Xerox Web Document Submission Software WDSS Administrator Guide

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Documents Xpress — Xerox Web Document

Submission Software Version 2.0

System Administration Guide

Documents Xpress —

Part Number 701P37979

Xerox Web Document Submission Software Version 2.0

System Administration Guide

Version 1.01

February 2002

Xerox Corporation Global Knowledge and Language Services 800 Phillips Road Building 845, 845-17S Webster, New York 14580 USA

Copyright protection claimed includes all forms and matters of copyrightable material and information now allowed by statutory or judicial law or hereinafter granted, including without limitations, material generated from the software programs which are displayed on the screen such as styles, templates, icons, screen displays looks, and so on.

XEROX®, The Document Company®, the digital X®, Xerox Canada Ltd.®, Xerox Europe®, and all identifying numbers used in connection with the Xerox products mentioned in this publication are trademarks of XEROX CORPORATION.

All non-Xerox brands and product names are trademarks or registered trademarks of their respective companies.

While every care has been taken in the preparation of this material, no liability will be accepted by Xerox Corporation arising out of any inaccuracies or omissions.

Changes are periodically made to this document. Changes, technical inaccuracies, and typographical errors will be corrected in subsequent editions.

This product includes software developed by the Apache Software Foundation (http://www.apache.org/).

1. Introduction...................................................................................1-1

Documents Xpress — Xerox Web Document Submission Software ...... 1-1

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

Assumptions ........................................................................................... 1-2

Conventions............................................................................................ 1-2

Related Documentation .......................................................................... 1-3

2. Product Overview .........................................................................2-1

Responsibilities....................................................................................... 2-1

System Administrator ........................................................................... 2-1

Print Shop Administrator....................................................................... 2-2

Print Shop Operator ............................................................................. 2-2

User ..................................................................................................... 2-3

3. Installation Requirements............................................................3-1

Hardware Requirements......................................................................... 3-1

Server Requirements ........................................................................... 3-1

Client Requirements............................................................................. 3-1

Software Requirements .......................................................................... 3-2

Server Requirements ........................................................................... 3-2

Client Requirements............................................................................. 3-2

Information Requirements.......................................................................3-2

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4. System Administration Tasks......................................................4-1

Adding users to the system (Chapter 6 – Managing Users).................. 4-2

Customizing the User Interface (Chapter 7 – Customizing

the User Interface).............................................................................. 4-2

Establishing a backup strategy (Chapter 9 – System Backup).............. 4-2

Setting or modifying system parameters (Chapter 10 – Configuring

System Parameters)............................................................................. 4-2

Creating or Modifying Templates (Chapter 12 – Modifying

Job Templates)................................................................................... 4-3

Maintaining the Documents Xpress System ......................................... 4-3

Installing the Xpress Print Driver on client workstations

(Chapter 8 – Installing the Xpress Print Driver)................................... 4-3

5. Starting Up and Shutting Down...................................................5-1

Starting Documents Xpress .................................................................... 5-2

Starting Documents Xpress.................................................................. 5-2

Shutting Down Documents Xpress ......................................................... 5-3

Shutting Down Documents Xpress....................................................... 5-3

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6. Managing Users............................................................................6-1

User Group Directory Administration Tool (UGD Tool) ........................... 6-1

Importing Users from an External User Data File ...................................6-2

Importing an External User Data File.................................................... 6-2

Data File Format for the User File................................................... 6-3

Comma-delimited File Format......................................................... 6-3

Step 1 – Modifying or Building the User File......................................... 6-4

Step 2 – Modifying the User Field Configuration................................... 6-5

System User Fields ........................................................................ 6-5

Added Default User Fields.............................................................. 6-5

Adding a Field to the User Field Configuration................................ 6-6

Removing a Field from the User Field Configuration....................... 6-8

Step 3 – Building or Modifying the User Import Mappings .................... 6-8

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Creating and Saving New Mappings............................................... 6-9

Modifying User Import Mappings .................................................. 6-12

Additional Menus in UGD Admin – Import Mappings Window....... 6-15

Step 4 – Import Users .........................................................................6-15

Choices Available in the Import Users Window............................. 6-17

Troubleshooting a Faulty Import..........................................................6-18

Adding Users One at a Time.................................................................6-18

Adding a User to Documents Xpress...................................................6-18

Modifying User Information................................................................... 6-19

Modifying User Information for a Group of Users.................................6-19

Modifying User Information for a Single User ......................................6-20

Changing a User Password .................................................................. 6-21

Deleting / Inactivating Users ................................................................. 6-22

Inactivating Users................................................................................6-22

Inactivating an Individual User...................................................... 6-22

Inactivating a Group of Users ....................................................... 6-23

Assigning Privileges and Groups to Users............................................ 6-24

Resource Types ........................................................................... 6-25

Rights........................................................................................... 6-25

Viewing the Permissions and Group Memberships

Assigned to a User ............................................................................6-25

Assigning a User to a Group ...............................................................6-26

Removing Users from a Group............................................................6-27

Adding a New User Group...................................................................6-28

Adding Permissions to a Group...........................................................6-29

Deleting a User Group.........................................................................6-30

Modifying a Group Name.....................................................................6-31

7. Customizing the User Interface ...................................................7-1

Starting the UI Configuration Tool...........................................................7-1

Configurable Sections of the User Interface ........................................... 7-3

Configuring Colors................................................................................ 7-4

Configuring the Header Image.............................................................. 7-7

Configuring Text................................................................................... 7-8

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Configuring the Main Page Text ..........................................................7-10

Tips about creating the Main Page Text ....................................... 7-12

Restoring the Default User Interface Configuration .............................. 7-13

User Interface Configuration Defaults................................................... 7-14

8. Installing the Xpress Print Driver ................................................8-1

Windows 2000 Workstation XPD Setup.................................................. 8-2

Windows NT / Windows 2000 Server Setup ......................................... 8-2

Windows 2000 Professional Client Setup............................................. 8-2

Installing the XPD print driver ......................................................... 8-2

Setting the Printer Properties.......................................................... 8-3

Windows NT Workstation XPD Setup..................................................... 8-5

Windows NT Server Setup ................................................................... 8-5

Windows NT Workstation Client Setup ................................................. 8-5

Installing the XPD........................................................................... 8-5

Setting the Printer Properties.......................................................... 8-6

Windows 95 / 98 / ME XPD Setup .......................................................... 8-8

Windows NT Server Setup ................................................................... 8-8

Modifying Windows NT Server File For Windows 95 / 98 / ME

Installation...................................................................................... 8-8

Windows 95 / 98 / ME Client Setup ...................................................... 8-9

Installing the XPD........................................................................... 8-9

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9. System Backup.............................................................................9-1

Backing up Documents Xpress............................................................... 9-1

Restoring Documents Xpress from a Backup ......................................... 9-2

10. Configuring System Parameters ...............................................10-1

Parameter Locations............................................................................. 10-2

Configuration Manager Tool ................................................................. 10-3

Modifying the Configuration Categories................................................ 10-4

Properties............................................................................................10-4

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Configuring a Properties Parameter.............................................. 10-5

Exceptions...........................................................................................10-7

Configuring an Exceptions Parameter .......................................... 10-7

System Job States ..............................................................................10-9

Configuring System Job States Parameters ................................. 10-9

Launcher ...........................................................................................10-11

