uses to complete the copy. You can also create a PDF or RDO file, in black and white or in color.

NOTE: For color scanning, ensure that your scanner is color-capable.

To open Scan and Print, select [Start: Programs: Xerox FreeFlow Software: Scan And Print].

Scan and Print main application window

3 – 1

USING

SCAN AND PRINT

Scan and Print a Black and White or Color Original

Quick Points

Scan and Print options:

Scan and Print options available for a job depend on the printer you specify in the Printer list box.

Image orientation:

Image rotation is limited to 90 degrees to the right.

Scan and Print allows you to create a copy of any black and white or color original you scan.

Scan options

Step Action

With Scan and Print open:

1 2 3

Place a hardcopy document on the scanner glass or into the multi-sheet feeder.

Select [Print] in the Options section.

In the Scan section, make selections for:

• Sides to scan

• Page size of your original document

•Mode

• Image orientation

• Reduce/Enlarge

•Brightness

Enhance options

…continued

3 – 2

USING

SCAN AND PRINT

Step Action

In the Enhance Image section:

Select [Deskew] or [Despeckle] (black and white mode only).

• Deskew eliminates the skew of an image.

• Despeckle removes stray pixels that appear as “dirt” on an image.

In the Enhance Document section:

a) To add headers, footers, or page numbers to your document, mark the appropriate check boxes.

b) Select the [Setup] button.

c) Define header, footer, or page numbering properties on the appropriate tabs.

Select [OK].

…continued

3 – 3

USING

SCAN AND PRINT

Scan and Print a Black and White or Color Original - Continued

Print options

[Advanced Scanning] button

[More Options] button

Step Action

8 9

10 11

In the Print section, make selections for:

•Printer

• Number of copies

• Job type

• Stock size and type

• Number of sides imaged

• Output location

• Finishing options

• Account name or number, if desired.

Select [Advanced Scanning] to open the scan ticket, where you can make more detailed settings to your scan job.

Select [More Options] to open the Job Setup dialog and make changes to the default job ticket for the selected printer.

NOTE: To disable all additional optio ns wit hout h aving to c hange each one indiv iduall y, clear the Apply More Options check b ox.

Select [Scan and Print] to activate the copying process.

NOTE: The green button on the scanner does not activate Scan and Print.

When you have finished, close Scan and Print.

3 – 4

USING

SCAN AND PRINT

Scan and Print Large Jobs

Quick Points

Scan and Print options:

Scan and Print options available for a job depend on the printer you specify in the Printer list box.

Viewing ar ea:

The three-line viewing area at the top of the Scan and Print screen gives you information on scanning status (line 1), the number of pages scanned (line 2), and printing status and other information messages (line 3).

You can use Scan and Print to build large copying jobs with the Scan to Job button. Large jobs are defined as those with page counts that exceed the capacity of the scanner's multi-sheet feeder. Refer to your scanner documentation to determine the capacity.

Step Action

With Scan and Print open:

1 2

3 4

[Scan to Job] button

Place the first portion of your job into the multi-sheet feeder.

Set your job options (steps 2 through 8 in Scan and Print a Black and White or Color Original on page

3-2).

Select [Scan to Job].

After the first portion of your job has scanned, place the second portion of your job in the multi-sheet feeder.

Select [Scan to Job].

…continued

3 – 5

USING

SCAN AND PRINT

Step Action

6 7 8

Repeat steps 4 and 5 until your entire job has been scanned.

Select [Print Job]. Your document is submitted to the printer you selected.

When you have finished, close Scan and Print.

3 – 6

USING

SCAN AND PRINT

Scan and Save Documents

Quick Points

Using factory default settings:

You can use the factory defaults for Scan and Print by selecting [File: Restore Factory Defaults] or by selecting the [Restore Defaults] button.

You can scan a black and white or color document and save it as an RDO or an Adobe PDF using Scan and Print. You can save the document into a directory in the Windows file system or supported repository.

Select a Save option.

Scan and Save

Step Action

With Scan and Print open:

1 2 3

Place a hardcopy document on the scanner glass or the multi-sheet feeder.

Select [Save] in the Options section.

Set your job options (steps 2 through 8 in Scan and Print a Black and White or Color Original on page

3-2).

In the Save section:

a) Select [PDF] or [RDO].

If you want your document to display immediately after scanning, mark:

• Display in Acrobat check box for PDF files or

• Display in Makeready check box for RDO files.

b) Select the [Browse] button. The Save As dialog box displays.

