Xerox FreeFlow Web Services 9.0 User Guide

0 (0)

Version: 9.0

September 2012

Doc P/N: PSP-9.0-1-W

FreeFlow Web Services

Print Service Provider User Guide

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Document Version: 1.0

Table of Contents

1: Introduction	1
FreeFlow Web Services ...........................................................................	1
The Print Service Provider Guide ...........................................................	1
2: Web Services User Overview	3
Accessing Web Services .........................................................................	3
Accessing Web Services locally .......................................................................................................	3
Status Icons ......................................................................................................................................	3
Frequently Used Terminology.................................................................	4
Navigating Web Services..................................................................................................................	4
Logging Out of Web Services...........................................................................................................	4
Conventions Used in Web Services .......................................................	4
Managing Queues ............................................................................................................................	4
Using Web Services Features .................................................................	5
Managing Attachments.....................................................................................................................	6
Multiple Language Support...............................................................................................................	7
Generating and Editing Job Tickets..................................................................................................	9
3: System Setup	11
Basic........................................................................................................	11
Contact Details ...............................................................................................................................	11
General ...........................................................................................................................................	11
Time Zone.......................................................................................................................................	13
Region and Languages...................................................................................................................	13
Terms and Conditions.....................................................................................................................	14
Home Page Customization.............................................................................................................	14
Users........................................................................................................	17
Managing Print Service Provider Users..........................................................................................	17

Print Service Provider User Guide

iii

Table of Contents
Print Service Provider User Privileges............................................................................................	18
Advanced ................................................................................................	19
CRM................................................................................................................................................	19
Numbering ......................................................................................................................................	19
Email...............................................................................................................................................	20
Fonts...............................................................................................................................................	21
User Types .....................................................................................................................................	21
Job Expiration .................................................................................................................................	23
Customized Fields ..........................................................................................................................	23
Account Groups ..............................................................................................................................	24
Billing ..............................................................................................................................................	25
Integrations .............................................................................................	25
Credit Card Integration ...................................................................................................................	25
HTML or Word Documents.............................................................................................................	26
Defining Data Export.......................................................................................................................	26
Integrating Web Services with Other Systems ...............................................................................	27
4: Print Settings	29
Defining Production Parameters...........................................................	29
Setting Image Resolution Warning .................................................................................................	29
Setting Size Difference ...................................................................................................................	29
Output Devices .......................................................................................	30
Managing Output Devices ..............................................................................................................	30
Adding Output Devices...................................................................................................................	30
General Tab....................................................................................................................................	30
Defining Output Device Channels ..................................................................................................	31
Defining Print Imposition.................................................................................................................	32
Defining Press Setup Parameters for Pricing Calculation ..............................................................	35
Setting Speed and Waste...............................................................................................................	35
Defining Labor Charges..................................................................................................................	36
Defining Click Charges ...................................................................................................................	36
Managing the Stock Library ..................................................................	37
Importing and Exporting Stock .............................................................	37
Searching the Stock Library..................................................................	37
Setting Paper Sizes ................................................................................	38

iv	FreeFlow Web Services

Defining Shipping...................................................................................	39
Defining Carriers.............................................................................................................................	39
Defining Shipping Methods.............................................................................................................	39
Defining Shipping Method Groups..................................................................................................	41
5: Account Setup	43
Account Setup Overview .......................................................................	43
Using the Accounts Pane ...............................................................................................................	43
Creating a New Account ........................................................................	44
Defining General Settings for a New Account ................................................................................	44
Defining Users for a New Account..................................................................................................	45
Defining the Account Checkout Process ........................................................................................	45
Managing Accounts ...............................................................................	46
Managing Account Access .............................................................................................................	46
Modifying Account Preferences......................................................................................................	46
Selecting Shipping Method Groups for the Account.......................................................................	51
Managing Users..............................................................................................................................	52
Defining User Groups Settings .......................................................................................................	53
Managing the Account Departments ..............................................................................................	54
Defining the Account Cost Centers ................................................................................................	55
Defining Email Notification Settings................................................................................................	55
Customizing Order Fields at the Account Level .............................................................................	56
6: Store Setup	59
Catalog Overview ...................................................................................	59
Superstore Catalogs .......................................................................................................................	60
HTML Catalogs...............................................................................................................................	62
Creating and Managing Superstore Catalogs......................................	62
Managing Superstores....................................................................................................................	63
Creating a Superstore.....................................................................................................................	63
Adding Products to a Superstore....................................................................................................	64
Applying a Layout Theme to a Superstore .....................................................................................	65
Defining the Items Area ..................................................................................................................	67
Defining the Cross Sale Area .........................................................................................................	68
Defining the Navigation Pane .........................................................................................................	68

Print Service Provider User Guide

Table of Contents
Adding Messages ...........................................................................................................................	69
Previewing the Superstore or Category..........................................................................................	69
Creating and Managing HTML Catalogs...............................................	69
Managing HTML Catalogs..............................................................................................................	70
Creating an HTML Catalog.............................................................................................................	70
Exporting an HTML Catalog ...........................................................................................................	72
Sending an HTML Catalog by Email ..............................................................................................	72
Managing the Cross Sales Library........................................................	73
Managing Cross Sales....................................................................................................................	73
Creating and Populating Cross Sales.............................................................................................	73
Managing the Image Library..................................................................	74
Managing Folders ...........................................................................................................................	74
Managing Images ...........................................................................................................................	74
Managing the Database Library ............................................................	76
Adding a Database to the Library ...................................................................................................	76
Checking a Database .....................................................................................................................	76
Deleting a Database .......................................................................................................................	76
Updating a Database......................................................................................................................	76
7: Job Business Flow	77
General Overview ...................................................................................	77
Joblets .....................................................................................................	78
Managing Joblets............................................................................................................................	79
Editing a Joblet ...............................................................................................................................	79
Joblet Types ...................................................................................................................................	80
Job Types................................................................................................	82
How Many Job Types to Create? ...................................................................................................	83
Managing Job Types ......................................................................................................................	83
Creating a Simple Job Type ...........................................................................................................	84
Job Type Groups ............................................................................................................................	91
Templates................................................................................................	91
Template Types ..............................................................................................................................	91
Template Creation ..........................................................................................................................	92
Template Structure .........................................................................................................................	92
Creating a New Template...............................................................................................................	92

