Xerox FreeFlow Web Services 7.0 User Guide
Version 7.00
December 2008
DWS02V7.0E-02
FreeFlow™ Web Services
Print Buyer Guide
Web Services
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Document Version: 2.0 (December 2008)
Table of Contents
Introduction ......................................... 1
About FreeFlow Web Services............................................................... 1
About this Guide.................................................................................. 1
Basic Concepts .................................................................................... 2
Jobs and Templates .................................................................................................................................. 2
Job Flow..................................................................................................................................................... 3
Getting Started.................................................................................... 4
Main Interface Components ................................................................................................................... 4
Ordering Jobs........................................ 5
Ordering Workflows............................................................................. 5
Ordering Jobs from Superstore Catalogs .............................................. 6
Optional Wizard Steps............................................................................................................................. 6
Job Specification .........................................................................................................................................................7
Variable Information .................................................................................................................................................7
Upload File ..................................................................................................................................................................8
File Report ...................................................................................................................................................................8
Preview ...................................................................................................................................................................... 11
Job Summary ............................................................................................................................................................ 11
Job Details ................................................................................................................................................................ 11
Ordering Static Jobs ............................................................................................................................... 12
Ordering Variable Information Jobs ................................................................................................... 13
Ordering Personalized Jobs ................................................................................................................................... 13
Ordering Variable Data Jobs ................................................................................................................................. 14
Ordering from Variable Data Archive ................................................................................................................. 16
Ordering Jobs from HTML Catalogs .................................................... 18
Main Workflow ....................................................................................................................................... 18
Additional Ordering Options ............................................................................................................... 18
Ordering Inventory Jobs..................................................................... 19
Ordering to Inventory............................................................................................................................ 19
Print Buyer Guide
Ordering from Inventory....................................................................................................................... 20
Ordering Jobs from Files Stored on the User’s Computer.................... 20
Ordering Book Assembly Jobs ............................................................ 21
Uploading Print Files.............................................................................................................................. 21
Setting Binding Style............................................................................................................................... 22
Preflight Report....................................................................................................................................... 22
Defining Job Components..................................................................................................................... 23
Ordering ................................................................................................................................................... 24
Shopping Cart and Order Checkout.................................................... 25
Handling Jobs in Shopping Cart........................................................................................................... 25
Order Price Calculation.......................................................................................................................... 26
Order Checkout....................................................................................................................................... 26
Setting Shipping Parameters ................................................................................................................................... 26
Placing Order ............................................................................................................................................................27
Tracking Jobs ....................................... 29
Job Queues and Statuses................................................................... 29
Searching for a Job ............................................................................ 30
Main Features of the Search Window.................................................................................................. 30
Search Options ........................................................................................................................................ 31
Job Details and Related Operations ..................................................................................................... 32
Job Activities ..................................................................................... 32
Managing Templates ............................. 35
Templates Repository........................................................................ 35
Template Types ....................................................................................................................................... 36
Controls and Operations........................................................................................................................ 36
Searching for Templates......................................................................................................................... 37
Creating Templates ........................................................................... 37
Workflows and Wizards......................................................................................................................... 37
Simple Job Templates .............................................................................................................................................38
Composite Job Templates ......................................................................................................................................38
Creating Static Templates ...................................................................................................................... 39
Uploading Content to a Template .........................................................................................................................39
Setting Template Properties ...................................................................................................................................39
Preflight Check of Uploaded File .......................................................................................................................... 40
Saving Templates as Static ......................................................................................................................................40
Web Servicesii
Table of Contents
Creating VI Templates ........................................................................................................................... 40
Setting VI Workflow ............................................................................................................................................... 41
Creating VI Fields ....................................................................................................................................................41
Defining Properties of VI Fields ........................................................................................................................... 42
Arranging VI Fields ................................................................................................................................................. 43
Saving VI Template .................................................................................................................................................43
Creating Book Assembly Templates .................................................................................................... 44
Template Activities............................................................................ 44
Setting Workflow Policy......................................................................................................................... 45
Setting MailToPrint Option................................................................................................................... 46
Defining VI Fields using iForm Editor.................................................. 48
Defining the Basic Field Properties...................................................................................................... 48
Text Fields ................................................................................................................................................................. 48
Image Fields ..............................................................................................................................................................52
Advanced Options ................................................................................................................................................... 54
Job Assets ........................................... 59