11. Modifying Job and Document Options .....................................11-1

Job Control Panel Tool ......................................................................... 11-1

Modifying the Job Control Categories................................................... 11-2

Job Options: optionNames ..................................................................11-3

optionNames Properties ............................................................... 11-4

Adding an optionName................................................................. 11-5

Removing an optionName ............................................................ 11-6

Adding a Hold Value..................................................................... 11-7

Removing a Hold value................................................................. 11-9

HTML Properties .......................................................................... 11-9

Tags ........................................................................................... 11-10

Format........................................................................................ 11-10

Case Sensitivity.......................................................................... 11-11

Cut and Paste Method................................................................ 11-11

HTML Tags for Variables............................................................ 11-11

Adding a Drop-down Menu Choice ............................................. 11-11

Document Options: optionNames......................................................11-14

LPR Settings .............................................................................. 11-15

Modifying an LPR setting............................................................ 11-15

Adding an LPR setting ................................................................ 11-16

Removing an LPR setting ........................................................... 11-16

XJT Settings ............................................................................... 11-17

12. Modifying Templates ..................................................................12-1

Template Manager Tool........................................................................ 12-1

Modifying a Template ..........................................................................12-1

About Templates................................................................................... 12-2

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Value Names.......................................................................................12-3

Looping the HTML code in coversheet.tpl and deliverysheet.tpl ... 12-3

13. Installing the Documents Xpress Link to DocuShare

(Optional) ..................................................................................13-1

Copying Documents Xpress Files to DocuShare .................................13-1

Copying the customized Documents Xpress files to DocuShare... 13-2

Modifying an existing dslib.vdf file................................................. 13-3

Changing the DocuShare Schema ......................................................13-5

14. Troubleshooting .........................................................................14-1

Debugging Apache and Tomcat ........................................................... 14-1

Debugging Documents Xpress Services............................................... 14-2

Re-initializing the User Database.......................................................... 14-2

15. Contacts and Escalation Process ............................................. 15-1

Documents Xpress Support Process....................................................15-1

Support Contacts..................................................................................15-2

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16. Removing Documents Xpress 2.0 .............................................16-1

Removing Documents Xpress 2.0 ........................................................ 16-1

Removing Third-party Software ............................................................ 16-2

A. Default Configuration Manager Values ...................................... A-1

xdxConf: properties: System Properties .................................................A-2

xdxConf: properties: Application Homes.................................................A-3

xdxConf: properties: Users .....................................................................A-4

xdxConf: properties: Database ...............................................................A-5

xdxConf: properties: Documents.............................................................A-7

xdxConf: properties: Web Server............................................................A-8

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xdxConf: properties: Logging................................................................A-10

xdxConf: properties: Configuration Files...............................................A-11

XdxConf: properties: Email ...................................................................A-12

xdxConf: properties: DocuShare...........................................................A-13

xdxConf: properties: Conversion...........................................................A-13

xdxConf: properties: Printing.................................................................A-14

xdxConf: properties: Pricing..................................................................A-15

xdxConf: properties: Launcher..............................................................A-16

xdxConf: properties: Licensing..............................................................A-18

xdxConf: properties: Exceptions ...........................................................A-19

xdxConf: properties: System Job States...............................................A-21

xdxConf: properties: Launcher..............................................................A-22

xdxConf: properties: Launcher: Database Server.................................A-27

xdxConf: properties: Launcher: Web Application Server.......................A-27

xdxConf: properties: Launcher: Services ..............................................A-28

B. Default Job Control Panel Values............................................... B-1

Jobs: Printshop Print Job: Job Options: optionNames............................B-2

Jobs: Printshop Print Job: Job Options: hold ..........................................B-3

Jobs: Printshop Print Job: Job Options: HTML .......................................B-4

Jobs: Printshop Print Job: Document Options: optionNames .................B-5

Jobs: Printshop Print Job: Document Options: hold................................B-7

Jobs: Printshop Print Job: Document Options: HTML.............................B-7

Jobs: Printshop Print Job: Document Options: LPR: page_sides ...........B-8

Jobs: Printshop Print Job: Document Options: LPR: paper_size............B-9

Jobs: Printshop Print Job: Document Options: XJT: paper_size.............B-9

Jobs: Printshop Print Job: Document Options: XJT: paper_color .........B-10

Jobs: Printshop Print Job: Document Options: XJT: page_sides..........B-11

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Jobs: Printshop Print Job: Document Options: XJT: paper_weight.......B-11

Jobs: Printshop Print Job: Document Options: XJT: stapling................B-12

Jobs: Printshop Print Job: Document Options: XJT:

front_cover_paper_color.......................................................................B-12

Jobs: Printshop Print Job: Document Options: XJT:

back_cover_paper_color.......................................................................B-13

Index ...................................................................................... Index-1

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1. Introduction

This chapter describes Documents Xpress — Xerox Web Document Submission Software Version 2.0 and how to use this manual.

Documents Xpress — Xerox Web Document Submission Software

Documents Xpress allows end users to submit print jobs electronically using industry standard browsers. Once submitted, production personnel efficiently update job status as documents move through the production cycle, providing users with information about their jobs. Web-based printing generates cost savings and improvements in quality, productivity, and turnaround time.

The system uses several services that can be loaded on one or more servers, depending on the print shop configuration.

Intended Audience

This manual is intended for use by personnel who are responsible for the administration of the Documents Xpress 2.0 system.

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NTRODUCTION

Assumptions

Conventions

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The person administering Documents Xpress should have experience in the following areas:

• Documents Xpress 2.0

• Windows NT server and / or Windows 2000 server administration

• Applicable workstation operating systems experience

• Hypertext Markup Language (HTML)

• Extensible Markup Language (XML)

• JavaServer Pages (JSP)

• Structured Query Language (SQL)

This guide uses the following conventions:

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• Menu items and buttons appear in bold text.

• Screen, text box, and drop-down list titles are spelled and punctuated

exactly as they appear on the screen.

• Document titles appear in italics.

• Content representative of text that is displayed on a computer monitor

is displayed in Courier New font and enclosed in a shaded table as

shown in Table 1-1.

Table 1-1. Example of text displayed on a computer monitor

INSERT INTO Field {field_name,custom_name}

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Responsibilities

System Administrator

The System Administrator manages user, operator, and print shop administrative permissions for a print shop installation. Specific tasks include:

• Managing Documents Xpress software

• Customizing the Documents Xpress user interface

• Managing user / operator permissions for a single print shop

The System Administrator will have a detailed understanding how the Documents Xpress software works.

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RODUCT OVERVIEW

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Print Shop Administrator

The Printer Administrator is a user who manages a print shop. Specific tasks include:

• Establishing specific print shop policies

• Configuring printers

• Generating reports using Documents Xpress tools

• Load pricing data into Documents Xpress

The Print Shop Administrator must understand how to configure a printer and how printer communications work.

Print Shop Operator

The Print Shop Operator is a user who manages the printing workflow in a print shop. Specific tasks include:

• Printing jobs sent by end users

• Modifying the job status as jobs move through the workflow

• Distributing printed materials

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The Print Shop Operator must have detailed knowledge of scheduling and prioritizing print jobs as well as a solid understanding of the capabilities and capacities of the print shop.