vi	FreeFlow Web Services

Managing Templates ......................................................................................................................	95
Creating Variable Data Templates ........................................................	99
Select Variable Data Fields ............................................................................................................	99
Defining Variable Data Field Properties .........................................................................................	99
Arrange Fields ..............................................................................................................................	106
8: Pricing	109
Introduction...........................................................................................	109
Pricing Overview ..................................................................................	109
Concepts.......................................................................................................................................	109
Pricing Process Overview.............................................................................................................	111
Setup......................................................................................................	112
Set-up Tax Packages ...................................................................................................................	112
Set-up Job Type Pricing ...............................................................................................................	115
Setting-up Intent Pricing ...............................................................................................................	116
Setting-up Manual Pricing ............................................................................................................	119
Price Management................................................................................	119
Manually Pricing a Job..................................................................................................................	119
Checking and Modifying Job Pricing ............................................................................................	119
Checking and Modifying Order Pricing .........................................................................................	120
Line Item Library...................................................................................	120
Types of Line Items ......................................................................................................................	120
Managing the Line Item Library ....................................................................................................	121
9: Production Management	123
Production Queue Overview ...............................................................	123
Managing Jobs in the Production Queue...........................................	124
Managing the Production Queue Job List ....................................................................................	124
The Job Details Panel...................................................................................................................	124
Viewing and Editing Job Properties..............................................................................................	125
Attaching Files to the Job .............................................................................................................	126
Viewing and Modifying a Job’s Trim and Bleed Parameters........................................................	126
Editing Job Imposition...................................................................................................................	126
Manual Impose .............................................................................................................................	128

Print Service Provider User Guide

vii

Table of Contents
Ganging Jobs for Production ........................................................................................................	130
Printing Book Assembly Jobs on More Than One Output Device................................................	131
Creating a Job Ticket....................................................................................................................	132
Managing Notifications and Alerts .....................................................	132
Producing Jobs ....................................................................................	133
Outsourcing Jobs to a Partner Print Service Provider..................................................................	133
Changing the Status of a Job .......................................................................................................	135
Approving a Job for Printing .........................................................................................................	135
Delivery Queue .....................................................................................	135
Delivery Queue Overview.............................................................................................................	135
Managing the Jobs for Delivery Panel..........................................................................................	136
Managing Delivery in the Batch Order Panel ...............................................................................	136
Managing the Shipped Deliveries Panel.......................................................................................	138
Track Jobs.............................................................................................	139
Searching for Jobs........................................................................................................................	139
Managing Tracked Jobs ...............................................................................................................	141
10: Managing Site Customization	145
Creating Skins ......................................................................................	145
Accessing The Skin Editor............................................................................................................	146
Customizing the Login Page.........................................................................................................	146
Customizing the Site Frame .........................................................................................................	146
Customizing the Launch Pad........................................................................................................	147
Customizing the Email Banner .....................................................................................................	147
Customizing the Catalog Banner..................................................................................................	148
Saving and Previewing Views ......................................................................................................	148
Editing Skin Elements..........................................................................	148
Uploading Images.........................................................................................................................	149
Editing the Final Design................................................................................................................	149
Accessing the Style Sheet Window ....................................................	149
Uploading Designs ...............................................................................	150
Converting HTML Pages to .mht Files..........................................................................................	151
Activating Page Elements....................................................................	151
Selecting Languages ....................................................................................................................	152
Specifying First Page After Login .................................................................................................	152

viii	FreeFlow Web Services

Defining User Privilege Views ......................................................................................................	153
Managing the Skin Library...................................................................	153
Assigning Skins to Print Buyers....................................................................................................	153
Designating a Default Skin ...........................................................................................................	153
Accessing the Skin Library .................................................................	154
Duplicating Skins .................................................................................	154
11: Direct Marketing Links	155
DirectSmile Image Generator ..............................................................	155
Creating a Template with a DirectSmile Image ............................................................................	155
Ordering a Job from a Template with a DirectSmile Image..........................................................	157
XMPie PersonalEffect...........................................................................	157
Importing an XMPie PersonalEffect Template to the Web Services System ...............................	157
Ordering From a Template ...........................................................................................................	158
Uploading a Database File ...........................................................................................................	158
Restrictions and Known Limitations..............................................................................................	158
12: Excel Pricing	161
Settings in Web Services.....................................................................	161
Assigning Excel Pricing to a Print Buyer ......................................................................................	161
Excel Pricing File Format.....................................................................	162
Understanding the File Format .....................................................................................................	162
Excel Pricing with the Book Assembly Module.............................................................................	166
Excel Programming and Useful Excel Functions ..............................	167
IF Function....................................................................................................................................	167
Vlookup Function ..........................................................................................................................	167
MATCH .........................................................................................................................................	168
INDEX...........................................................................................................................................	168
DGET Function .............................................................................................................................	168
VBA...............................................................................................................................................	168
13: Book Assembly	169
Book Assembly Definitions .................................................................	169

Print Service Provider User Guide

Table of Contents
Binding Styles ...............................................................................................................................	169
Components .................................................................................................................................	169
Book Assembly Pricing.................................................................................................................	169
Defining a Book Assembly Job Type .................................................	170
Defining Binding Properties ..........................................................................................................	170
Defining Component Properties ...................................................................................................	171
Defining a Book Assembly Preview....................................................	172
Preparation ...................................................................................................................................	173
Producing a Book Assembly Job .......................................................	175
14: Integrations Guide	177
Introduction...........................................................................................	177
Who Should Use This Guide ........................................................................................................	177
Overview.......................................................................................................................................	177
LDAP......................................................................................................	178
Overview.......................................................................................................................................	178
LDAP Configuration......................................................................................................................	179
User Management.................................................................................	180
General .........................................................................................................................................	180
Overview.......................................................................................................................................	181
Integration Flow ............................................................................................................................	181
Configuring the User Authentication Definition.............................................................................	182
Authentication server response structure.....................................................................................	182
Multisite Compatibility ...................................................................................................................	186
Appendix.......................................................................................................................................	186
Data Export ...........................................................................................	187
Introduction ...................................................................................................................................	187
Hot Folder Configuration...............................................................................................................	187
Writing a Connector ......................................................................................................................	201
Freeflow Connectivity ..........................................................................	203
Introduction ...................................................................................................................................	203
Process Manager Integration .......................................................................................................	204
Process Manager Manifest Integration.........................................................................................	207
Output Manager Integration..........................................................................................................	210
JMF Service..................................................................................................................................	213