Catalog Library.................................................................................. 59
Managing Catalogs .................................................................................................................................. 59
Creating a New HTML Catalog ............................................................................................................................59
Adding Templates to HTML Catalogs .................................................................................................................59
Exporting Catalog Content ....................................................................................................................................60
Template Display Setup ......................................................................................................................... 60
Catalog Properties Setup........................................................................................................................ 60
Setting Display Parameters ..................................................................................................................................... 61
Setting Workflow Parameters ................................................................................................................................ 61
Setting Variable Information Fields ......................................................................................................................62
Setting Order Parameters .......................................................................................................................................62
Setting Delivery Parameters ................................................................................................................................... 62
Setting Price Preview ...............................................................................................................................................63
Setting Email Options ............................................................................................................................................. 63
Finishing the Setup Procedure ...............................................................................................................................63
Image Library .................................................................................... 64
Managing the Image Library.................................................................................................................. 64
Uploading Images to the Library ........................................................................................................................... 64
Inventory........................................................................................... 65
Managing Inventory Templates ............................................................................................................ 65
Variable Data Files............................................................................. 66
Managing the Library.............................................................................................................................. 66
Database Features ................................................................................................................................... 66
iiiPrint Buyer Guide
Print Buyer Guide
Account Administration ......................... 67
Introduction ...................................................................................... 67
General Account Settings .................................................................. 68
General Contact Information................................................................................................................ 68
Default Starting Page .............................................................................................................................. 68
General Shipping and Billing Addresses.............................................................................................. 68
Setting Account Users ....................................................................... 69
Managing Users ....................................................................................................................................... 69
Creating a New User ...............................................................................................................................................69
User List Tools .........................................................................................................................................................70
User Starting Page ....................................................................................................................................................70
Shipping and Billing .................................................................................................................................................71
User Types and Privileges...................................................................................................................... 71
Setting User Groups .......................................................................... 73
Creating a New Group ........................................................................................................................... 73
Deleting a Group..................................................................................................................................... 73
Setting Departments ......................................................................... 74
Setting Cost Centers.......................................................................... 74
Creating a New Cost Center.................................................................................................................. 74
Modifying a Cost Center Budget .......................................................................................................... 75
Setting Email Notifications ................................................................ 76
Handling the Address Book ................................................................ 77
Managing Contacts.................................................................................................................................. 77
Contact Display ........................................................................................................................................................77
Searching for a Contact ...........................................................................................................................................77
Creating a New Contact ..........................................................................................................................................78
Toolbar Activities ....................................................................................................................................................78
Print Driver Configuration ..................... 79
Installing Print Driver ........................................................................ 80
Prerequisites (Windows Vista Only) .................................................................................................... 80
Installation on Macintosh, Windows 2000, 2003, XP, and Vista .................................................... 81
Macintosh .................................................................................................................................................................. 81
Windows .................................................................................................................................................................... 81
Ordering Jobs through the Print Driver............................................... 82
Web Servicesiv
Table of Contents
Glossary ............................................... v
Index ..................................................vii
vPrint Buyer Guide
Print Buyer Guide
Web Servicesvi
List of Figures
Figure 1: Job Type - Job - Template relationships ....................................................................................... 2
Figure 2: Job flow stages................................................................................................................................... 3
Figure 3: Job Specification page ...................................................................................................................... 7
Figure 4: Upload File page ............................................................................................................................... 8
Figure 5: File Report page ................................................................................................................................ 8
Figure 6: Preflight report view......................................................................................................................... 9
Figure 7: Editing wizard steps ....................................................................................................................... 10
Figure 8: Variable Fields ................................................................................................................................. 13
Figure 9: Uploading variable records............................................................................................................ 14
Figure 10: Variable Data archive................................................................................................................... 16
Figure 11: Defining components of a Book Assembly job....................................................................... 23
Figure 12: Shopping cart................................................................................................................................. 25
Figure 13: Search window .............................................................................................................................. 30
Figure 14: Templates window........................................................................................................................ 35
Figure 15: Selective Upload tools.................................................................................................................. 41
Figure 16: iForm Editor dialog box (example for a variable image field)............................................... 42
List of Figures
Web Servicesviii
1
Introduction
About FreeFlow Web Services
FreeFlow Web Services is a business workflow management software application designed for the printing
industry. The application serves as a platform for communication between the Print Service Provider and the
Print Buyer.
Addressing all of the needs of Print Buyers, FreeFlow Web Services provides a complete e-Commerce Ready
platform, with flexible ordering flow and information management capabilities. FreeFlow Web Services also
provides Print Buyers with such tools as variable data, libraries of templates and images, one-to-one marketing
and receiving a price online.