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User

The User submits documents and jobs to Documents Xpress over the Internet using a web browser, the Xpress Print Driver (XPD), or through DocuShare. Specific tasks include:

• Using Documents Xpress as the interface to the print shop

• Uploading documents into Documents Xpress

• Requesting printing and conversion services using

Documents Xpress

• Converting documents to PDF format using Documents Xpress

The User must be knowledgeable about basic web browser use, general Internet use (downloading, uploading, and navigation), and printer driver installation.

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3. Installation Requirements

Documents Xpress requires a specific combination of hardware, software, and information to ensure a successful installation. These requirements are documented in the Documents Xpress — Xerox Web Document Submission Software Installation Planning Guide.

These installation instructions assume that the Documents Xpress server has had the proper operating system installed and has a working connection to the Internet.

Hardware Requirements

Server Requirements

• One Windows NT 4.0 or Windows 2000 server

• 9-GB hard disk

• 512-MB random access memory (RAM)

• One 10 / 100 MBPS network interface card (NIC)

• One available drop on a 100-MBPS network

• Simple Mail Transfer Protocol (SMTP) server supporting Anonymous

SMTP connections for outgoing mail

• An uninterruptible power supply (UPS) for the server

Client Requirements

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• Workstation capable of using a supported operating system and a

supported browser

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NSTALLATION REQUIREMENTS

Software Requirements

Server Requirements

Client Requirements

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• Microsoft Windows NT Server 4.0 or Microsoft Windows 2000 Server

• Microsoft TCP / IP Printing service (LPR service) installed (Windows

NT Server 4.0 only)

• Microsoft Office XP

• Adobe Acrobat Reader

• Documents Xpress software

• Internet Explorer 5.5 (or later) or Netscape Navigator 4.75 (or later)

• WinZip or equivalent

• Any one of the following operating systems:

• Windows NT Workstation 4.0

• Windows 2000 Professional

• Windows 95 / 98 / ME

• Adobe Acrobat Reader

• Internet Explorer 5.5 (or later) or Netscape Navigator 4.75 (or later)

• WinZip or equivalent

Information Requirements

• See the Documents Xpress — Xerox Web Document Submission

Software Version 2.0 – Installation Planning Guide for a complete list

of the information requirements.

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4. System Administration Tasks

This chapter outlines tasks that must take place after installation. Most of these are ongoing System Administrator tasks. Figure 4-1 shows the post installation process.

Figure 4-1. Post installation process

Post installation

process

1. Add users to the system

2. Customize the User Inte rface

3. Establish back up procedures

4. Set / modify system parameters

5. Maintain XDX system

6. Install XPD on clie nt workstations

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YSTEM ADMINISTRATION TASKS

Adding users to the system (Chapter 6 – Managing Users)

Customizing the User Interface (Chapter 7 – Customizing the User Interface)

Establishing a backup strategy (Chapter 9 – System Backup)

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Users must be added to the system and assigned proper Group Memberships and Permissions. These tasks are accomplished through the User Group Directory (UGD) Admin tool in the Xerox Documents Xpress (XDX) Control Center.

As installed, Documents Xpress has a generic user interface. The existing interface can be customized by using the User Interface (UI) Config tool in the XDX Control Center.

It is important to establish a backup strategy to protect the system and the customers using Documents Xpress. The instructions given in the System Backup chapter are generic, but provide enough information to back up the correct files.

Setting or modifying system parameters (Chapter 10 – Configuring System Parameters)

The Configuration Manager tool in the XDX Control Center allows system parameters must be modified should the need arise. The Configuring Parameters chapter details how to make these changes.

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Creating or Modifying Templates (Chapter 12 – Modifying Job Templates)

The Template Manager tool allows the System Administrator to create or modify cover sheet and delivery sheet templates. The templates can be modified at any time to meet the needs of a customer

Maintaining the Documents Xpress System

There is no chapter dedicated to this topic, as everything in this guide relates to the care and maintenance of the Documents Xpress system. It is the responsibility of the System Administrator to ensure the system is operating properly.

Installing the Xpress Print Driver on client workstations (Chapter 8 – Installing the Xpress Print Driver)

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YSTEM ADMINISTRATION TASKS

Instructions are available online for users to install the Xpress Print Driver (XPD) on their own client workstation. For users that are uneasy with the process, it is repeated here for the System Administrator.

The XPD driver for Windows 95 / 98 / ME must be updated on the Documents Xpress server before any of these clients can use the driver. See Chapter 8 for more details.

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5. Starting Up and Shutting Down

The XDX Control Center application is used to start and stop the various Documents Xpress components. When starting Documents Xpress it is necessary to go the server and run the Control Center.

A tab appears in the Control Center for each component as it is accessed. Tab names are red if the component is loading, black if the component is waiting to be loaded, and blue if the component has loaded properly. An example of the Control Center appears in Figure 5-1.

CAUTION: After using the Control Center to start Documents Xpress

services, minimize the Control Center but DO NOT close it. Closing the Control Center shuts down Documents Xpress.

Figure 5-1. XDX Control Center as it appears on the Documents Xpress server

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TARTING UP AND SHUTTING DOWN

Starting Documents Xpress

Starting Documents Xpress requires using the XDX Control Center application on the Documents Xpress server.

Note: Documents Xpress checks for the status of the current license at

Starting Documents Xpress

Perform the following to start Documents Xpress:

1. On the Documents Xpress server, double-click My Computer. Go to

2. Once the Control Center has started, click

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startup. The system will warn the System Administrator if the license is within one month of expiring.

C:\xdx\scripts and double-click ControlCenter.

1 : Database Server > 2 : Web Application Server > 3 : Services.

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Note: After starting the processes, wait approximately one minute before

starting access from any client machines.

The following figure, Figure 5-2, describes the components started with the Control Center.

Figure 5-2. Description of components started with the Control Center

Component Description

RMID (Remote Method Invocation Daemon)

MySQL (Database Server) The database management system that tracks

Tomcat (used by Web Server)

Apache (Web Server) The web server for the Documents Xpress system

A utility that XDX services use for activation

users and jobs in the system

Tomcat is a servlet container with a Java Server Pages (JSP) environment. A servlet container is a runtime shell that manages and invokes servlets on behalf of users.

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Shutting Down Documents Xpress

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To shut down the system, first close the Documents Xpress components from the Control Center and then close the Control Center.

Shutting Down Documents Xpress

Perform the following to shut down Documents Xpress using the Control Center:

1. On the Documents Xpress server, click in the following order: 1 : Database Server > 2 : Web Application Server > 3 : Services.

2. Close the Control Center by clicking X.

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6. Managing Users

Once the Documents Xpress system has been installed, users must be added. This chapter describes the processes for:

• importing users

• adding users

• modifying user information

• deleting / inactivating users

• setting permissions and group memberships

User Group Directory Administration Tool (UGD Tool)

All user management is done through the use of the UGD tool, which is found in the XDX Control Center. The tool is shown in Figure 6-1.

Figure 6-1. User Group Directory Administration Tool

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ANAGING USERS

Importing Users from an External User Data File

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Users are added to the Documents Xpress system in two ways:

• By importing an external user data file.

• By entering users on a one-by-one basis through the UGD Admin tool.

