Xerox FreeFlow Process Manager 8.0 Administrator Guide

8.0 701P49985

FreeFlow Process Manager

Operator and Administrator Guide

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1 About this guide ........................................................................................1-1

Audience ..................................................................................................................................1-1

How to recognize important information .................................................................1-1

Conventions .............................................................................................................1-1

Indicators ..................................................................................................................1-2

Related information ...........................................................................................................1-2

FreeFlow Process Manager documentation ..............................................1-2

Windows related information ..........................................................................1-3

Using FreeFlow Process Manager Online Help .......................................................1-3

Obtaining additional support .........................................................................................1-3

2 About FreeFlow Process Manager ....................................................2-1

FreeFlow Process Manager applications ...................................................................2-1

The Workflow Builder application ..................................................................2-1

The Workflow Submission Client application ...........................................2-2

The Workflow Job Manager application .....................................................2-2

Post-installation setup .......................................................................................................2-2

Logging in to the FreeFlow Process Manager applications ..............................2-5

Authorization error message ............................................................................2-6

Group membership and authorization ........................................................2-6

Managing production printers .......................................................................................2-6

Xerox FreeFlow Common Printer Administrators group .......................2-6

Registering and adding a production printer ............................................2-7

3 Workflow Builder .......................................................................................3-1

Workflow process icons .....................................................................................................3-1

Building workflows ..............................................................................................................3-4

Rules for building workflows .............................................................................3-4

Building a new workflow ....................................................................................3-5

Creating fail branches .........................................................................................3-5

Exporting workflows .............................................................................................3-5

Importing workflows ...........................................................................................3-6

Configuring process settings ..........................................................................................3-6

About Input ..............................................................................................................3-6

Configuring Image Enhancement settings ...............................................3-6

Configuring Convert Settings ...........................................................................3-7

About Join ..............................................................................................................3-10

Configuring Optimize Settings .....................................................................3-11

Configuring Preflight settings .......................................................................3-15

Upgrading legacy workflows that contain Job Level Edit nodes ..3-15

About Watermarks .............................................................................................3-16

About Bates numbers ......................................................................................3-16

Adding page numbers .....................................................................................3-16

Adding a Barcode ...............................................................................................3-16

Configuring Imposition settings ..................................................................3-19

Configuring Preps settings ............................................................................3-25

About Review ........................................................................................................3-25

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Configuring Notify settings ............................................................................3-26

Setting up a watermark in an email attachment ................................3-27

Configuring Print settings ...............................................................................3-27

Configuring Save settings ..............................................................................3-28

Configuring JDF Export settings ...................................................................3-29

Limitations when creating JDF Tickets in Adobe Acrobat Professional

....................................................................................................................................3-31

Creating conditional branches ....................................................................................3-32

Guidelines for successful conditional branching ..................................3-32

About external process settings ...................................................................3-36

About the Copy Count Divisor ....................................................................................3-36

About the Copy Count Divisor and Review nodes ..............................................3-37

To enable the Copy Count Divisor ............................................................................3-37

Setting up repository credentials ...............................................................................3-37

Advanced administration ..............................................................................................3-38

Checking the status of a process ................................................................3-38

Setting the number of concurrent processes and the copy count

divisor ................................................................................................................3-38

About hot folders ..............................................................................................................3-38

Hot folders and Join ..........................................................................................3-38

To manage hot folders .....................................................................................3-41

Managing hot folders .......................................................................................3-41

Setting up or modifying a hot folder .........................................................3-42

Deleting a hot folder ........................................................................................3-43

Pausing and resuming hot folder monitoring ........................................3-43

Configuring the hot folder system settings ............................................3-43

Submitting a job to a hot folder ..................................................................3-43

Submitting an RDO to a hot folder .............................................................3-44

Submitting a job ticket file (*.xpf) to a hot folder for reprinting ....3-44

Submitting .xml workflow files to a hot folder .......................................3-46

Submitting .vpc files to a hot folder ..........................................................3-47

Using third party external processes ........................................................................3-47

Setting up external processes ........................................................................3-48

Guidelines for using third party external processes .............................3-48

Setting up the SMTP Server ............................................................................3-51

Setting up the proxy server ...........................................................................3-51

Automatic Job and Job History Deletion ...............................................................3-52

Archive Job History Records Setup ..............................................................3-52

Optimizing system performance with hot folder and job deletion

options ..............................................................................................................3-52

4 Workflow Submission Client .................................................................4-1

Workflow Submission Client main window ..............................................................4-1

Job submission ......................................................................................................................4-1

Limitations for Save File List .............................................................................4-2