Features and capabilities of the FreeFlow Web Services for Print Buyers include:
Flexible ordering tools
Pre-defined ordering workflows
Online specification of jobs to be ordered
Ordering variable information jobs
Tracking status of ordered jobs
Account management tools
About this Guide
The Print Buyer Guide is designed for all Print Buyers that intend to work with the FreeFlow Web Services
system and encompasses all facets of Print Buyer administration and production workflow. The primary goals of
the Print Buyer Guide are as follows:
To acquaint the Print Buyer with the distinctive software features of the FreeFlow Web Services system
To provide reference information for the Print Buyer
To guide the Print Buyer in the main workflows of job ordering, setting up templates and administration.
Introduction
Basic Concepts
Jobs and Templates
The basic terms and their definitions, as used in FreeFlow Web Services, are:
Job Type - parameters describing a print job, such as a business card, flyer, letterhead, etc., that can be
produced by the Print Service Provider.
Job Content - a content file that builds a specific print job when combined with a typical Job Type.
Job - a combination of a Job Type with a Job Content. Jobs can be created in the system for one-time use or
can be saved as templates for repeated use.
There are three categories of jobs in the system:
Simple jobs - jobs that contain one uploaded content file
Book Assembly jobs - composite jobs that contain a number of uploaded files or multiple components
such as cover and text pages printed on different stock.
Non-paper jobs - jobs that don’t require printing or that are printed on non-paper substrate, such as
mugs, shirts or pens.
Temp lat e - a Job Type combined with a specific Job Content and saved for repeated use, whether for
reprints or for creating variable information instances.
Figure 1: Job Type - Job - Template relationships
Job Type
Job
Order Job
Two types of templates can be created based on a Simple job:
Static templates - contain constant job content.
Static templates have permanent, unchanging job content. Each time a job based on the same static template
Job Content
Save Job as Template
Create Job
Order Job
Web Services2
Basic Concepts
is re-printed, the result looks the same. The Book Assembly templates are conceptually the same as Static
templates.
See Creating Static Templates on page 39.
Vari ab le Inf o r m atio n (VI ) templates - contain variable fields and are used for creating Personalized or
Variable Data jobs. Variable fields are created by using the Selective Upload feature, and variable field
properties are modified by using iForm Editor. See Creating VI Fields on page 41 and Defining VI Fields
using iForm Editor on page 48.
VI templates enable processing of single and multiple variable records. Personalized jobs contain single
variable data record entered into the variable fields. Multiple personalized instances can be created, based
on uploaded variable data. Each template instance is based on one variable data record and represents a
personalized job. A collection of such instances can be saved as a template containing an archive of variable
data. See Ordering Variable Information Jobs on page 13 for uploading variable data.
Job Flow
A Print Buyer user orders jobs to be printed by the Print Service Provider. Each ordered job goes through the
following stages:
Figure 2: Job flow stages
Navigation to required Job Type
Job creation and specification
Adding job to Shopping Cart
Order checkout
Production and Delivery
Marking job as Received
The Print Buyer creates and specifies a job and adds the job to the shopping cart. The transfer of a job to the
Print Service Provider side is initiated by ordering the job. The production and delivery stages are controlled by
the Print Service Provider. The Print Buyer indicates that the ordered job was received.
Each order is a separate entity and can contain several jobs. When a Print Buyer submits a job order, it is a
contractual step.
3Print Buyer Guide
Introduction
Getting Started
The FreeFlow Web Services system operates in the Windows environment, using an Internet browser interface.
In addition, Print Buyers can access the relevant application pages from the Mac operating system.
To log in to the Print Buyer side of the FreeFlow Web Services application, enter your user name and
password, and click
The system verifies your credentials and opens the Print Buyer interface, according to your user type.
See User Types and Privileges on page 71 for setting user types.
It is possible to change the user interface language to any one of the enabled languages on the login screen. Each
language is connected in the system to an appropriate measurement system. Choosing US English results in the
use of the imperial system units of measurement, while choosing UK English or any other language results in the
use of the metric system units.
Main Interface Components
When logging in, a Print Buyer user accesses the Print Buyer side interface. The user type of the user is indicated
in the upper part of the screen.
Login.
The Print Buyer interface is divided into four main pages:
Order Jobs - allows ordering jobs of any type. See Ordering Workflows on page 5.
Track Jobs - allows tracking the status of ordered jobs. See Tracking Jobs on page 29 for job states and tracking
tools.
Manage Templates - allows management of all system assets (templates, catalogs, archives, images, inventory,
etc.). See Managing Templates on page 35 and Job Assets on page 59.
Manage Account - allows account administration (account details, users, departments, etc.). See Account
Administration on page 67.
Only Print Buyer users assigned the Administrator, Supervisor or Designer privileges can access
and work with the
The additional controls in the upper part of the screen are:
Shopping Cart - shows the shopping cart with all the jobs that are already added to the cart and awaiting ordering.
For working with the shopping cart, see Shopping Cart and Order Checkout on page 25.