x	FreeFlow Web Services

Print Manager – Advanced Print Path ..........................................................................................	214
VIPP Emitter Integration ...............................................................................................................	216
Print from DocuShare Integration .................................................................................................	217
FreeFlow Repository Integration ..................................................................................................	219
XMPie PersonalEffect...........................................................................	221
XMPie PersonalEffect Integration.................................................................................................	221
Installing XMPie PersonalEffect ...................................................................................................	222
Web Services and XMPie PersonalEffect Integration ..................................................................	222
Importing an XMPie PersonalEffect Template to the Web Services System ...............................	223
Restrictions and Known Limitations..............................................................................................	224
DirectSmile............................................................................................	225
Overview.......................................................................................................................................	225
Prerequisites.................................................................................................................................	225
Installation process .......................................................................................................................	225
Enabling DirectSmile ....................................................................................................................	225
Job Ordering Workflow .................................................................................................................	226
Credit Card ............................................................................................	226
Introduction ...................................................................................................................................	226
Integrating with the Credit Card Vendor .......................................................................................	226
Enabling Credit Cards for Web Services Accounts ......................................................................	229
Verifying Print Buyer Workflow via Credit Card............................................................................	229
Adding Credit Card Vendors to Web Services .............................................................................	229
15: Web Services Order Center User Guide	231
Introduction...........................................................................................	231
Overview.......................................................................................................................................	231
Configuration ........................................................................................	232
Define Accounts............................................................................................................................	232
Set up Account Groups.................................................................................................................	232
Add CSR Users ............................................................................................................................	233
Configure Web Services Order Center Email...............................................................................	233
Configure Web Services Order Center Settings...........................................................................	234
Sales ......................................................................................................	237
Creating a Simple Quote ..............................................................................................................	237
Performing Additional Actions on the Quote.................................................................................	240
Progressing from Quotes to Orders..............................................................................................	244

Print Service Provider User Guide

Table of Contents
Invoicing and Billing ............................................................................	249
Handling Deposits.........................................................................................................................	249
Handling Invoices .........................................................................................................................	252
Handling Credit Notes...................................................................................................................	254
Handling Receipts.........................................................................................................................	257
Managing Your Business and Production .........................................	259
The Dashboard .............................................................................................................................	260
The Commercial Queue................................................................................................................	261
The Artwork Queue.......................................................................................................................	262
The Activities Screen....................................................................................................................	266
The Billing Manager......................................................................................................................	266
Production Pricing ...............................................................................	267
Pricing Concepts...........................................................................................................................	267
Setting Up Production Pricing.......................................................................................................	270
Index	279

xii	FreeFlow Web Services

Introduction

In This Chapter
FreeFlow Web Services........................................................................	1
The Print Service Provider Guide .........................................................	1

FreeFlow Web Services

FreeFlow Web Services™ is a Business Flow Automation solution that allows you to create, customize, order, print, and deliver print jobs in one streamlined operation.

Web Services enables you to respond to changing market conditions, as well as leverage new business opportunities by providing you with the following features:

•Personalized, on-demand, printing capabilities – integrate independent and data-based variable information to create variable data jobs and campaigns.

•Advanced reprint abilities – access jobs and templates for reprinting or updating print material.

•Advanced tracking abilities – you and your customers can track orders from the moment they enter your organization, until they arrive at their final destination.

•Simplified production and ordering process – generate jobs, receive automated pre-flighting, and create soft proofs prior to ordering. Make use of pre-press capabilities, output management, delivery, and billing abilities. The entire process is designed to reduce the number of interactions with your customers.

•An open system - communicate with your customers’ system and with your own peripheral systems; you can receive orders from any environment including branded websites, emails, intranet, procurement systems, or print drivers, as well as interact with other systems that provide diverse services.

The Print Service Provider Guide

The Print Service Provider guide provides you with instructions for managing the administration and production workflows, with the purpose of:

•Introducing Web Services software features.

•Entering and organizing data that is processed by Web Services, allowing you to provide automatic price generation and enabling job production.

•Assisting your organization in configuring Web Services printing, account, and system settings.

•Enabling quick implementation of Web Services so you can improve and enhance your business.

Before working with the guide, we recommend that you complete the comprehensive Customer Driven Deployment Program (CDDP) and gain the implementation skills that will enable you to begin working with your customers.

Print Service Provider User Guide

Introduction

2	FreeFlow Web Services

Web Services User Overview

In This Chapter
Accessing Web Services.......................................................................	3
Frequently Used Terminology...............................................................	4
Conventions Used in Web Services......................................................	4
Using Web Services Features ..............................................................	5

The Web Services User Overview describes terminology, conventions, and features used in FreeFlow Web Services.

Accessing Web Services

Web Services runs on the Windows operating system. As a Print Service Provider user, you can access Web Services either via the internet (World Wide Web), or on an intranet, by typing a Uniform Resource Locator (URL) into an Internet Explorer browser address field. Print Buyers can access the Print Buyer application site using either Internet Explorer, Mozilla Firefox, or Apple Safari browsers.

To access Web Services in a browser

1Open an Internet browser window.

2Type the Web Services URL into the browser address text field, for example: http://x.x.x.x/Web Services/

3Press Enter on your keyboard; Web Services is accessed.

	NOTE:	Disable your browser Pop-up Blocker to ensure that Web Services’s various windows and dialog
	NOTE:	boxes are able to appear.
		boxes are able to appear.