Submitting Zip files ...............................................................................................4-2

Submitting VI Containers (.vpc) ....................................................................4-2

Submitting a file with saved job ticket information for reprinting

.......................................................................................................................................4-2

About RDOs ............................................................................................................................4-2

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Submitting RDOs ...................................................................................................4-2

RDO limitations ......................................................................................................4-3

Remote Workflow Submission Client ..........................................................................4-3

5 Workflow Job Manager ..........................................................................5-1

About Workflow Job ...........................................................................................................5-1

Logging into Workflow Job Manager .........................................................................5-2

The Workflow Job Manager main window ..............................................................5-2

The Status area ......................................................................................................5-3

The Jobs area .........................................................................................................5-3

The Jobs area columns .......................................................................................5-3

Managing Jobs .....................................................................................................................5-4

About the status of a job ...................................................................................5-4

About purging report data ................................................................................5-4

About documents in Adobe Acrobat ............................................................5-4

Viewing preflight results .....................................................................................5-5

Viewing print results .............................................................................................5-5

Modifying workflow settings ............................................................................5-5

Pause a job ...............................................................................................................5-6

Approve a job at a Review step .......................................................................5-6

Fail a job ....................................................................................................................5-6

Modifying the copy count .................................................................................5-7

Printing a hardcopy proof ..................................................................................5-7

Adding a recipient to a Notify step with no recipient address

specified ..............................................................................................................5-8

Creating reports ...................................................................................................................5-8

Viewing Web Services Job Instructions .....................................................................5-9

Remote Workflow Job Manager Client ...................................................................5-10

Managing jobs from third party management information system (MIS)

..................................................................................................................................................5-10

Assigning and configuring a workflow for an incoming third party job

....................................................................................................................................5-11

Selecting files for an incoming third party job ......................................5-11

Viewing the JDF file for an incoming third party job ..........................5-11

Viewing the job instructions for an incoming third party job .........5-12

6 MAX Submission Client ...........................................................................6-1

MAX Submission Client .....................................................................................................6-2

MAX Submission Client Interface ................................................................................6-2

Configure Hot Folders and Custom Field Labels .....................................6-3

Shop Order ................................................................................................................6-3

Add Order Item ......................................................................................................6-3

Address Book ...........................................................................................................6-4

Order Items Files and Folders ........................................................................................6-4

A Setting up Preps ........................................................................................A-1

Starting Preps Automation Server ...............................................................................A-1

To configure the Preps default workflow ..................................................................A-2

Creating and saving Preps Job files .............................................................................A-2

Selecting a device type for Preps versions prior to 5.3.1 ....................................A-3

Missing hardware key error .............................................................................................A-3

Using Preps with Adobe Acrobat ..................................................................................A-3

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viii Operator and Administrator Guide

About this guide

This guide provides information and procedures for using the FreeFlow Process Manager application.

This chapter explains the information found in this guide and how the information is organized, including:

• Identifying the audience and the basic skills required to use this guide effectively

• Explaining the standard conventions and cues that highlight important information

• Listing related documentation you might find helpful

• Listing available online FreeFlow Process Manager Help systems

• Providing information on obtaining additional information

NOTE

If you are using Process Manager for the first time, it is recommended that you read About

Process Manager, in this guide.

Audience

This guide is intended for administrators and operators.

How to recognize important information

The following sections provide the conventions and indicators that are used in this guide.

Conventions

This guide uses the conventions listed in the table below to help you recognize information.

Convention Description

<Angle brackets> Variable information is enclosed in angle brackets (for example, select

<filename>).

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FreeFlow Process Manager

Convention Description

Bold • Names of options you select, including toolbar buttons and buttons in

Italics Titles of documents and manuals that provide additional information on

dialog boxes, are enclosed in square brackets (for example, select Close).

Menu commands are also displayed in square brackets, with the menu name appearing first, then a colon, followed by the option name (for example, select File > Close).

• Text you should enter exactly as it appears is displayed in bold (for example, enter test1.rdo).

• Within procedures, the names of keys to press are displayed in capital letters and enclosed in angle brackets (for example, press ESCAPE).

Keyboard combinations are represented by the plus sign (+) between names of keys (for example, press CONTROL+C to copy).

the current topic are displayed in italics (for example, the Production

Printing Setup Guide).

About this guide

Indicators

This guide uses the following indicatorsto help you recognize important information:

Indicator Description

NOTE A NOTE indicate important or supplemental information for a task or

procedure.

CAUTION A CAUTION indicate that you may loose data or damage equipment if care

is not taken when performing the task or procedure following the caution.