Software Downloads - allows downloading of the applications and system features enabled by the Print Service
Provider.
Manage Templates and Manage Account pages.
Help - provides the user with On-Line Help information and navigational tools.
Logout - allows the user to log out of the system.
Web Services4
2
Ordering Jobs
Ordering Workflows
When logging in to FreeFlow Web Services as a Print Buyer user, the Order Jobs page opens. Default view of the
starting page is set for each Print Buyer user defined in the system. The initial
a launch pad, as a job catalog or as a template repository.
The
Order Jobs launch pad provides alternative starting points for ordering jobs:
Order from Our Catalog - provides the Print Buyer user with several workflows for ordering Simple jobs.
Jobs are ordered either from a Superstore catalog or from an HTML catalog.
Superstore catalogs are designed and supplied to a Print Buyer by the Print Service Provider and have a
customized look and feel. See Ordering Jobs from Superstore Catalogs on page 6.
HTML catalogs can be also supplied by the Print Service Provider or created by an authorized Print Buyer
user. See Ordering Jobs from HTML Catalogs on page 18.
When you start ordering a job, the type of workflow initiated depends on the type of catalog and/or the
template chosen for job creation.
Order Jobs page can be viewed as
Any Print Buyer user is enabled to order jobs from a catalog or folder specified in the user
settings. See User Starting Page on page 70 for setting user access.
Print Documents from Your Computer - provides the Print Buyer user with the workflows for ordering jobs
based on content files stored on the user's computer.
Order a Book Assembly - provides the Print Buyer user with the workflow for ordering composite jobs.
The Order a Book Assembly option appears when working with a Print Service Provider
that offers the Book Assembly feature.
The entire workflow, as described in this chapter, can be performed by users with job ordering
privileges. Only these users can create a job and have it directly sent for printing. Others can only
create a job and send it for approval.
Ordering Jobs
Ordering Jobs from Superstore Catalogs
A superstore catalog has a customized look and feel, according to Print Buyer requirements.
1 On the
The next page opens. The catalog defined in the user’s settings is displayed by default.
If the products in catalog are divided into categories, the navigation panel on the left side of the screen
displays the list of categories. The number of products in each category is indicated next to the category
name.
If a
the jobs are shown. The list of jobs to be ordered later appears under the summary, in the
pane. Customizable marketing messages and cross sales items can appear on the screen (optional).
2 Click a category name in the navigation pane, under
button under the category name in the central pane, to open the category and view included products.
3 Start the ordering workflow by clicking the
OR
Click the
the indicated job type.
4 Click the
Items On Hold pane.
Order Jobs page, click the Start Ordering button under Order from Our Catalog.
Shopping Cart summary is displayed on the screen, the number of jobs in the cart and the total price for
Items On Hold
Select Category, or click the corresponding Select
If the Upload your own designs button appears, you can start ordering a job with uploading
your own design file, without drilling into the category. The products created by uploading
new files can be directly ordered and/or saved for future use.
Add to Cart button under the required job.
Upload button to start a workflow that includes creation and ordering of a new product based on
Hold button to add a product to the list of items to be ordered later. The product appears in the
Optional Wizard Steps
When ordering from a Superstore catalog, the ordering workflow depends on the type of ordered job. The
wizards can represent any combination of the following steps:
Job Specification
Variable Information
Upload File
File Report
Preview
Job Summary
Job Details
Web Services6
Ordering Jobs from Superstore Catalogs
Job Specification
When a job is ordered based on a template that enables changes to the default job properties, the ordering
workflow includes the
design.
The user can change only those job properties enabled for change by the template designer. There can be
different job intent parameters enabled for change: color settings, sides to print, job size and orientation, paper
stock, and different finishing options such as type of folding, lamination, etc.
Figure 3: Job Specification page
Job Specification step. This step is always enabled when a user is uploading his own
When a job parameter is changed, the price for the job is updated, if the Print Service Provider
has defined this parameter to affect the total job price.
See Setting Template Properties on page 39 for enabling changes to job properties on the Job Specification page
of the ordering wizard.
Variable Information
The Var i a b le Info r ma t i on wizard step is included in the ordering workflow when a selected template is a VI
template. Any VI template allows one of the following:
Personalizing the job manually
Uploading variable records from an external Variable Data file
Selecting the personalized job instances from the records of a Variable Data archive already included in the
template.
The content of the
Vari a b l e I nf or m at ion step differ, depending on the enabled personalization option.
7Print Buyer Guide
Ordering Jobs
Upload File
The ordering workflow includes the Upload File step when a job is created by uploading a design file to a selected
job type.