Users may be imported from an external data file. This data file can be used to initially place users in the Documents Xpress system, and then to keep the system updated. Using the Update Users, Synchronization Mode, and Create Batch File functions of the import module, an external file can be set up to automatically add, update, and inactivate users.

Importing an External User Data File

The following instructions assume Documents Xpress has been installed and is operating correctly.

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Note: When importing a customer data file for Documents Xpress users,

work on a small sample of the file if possible. This allows for rapid error detection without the delay of a long user file load.

Perform the following steps to import a user data file:

1. Modify or build the user file

2. Modify the User Field Configuration to add required user fields to those that Documents Xpress uses.

3. Modify or build the User Import Mappings to either add additional fields from the user file that are not already present in the Documents Xpress fields or to create mappings from scratch.

4. Import the user data.

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ANAGING USERS

Data File Format for the User File

Comma-delimited is the only data format Documents Xpress uses for importing user files. Each customer will have a different set of requirements for the user file and the default set of fields for the user database will have to be modified.

Comma-delimited File Format

Use a plain text editor, such as Notepad, or a spreadsheet, such as Excel, to create or modify the user file. Ensure that there is only one line break at the end of each line. An example file is shown in Figure 6-2.

Figure 6-2. Example of a comma-delimited user file

User Name,Email Address,First Name,Last Name,Phone istravinsky,igor.stravinsky@tasc.sk.edu,Igor,Stravinsky,513-366-1015 jthorsteinson,jeff.thorsteinson@tasc.sk.edu,Jeff,Thorsteinson,513-366-1016 slaing,scott.laing@tasc.sk.edu,Scott,Laing,513-366-1018

The first line of the data file is the data definition for the lines that follow as shown in Figure 6-3.

Figure 6-3. Data definition for comma-delimited file

User Name,Email Address,First Name,Last Name,Phone

In the example above, the first field is User Name. Each line that follows represents a new record for a user, istravinsky for example. This means that the first data element (field) in a line must always be the user name. Email Address is the next field name in the first line, so in every line that follows the second data element (field) is the user’s e-mail address. Figure 6-4 shows this pattern repetition.

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Figure 6-4. Pattern for records and fields in comma-delimited file

User Name Email Address

istravinsky igor.stravinsky@tasc.sk.edu

jthorsteinson jeff.thorsteinson@tasc.sk.edu

slaing scott.laing@tasc.sk.edu

This pattern repeats with a line break at the end of each user to be included. There may be fewer or more fields required for any particular customer.

Note: Ensure there are no trailing blank lines in any of the files to be

modified in this chapter. Blank lines may appear harmless, but can cause large problems later.

Step 1 – Modifying or Building the User File

Using the information from the previous section, ensure that the user data file that is modified or built is clean of extra line breaks. If possible, select a small sample to test the import of the data. Once the test data file has loaded successfully, load the entire user file.

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Note: All users must have a unique user name or ID number.

The new user file can be located anywhere on the file system.

Have a printed copy of the first page of the new user data file available for reference. Ensure that the first line of the file includes the file’s field names.

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Step 2 – Modifying the User Field Configuration

System User Fields

Documents Xpress has the following system user fields that cannot be changed:

user_id first_name last_name phone email

A user file can be built using these default fields but it is more likely that a customer wants other fields included.

Added Default User Fields

ANAGING USERS

As installed, Documents Xpress 2.0 has the following user fields added:

address_line_1 address_line_2 mail_code city state zip e-mail phone ext location department cost_center

Note: Any of these fields may be modified or deleted as required to meet

customer specifications.

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User Name,Email Address,First Name,Last Name,Phone,Supervisor istravinsky,igor.stravinsky@tasc.sk.edu,Igor,Stravinsky,513-366-1015,A. Jones jthorsteinson,jeff.thorsteinson@tasc.sk.edu,Jeff,Thorsteinson,513-366-1016,B. Bo slaing,scott.laing@tasc.sk.edu,Scott,Laing,513-366-1018,C. Clements

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Examine which fields in the new user file will map to existing fields in the system. Any fields that cannot be mapped must be added to the user file.

If the previous example of a comma-delimited file shown in Figure 6-2 on page 6-3 is expanded to include an extra field, supervisor, the file would look like Figure 6-5 shown below.

Figure 6-5: Sample user file

Upon examination, all the fields map to existing fields in Documents Xpress with the exception of Supervisor. This field will have to be added to Documents Xpress.

Adding a Field to the User Field Configuration

This example will add Supervisor to the list of User Fields.

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Perform the following to add a field to the User Field configuration:

Note: Ensure the Database Server is started in the XDX Control Center.

1. From the XDX Control Center click Tools > UDG Admin.

2. Click Tools > User Field Config.

3. The User Field Configuration window appears. The 11 User Field Mappings listed in the previous section are present if this is the first time this tool is being used. These fields can be ignored or deleted if they will not be used.

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Double-click in the next available blank line under the User Field Mapping column. Type supervisor as the field name.

There can be a maximum of 20 user fields.

Note: User Field Mapping names must contain no spaces. In place of a

space, use an underscore.

4. Press Enter on the keyboard. Documents Xpress accepts the entry.

Note: When the last field has been added, ensure that Enter is pressed

on the keyboard to force Documents Xpress to accept the entry. If

Enter is not pressed, the last entry will be lost.

CAUTION: The Clear Data button erases all data for all users in the user

field where the cursor appears. It does not clear a field name that has been typed.

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5. To accept the User Field Configuration additions, click Save. The UGD Admin – User Field Config window appears saying that the mappings are updated. Click OK. Click Close.

The User Group Directory Admin window refreshes to show the modifications to the user fields. In this example, supervisor appears as the last field listed.

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Removing a Field from the User Field Configuration

Unneeded user fields, or fields that were added in error, can be removed.

Perform the following to remove fields from the User Field Configuration:

Note: Ensure that the Database Server has been started in the XDX

Control Center.

1. From the XDX Control Center click Tools > UDG Admin.

2. Click Tools > User Field Config.

3. The User Field Configuration window appears. Double-click the name of the field that is to be removed.

4. Delete the name of the field that is to be removed and press Enter on the keyboard.

5. Click Save. The UDG Admin – User Field Config window appears stating that field mappings have been removed. Click Yes to complete the deletion of the field.

6. A window appears to confirm the deletion of the field. Click OK. Click Close.

Step 3 – Building or Modifying the User Import Mappings

Once the desired fields have been added to Documents Xpress, the field names in the user data file need to be mapped to field names that Documents Xpress uses.

Continuing to use the data file example from the last step, a new Import Mapping will be created.

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Creating and Saving New Mappings

The default mapping is provided as a starting point for development of a user database. If a different mapping is needed, it can be created and saved.

Figure 6-6 shows the user data file field names and how they will map to Documents Xpress names.

Figure 6-6. User file field names that map to Documents Xpress field names

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User File Field Names

Documents Xpress

Field Names

User Name maps to user_id*

Email Address maps to email*

First Name maps to first_name*

Last Name maps to last_name*

Phone maps to phone*

Supervisor maps to supervisor

* system fields

Perform the following to create and save a new mapping:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click Tools > User Import Mappings.

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3. The UGD Admin - User Import Mappings Window opens. The screen is divided into three sections: a window showing any saved mappings, the Import Field Label, and the User Field Mapping.

4. Click Add under the column where the default mapping is listed.

5. The UGD Admin - New User Mapping window appears. Type a mapping name. For this example, type Test as the mapping name. Click OK.