Accessing Web Services locally

Use the WEB SERVICES TOOLBOX to perform the following tasks:

•Start Web Services – start running the Internet Information server and the Web Services processes.

•Stop Web Services – stop running the Internet Information server and the Web Services processes.

•Restart Web Services – stop and restart the Internet Information server and the Web Services processes.

•Log Window – open the system feedback window. A full record of all past actions, and their execution times, available to facilitate application trouble shooting.

•Task Manager – open the Windows Task Manager.

•Explorer – open Windows Explorer.

Status Icons

The status icons, located on the Status Bar at the bottom-right corner of the desktop, indicate the operational modes of the system:

– indicates the system is operating; both the Internet Information server and Web Services are running.

– indicates the system is in the process of becoming operational or shutting down.

– indicates the system is not operating correctly; either the Internet Information server or Web Services is down. The CONNECTION FAILURE prompt appears.

Print Service Provider User Guide

Web Services User Overview

Frequently Used Terminology

The following list describes Web Services Print Service Provider user interface terminology:

•Screen – refers to the entire monitor screen, including the operating system toolbars.

•Window – part of the screen; opens by clicking any of the Workflow or Administration tabs in the Web Services taskbar.

•Panel – part of a window; can contain sub-panels.

•Sub-panel – part of a panel.

•Pane – a large box, usually located on the left side of the window.

•Operation Button – used for performing various operations; appears in a panel or a sub-panel, or below a pane.

Navigating Web Services

After logging in to Web Services, do not use the browser toolbar buttons. Click the selected menu to refresh the display, and use the menus, ribbons, and ribbon menus to navigate within Web Services. PREVIOUS and NEXT buttons appear when the option to return to a previous window or to move to a following window exists.

If you want the application open in more then one browser window, do not open another browser tab; open another browser window instead.

Logging Out of Web Services

Use Web Services’s log out link and not the window’s CLOSE control, or browser FILE menu, to log out of the application.

Conventions Used in Web Services

Web Services uses several interface conventions. These conventions are documented below, and are referred to throughout the documentation.

Managing Queues

Queues are used in Web Services to display the current status of jobs. You can view and edit jobs in each queue by clicking icons in the queue columns, or in the Job Details pane.

All queues have the following features and tools:

•Search Filter – a dropdown list containing an alphabetically ordered list of search criteria.

•Value Definition Filters – a dropdown list containing definitions to filter the search as follows:

	Filter	Definition
	Filter	Definition

<		Less than

>		Greater than

<=		Less than or equal to

>=		Greater than or equal to

<>		Not equal to

=		Equal to

	Like	Similar to

•Column selection

•Job sorting according to column

4	FreeFlow Web Services

Using Web Services Features

•Job repositioning

•Job details viewing and editing

Displaying and Hiding Queue Columns

Queues show job information according to the columns that are displayed. You can select which columns to display or hide.

To display and hide queue columns:

1Click Column Selection; the COLUMN SELECTION dialog box appears, and the number of selected check boxes corresponds with the number of columns displayed in the queue.

2Select or clear check boxes to display or hide columns.

3Click OK.

	• Adding more than ten columns can distort the view of the individual columns.
NOTE:	•	When the PAYMENT METHOD column is selected, the payment method appears as PO, CC, or
		EDD. For more information, refer to Defining Pricing Settings (on page 49).
	•	PROCESS indicates that the processing of the job(s) has not yet been completed.

Sorting Jobs

You can sort information in queues according to columns. Click a column heading to arrange queue information in alphabetical, ascending or descending order; an arrow appears in the column header, indicating the directional order in the column.

Repositioning Jobs

When a job enters a queue, the job is positioned according to the system-assigned job number. You can reposition the job within the queue.

To move jobs up or down one row:

1 Select one or more job rows and click

	NOTE:	To select more than one job, press the Ctrl key and select each job or press the Shift key and select
	NOTE:	the first and the last of a group of jobs.
		the first and the last of a group of jobs.

2 Repeat Step 1 until the job is queued as you want it.

To move a job to the top or to the bottom of the queue:

•	Select the job and click	; the job moves to the bottom of the queue.
•	Select the job and click	; the job moves to the top of the queue.

To restore the queue to the original status:

Click Default Sort; the jobs appear in the original queue positions (lowest number at the top and the highest number at the bottom).

To update the queue with new jobs:

Click the

Refresh button; new jobs entered to the system appear in the queue.

Using Web Services Features

You can use several features within Web Services to store or modify information, all of which can be accessed from various locations within the application.

Print Service Provider User Guide

Web Services User Overview

Managing Attachments

You can upload files to jobs and download attached files to any folder in your system.

Uploading Files

Click Upload Files or Upload Images; the UPLOAD FILE dialog box appears.

•To upload a single file, click the Upload a single file radio button, and complete the instructions in the UPLOAD FILE dialog box.

•To upload multiple files, click the Upload multiple files, using FTP Multi-file Upload radio button, and complete the instructions in the UPLOAD FILE dialog box.

To work with the FTP Multi-file Upload option, you must enable and activate the FTP functionality on NOTE: your server. To enable FTP Upload, navigate to SYSTEM SETUP -> BASIC -> GENERAL -> FILE UPLOAD.

For more information, refer to Allowing FTP Uploads (on page 12).

Downloading Files

1 Select a target file and click

2Complete the instructions in the

3Click Close.

Attachment; the DOWNLOAD FILE dialog box appears.

DOWNLOAD FILE dialog box.

Importing and Exporting Database Files

You can use database files when you need to create variable data jobs containing many parameters, or when you populate lists of users, addresses, stock, and other database elements.

IMPORT – import an Excel file from within or outside the system.

EXPORT – create an Excel file of the data contained in an associated list.

To import a database list:

1Click Import; the IMPORT dialog box appears.

2Browse to the target file and choose one of the following options:

o Select File Format – select the file type and encoding values in the dropdown lists.

o Upload, Using a Custom Scheme – select a customer scheme option in the dropdown list.

3Click Start Uploading; the IMPORT DATABASE dialog box appears.

To prevent the first row of data appearing in the printed job, select the First Row Contains Field Names checkbox.