Figure 4: Upload File page
1 Click the Browse button and navigate to the file to be uploaded.
2 Choose the file and click
3 Click
When the processing is completed, the ordering wizard proceeds to the
Continue. The preflight check starts.
The system checks for mismatches between the parameters of the created job and the properties defined in
the job type.
If you prefer not to upload a file to the job at this stage but attach it later, select the Send Files
Separately
checking the job. See Attaching Files to a Job on page 11.
Open.
File Report step.
radio button and click Continue. The wizard proceeds to the next step without
File Report
The File Report wizard step, if enabled by the Print Service Provider, can be contained in any ordering workflow
that includes the
during the preflight check of a job, after uploading a new design.
Figure 5: File Report page
Upload File step. The File Report wizard step allows viewing and handling problems discovered
Web Services8
Ordering Jobs from Superstore Catalogs
If problems are discovered, and your Print Service Provider allows ordering jobs with problems, you can choose
to ask the Print Service Provider to solve them. Otherwise, you can handle the problems by yourself.
If you choose to ask the Print Service Provider to solve the problems, select the appropriate check box in
the lower part of the screen.
If you choose to review the discovered problems, use the Click here to review these problems link to open
the preflight report.
The detailed report appears displaying the problems and ways to handle them. Each problem in the report
is provided with a link that opens an additional information page containing the problem description and/
or instructions on how to solve the problem.
Figure 6: Preflight report view
You can review the preflight report and not handle the problems, or solve only some of the
problems. The same check box asking your Print Service Provider to solve the problems is
available at any stage of working on the report.
The general solution provided for each discovered problem (excluding font and low-resolution images) is to
update the job type properties with the properties of the uploaded file. A number of additional solution options
are provided for each problem in the
Solution drop-down list. The Special Instructions field allows entering
customer comments addressed to the Print Service Provider.
Editing Page Size
If the page size of the uploaded file does not fit the one defined in the job type, there are several ways to handle
this problem:
Update the job type properties according to the uploaded file.
Leave the job type properties unchanged.
9Print Buyer Guide
Ordering Jobs
1 To update the job type properties according to the uploaded file, set the appropriate option in the
drop-down box.
When the job type properties are updated according to the uploaded file, the price might
become tentative.
2 To leave the page size as defined in the job type, set the appropriate option in the
3 To edit the page size of the created job, click the
Edit Crop&Bleed button that appears under the Solution
Solution drop-down box.
drop-down box.
The
Trim & Bleeds Editor wizard appears, allowing you to make the necessary corrections to the page size
and to the proportions of the uploaded file.
4 Click
Start to run the wizard.
5 Use the controls of the first wizard step to rotate the job pages, if necessary.
6 Click
7 Follow the instructions provided by the wizard until the
Next. The next step instructions appear.
I have set the job size and bleeds successfully
check box appears on screen.
Figure 7: Editing wizard steps
Solution
8 If you are sure that your settings are correct, mark this check box and click Save.
The job preflight check is run again, and the file report is updated.
9 Review the updated report to ensure that the problem is solved.
If you don’t mark the I have set the job size and bleeds successfully check box and click on
the
Save button, an additional check box appears. Mark this check box in order to ask the
Print Service Provider to solve the page size problem.
Web Services10
Ordering Jobs from Superstore Catalogs
Preview
The Preview wizard step can be included in any ordering workflow. The preview pane contains a toolbar that
allows the following operations:
Choose a required job page for preview using the Page drop-down list
Rotate job pages clockwise or counterclockwise
Toggle the preview zoom between the real size and the window size
View a low resolution PDF preview of the job
Refresh the preview.
Job Summary
The job summary pane can be added to any step of the ordering wizard.
The job summary pane displays the name and properties of a created job, a total job price and a default number
of copies to be ordered. The number of copies can be changed by choosing one of the predefined quantities
from the
When the number of copies is changed, the
job price.
Copies drop-down list, or typing a quantity in the field, according to the type of displayed control.
Update Price button appears, allowing the user to recalculate the
The
Attachment link (if appears) allows attaching design files (image files, font packages, etc.) to a created job.
Attaching Files to a Job
1 Click the Attachment link. The Attachments dialog box opens.
2 Use the toolbar icons to rename, delete and download additional files to the job.
3 Click the
4 Navigate to the location where the required file is saved and upload it to the job, or upload multiple files to
the Print Service Provider FTP site using the upload to FTP option.
5 Click
6 Highlight any file in the list and click the
file is sent to the Print Service Provider’s production queue.
Upload Files button to open the Upload File dialog box.
Continue. The file(s) are added to the list of attachments in the Attachments dialog box.