Save section becomes active.

NOTE: The following options are not available when saving as an Adobe PDF; Copies, Stock type, Sides imaged, Output, Finishing, and Account.

…continued

3 – 7

USING

SCAN AND PRINT

Scan and Save Documents - Continued

Save As dialog box

Step Action

5 6 7

Use the Save in drop-down list to navigate to and select the location where you want to store your file.

Type the name of your file in the File name text box.

Select PDF Files (*.pdf) or RDO Files (*.rdo) from the Save as type list box.

NOTE: When Save As: PDF is selected in the Save section, the Print section on the right side of the screen changes to PDF Options. When Save As: RDO is selected, this section changes to Job Tick et Settings section.

…continued

3 – 8

USING

SCAN AND PRINT

Scan and Save Documents - Continued

Save as PDF Save as RDO

Step Action

9 10 11 12

Select [Save] or [OK] to close the Save As dialog box and return to Scan and Print. The path for your job displays in the Location box.

Select a printer from the Optimize for or the Printer drop-down list.

Select other appropriate options from this section.

Select [Scan and Save]. Your file is saved to the specified location.

When you have finished, close Scan and Print.

3 – 9

USING

SCAN AND PRINT

Scan, Print, and Save an RDO or PDF

You can scan a black and white or color document, print it and then save it as an RDO or PDF using Scan and Print. You can save the RDO or PDF into a directory in the Windows file system or supported repository.

Scan, Print and Save

Step Action

With Scan and Print open:

Place a hardcopy document on the scanner glass or in the multi-sheet feeder.

Select [Print and Save] in the Options section. The green button at the bottom of the screen is activated for Scan, Print & Save.

Set your job options (steps 2 through 8 in Scan and Print a Black and White or Color Original on page

3-2).

In the Save section:

a) Select [PDF] or [RDO].

If you want your document to display immediately after scanning, mark:

• Display in Acrobat check box for PDF files or

• Display in Makeready check box for RDO files.

b) Select the [Browse] button. The Save As dialog box displays.

Use the Save in drop-down list to navigate to and select the Windows location where you want to store your file.

Type the name of your file in the File name text box.

…continued

3 – 10

USING

SCAN AND PRINT

Step Action

9 10

Select RDO Files (*.rdo) or PDF Files (*.pdf) from the Save as type list box.

Select the [Save] button to close the Save As dialog box and return to Scan and Print. The path for your job displays in the Location box.

Select [Scan, Print & Save].

When you have finished, close Scan and Print.

3 – 11

USING

SCAN AND PRINT

3 – 12

SCANNING

Scanning to an RDO

Quick Points

Image quality and scanning:

For best image quality when scanning, select the destination printer you plan to use when printing the RDO. Why? When you scan an image, the image resolution dictates the quality of the image. If you scan an image at 300 dots per inch (dpi), and the printer can produce 600 dpi, the image quality is slightly distorted.

Step Action

To scan directly to an RDO:

Settings dialog showing Scan to RDO option

Open FreeFlow Makeready.

NOTE: You can open an existing RDO and add images to it or add images to the new RDO.

Select [Options: Settings] from the menu bar.

Select [Scanning] from the Settings list box.

Select Scan directly to RDO document.

Select [OK] to close the Settings dialog and return to FreeFlow Makeready.

Select [Insert: Scan Images] to open the scanning application and scan your images.

4 – 1

SCANNING

Scanning to a Directory

Quick Points

Using the Directory Viewer:

You can drag and drop images from the Scan Directory tab in the Directory Viewer into any RDO you wish. This moves a TIFF file into an RDO. To copy a TIFF file into an RDO, hold <CTRL> while dragging.

[Browse for Folder] button

Settings dialog showing Scan to Directory option

Step Action

To scan to a directory:

Open FreeFlow Makeready.

Select [Options: Settings] from the menu bar.

Select [Scanning] from the Settings list box.

Select Scan to directory.

Type a complete directory path in the Default directory for scanned images text box, or select the [Browse for Folder] button. The default path is e:\FreeFlow\Scan Directory.

NOTE: This causes the TIFF files created to di splay in the Scan Directory tab in the Directory Viewer window. If the Directory Viewer window is not displayed, you can select [View: Directory Viewer].

Select [OK] to close the Settings dialog box and return to FreeFlow Makeready.

Select [Insert: Scan Images] or the [Scan Images] toolbar button to open the scanning application.

4 – 2

+ 120 hidden pages