To map fields:

Choose one of the following options in the SCHEME dropdown list:

•New Scheme – define a new field mapping scheme.

•Last Used – map according to the scheme that was last used.

To define a new mapping scheme:

1Select New Scheme from the dropdown list.

2Map the names with valid field names in the dropdown lists.

3Click Next; the IMPORT FINISHED dialog box appears.

	•	Problematic names, for example Login Name, where a login name already exists, appear with
NOTE:		the	icon, and the MESSAGE column contains an explanation.
	•	The Link to Import Report File link accesses an Excel file worksheet containing the imported

names. You can edit the Excel file.

6	FreeFlow Web Services

Using Web Services Features

4 Click Close.

To create a new database mapping scheme:

1Click the Scheme link; the SCHEME MANAGEMENT dialog box appears.

2Select New Scheme and click Save As; the SAVE AS dialog box appears.

3Type a new scheme name and click OK; the new scheme name appears in the list.

4Click Close.

To export an internal system list:

1 Click

Export; the EXPORT dialog box appears.

2Select the file type and encoding in the dropdown lists, and click Export; the DOWNLOAD FILE dialog box appears.

3Complete the instructions in the dialog box, and save the file in a folder.

Multiple Language Support

Multiple language support is a new feature that has been added to Web Services to allow Print Service Providers to support Print Buyers logging in to Web Services in their own language. This allows Print Service Providers to provide better service to their Print Buyers and correspond with their customers in their preferred language.

Multiple language support is currently supported as follows:

•Localized Customized Fields (on page 7)

•Localized Ordering Sequence (on page 8)

•Localized Credit Card Display Name (on page 8)

• Outgoing Emails Localized per User (on page 8)

Localized Customized Fields

Any changes to the default values of Customized Fields can also be localized.

Workflow:

1Print Service Provider Enables Customized Fields (SYSTEM SETUP -> ADVANCED -> CUSTOMIZED FIELDS) and then makes changes to the various Field Captions and/or Field Types.

NOTE: Only make changes to System Customized Fields when logged in with the Default System language.

2The Print Service Provider Exports the Translation Files (SYSTEM SETUP -> BASIC -> REGION AND

LANGUAGES). A zip file is created containing an Excel file for each enabled language. The Excel files contain the name, default value and current translation of each Customized Field. One file per language is created no matter how many Regions are enabled that use that language.

3The files are translated as needed by the Print Service Provider into the target language(s) and saved (only the last column in each excel file is editable).

4The Print Service Provider creates a zip file archive with all the updated translated Excel files.

5The Print Service Provider Imports the Translation Files (SYSTEM SETUP -> BASIC -> REGION AND

LANGUAGES). The files are checked for errors (such as empty translated fields) and then imported into Web Services. If an error is detected in any of the Excel files then none of the files are imported.

	Customized Fields can also be localized per ACCOUNT. The workflow is identical to the above, except:
NOTE:	•	The Account level Customized Fields are located at ACCOUNTS -> ACCOUNT SETUP ->
		CUSTOMIZED FIELDS.
	•	The Export and Import links are located at ACCOUNTS -> ACCOUNT SETUP -> PREFERENCES.

Print Service Provider User Guide

Web Services User Overview

Localized Ordering Sequence

Any changes to the default values of the Ordering Sequence names and the text messages in the Print Buyer Ordering Sequence wizard can also be localized. The Ordering Sequence wizard consists of up to 6 steps:

•Upload File

•Job Specification

•File Report

•Preview

•Summary

•Job Details

The Ordering Sequence names are defined at the system level for Job Types (PRINT SETTINGS -> JOB

BUSINESS FLOW -> JOB TYPE LIBRARY) and at the account level for Templates (ACCOUNTS -> STORE SETUP -> TEMPLATES).

Workflow:

The workflow is identical to the workflow for Localized Customized Fields (on page 7) and uses the same exported Excel file, except that 8 fields are added to the exported Excel file per Job Type / Template as follows:

•The 6 Order Sequence field names.

•File Report Message (default text: I want the Print Provider to resolve these problems).

•Preview Message (default text: I have reviewed the proof and accept it).

•All 8 fields are added PER Job Type / Template. For example, if there are currently 10 Job Types defined in the system, the exported Excel file will contain an additional 80 fields - 8 fields for each

NOTE:

Job Type.

•The Job Type / Template name is added to the field names in the exported Excel file for reference. For example, Brochure - Upload File, Brochure - File Report, etc.

Localized Credit Card Display Name

Any changes to the default values of the Credit Card vendor names can now also be localized. The text entered in the Caption field is displayed to the Print Buyer as the payment option at checkout.

To configure Credit Card vendors with a Caption, navigate to SYSTEM SETUP -> INTEGRATIONS -> CREDIT

CARD.

NOTE: This feature requires the Web Services Credit Card license.

Workflow:

The workflow is identical to the workflow for Localized Customized Fields (on page 7) and uses the same exported Excel file, with the addition of:

•The Caption field for each payment option.

•The PO (Purchase Order) field (localization of this field is only implemented on the Print Buyer side).

Outgoing Emails Localized per User

Outgoing Emails can now be localized on a per user basis instead of always being sent in the system default language.

•Users created in the system (ACCOUNTS -> ACCOUNT SETUP -> USERS) have an extra field in their contact information called Preferred Language. Any Emails sent to this user will use this language setting.

•If Guest Workflow is enabled (ACCOUNTS -> ACCOUNT SETUP -> PREFERENCES) the anonymous users logging in to Web Services will receive Emails in the same language as they placed their order in.

8	FreeFlow Web Services

Using Web Services Features

•Email events can be individually enabled and the CONTACTS: properties can be edited for each event. Emails are sent according to the User's Preferred Language setting, and the OTHER EMAIL property now has a Preferred Language field also. The CONTACTS: properties apply to the Email events in the following locations:

o ACCOUNTS -> ACCOUNT SETUP -> EMAIL o SYSTEM SETUP -> ADVANCED -> EMAIL

•The Administrator's Email field (ACCOUNTS -> ACCOUNT SETUP -> COST CENTERS) has a Preferred

Language field also.