Mark for Production button. The preflight check is run, and the
Job Details
The Job Details wizard step can be included in any ordering workflow. Default job name, job type, and job
creation date are displayed in this pane.
In addition, the following settings are enabled for the user:
A default job name can be changed, if required
A cost center can be chosen from predefined options
A note can be entered.
11Print Buyer Guide
Ordering Jobs
Job Details step is usually the last step of the ordering workflow and is followed by adding a created job to
The
the shopping cart and ordering the job.
Ordering Static Jobs
The following is an example workflow when you order a static job.
1 Select a job in the catalog by clicking the corresponding
If the selected job is static, the
2 Click the
PDF Low resolution Proof icon on the preview toolbar to verify the job design.
Preview page opens, displaying the job preview. See Preview on page 11.
Add to Cart button.
The low-resolution PDF is created and saved. The next time you access this job, the preview
will be available immediately.
3 Close the proof and mark the
4 Click
Continue.
I have reviewed the proof and accept it check box under the preview.
The Print Service Provider can enable additional information on the Preview page such as job
details and job properties summary. See Job Summary on page 11 and Job Details on page 11.
5 Click the
If changes are enabled by the Print Service Provider to the job properties, the
Specification
Add to Cart wizard button. The job is created and added to the shopping cart.
wizard page opens. See Job Specification on page 7.
Job
The catalog appears; this allows proceeding to ordering of additional jobs. You can complete the ordering
process at a later time.
OR
Click the
Add to Cart and Order button.
The shopping cart appears, enabling you to get quotes for the jobs to be ordered and to complete the
ordering process.
The number of copies can be changed in the shopping cart, by choosing one of the
predefined options from the
Quantity drop-down list or by typing in the text box, according
to the type of displayed control.
6 To complete the ordering workflow, see Shopping Cart and Order Checkout on page 25.
Web Services12
Ordering Jobs from Superstore Catalogs
Ordering Variable Information Jobs
Personalized products are ordered based on VI templates containing variable fields. When you enter text into
variable fields, the text appears as a part of the print job, formatted according to the field definitions in the
template. VI jobs containing a single personalized record are created manually. VI jobs containing multiple
personalized records can be created manually instance by instance, or all instances can be created
simultaneously by uploading variable information records from an external database file. If the uploaded
variable records are saved with the job as a variable data archive, the job instances to be ordered can be selected
from this archive.
The following are three example workflows for ordering VI jobs.
Ordering Personalized Jobs
1 Select a job in the catalog by clicking the corresponding Add to Cart button.
If the selected job includes variable fields enabling personalization, the
displaying the fields.
Figure 8: Variable Fields
The page can contain the job preview and job summary panes, which depends on the settings at the Print
Service Provider side. See Job Summary on page 11 and Preview on page 11.
2 Enter information in the variable fields.
Vari a b l e I nf or m at ion page opens,
3 Click
When typing in a field, a dashed frame appears in the preview pane surrounding the entered
information. If the icon is attached to the frame, the field is user-movable, and you
can drag and drop it to any location inside the job page area.
Continue. The Job Specification page opens. See Job Specification on page 7.
13Print Buyer Guide
Ordering Jobs
4 Make necessary changes to the job properties enabled for modification, and click
The
Job Details page opens. See Job Details on page 11.
Continue.
5 Enter information in the empty fields, set the shipping date and change the job name, if necessary.
6 Click the
Add to Cart wizard button. The job is created and added to the shopping cart.
The catalog is displayed; this allows proceeding to the ordering of additional jobs. You can complete the
ordering process at a later time.
OR
Click the
Add to Cart and Order button.
The shopping cart appears, enabling you to get a quote for the jobs to be ordered and to complete the
ordering process.
7 To complete the ordering workflow, see Shopping Cart and Order Checkout on page 25.
Ordering Variable Data Jobs
Uploading Variable Records
1 Select a job in the catalog by clicking the corresponding Add to Cart button.
If the selected product is based on a template that enables creation of multiple personalized instances, the
controls of the
database file.
Vari a b l e I nf or ma tion page allow the user to upload Variable Data records from an external
Figure 9: Uploading variable records
2 Choose the Upload a Database File radio button and click Browse to navigate to a file to be uploaded. Select
the file and click
3 Choose the
Open.
Select File Format radio button and select the type and encoding of the file to be uploaded.
OR
Choose the
Upload, Using a Custom Scheme radio button and select a mapping scheme from the drop-
down list.
4 Click
Continue. The next wizard page opens.
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Ordering Jobs from Superstore Catalogs
Mapping Variable Records
1 Select First Row Contains Field Names.
2 Map variable records of the uploaded file to the variable fields of the job by choosing the required options
from the drop-down lists next to the field captions. Set the
fields that should not be personalized.