6. A blank UGD Admin - User Import Mappings window appears. Click Add.

7. The UGD Admin - User Field Import Mapping window appears. The field names from the user data file must be entered, one at a time, and matched with a Documents Xpress field. Using the chart in figure 6-6, six import mappings must be created. Type the field name as it appears in the user file in the Imported field name text box.

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8. Scroll through the list of UGD User Defined Fields to find the Documents Xpress field that maps to Imported field name. Use the

>> button to move the field into the Import Mapping window. Use the << button to remove a field moved in error. Click OK.

9. The updated UGD Admin - User Import Mappings window reappears. Click Add to add an additional mapping. Repeat steps 7 and 8 to add all the required mappings.

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Note: Fields can be combined. An example of this is where the import file

has both first and last names contained a single field. In a case like this, create a mapping and move one name field and then the other name field, in the order used in the import file.

10. To save the mappings, click Actions > Save. A confirmation message appears that the mappings were saved. Click OK.

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11. Click X to exit the UGD Admin – User Import Mappings window.

Modifying User Import Mappings

If additional fields are added or removed from a user import file, the mapping for that import file will have to be modified.

Perform the following to modify the default User Import Mappings:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click Tools > User Import Mappings.

3. The UGD Admin - User Import Mappings Window opens as shown below. The screen is divided into three sections: a window showing any saved mappings, the Import Field Label, and the User Field Mapping.

The Import Field Label matches the field name in the import file. The User Field Mapping is the Documents Xpress field where the user data will be placed.

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To see the structure of the mappings, click the line that begins with First Name and then click Modify.

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4. A new UGD Admin - User Field Import Mapping window opens. This window is where the field names in the import file are matched with the Documents Xpress system uses for field names internally.

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Type the name of any new Import filed name and then scroll through the list of UGD User Defined Fields to find the Documents Xpress field into which that particular field will be imported. Use the >> button to move the field into the Import Mapping window. Use the << button to remove a field moved in error.

5. When finished modifying the mappings, click OK.

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Note: Fields can be combined. An example of this is where the import file

has both first and last names contained a single field. In a case like this, create a mapping and move one name field and then the other name field, in the order used in the import file.

6. The UGD Admin - User Import Mappings window reappears.

7. To save the mappings, click Actions > Save. A confirmation message appears that the mappings were saved. Click OK.

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8. Click X to exit the UGD Admin - User Import Mappings window.

Additional Menus in UGD Admin – Import Mappings Window

There are two additional menu choices listed under the Actions menu.

1. Reload – reloads the default user mappings.

2. Default Mapping – allows the selection of which mapping will be the default mapping on the UGD Admin - Import Users window.

Step 4 – Import Users

Once the user file has been mapped to data that Documents Xpress will use, importing the file is the last step.

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Perform the following to import users:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click Tools > Import Users.

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3. The UGD Admin - Import Users window opens.

4. Click Browse and locate the user file to be imported.

5. Click the User mapping drop-down menu and select the mapping to be used for the import. Continuing with the example file, select test.

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Click View to ensure this is the correct mapping to be used for the import. Click X to close the view window.

6. Click Import. A summary screen appears when the process is complete. Click OK.

7. The User Group Directory Admin window reappears. All imported users appear and are active.

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8. Click X to exit the User Group Directory Admin window.

Note: Users that are imported from the system are in the database

permanently. Once they are made inactive, they still appear in the user list unless their names are filtered. Filtering is accomplished by right-clicking on any user name. A Filter Users menu appears. Clear the Inactive Users choice and only the active users will appear.

Choices Available in the Import Users Window

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• User mapping – Allow the selection of a previously configured mapping if other than the default mapping is required.

• View – View the selected User mapping.

• Update users – If selected, any users information that already exists

in the database will be updated if the user is listed in the import file.

• Synchronization mode – If selected, any users that exist in the database, but are not listed in the import file will be inactivated. This synchronizes the database users with the import file users.

• Import – Begin the import process.

• Create Batch File – If clicked, creates a batch file that can be used to

run the import process outside of the UGD Admin tool. This file can be used to schedule imports on Windows by the System Administrator. The batch file stores the information selected in the import dialog.

• Cancel – Exit from this window without taking any action.

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Adding Users One at a Time

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Troubleshooting a Faulty Import

If the user file did not import properly, there may be a database of users with incorrect or incomplete information. Documents Xpress does not allow these users to be deleted. They can only be inactivated.

If the system has not been put into production, all the Documents Xpress databases, including users and jobs, can be re-initialized. Read, and use with caution, the Re-initializing the User Database section in Chapter 14 – Troubleshooting on page 14-2 of this guide.

The UGD tool can also add users one at a time. This procedure assumes that the user database has already been configured. If it has not been configured, use Step 2 Modifying the User Field Configuration on page 6-5 in this chapter.

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Adding a User to Documents Xpress

Perform the following to add a user to Documents Xpress:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens.

3. Click Add User.

4. Select Active in the top left corner of the New User window.

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Modifying User Information

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5. Click in the user-id field and type a unique user identification for the user being entered.

6. Press the Tab key twice to move to the next field. Type in all the required user information.

Note: Clicking the mouse in the Field Value column will also allow data

entry for a particular field. This may speed up data entry if not all the fields are required for a user.

7. When the last field value is typed for a user, press Enter on the keyboard. Pressing Enter forces Documents Xpress to accept the last field entered.

8. Click OK. A confirmation message appears. Click OK. The User Group Directory Admin window reappears and refreshes to show the newly added user.

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User information can be modified in a batch by importing an updated user file, or one at a time.

Modifying User Information for a Group of Users

If there are a large number of users to be modified, Documents Xpress can import a modified user list and update users whose user profiles have changed.

Perform the following to modify a group of users:

1. Open the latest version of the user list and modify the user profile for any user that requires updating.

2. From the XDX Control Center click Tools > UDG Admin.

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3. The User Group Directory Admin window opens. Click Tools > Import Users.

4. The UGD Admin - Import Users window opens. Click Browse and locate the updated user file.

5. Select the correct User mapping.

6. Ensure that Yes is selected for Update Users.

7. Ensure that No is selected for Synchronization mode.

8. Click Import. A summary screen appears when the process is complete. Click OK.

9. The User Group Directory Admin window reappears. All users with new profile information are updated.

10. Click X to exit the User Group Directory Admin window.

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Modifying User Information for a Single User

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click the line where the user to be modified appears. The line becomes highlighted.

3. Click Modify User. The Modify User window opens.

4. Click in the Field Value and change any information that requires modification. Press Enter on the keyboard when the last modification has been made to force Documents Xpress to accept the last change made to a field.

5. Click Update. A confirmation window appears. Click OK.

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Changing a User Password

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6. To exit the Modify User window, click Close.

7. The User Group Directory Admin window reappears. The user with the updated profile information appears with the updated information.

8. Click X to exit the User Group Directory Admin window.

Users select their own password during registration. If they forget their password, or require it changed, the System Administrator must change it for them. Users cannot change their own password.

Perform the following to change a user password:

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1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click the line where the user to be modified appears. The line becomes highlighted.