	NOTE:	Only system enabled languages (SYSTEM SETUP -> BASIC -> REGION AND LANGUAGES) appear as
	NOTE:	options when selecting a Preferred Language.
		options when selecting a Preferred Language.

Generating and Editing Job Tickets

The Job Ticket is a document containing information detailing job production, finishing, delivery, and pricing. The Job Ticket can be printed out and completed by the various people in the print production process.

A JOB TICKET can be generated, viewed, and edited from either the PRODUCTION or PRINTING windows, or from any active Job Tracking status window.

	• The Job Ticket is created as either an MS Word document or a concise HTML document. This
	setting is configured on the system level (SYSTEM SETUP -> INTEGRATIONS -> EXTENSION MODULES)
NOTE:	• For Job Tickets in MS Word format: ensure that no job information data links are deleted from
	within the MS Word document.
	• Job Ticket notes that are internal, or those that are either from, or for the Print Buyer, are entered
	manually.

To create a Job Ticket:

1Select a job, and click either the Create Job Ticket the location within the GUI); the JOB TICKET CREATION

icon or the Job Ticket button (depending on dialog box appears.

2For MS Word documents (only), select one or more of the following data options to include in the Job Ticket:

o	Production
o	Finishing
o	Delivery
o	Pricing Information

3Click OK and:

o (For HTML Job Tickets) the HTML page opens in a new browser window.

o (For MS Word Job Tickets) the DOWNLOAD FILE window appears. Complete the instructions for downloading the Job Ticket to a suitable location.

Print Service Provider User Guide

Web Services User Overview

10	FreeFlow Web Services

System Setup

	In This Chapter
Basic....................................................................................................	11
Users...................................................................................................	17
Advanced ............................................................................................	19
Integrations .........................................................................................	25

This chapter describes how you configure the application system settings when initiating FreeFlow Web Services for the first time, and periodically, as the need arises. Some system settings are configured as system defaults on a global level, such as the system language, and company contact data, whereas other settings can be adjusted at the account level after the system has been configured, such as Print Buyer account email settings.

Basic

Contact Details

You can define your Web Services site Contact Us information, such as telephone numbers and email addresses. The information you define provides a choice of options your Print Buyers can use to correspond directly with your organization.

To define contact information:

1Select SYSTEM SETUP -> BASIC -> CONTACT DETAILS; the CONTACT INFORMATION window appears.

2Insert the information details in the fields.

3Click Save.

General

You configure General properties when you initiate the application for the first time, or when you perform periodic application system maintenance. These settings are the default system parameters suited to your organization’s daily operational business needs.

To define the system properties in the SYSTEM PROPERTIES window, select SYSTEM SETUP -> BASIC -> GENERAL; the SYSTEM PROPERTIES window appears, and includes the following parameter settings:

•SERVER ADDRESS (on page 12) – the DNS name (URL) of your server.

•CONNECTIONS (on page 12) – whether to use a Secure Connection (SSL).

•FILE UPLOAD (on page 12) – allowing FTP for multiple file uploads.

•REMOTE SUPPORT (on page 12) – whether the Web Services Support Department has access to your server system options to assist with system complications and service difficulties.

•CALENDAR OPTIONS (on page 13) – your company’s working days and hours.

•PDF PREVIEW (on page 13) – whether to include footers or watermarks in your Print Buyer’s PDF preview.

•MAXIMUM PASSWORD AGE (on page 13) – whether passwords ever expire and after how long.

Print Service Provider User Guide

System Setup

Server Address

1Enter the DNS name of the Web Services server in the Server Address field of the SYSTEM

PROPERTIES window.

2Click Save.

Connections

You can enable Secure Sockets Layer (SSL) server security features on your Web Services server, which enables server security features that verify incoming Print Buyer identity and content integrity, and provides network transmission encryption to accommodate Print Buyers with content-sensitive print jobs on your ‘certified as secure’ site (SSL certification is required to enable SSL.).

To set up SSL:

1 Acquire and install a valid server certificate to establish SSL communications on your system.

NOTE: Only one server certificate can be attached to a web site.

2Ensure the Use Secure Connection check box is selected (CONNECTIONS sub-panel, in the SYSTEM PROPERTIES window) to enable the server on which you want to use SSL to be assigned to port 443 (the default port for secure communications).

3Ensure that port 443 is open for both inbound and outbound connections in case a Firewall is configured on a local network.

4Click Save.

File Upload

You can determine whether or not to allow users to upload multiple files with File Transfer Protocol (FTP) and define the FTP port. You can also determine whether or not those Print Buyers require authentication if FTP upload is allowed.

To allow FTP uploads:

1On the FILE UPLOAD sub-panel, in the SYSTEM PROPERTIES window, select the Allow FTP Upload option.

2Type a valid FTP port value in the FTP PORT VALUE field (the default port is 21).

3(Optional) Select the Requires Authentication check box and type the user name and password needed in the respective fields (this must be a valid user name and password of an existing user on the Web Services server itself).

4Click Save.

Remote Support

You can authorize and enable FreeFlow Web Services Support to access your server system options remotely for assistance with any system complications and service difficulties.

To enable remote Web Services support:

1On the REMOTE SUPPORT sub-panel, in the SYSTEM PROPERTIES window, select the Allow Remote Support option.

2	Enter the Remote IP and Password of the Web Services server in fields.
3	Click Save.

12	FreeFlow Web Services

Basic

Calendar Options

You can specify your company’s operational hours and days for providing print production and services.

To define calendar and work hours:

1On the CALENDAR OPTIONS sub-panel in the SYSTEM PROPERTIES window, use the dropdown lists to define your company’s Work Start Time and Work End Time.

2Select the appropriate Weekend Days when your print services are unavailable.

3Click Save.

PDF Preview

PDF Previews provide both you and your Print Buyers the ability to view the job before it is actually produced, which is useful for verifying the accuracy of the job. Footers and watermarks appear in the PDF preview, which are especially provided to prevent Print Buyers from using the preview as a means of printing the job on printers other than those in your system or organization.