Do not import from database option in the
3 To open the
Scheme Management dialog box and save the new mapping scheme, click the Scheme link.
OR
Choose an existing mapping scheme from the drop-down list.
4 Click
Continue. The system processes the uploaded information and creates personalized instances.
Editing Variable Records
The additional editing panel appearing on the right side of the screen allows the user to edit created instances.
Any instance can be viewed, edited manually or removed, and new instances can be added.
When you select a field name in the list of field names above the list of records, the list of names will display the
values for this field.
The same editing panel appears when the user chooses the Manually Create Records radio
button on the
records manually.
1 On the editing panel, select a field name from the upper drop-down menu, to view the list of variable
values uploaded for this field.
2 Select one of the records in the list. The selected record appears in the appropriate field, and the other
fields are updated with the information relevant to that variable data form on the left.
Vari a b l e I nf or ma tion wizard page. This allows the user to create multiple variable
3 To add a new record to the list, modify an existing record in a field on the left side and click the
under the editing panel.
4 To delete records from the list, click the
5 To preview the job in low-resolution PDF format, click the
Remove button.
PDF Preview link.
Use the navigation buttons under the preview to move between the records.
6 To remove all records from the job, click the
7 To add variable records from another database file, click the
8 To export the variable information to an external database file, click the
9 To save the changes made to the variable data, click the
10 Click
Continue.
Clear Database button.
Import Database button.
Export Database button.
Save button.
New button
15Print Buyer Guide
Ordering Jobs
Ordering
The job is processed, and the Job Details wizard page opens. See Job Details on page 11.
Additional optional wizard steps can be included in the workflow, depending on settings made by
the Print Service Provider.
1 Enter the job details in the empty fields and change the job name, if necessary.
2 Click the
The catalog appears; this allows proceeding to the ordering of additional jobs. You can complete the
ordering process at a later time.
OR
Click the
The shopping cart appears, enabling you to get quotes for the jobs to be ordered and to complete the
ordering process.
3 To complete the ordering workflow, see Shopping Cart and Order Checkout on page 25.
Add to Cart wizard button. The job is created and added to the shopping cart.
Add to Cart and Order button.
Ordering from Variable Data Archive
1 Select a job in the catalog by clicking the corresponding Add to Cart button.
If the selected product contains an archive of Variable Data, the table of personalized instances appears.
Figure 10: Variable Data archive
Each row in the Use Template Archive table represents one instance of the job. The rows are provided with
selection check boxes. All instances are displayed in the table and marked to be ordered by default.
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Ordering Jobs from Superstore Catalogs
2 Find required records in the table using the search engine at the bottom of the screen: choose a field name
from the drop-down list of variable fields and enter the record you are searching for.
The relevant row is highlighted in the table.
3 Clear the check boxes for instances that will be not ordered at this time.
You can add variable data records to the archive. Use the Add Records link to access the
appropriate tool for editing Variable Data archive manually (see Editing Variable Records on
page 15 for details).
4 Click
Continue. The Preview page opens. See Preview on page 11.
The preview displays the first record in the archive. To see all records, click the
toolbar icon. The
PDF Preview dialog box opens. Use the navigation buttons under the preview to move
PDF Low-resolution Proof
between the records.
The low-resolution PDF is created and saved. The next time you access this job, the
preview will be available immediately.
5 Close the
6 Mark the
The
7 Change the number of copies to be ordered and click the
PDF Preview dialog box and return to the Preview page of the wizard.
I have reviewed the proof and accept it check box under the preview panel, and click Continue.
Summary page opens. See Job Summary on page 11.
Update Price button.
A recalculated price is shown.
8 Click the
Add to Cart wizard button. The job is created and added to the shopping cart.
The catalog appears; this allows proceeding to the ordering of additional jobs. You can complete the
ordering process at a later time.
OR
Click the
Add to Cart and Order button.
The shopping cart appears, enabling you to get quotes for the jobs to be ordered and to complete the
ordering process.
9 To complete the ordering workflow, see Shopping Cart and Order Checkout on page 25.
17Print Buyer Guide
Ordering Jobs
Ordering Jobs from HTML Catalogs
Products included in HTML catalogs are represented by thumbnails, with the details displayed below. When you
are ordering from an HTML catalog, you order one item at a time without going through the shopping cart.
Main Workflow
1 On the Order Jobs page, click the Start Ordering button under Order from Our Catalog.
The default catalog appears, as defined in the user settings. The catalog content is displayed to the right.
Each product in the catalog is provided with a link used to start the ordering procedure.
2 Click the
3 On the next screen, verify the product details and price. The displayed default price is calculated for the
default number of copies shown in the
4 Change the number of copies to be ordered.
When you are ordering a VI job, the variable information fields appear among other job details.