WARNING A WARNING indicates that you may cause personal injury or death if care is

not taken when performing the task or procedure following the warning.

Related information

This section lists additional materials you may need, or find helpful, when using your FreeFlow Process Manager system.

To order the Xerox documentation listed below, contact your Xerox Representative.

FreeFlow Process Manager documentation

For more information on FreeFlow Process Manager, refer to the following publications:

• Xerox FreeFlow System Administrator

• Xerox FreeFlow Security Document

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About this guide

Windows related information

Microsoft provides user and administrators with several different resources to support the operating system environment.

•

Windows Online Help - Windows includes extensive online Help for all aspects of the operating system.

•

Windows Microsoft Web site - Microsoft has a World Wide Web site that contains the latest operating system news and information about upgrades. The URL for this site is:

http://www.microsoft.com/

Using FreeFlow Process Manager Online Help

This section provides a brief overview of the type of Help available online from the FreeFlow Process Manager software.

You can access the Process Manager Online Help system by selecting Help in the Help menu. You can also access Help by selecting the Help button, when available, in dialog boxes.

Obtaining additional support

For additional information about the following topics, contact your Xerox Representative.

• X-PRESS FAX

• FreeFlow FAQ Xerox web site

• Xerox Welcome Center

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FreeFlow Process Manager

About this guide

1-4 Operator and Administrator Guide

About FreeFlow Process Manager

This section provides information about Xerox FreeFlow Process Manager applications, hardware and software components, preparatory steps for workflow building and job management, user and group access, the log in process, adding and removing printers, and backup and restore functions.

FreeFlow Process Manager applications

FreeFlow Process Manager consists of three applications that allow you to proicess jobs using automated workflows:

•

Workflow Builder - allows you to create and manage worklfows

•

Workflow Submission Client - allows you to submit jobs to workflows

•

Workflow Job Manager - allows you to manage submitted jobs

•

MAX (Manifest Automation from Xerox) - automates job submission by processing order jacket files from upstream systems

•

MAX Submission Client - allows you to submit order jacket files for MAX processing

The Workflow Builder application

Use Workflow Builder to:

• Create workflows

- Use graphical tools to assemble customized workflows from workflow process steps.

- Configure the settings for workflow process steps.

- Enable workflows to receive jobs.

- Disable workflows to modify them or to prevent job submission.

- Import and export workflows and their associated hot folders.

• Set up and manage hot folders.

• Add external PDF processes to support third party software.

• Set up Notify attributes on the SMTP server; set up the Proxy server.

• Set up repository credentials.

• Configure the remote conversion workstation

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About FreeFlow Process Manager

The Workflow Submission Client application

Use Workflow Submission Client to:

• Select files for submission from Windows or from a document repository.

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

• Submit the files to one of the automated workflows.

• Modify the workflow process settings.

• View the job ticket and resolve job ticket conflicts.

• Launch Workflow Builder

• Submit files remotely from a workstation or server with Remote Workflow Submission Client installed.

• Save and load a file list.

The Workflow Job Manager application

Use Workflow Job Manager to:

• View job details and status.

• Review and edit jobs in Adobe Acrobat.

• Edit process settings.

• Resubmit jobs.

• Approve, fail, pause, or delete jobs.

• Generate, view, and export reports.

• Perform selected tasks remotely from a workstation or server with Remote Workflow Job Manager Client installed.

Post-installation setup

The table below provides a post-installation checklist you must complete after your FreeFlow Process Manager system has been installed.

NOTE

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

Procedure Overview

Configure document repository connections

Use the FreeFlow Administration Tool to configure the connection between FreeFlow Process Manager and the supported document repositories.

For detailed procedures on configuring repository connections, refer to the FreeFlow Administration Tool online Help system.

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Procedure Overview

About FreeFlow Process Manager

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

Manage production printers for workflows

Creating User Accounts

Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application. Users that are created and added to the appropriate Process Manager group accounts using Windows appear in the FreeFlow Administration Tool list of users.

Storing User contact information

The FreeFlow Administration Tool is used to view user accounts that have been created in Windows, and to add or edit user contact information.

Changing the XDL Admin account password

The FreeFlow Administration Tool allows you to change the password for the XDL Admin account. This password is set during the installation of the software.

For detailed procedures on creating user accounts, refer to the Windows online help. For detailed procedures on adding or editing user contact information or changing the XDL Admin account password, refer to the FreeFlow Administration Tool online Help system.

Production printers must be added to FreeFlow Process Manager before you attempt to drag a Print process into a workflow during the workflow building process.