1On the PDF PREVIEW sub-panel, click the Footer File dropdown box and choose one of the following options:

o None - if you do not want to add a footer to the PDF preview. o SampleFooter.pdf – a sample footer option.

Click the Footer File link to add additional footer file options to the dropdown menu.

2Select the Enable Watermark check box to add a watermark to the PDF: a Type a value in the Watermark Text field.

b Define the Font settings for the text.

	NOTE:	When you clear the Watermark check box, the system-defined watermark cannot be used at the
	NOTE:	Account level.
		Account level.

3 Click Save.

Maximum Password Age

Select the MAXIMUM PASSWORD AGE for all passwords used in the system:

•Passwords Never Expire

•Passwords Expire after a specified number of days (default 30).

Time Zone

1Select SYSTEM SETUP -> BASIC -> TIME ZONE.

2Select the local time zone of your business from the dropdown list.

3(Optional) Enable Daylight Saving if applicable.

4Click Save.

Region and Languages

Define your Web Services default language and the languages available to Print Buyers when they access the Web Services home page. The Print Service Provider also defines the default language and region for Web Services and sets the other languages and regions that are also available to Print Buyers to choose from.

Print Service Provider User Guide

System Setup

To define languages:

1Select SYSTEM SETUP -> BASIC -> REGION AND LANGUAGES.

2In the DEFAULT LANGUAGES dropdown list, select the default language and region for Web Services.

3On the LANGUAGES AVAILABLE ON CUSTOMER INTERFACE panel, enable the languages and regions you want to support. Only enabled languages and regions are available for the user to select before log in.

4Click Save.

	Each region can be individually enabled and has the following predefined regional settings:
	•	Language
NOTE:	•	Measurement Units
	•	Date Format
	•	Time Format
	•	Price Format

Editable Settings

The following settings can only be edited for the default region and are then automatically assigned to the other regions as read-only:

•System Currency

•Price Decimal Places

•Products Price Rounding rules

Terms and Conditions

You can define the Terms and Conditions for your Print Buyers to accept before they place their job orders.

	NOTE:	Use HTML conventions when applying character and paragraph formatting to Terms and Conditions
	NOTE:	text. Text is saved in HTML format.
		text. Text is saved in HTML format.

To define Terms and Conditions:

1Select SYSTEM SETUP -> BASIC -> TERMS AND CONDITIONS.

2In the LANGUAGE list, select a language.

3Type the valid text within the TEXT pane.

4Click Save.

5Repeat steps 2 through 4 to define the terms and conditions in other languages.

Home Page Customization

You can customize home page elements, including the GUI link settings, home page text, and images. The home page serves as the login page.

To customize home page elements, select SYSTEM SETUP -> BASIC -> HOME PAGE CUSTOMIZATION; the HOME PAGE CUSTOMIZATION window appears, and includes the following customizable settings:

•The Customize Link (on page 15)

•The Logout Link (on page 15)

•The FAQ Link (on page 15)

•The Help Link (on page 16)

•The Contact Us Link (on page 16)

•Home Page Text (on page 16)

•Home Page Images (on page 17)

14	FreeFlow Web Services

Basic

The Customize Link

You can create a button link to a customized window containing text and images designed for your Print Buyers’ use. Alternatively, you can define the button to direct Print Buyers to an external 'Customize' Page option to enable your Print Buyers access to an external web page.

To define the Customize link:

1Select SYSTEM SETUP -> BASIC -> HOME PAGE CUSTOMIZATION -> CUSTOMIZE; the CUSTOMIZE LINK

dialog box appears.

2In the CUSTOMIZE LINK dialog box, select one of the following option buttons:

o Do not use Customize Page – to not display the CUSTOMIZE PAGE link on the home page.

o Use System 'Customize' Page – to display the CUSTOMIZE PAGE link and connect it to a customized page.

iFrom the LANGUAGE list, select a language.

iiIn the TITLE field, type a name for the customized window and button.

iiiIn the TEXT field, type a message (such as Terms and Conditions) and click OK.

oUse External 'Customize' Page – to link your Print Buyers to an external web page.

iFrom the LANGUAGE list, select a language.

iiIn the TITLE field, type a name for the customized window and button.

iiiIn the URL field, enter the external web page’s URL address and click OK.

3 In the HOME PAGE CUSTOMIZATION window, click Save.

	NOTE:	Select Always on top to make sure the CUSTOMIZED PAGE window, when open, remains open over
	NOTE:	the HOME PAGE window.
		the HOME PAGE window.

The Logout Link

You can define whether your Print Buyers, after logging out, are automatically redirected back to your LOGIN window, or to a different web site.

NOTE: By default, Print Buyers are automatically redirected back to your LOGIN window.

To define the Logout link:

1Select SYSTEM SETUP -> BASIC -> HOME PAGE CUSTOMIZATION -> LOGOUT; the EXTERNAL HOME PAGE

LINKS dialog box appears.

2Select the Use External URL check box to direct your Print Buyers to an external website.

3Define the Login and Logout URLs

4Click OK.

The FAQ Link

The FAQ button accesses the Web Services FAQ (Frequently Asked Questions) page, which contains a collection of commonly asked questions about Web Services, and the respective answers. You can provide your Print Buyers access to the Web Services FAQ page(s) or any other page(s), and present the page(s) either within your Web Services home page (as a panel) or as an independent, floating window.

	NOTE:	Only page files located externally to the Web Services server can be displayed within an
	NOTE:	independent floating window.
		independent floating window.

To access the FAQ link:

1Select SYSTEM SETUP -> BASIC -> HOME PAGE CUSTOMIZATION -> FAQ; the FAQ PAGE dialog box

appears.

2In the FAQ PAGE dialog box, select one of the following option buttons:

o Do not use FAQ page if you do not want the FAQ Page link to be displayed on the home page.

Print Service Provider User Guide

System Setup

o Use System FAQ Page for your Print Buyers to access the Web Services FAQ pages.

oUse External FAQ Page to link your Print Buyers to an external web page; insert the target URL in the field.