5 From the predefined options of the drop-down menus, choose the information to be printed in the variable
fields, or enter required information manually.
6 Click
7 On the next screen, verify the price components and total price, payment method and shipping address for
the job you are ordering.
8 View all job pages. By default, the first job page is shown in the preview. Use the
box above the job preview to navigate the pages.
9 Click the
10 Click
The order is issued to the Print Service Provider.
Start Order link under a product to be ordered.
Number of copies field.
Continue.
Page Number drop-down
PDF Preview link to view the job soft proof.
Place Your Order. The order confirmation appears, displaying the job and order details.
Additional Ordering Options
There are additional options for ordering jobs based on HTML catalogs or templates. Information contained in
any HTML catalog can be exported to an external HTML page, which can then be used as the starting point for
ordering. These options enable employees in a Print Buyer organization to order their print matter without
logging into the system, while maintaining centralized design and budgetary control.
There are two features that enable employees to order jobs from an external HTML page:
Exporting HTML - exporting a catalog/template to an external HTML page that is saved and then placed
on the Print Service Provider’s Internet site or on the Print Buyer organization’s Intranet site. Jobs can be
ordered directly from the site.
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Ordering Inventory Jobs
Sending MailToPrint - exporting a catalog/template to an external HTML page that is distributed to
specific employees by email. The employees receive the HTML page attached to an email message that
permits ordering from the attached page.
Users receiving the HTML page by email are specified in the MailToPrint settings. There are also approval
settings that determine whether the jobs ordered from this specific page by a specified user are sent directly
to production or to employers with higher privileges for approval. In the latter case, when an employee
issues a job order, a request for approval is sent to the predefined addresses.
See Setting MailToPrint Option on page 46 for setting MailToPrint workflow and email addresses.
The ordering workflow for these two options is the same as described in the Main Workflow above.
Ordering Inventory Jobs
Your Print Service Provider can enable specific jobs to be printed and stored in the Print Service Provider’s
facilities. When this option is enabled for a template, the jobs can be printed to inventory and ordered to
inventory. Printing to inventory can be enabled for static jobs only. See Inventory on page 65 for managing
inventory templates.
Ordering to Inventory
Ordering jobs to inventory is performed from the same Inventory window where the inventory templates are
managed.
1 Click the
opens.
2 Find a required inventory template by name using the search engine above the list of templates. Entering
the complete name into the field locates the specific template. Entering a character string locates all
templates with names beginning with the character string.
3 Use
other attribute.
4 Select the required template from the list of search results and click the
template details.
The shopping cart opens. The job is added to the shopping cart and indicated by the icon.
5 Set the number of copies to be printed to inventory.
6 Complete the ordering procedure (see Shopping Cart and Order Checkout on page 25).
Manage Templates tab and then click the Inventory option in the left menu. The Search window
Advanced Search to narrow the search results by adding filtering criteria such as template number or
Print to Inventory button under the
19Print Buyer Guide
Ordering Jobs
Ordering from Inventory
Ordering jobs from inventory is performed from the template repository. In the template repository, inventory
templates are indicated by the icon. When an inventory template is selected, the number of job copies
currently stored in the inventory is displayed with the template details.
1 Select an inventory template on the
ordered from inventory.
2 The
3 Set the number of copies to be ordered from inventory.
4 Complete the ordering procedure (see Shopping Cart and Order Checkout on page 25).
Add to Cart and Order button appears. Click the button to add the job to the shopping cart.
The shopping cart opens. The job is added to the shopping cart and indicated by the icon.
Templa tes page and note the maximum number of copies that can be
Ordering Jobs from Files Stored on the User’s Computer
To order jobs using the files stored on the user’s computer:
1 On the
The
2 Select a required job type and click the
The ordering wizard starts.
The wizard is comprised of different ordering steps, depending on the selected job type. See the
corresponding example wizards in the Ordering Jobs from Superstore Catalogs section above.
Order Jobs page, click Start Ordering under Print Documents from Your Computer.
Choose Job Type screen appears, displaying the types of jobs that can be ordered.
Select button.
3 Perform the necessary operations on each wizard page. See Optional Wizard Steps on page 6.
4 Click the
The
ordering process at a later time.
OR
Click the
The shopping cart appears, enabling you to get quotes for the jobs to be ordered and to complete the
ordering process.
5 To complete the ordering workflow, see Shopping Cart and Order Checkout on page 25.
Add to Cart wizard button. The job is created and added to the shopping cart.
Order Jobs page appears; this allows proceeding to the ordering of additional jobs. You can complete the
Add to Cart and Order button.
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