A common printer interface enables all FreeFlow applications to maintain a single database of configured printers and to have a common job setup GUI interface across FreeFlow applications. The common printer interface includes the following utilities:

•

Registerd Printer List Locator

Allows you to set whether the registered printer list in use by a FreeFlow applicaton is located on a local computer or on a remote computer.

•

Printer Registration

Allows you to register and manage supported production printers and queues for use by FreeFlow software applications. To configure the Print process step in a workflow, production printers must first be added via the FreeFlow Printer Registration application.

•

Printer Status/Job Status Tool

Allows you to status jobs, queues, and printers.

For additional information, refer to the online Help for the Registered Printer List Locator, Printer Registration, or the Printer Status/Job Status Tool.

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Procedure Overview

About FreeFlow Process Manager

Configure the SMTP server

The Simple Mail Transport Protocol (SMTP) Server is used for e-mail notification. The SMTP Setup dialog, accessed via the Workflow Builder application, allows you to identify the mail server for outgoing mail or notifications, define authentication parameters, and establish the maximum size for e-mail attachments.

For details, refer to the following procedure in the online help: “Setting up the SMTP Server.”

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

Main, and Reprint. Modify these workflows or create your own, based on the needs of your organization.

For details, refer to the following procedure in the online help: “Configuring process settings;” or “Building a new workflow.”

Generate the preflight profile repository on a clean install.

Preflight profiles do not exist on a clean install. You will need to generate the profile repository.

For details, refer to the following procedure in the online help: “Configuring preflight settings.”

Create or modify preflight profiles.

You may want to modify the preflight profiles that are provided with FreeFlow Process Manager.

For details, refer to the following procedure in the online help: “Creating preflight profiles.”

Set the default job option in Adobe Acrobat

For the Convert process, you can select from various job options, or create custom job options, to generate optimal PDFs in Process Manager. The default job option that is displayed in Process Manager is selected in Adobe Acrobat Distiller. You can ensure that Process Manager displays the desired Adobe Acrobat Distiller default job option by selecting a profile from the Default Settings drop box in Acrobat Distiller.

For details, refer to the following procedure in the online help: “Configuring Convert settings.”

Upgrade legacy workflows that contain the Job Level Edit process.

In previous versions, 6.0 and below, of FreeFlow Process Manager, all job level edit functions (for example, watermarks, page numbering, page rotation) were available via a single Job Level Edit dialog. Legacy workflows that contain Job Level Edit processes will perform as they did in earlier versions, but you will not be able to edit them. To use previous versions (6.0 and below) job level edit functions, save the existing Job Level Edit workflow, and it will be converted into a series of individual, Watermark, Bates Numbering, Page Numbering, Flip and Rotate nodes, as appropriate.

For details, refer to the following procedure in the online help: “Upgrading legacy workflows that contain the Job Level Edit process.”

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Procedure Overview

About FreeFlow Process Manager

Ensure Color Manage workflow consistency between the server and a remote client.

Importing legacy (version

5.0 and below) workflows with a Color Manage node.

Import ICC profiles ICC profile rights

Set up hot folders You can open a common browse folder dialog and select or create

Workflows that include color management can become inconsistent between the Process Manager server and the remote client when profiles are uninstalled on the server.

Color profiles are now managed in the Optimize node Color tab. If you import a legacy workflow with a Color Manage node into

FreeFlow Process Manager, the legacy Color Manage icon is converted to an Optimize icon and the settings transfer automatically to the Optimize settings Color tab.

For information, refer to the Ensuring Color Manager workfllow consistency between the server and a remote client procedure.

Import any required ICC profiles. You must own the rights to use the ICC profiles accessed by

FreeFlow Process Manager. For details, refer to the following procedure in the online help: “To

import an ICC profile.”

a folder in the system via the Hot Folders dialog in Workflow Builder. You can:

• Pause/resume all hot folders or individual hot folders.

• Enable file clustering on a per hot folder basis. For details, refer to the following procedure in the online help:

“Setting up a hot folder.”

Set up external processes You may want to add external processes to support third party

software, or to set up third party scripts. For details, refer to the following procedure in the online help:

“Using third party external processes.”

Set up Preps To use Preps, you will need to install it, configure the default Preps

workflow, and create and save Preps job files. For details, refer to the following procedure in the online help:

“Setting up Preps.”

Logging in to the FreeFlow Process Manager applications

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

authorization on page 2-6.

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FreeFlow Process Manager

About FreeFlow Process Manager

Authorization error message

The Windows operating system caches a user’s group membership information. If you add yourself to an authorization group (e.g., Xerox FreeFlow Process Manager Administrators) and then try to launch an application, you will receive an error message indicating you do not have permission to launch FreeFlow Process Manager applications.To rectify this issue, log off and then log back on.