3. Click Modify User. The Modify User window opens.

4. Click Change Password.

5. The UGD Admin - Modify User window opens. Type the new password for the user and click OK.

6. A confirmation window appears. Click OK.

7. To exit the Modify User window, click Close.

8. The User Group Directory Admin window reappears.

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Deleting / Inactivating Users

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9. Click X to exit the User Group Directory Admin window.

Documents Xpress users are never deleted from the system. Since there may still be jobs in process associated with the user, they are inactivated instead.

Inactivating Users

Users may be inactivated individually, or in a group by re-importing the user file.

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Inactivating an Individual User

Perform the following to inactivate individual users:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Locate the user to be inactivated and click on the line containing their name. The line should be highlighted. Click Inactivate User.

3. The UGD - Inactivate User window appears. Click Yes.

4. A confirmation window appears. Click OK. If the user list is set to filter out inactivated users, the name just inactivated will disappear.

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Inactivating a Group of Users

If there are a large number of users to be inactivated Documents Xpress can import a user list and inactivate users not in the updated user list.

Note: If selected, any users that exist in the database, but are not listed in

the import file will be inactivated. This synchronizes the database users with the import file users

Perform the following to inactivate a group of users:

1. Open the latest version of the user list that was imported and remove any users that should be inactivated.

2. From the XDX Control Center click Tools > UDG Admin.

3. The User Group Directory Admin window opens. Click Tools > Import Users.

4. The UGD Admin - Import Users window opens. Click Browse and locate the updated user file.

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5. Select the correct User mapping.

6. For the Synchronization mode select Yes.

7. Click Import. A summary screen appears when the process is complete. Click OK.

8. The User Group Directory Admin window reappears. All imported users should appear and be active while those removed from the imported user file should be inactivated.

9. Click X to exit the User Group Directory Admin window.

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Assigning Privileges and Groups to Users

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By default, there are only two accounts established during installation:

• admin, the administrator account

• operator, the print operator account

These two accounts are placed, respectively, into the Xerox Business Systems (XBS) Admin and XBS Operator groups.

Users, when they register for access to the Documents Xpress system, are placed in the user group. Because users should not have access to the admin or operator accounts directly, users can be reassigned to to one of these groups to better reflect their job position.

Figure 6-6 shows the default list of user groups and permissions available in the Documents Xpress system. If these groupings are insufficient, they can be added to or modified.

Figure 6-6. Default list of user groups and permissions

Permissions

User Groups

XBS Operator

user system system Use

Resource

Type

printshop default Printer Administration

printshop default Run JobsXBS Admin

system system Use

printshop default Run Jobs

system system Use

Resource Name Right

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Resource Types

System – The system resource type refers to resources using the

Documents Xpress system via the Documents Xpress user interface.

Printshop – The printshop resource type refers to resources related to the printshop itself such as adding printers.

Rights

Printer Administration – A user with this right can add printers to

Documents Xpress.

Run Jobs – A user with this right can perform tasks using the Administrator interface.

Use – A user with this right can perform any tasks using the User interface.

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Viewing the Permissions and Group Memberships Assigned to a User

Users may be members of more than one group. It is possible to view what permissions a user has and what groups they are associated with.

Perform the following to view the permissions and group memberships assigned to a user:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens.

3. Click on the name of the user. The line becomes highlighted.

4. Click Group Membership to view the groups a user has been assigned. Click X to close the User Group Membership window.

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5. Click Permissions to view the permissions a user has been assigned. Click X to close the User Permissions window.

Assigning a User to a Group

All users, when they register for access to the system, are placed in the user group. Any user can be reassigned to a new group. This example will place a user in the XBS Operator group. To place a user in the XBS Admin group follow the same steps except choose XBS Admin as the Group Name.

Perform the following to assign a user to a group:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click the Groups tab.

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3. The window refreshes and the user groups appear. Click XBS Operator. The XBS Operator line becomes highlighted. Click Users.

4. The User Group Membership window opens. Locate the user, or users, that need the rights of an operator. Click the user name to select the user or hold the Ctrl key down and click to select multiple user names.

5. Click >> to move the user names to the Group User Names column. If an error is made, select the erroneous name in the Group User Names column and click <<.

6. Click Save. A confirmation message appears. Click OK. Click Close.

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7. The User Group Directory Admin window reappears. To exit the User Group Directory Admin window, click X.

Removing Users from a Group

Perform the following to remove a user from a group:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click the Groups tab.

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3. The window refreshes and the user groups appear. Click the name of the group from which the user is to be removed. The selected line becomes highlighted. Click Users.

4. The User Group Membership window opens. Locate the user, or users in the Group User Names window. Click the user name to select the user or hold the Ctrl key down and click to select multiple user names.

5. Click << to move the user names to the User Names column. If an error is made, select the erroneous name in the User Names column and click >>.

6. Click Save. A confirmation message appears. Click OK. Click Close.

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7. The User Group Directory Admin window reappears. To exit the User Group Directory Admin window, click X.

Adding a New User Group

New user groups can be added to the Documents Xpress system.

Perform the following to add a new user group:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click the Groups tab.

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3. The window refreshes and the user groups appear. Click Add Group.

4. The UGD - Add Group window appears. Type the name of the new user group and click OK.

5. A confirmation window appears. Click OK.

Note: This user group will have no users or permissions assigned to it.

6. The User Group Directory Admin window reappears. To exit the User Group Directory Admin window, click X.

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Adding Permissions to a Group

Once a group is established, it needs to have permissions assigned.

Perform the following to add permissions to a group:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click the Groups tab.

3. The window refreshes and the user groups appear. Click the name of the group that requires permissions. The line becomes highlighted. Click Permissions.

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4. The Group Permissions window opens.

Click Add Permission.

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5. The UGD - Permissions window opens. Using Figure 6-5, on page 6-6 as a guide, along with the explanation of Resource Types that follow it, construct a new permission for this type of user.

6. When done adding permissions, click Save.

7. A confirmation window appears. Click OK. Click Close.

8. Add users to this group by following the instructions on assigning a user to a group given above.

Deleting a User Group

If a group is no longer required, it can be deleted.

CAUTION: DO NOT delete XBS Admin, XBS Operator, or user groups.

Perform the following to delete a user group:

1. From the XDX Control Center click Tools > UDG Admin.

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2. The User Group Directory Admin window opens. Click the Groups tab.

3. The window refreshes and the user groups appear. Click the name of the group that is to be deleted. The name of the group becomes highlighted. Click Delete Group.

4. A confirmation window appears. Click Yes.

5. A second confirmation window appears confirming the removal of the user group. Click OK.

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6. The User Group Directory Admin window reappears. To exit the User Group Directory Admin window, click X.

Modifying a Group Name

An existing group name can be modified.

CAUTION: Do NOT delete XBS Admin, XBS Operator, or user groups.

Perform the following to modify a group name:

1. From the XDX Control Center click Tools > UDG Admin.

2. The User Group Directory Admin window opens. Click the Groups tab.

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3. The window refreshes and the user groups appear. Click the name of the group that is to be modifed. The name of the group becomes highlighted. Click Modify Group.

4. The UGD - Modify Group window appears with the existing group name. Press the Backspace key on the keyboard to clear the existing name. Type the new group name and click OK.

5. A confirmation window appears. Click OK.

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6. The User Group Directory Admin window reappears. To exit the User Group Directory Admin window, click X.