3 Click OK.

	NOTE:	Click Always on top to make sure the FAQ PAGE window, when open, remains open over the HOME
	NOTE:	PAGE window.
		PAGE window.

The Help Link

You can customize your Web Services online Help.You can provide your Print Buyers with access to the Web Services online Help files that are located within the application, or to an external Help system on the Internet. Additionally, you can configure the Help to appear either within your Web Services home page (as a panel) or as an independent, floating window. Alternatively, you can ‘hide’ the Help button altogether, effectively disabling Help access.

	NOTE:	Only web pages that are located on the Web Services server can be placed inside the Web Services
	NOTE:	window.
		window.

To customize Help:

1Select SYSTEM SETUP - BASIC -> HOME PAGE CUSTOMIZATION -> HELP; the HELP dialog box appears.

2In the HELP dialog box, select one of the following option buttons:

o Do not use Help if you do not want the Help button to be displayed on the home page, or o Show System Help for your Print Buyers to access the Web Services Help pages, or

o Use External Help to link your Print Buyers to external Help pages; insert the target URL in the field

3Click OK.

	NOTE:	Click Always on top to make sure the HELP window, when open, remains open over the Web
	NOTE:	Services window.
		Services window.

The Contact Us Link

You can define the target of the CONTACT US link. Generally used to access Web Services’s CONTACT US site information page, you can define the CONTACT US link to target a different URL address on the internet, such as your own organization’s web site.

To define the Contact Us link:

1Select SYSTEM SETUP -> BASIC -> HOME PAGE CUSTOMIZATION -> CONTACT US; the CONTACT US PAGE

dialog box appears.

2In the CONTACT US PAGE dialog box, select one of the following option buttons:

o Do not use Contact Us Page – do not display the Contact Us link on the home page. o Use System Contact Us Page – use the system Contact Us page.

o Use External Contact Us Page – enter the target URL in the field.

3Click OK.

	NOTE:	Click Always on top to make sure the CONTACT US PAGE window, when open, remains open over the
	NOTE:	Web Services window.
		Web Services window.

Home Page Text

You can define and edit home page text, including the language, main title, subtitle and body text.

16	FreeFlow Web Services

Users

To define Home Page text:

1Select SYSTEM SETUP -> BASIC -> HOME PAGE CUSTOMIZATION, and in the SELECT LANGUAGE TO EDIT

dropdown list, select the home page text language.

2In the MAIN TITLE field, type the text you want to appear as the title for the home page.

3Type the text that you want to appear as the subtitle and body of the home page, in their respective fields, and click Save.

	NOTE:	You can have more languages added to the SELECT LANGUAGE TO EDIT list. For more information
	NOTE:	regarding languages, refer to your local distributor.
		regarding languages, refer to your local distributor.

Home Page Images

You can define two separate home page image areas; the Print Service Provider logo and the home page image. Make sure images to be used are located in the system IMAGES LIBRARY. For further information about uploading images, refer to Managing Attachments (on page 6).

To define Home Page images:

1Select SYSTEM SETUP -> BASIC -> HOME PAGE CUSTOMIZATION, and in the CUSTOMIZATION dialog box,

click one of the three image areas; the IMAGE CUSTOMIZATION folder appears.

2Upload the image required and select it.

3Click Save.

Users

Managing Print Service Provider Users

You can define which members of your company are authorized to be operators of your Web Services system and create a user account for each employee, giving them their respective user privileges.

To define system users, select SYSTEM SETUP -> USERS; the PRINT SERVICE PROVIDER USERS window appears, listing the current users.

To define a new User:

1In the PRINT SERVICE PROVIDER USERS window, click Add.

2Insert the FIRST NAME and LAST NAME field values.

3In the LOGIN NAME field, accept the default, or insert a login name.

4In the PASSWORD field, insert a password.

5In USER TYPE dropdown list, select one of the following User Type options:

o	System Admin
o	Operator
o	Manager

o Manager Advanced (Web Services Order Center only)

For more information regarding Print Service Provider user types and their system privileges, refer to Print Service Provider User Privileges (on page 18).

6(This step is only for Manager and Manager Advanced user types): Assign the user to an Account Group. The user will only have privileges to accounts that are members of this Account Group. See Account Groups (on page 24) for more information.

7(Optional) Enter an IP Filter to restrict access for this user. The user will only be able to log on from a computer with this IP address. Use an asterisk where the number can be anything (for example, entering 123.23.43.* will allow login from any IP address that begins with 123.23.43).

8Enter the user's Email address.

Print Service Provider User Guide

System Setup

9Select a Preferred Language for all automated Email Web Services communication with this user.

10Enter a Phone number.

11Click Save.

To delete a User:

1Select the user and click Delete.

2Click Yes in the confirmation dialog box.

To search for a User:

1Type a name in the search field.

2Click Search.

To reset the list to display all Users: Click Reset.

To reset the list to only displaying saved information: Click Revert.

Print Service Provider User Privileges

The default user types defined in the system are:

	User Type	Description
	User Type	Description

	System Administrator	Responsible for the administration of the Print Service Provider side of
	System Administrator	Web Services and the general system settings.
		Web Services and the general system settings.

	Operator	Responsible for operating Web Services’s workflow.

	Manager	Has the ability to view Task and Management parameters. Can create
	Manager	new JOB TYPES and can modify templates and pricing.
		new JOB TYPES and can modify templates and pricing.
	Manager Advanced*	Provides the same privileges as Manager but also allows the user to
	Manager Advanced*	create and edit credit notes, and cancel receipts.
		create and edit credit notes, and cancel receipts.

* Only available with the Web Services Order Center license.

User privileges are set by default by the system, according to assigned user type. The following table shows the default user type privileges.

Privilege Level

Feature	System Admin	Operator	Manager	Manager
Feature	System Admin	Operator	Manager	Manager
				Advanced*
System Administration
System Administration	

Track Jobs				

Production				

Deliveries				

Pricing				

Templates				

Job Ticket Library				
Job Ticket Library

Accounts				

Create/edit Credit Notes*				

Cancel Receipts*				

* Only available with the Web Services Order Center license.

18	FreeFlow Web Services

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