Group membership and authorization

The following table shows authorization based on membership in FreeFlow Process Manager Administrators or FreeFlow Process Manager Operators groups.

Administrator Operator

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

Can launch Workflow Builder Cannot launch Workflow Builder Can launch FreeFlow Adminstrator Tool and

perform all adminstrative tasks

NOTE

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

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

Can launch FreeFlow Adminstrator Tool and edit repository connnection information

Managing production printers

•

Registered Printer List Locator: Allows you to set whether the registered printer list in use by a FreeFlow application is located on a local computer or a remote computer.

•

Printer Registration: Allows you to register and manage supported production printers and queues for use by FreeFlow software applications. To configure the Print process step in a workflow, production printers must first be added via the FreeFlow Printer Registration application.

•

Printer Status/Job Status Tool: Allows you to status jobs, queues, and printers.

NOTE

When building a workflow containing the Print node, you must register the printer associated with the Print node.

Xerox FreeFlow Common Printer Administrators group

In order to make changes to registered printers with the Printer Registration tool, a user must be a member of the Xerox FreeFlow Common Printer Administrators group.

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About FreeFlow Process Manager

Registering and adding a production printer

1. Select Start > Programs > Xerox FreeFlow Software > Printer Registration, or in Workflow

Job Manager, select Launch > Printer Registration. The Installed Products dialog displays. Ensure the radio button for Process Manager is marked.

3. Select OK.

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

5. For additional information about registering and managing printers, select Help in the

Printer Registration dialog to open the online Help.

For additional information about Production Printing, refer to the online Help for the Registered Printer List Locator, Printer Registration, or the Printer Status/Job Status Tool.

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About FreeFlow Process Manager

2-8 Operator and Administrator Guide

Workflow Builder

With Xerox FreeFlow Workflow Builder you can create workflows by dragging and dropping processes into a sequence. You can also choose system configuration options. Optionally, you can configure and add third party software workflow components to a workflow to enhance the flexibility and capabilities of the Process Manager system.

Workflow process icons

The Workflow Builder Insert menu allows you to insert processes into a displayed workflow. To insert a process, select a process in a workflow, and select Insert > item . The new process is

inserted to the right of the selected process. Workflow processes are also available as icons in the Workflow Process Options area. The icons

can be dragged and dropped into the workspace to assemble a workflow.

Process Icon Description

Input Displays automatically as the first workflow node when you select Enter

during new workflow creation.

Image Enhancement

Convert Converts documents submitted to the workflow to PDF. Converts the

Join Combines multiple PDF files into a single PDF file.

Automatic Image Enhancement (AIE) optimizes sharpness, color balance, saturation, exposure, noise reduction and contrast of TIFF, JPEG, and BMP images, whether standalone or embedded in a PDF. AIE also supports redeye removal for humans and shadow detail enhancement. The AIE feature works only for color and grayscale images.

following formats: MS Word, MS PowerPoint, MS Excel (includes Microsoft Office 2007), MS Publisher, Adobe Photoshop, Adobe InDesign, Adobe Illustrator,JPG, JPEG, TIFF, TIFF-IT, TIF, BMP, PS, RDO, Quark Xpress (QXD and QXP), VPC, and EPS.

Allows you to flatten PDFs by converting them to Postscript and back to PDF again. Uses Acrobat Preflight Fixups to automatically correct job problems.

You can select an Adobe Acrobat Distiller job option to generate optimal PDFs.

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Workflow Builder

Process Icon Description

Optimize The Optimize process allows you to automatically correct common problems

with PDF files. You can embed missing fonts, define PDF boxes and flatten document transparencies and overprints. The transparency and overprint flattening render the document objects to ensure that optimized documents RIP with the expected appearance.The Optimize process node can also perform ICC-based color conversion and spot color suffix normalization.You can also create a PDF/X-1a compliant PDF.

Preflight Uses an Adobe Acrobat preflight profile to validate and check formatting,

verify the image, fonts, and verify references to OPI image server images. Fixups in Acrobat Preflight profiles can be used to automatically correct many PDF problems including PDF box manipulation, resizing to PDF contents and dealing with non-printing content and PDF Layers.

Watermarks Allows you to add a text or image watermark to selected pages of an input

PDF file. You can specify a combination of images or text, in various alignments, that can appear either underneath or on top of the page content. Selected pages may be specified as all pages, odd or even pages, landscape or portrait pages, specific document pages, or as a page range (for example, pages 1-5, 8).