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7. Customizing the User Interface

The User Interface (UI) Configuration tool in the XDX Control Center customizes the user interface for Documents Xpress. There are four areas of the user interface that can be customized:

• Colors – Text, links, and navigation bars can have colors modified.

• Image – The header image can be changed to a new image.

• Text – Any text visible on the screen in the user interface can be

modified for font, font size and font style.

• Main Page Text – Once logged on to the system, there is a section of the Home page where text can be modified.

If unsatisfied with changes, the original interface configuration can be restored.

Starting the UI Configuration Tool

Perform the following to start the UI Configuration tool:

1. From the XDX Control Center click Tools > UI Config.

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2. The uiconfi_control_panel window opens.

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Configurable Sections of the User Interface

Figure 7-1. User Interface Items that can be selected in the UI Configuration Tool

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The sections of the user interface referred to in the UI Configuration Tool are shown below in Figures 7-1 and 7-2.

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Figure 7-2. User Interface Items that can be selected in the UI Configuration Tool

Configuring Colors

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To change colors for any of the configurable user interface sections follow the general procedure outlined below. This procedure assumes that the User Interface Configuration tool has been opened.

The default values for the Configure Colors section of the User Interface Configuration tool follow at the end of this chapter.

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Perform the following to modify a configurable color item:

1. From the Configure Colors drop-down menu, select the item to be changed. This example will change the Main Page Text Color.

2. The Current Color text box refreshes to show the color currently selected for the Main Page Text Color. Click Color Browse.

3. The Color Chooser opens. There are three methods of choosing a color, each selectable by clicking their respective tab.

Swatches – Select a color from the palette presented. HSB – Move the slider up or down to select a hue, then click the

mouse in the color block to select the saturation and brightness desired. RGB – If the red, blue, and green values are known for a desired color, move the sliders or type the values to obtain that color.

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Note: Only the Foreground color can be selected.

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4. Once the desired color has been selected, click OK. The Current Color text box refreshes to show the modification.

5. To see the modification, click Commit Changes. A Login window will appear if this is the first modification made this session. Type Admin for the Username and 22222 for the Password. Click OK.

6. Open a browser window and go to the Documents Xpress 2.0 home page. Logon and move to the page where the change has been made. If the change is unsatisfactory, repeat the steps to choose a new color.

Note: If a new color is selected to replace a color that was selected in the

procedure above, commit the changes and click Refresh on the browser window to see the new changes. A new browser window does not have to be opened.

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7. When the desired color changes are completed, click X to exit the User Interface Configuration tool.

Configuring the Header Image

The header image can be changed to a different image with these restrictions:

• The image must be 700 X 82 pixels.

• The image must be saved as either a GIF or JPG format picture.

• The image may be located outside of the Documents Xpress program

folder but should reside on the Documents Xpress server.

When creating an image for the header, be aware that large company logos will not scale well to the small size required in the header. Use an image-editing program to create the best possible header image.

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This procedure assumes that the User Interface Configuration tool has been opened.

The default value for the Configure Image section of the User Interface Configuration tool follows at the end of this chapter.

Perform the following to modify a header image item:

1. From the Configure Image drop-down menu, select Header Image.

2. The Current Color text box refreshes to show the color currently selected for the Main Page Text Color. Click Color Browse.

3. The Open dialog box appears. Browse to the folder where the new image is located by clicking the Look in drop-down menu.

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4. When the image has been located, click the name of the image. The

5. The Current Image text box refreshes with the new image file name.

6. Open a browser window and go to the Documents Xpress 2.0 home

Note: If a browser window is already open and on a Documents Xpress

7. When the desired header changes are complete, click X to exit the

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image name appears in the File name text box. Click Open.

Click Commit Changes. A Login window will appear if this is the first modification made this session. Type Admin for the Username and 22222 for the Password. Click OK.

page. The new header image is now present. If the change is unsatisfactory, repeat the steps to choose a different header image.

2.0 page, click Refresh on the browser window to see the new header image. A new browser window does not have to be opened.

User Interface Configuration tool.

Configuring Text

To change the text attributes for any of the configurable user interface sections follow the general procedure outlined below. This procedure assumes that the User Interface Configuration tool has been opened.

The default values for the Configure Text section of the User Interface Configuration tool follow at the end of this chapter.

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Perform the following to modify a configurable text item:

1. From the Configure Text drop-down menu, select the item to be changed. This example will change the Main Page Text Weight.

2. The Current Value text box refreshes to show the color currently selected for the Main Page Text Weight. Type the new text weight desired into the Current Value text box.

3. Click Commit Changes. A Login window will appear if this is the first modification made this session. Type Admin for the Username and 22222 for the Password. Click OK.

4. Open a browser window and go to the Documents Xpress 2.0 home page. The new change in text weight is now present. If the change is unsatisfactory, repeat the steps to choose a different text weight.

Note: If a browser window is already open and on a Documents Xpress

2.0 page, click Refresh on the browser window to see the new change. A new browser window does not have to be opened.

5. When the desired text changes are complete, click X to exit the User Interface Configuration tool.

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Table 7-1. Values that can be used for Text attributes

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Table 7-1 shows acceptable attribute values for text.

Acceptable Values for Text

Text Family Text Weight Text Size

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Use standard browser fonts such as

arial

and

times

bold

normal

roman

Note: There is no capitalization of font names

Configuring the Main Page Text

The Main Page Text is a configurable section of text that appears on the user home page. Using the User Interface Configuration tool modifies this text. This procedure assumes that the UI Configuration tool has been opened.

Figure 7-3 illustrates a home page that has been modified by changing colors, header image, and main page text. This procedure will illustrate how to modify the main page text.

xx-small

x-small

small

normal

large

x-large

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Figure 7-3. Home page with modified header image and modified main page text

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Perform the following to modify the main page text:

1. Below the Configure Text section of the UI Configuration tool is the Main Page Text section of the tool. Using standard HTML, modify the

code to reflect any required customer text.

2. When the code changes have been completed, click Commit Changes. A Login window will appear if this is the first modification made this session. Type Admin for the Username and 22222 for the Password. Click OK.

3. Open a browser window and go to the Documents Xpress 2.0 home page. The changes to the main page text are now present. If the change is unsatisfactory, repeat the steps to change the HTML code.

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Note: If a browser window is already open and on a Documents Xpress

4. When the desired changes are complete, click X to exit the User

Tips about creating the Main Page Text

• HTML code can be entered directly into the Main Page Text window in

• Create the code needed, including any desired images. The code

• Save all images for Main Page Text as GIF or JPG images and in the

• The font for the Main Page Text is controlled in the Configure Text

• Allowable changes inside the HTML code include:

• Use a utility, like Eye Dropper, to assist with picking colors. These

• The code for the sample Main Page Text in Figure 7-3 follows in

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2.0 page, click Refresh on the browser window to see the new change. A new browser window does not have to be opened.

Interface Configuration tool.

the User Interface Configuration tool, but it is much quicker to create the code in a visual HTML editor like, Dreamweaver.

created in a visual editor can be cut and pasted directly into the Main Page Text window.

following folder on the Documents Xpress server – c:\xdx\etc\Apache\tomcat\webroot\images\2_0_images. Save a copy of these files outside the c:\xdx folder.

part of the UI Configuration tool. Do not change fonts in the HTML text.