Bates Numbering

Allows you to add bate stamps to selected pages of an input PDF file. Bate stamps consist of a page number with optional leading zeros and an optional fixed text prefix. An optional extra line of fixed text can appear either above or below the page number. Selected pages may be specified as all pages, odd or even pages, landscape or portrait pages, specific document pages, or as a page range (for example, pages 1-5, 8).

Page Numbering

Allows you to add page numbers to selected pages of an input PDF file. Selected pages may be specified as all pages, odd or even pages, landscape or portrait pages, specific document pages, or as a page range (for example, pages 1-5, 8).

Barcodes Allows you to add a barcode to your workflow. You can specify the barcode

type or symbology, symbology-specific options, width, height, padding, inclusion of human-readable text, placement, alignment, rotation, frequency, size and other options. Selected pages may be specified as all pages, odd or even pages, landscape or portrait pages, specific document pages, or as a page range (for example, pages 1-5, 8).

Rotate Pages Allows you to rotate selected pages in the PDF file 90 degrees right or left,

or 180 degrees. Selected pages may be specified as all pages, odd or even pages, landscape or portrait pages, specific document pages, or as a page range (for example, pages 1-5, 8).

Flip Pages Allows you to flip selected pages in the PDF file horizontally or vertically to

create a mirror image. Selected pages may be specified as all pages, odd or even pages, landscape or portrait pages, specific document pages, or as a page range (for example, pages 1-5, 8).

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

original image size. For TIFFs, JPGs, or BMPs, the image is resized; for PDFs, the page is resized. Selected pages may be specified as all pages, odd or even pages, landscape or portrait pages, specific document pages, or as a page range (for example, pages 1-5, 8).

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FreeFlow Process Manager

Workflow Builder

Process Icon Description

Impose Allows you to select an imposition template to apply to the job. Supports

repeated, sequential, alternating and cut & stack multiup imposition. Supports saddle and perfect bound booklet and calendar imposition. Also allows the addition of crop marks to the imposed document. You can specify which face of the sheet to place marks on and the PDF boxes on which to place crop marks.

Crop Allows you to automatically crop jobs consisting of one or more PDF pages

and JPEG, TIFF, or BMP file images. For PDF documents, crops the pages; for JPEG, TIFF, or BMP files, crops the images. Selected pages may be specified as all pages, odd or even pages, landscape or portrait pages, specific document pages, or as a page range (for example, pages 1-5, 8).

Pressmarks Allows you to add a pressmark image to selected pages of an input PDF file.

You can specify the pressmark placement, rotation, frequency, and transparency. Selected pages may be specified as all pages, odd or even pages, landscape or portrait pages, specific document pages, or as a page range (for example, pages 1-5, 8).

Review Can be used multiple times, at critical points in a workflow, to view, check and

edit the PDF file using Adobe Acrobat. When stopped at the Review step, you can change process settings, resubmit

the job to a previous step for additional processing, view a soft proof, or print a hardcopy proof.

You can approve the job and allow it to move to the next step in the workflow, or you can fail the job. If you save the PDF after editing it in Acrobat, the edited PDF will be moved to the next step in the workflow.

If there is a Print step after the Review step, you can select Copies to access the Copies dialog and change the number of copies to print.

Notify Provides job status notification via e-mail. allows you to attach preflight

results and job files up to a maximum size of 1 GB.

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

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

RDOs.”

Save Allows you to save all supported file types from the workflow to a specified

location in a Windows file system or document repository. Also allows saving of an XPIF job ticket, if available, with the job.

JDF Export The output file of a JDF export task can be re-imported and re-run by dropping

it into a hot folder associated with an appropriate workflow. The files associated with the JDF must exist in the same location as the original job.

Conditional Conditional branching provides an added level of logic to a workflow,

allowing it to examine the properties of submitted jobs, and then act accordingly without human intervention.

You can add one or more conditional branches to a workflow, each with one or more user-designated conditions that specify the desired attributes or properties of the submitted jobs.

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FreeFlow Process Manager

Process Icon Description

External Process External Process enables the integration of third party workflow components.

Workflow components may be integrated via hot folders or via Command Line Interface.

Workflow Builder

Building workflows

You can create new Workflows or duplicate an existing workflow. To build or modify a workflow, you perform the following basic steps:

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

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

• Save and enable the workflow.

NOTE

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

Rules for building workflows

Apply the following rules when you sequence workflow process steps in the workspace: Input is the first step in any workflow. Input is automatically displayed in the workspace when

you begin a new workflow. If Convert exists in a workflow, it must precede the following processes:

• Join

• PDF Optimize

• Preflight

• Impose

• Bates Numbering

• Page Numbering

• Watermarks

• Rotate Pages

• Flip Pages

• Print

• Barcodes

• Pressmarks

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FreeFlow Process Manager

Workflow Builder

Building a new workflow

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

Launch Workflow Builder.

2. In the Workflows toolbar, select New. A new workflow is added to the list. A highlighted

name cell is provided for editing. Select the desired process from the Workflow Process Options area, and drag and drop the

process into the workflow workspace into the desired position. If necessary, configure the process settings.

5. Select Save and Enable,

NOTE

A Workflow must be enabled before it can accept new jobs for processing.

Creating fail branches

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

• A Notify process that contains Preflight results.

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

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

Select the desired fail branch process and drag it downward, after the desired process in a

workflow. Drag the process into the gray space holder that appears after the red arrow.

NOTE

You can also place a fail branch after a process step as follows: Select, and then Copy a process, point to the desired position in the workflow, and select Paste as Fail Branch from the Edit menu.

Exporting workflows

The Process Manager export/import workflow function provides workflow portability and a method for backing up and restoring workflows and their associated hot folders and other resources.

NOTE

Custom preflight profiles must be exported from within Adobe Acrobat.

NOTE

A .wfc folder displays in the export save location, along the .xml file. It contains configuration files, hot folder, and other workflow information to enable workflow and hot folder restoration during import.

In Workflow Builder, select a workflow or multiple workflows.

2. Select File > Export and save the workflows to the desired location.

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FreeFlow Process Manager

Workflow Builder

Importing workflows

Import any required custom preflight profiles before importing a workflow.� To import a workflow, you must first generate an .xml workflow file by exporting a workflow.

The .xml file can then be imported into Workflow Builder on the same Process Manager server or imported into Workflow Builder on a second Process Manager server.

NOTE

Only .xml files can be selected.

NOTE

If the .xml file is incorrectly formatted, an error message similar to this displays: “The file complete path does not contain readable workflow data.”

NOTE

If the .xml file contains workflows of the same names, the following message displays: Cannot import the following workflows [workflow names]. Existing workflows of the same name already exist. Please rename or delete the existing workflows first. “Names are not case-sensitive: “Newsletter Workflow” is the same as “newsletter workflow”.

1. In Workflow Builder, select File > Import.

2. In the Open window, browse to the desired workflow XML file.

The workflow is fully restored, including any referenced directories and hot folders that were deleted after the workflow was exported.

Ensuring imported workflow compatibility

Workflows can be successfully imported from one Process Manager server system to another Process Manager server if both servers have the same software version of Process Manager and if all the configurations on the second server are compatible.

The following items should be checked for compatibility:

• Preps jobs lists and custom templates

• Fonts used in Bates Numbering, Page Numbering, Watermarks

• ICC profiles used in Optimize

• Adobe Acrobat Preflight profiles used in Preflight

Configuring process settings

About Input

When you create and name a new workflow and select Enter. An Input node automatically displays at the beginning of the workflow.

In Workflow Builder, the Input node does not have a settings dialog. In Workflow Job Manager, you can open the Input settings dialog and view a list of the original input files, the file path, file size and date modified. Input files can also be viewed via the tool tip.

Configuring Image Enhancement settings

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

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FreeFlow Process Manager

Workflow Builder

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

Limitations for Image Enhancement

• Image Enhancement can be applied only to raster image files such as TIFFs, JPEGs, and BMPs. It also supports those files if they are embedded in PDFs.

• The image quality improvement for BMPs may be minimal.

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

• The Exif data that is found in some JPEG files is not currently supported by Image Enhancement and will result in the loss of resolution information.

• If you include the Image Enhancement process in a FreeFlow Process Manager workflow and submit the job to a DocuSP 5.1 or a Xerox FreeFlow Print Server, ensure that you submit it to a queue for which Image Enhancement is not enabled.

• If you have the option of performing the Image Enhancement processing in either FreeFlow Process Manager or in the current DocuSP 5.1 or Xerox FreeFlow Print Server , for reasons of flexibility and performance, it is recommended that you do so in FreeFlow Process Manager, rather than in DocuSP 5.1 or Xerox FreeFlow Print Server.

Configuring Convert Settings

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

You can select from various job options to generate optimal PDFs for Microsoft Office (including Microsoft Office 2007) or PS files. The job options include the basic Adobe Acrobat Distiller set with the addition of various Xerox-specific job options, including DocuColor iGen3. You can also create custom job options in Adobe Acrobat Distiller for use in Process Manager.

The default job option that displays in Process Manager is selected in Adobe Acrobat Distiller. The Flatten submitted PDF files for printing option allows you to re-process PDF files with known

printing problems. "Flattening" converts a PDF file to PostScript, and then converts it back to a PDF file. This feature may result in a loss of features and image degradation, including:

• Loss of transparency.

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

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

• Loss of some annotations such as comments, embedded files, embedded media such as video/ audio, and references to external files or media.

Operator and Administrator Guide 3-7

FreeFlow Process Manager

Workflow Builder

Manual Conversion tab

Adobe Illustrator and QuarkXPress files must be manually converted to PDFs before they can be processed in a workflow. To do this:

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

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

NOTE

The SMTP server must be configured to enable email notification.

• Manually convert the files to PDF via Adobe Creative Suite or QuarkXPress and save the converted files in the working directory to continue workflow processing.

Microsoft® Office conversion setup

Enable Microsoft Office conversion.

If Process Manager is installed on Windows 2008 Server, configure DCOM.

a) Log in as administrator. b)

Open Control Panel > Administrative Tools > Component Services. c) In the left pane, open

Console Root > Component Services > Computers > My Computer > DCOM Config. d)

Select No for all warning dialog boxes that display. e)

Close Component Services.

Restrictions on PDF conversion

Depending on the submission method, PDFs created by a Process Manager Convert node may have restrictons on their use. If you purchase a PDF conversion license, all PDFs are unrestricted. PDF conversion jobs submitted using the following methods have restrictions on e-mailed PDFs:

• Hot Folders

• MAX

• MAX Submission Client

• JDF

• JMF

• a remote Workflow Submission client without Adobe Acrobat installed If the job is submitted using one of the listed methods, PDFs e-mailed by a Notify node have the

following restrictions:

• low resolution proofs are watermarked

• high-resolution proofs are watermarked and cannot be edited or printed PDFs from jobs submitted by the Workflow Submission Client running on the Process Manager

system do not have restrictions.

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FreeFlow Process Manager

Workflow Builder

Working with PDF files

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

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

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

Remote Creative Suite Conversion setup

The Remote Creative Suite Conversion Setup dialog is used to enable automatic conversion of Adobe InDesign and Adobe Illustrator files from a remote workstation.

1. In Workflow Builder, select Options > Remote CS3 Conversion Setup.

2. Mark the Enable automatic conversion of Creative Suite files using a remote workstation

if you want to enable automatic conversion of Adobe InDesign and Adobe Illustrator files. Enter the appropriate path for the Remote Conversion Share Path.

4. Select OK.

Operator and Administrator Guide 3-9

FreeFlow Process Manager

Workflow Builder

Setting up the Remote Conversion Client

Create a new shared folder on the drive where the Adobe Illustrator and Adobe InDesign

applications are installed. a)

Right-click the folder and select Properties. b)

In the Sharing tab select Share this folder. c) Set the Share name. d)

Select Permissions. e)

Add XDL_ADMIN to the Share Permissions and allow Full Control. For Windows XP, disable the system firewall.

Select Start > Settings > Control Panel > Windows Firewall. b)

In the General tab select Off.

4. Disable the Remote Registry service.

Select Start > Settings > Control Panel > Administrative Tools > Services. b)

If the Remote Registry service is not already Started and Automatic, make the changes

in the properties of the service.

5. Configure the Local Security Policy.

a) Select

Start > Settings > Control Panel > Administrative Tools > Local Security Policy. b)

In the tree view, select Local Policies > Security Options. c)

Double-click Network Access: Sharing and security model for local accounts. d)

Select Classic - local users authenticate as themselves.

6. Configure Component Services.

a) Select

Start > Settings > Control Panel > Administrative Tools > Component Services. b)

In the tree view, select Component Services > My Computer > DCOM Config. c)

If a warning The ClLSID { } ... has the name value AppID but is not recorded under

\\HKEY_CLASSES_ROOT\AppID. Do you wish to record it? appears, select No. d)

If CS2 is installed and the object Illustrator InkInfo is defined, select

The interactive user in the Identity tab of the object properties. e)

If CS3 is installed and the object Illustrator LabColor is defined, select

The interactive user in the Identity tab of the object properties. f)

If either CS2 or CS3 is installed and the object Adobe InDesign Application is defined,

select The interactive user in the Identity tab of the object properties.

About Join

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

Files in a multiple-file job are processed separately until they reach the Join process.

• Once files are joined, only one set of parameters and one job ticket apply.

• The Join process may be placed anywhere in a workflow. Hoewever, only you can have only one Join process per workflow.

• Once files are joined, they job cannot be resubmitted to a point before the Join process.

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