• color and size of text

• justification of text and images

• insertion of images

utilities allow a user to obtain color values for any onscreen images making color matching a simpler process.

Figure 7-4.

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Figure 7-4. HTML code sample for the Main Page Text in Figure 7-3.

Welcome to the Telephone Laboratories Print Shop <img src="/images/2_0_images/finger2.jpg" width="60" height="58" align="left" hspace="2">Remember that the main printing facility will be closed for printer upgrades on March 2 and 3. Ensure that all your print jobs are forwarded to the Suffolk printers. Additionally, remember that even print jobs with hard copies need to be entered through this system. If you need assistance, consult the online Help system or ring our Help Desk staff at the Marshall Frank Building: 0171 888 5555

Thank you for letting us be of assistance to you.

• Do not include any of the standard required HTML tags in the Main Page Text. These tags include <html>, <head>, <title>, and <body>.

Restoring the Default User Interface Configuration

If the need arises, the default interface can be restored to the Documents Xpress system. This procedure assumes that the UI Configuration tool has been opened.

CAUTION: This procedure will cancel all changes made to the user

interface. It is not a reversible procedure.

Perform the following to restore the default user interface:

1. Click Restore Defaults.

2. A Confirm window appears. Click Yes to restore the default system values.

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3. Close the UI Configuration tool window by clicking X.

4. Reopen the UI Configuration tool and click Commit Changes. A

5. Open a browser window and go to the Documents Xpress 2.0 home

Note: If a browser window is already open and on a Documents Xpress

User Interface Configuration Defaults

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Login window will appear if this is the first modification made this session. Type Admin for the Username and 22222 for the Password. Click OK.

page. The default user interface is now present.

2.0 page, click Refresh on the browser window to see the restored default interface. A new browser window does not have to be opened.

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The following tables contain the default values for the User Interface.

Table 7-2. Configure Colors

Configure Colors

Configurable Section Default

Default Text Color #000000

Main Page Text Color #000000

Warnings and Information Text Color

Top Navigational Links Text Color #000000

#FF0000

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Figure 7-2. Configure Colors (continued)

Configure Colors

Configurable Section Default

Title Bar Text Color #FF0000

Sub Title Bar Text Color #000000

Title Bar Color #FF0000

Title Bar Link Hover Color #0000FF

Sub Title Bar Color #EFEFEF

Alternating Colored Bars I #EFEFEF

Alternating Colored Bars II #CCCCCC

Button Bar #666666

Link Color #0000FF

Active Link Color #0000FF

Visited Link Color #0000FF

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Link Hover Color #9999FF

Table 7-3. Configure Image

Configure Image

Configurable Section Default

Header Image 2_0_images/

logo.gif

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Table 7-4. Configure Text

Configure Text

Configurable Section Default

Default Text Family arial

Default Text Weight bold

Default Text Size x-small

Main Page Text Family arial

Main Page Text Weight bold

Main Page Text Size x-small

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Warnings and Informational

arial

Text Family

Warnings and Informational

bold

Text Weight

8. Installing the Xpress Print Driver

The Xpress Print Driver (XPD) allows the uploading and conversion of documents from within a Windows application. There are three separate setups:

• Windows 2000 client machines

• Windows NT Workstation client machines

• Windows 95 / 98 / ME client machines (this client needs the XPD file

configured on the server before allowing users to download it).

The System Administrator should set this driver up on client workstations for users to send jobs to Documents Xpress directly from Windows applications.

Note: WinZip or equivalent is needed for installing the XPD. A copy of

WinZip may be downloaded from www.winzip.com.

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Windows NT / Windows 2000 Server Setup

No setup on the server is required.

Windows 2000 Professional Client Setup

This procedure assumes that WinZip, or equivalent, is installed on the client workstation.

Installing the XPD print driver

Perform the following to install the XPD print driver on a Window 2000 Professional client machine:

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1. Create a folder named XPD on the C: drive of the workstation.

2. From the Documents Xpress home page, click Download Driver and download the Windows 2000 XPD driver to the newly created XPD folder.

3. Unzip Xpdy2k.zip to C:\XPD on the client workstation.

4. Click Start > Settings > Printers.

5. Double-click Add Printer.

6. The Add Printer Wizard appears. Click Next.

7. The Local or Network Printer window appears. Click Local Printer. Clear Automatically detect and install my Plug and Play Printer. Click Next.

8. For the port select File. Click Next.

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9. The list of manufacturers of printers appears. Click Have Disk.

10. The Install from Disk dialog box appears. Click Browse and browse to C:\XPD.

11. When in the XPD folder, the file name webxpd.inf will appear in the File name text box. Click Open.

12. The Install From Disk dialog box reappears. Click OK.

13. Select DocumentsXpress PS Color Plugin. Click Next.

Note: Only the color driver needs to be selected since it will handle both

color and black and white jobs.

14. Keep the default printer name. Click Next.

15. Click Do not share this printer. Click Next.

16. To ensure that a test page is not printed click No. Click Next

17. The Completing the Add Printer Wizard window appears. Click Finish.

XPD

18. A warning that the Digital Signature not found appears. Click Yes.

19. Close all open windows. The XPD print driver has been installed.

Setting the Printer Properties

Perform the following to set the printer properties:

1. Right-click the installed printer name in the Printer folder (Start > Settings > Printers). Click Properties.

2. Select the Configuration tab from the Properties Dialog box.

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3. Select Server is Available. In the appropriate fields, type the following:

Server Name = <Documents Xpress server IP address>

Port =

URL Post Path =

/xdx/servlet/simple?request.action=upd.action.upload

URL Get Path =

/xdx/upd.jsp?request.action=upd.action.dt&DT=%s&AG =%s&PD=%s&PK=%s&NP=%d&NC=%d

Write to Spool = do not select

4. Click OK.

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5. Configure the default browser by selecting Internet Explorer or Netscape before using the driver, especially if using a proxy server on the network.

Note: Test the installation by opening up a Windows application. Print to

Documents Xpress with the XPD driver by using

File > Print and then selecting the DocumentsXpress PS Color Plugin driver.

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Windows NT Workstation XPD Setup

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Windows NT Server Setup

No setup on the server is required.

Windows NT Workstation Client Setup

Installing the XPD

Perform the following to install the XPD print driver on a Windows NT Workstation client machine:

1. Create a folder named XPD on the C: drive of the workstation.

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2. From the Documents Xpress home page, click Download Driver and download the Windows NT XPD driver to the newly created XPD folder.

3. Unzip xpd-1.1.3.zip to C:\XPD on the client workstation.

4. Click Start > Settings > Printers. Double-click Add Printer.

5. Click My Computer to install a local printer. Click Next.

6. Choose an unused local printer port (LPT1 for example). Click Next.

7. Click Have Disk and browse to C:\XPD.

8. Click webxpd.inf. Click Open.

9. Click OK.

10. Select DocumentsXpress PS Color Plugin. Click Next.

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Note: Only the color driver needs to be selected since it will handle both

color and black and white jobs.

11. To complete the installation click Next.

12. Keep the default printer name. Click Next.

13. Click Not Shared. Click Next.

14. Click No to skip printing a test page. Click Finish.

Setting the Printer Properties

Perform the following to set the printer properties:

1. Right-click the installed printer name in the Printer folder (Start > Settings > Printers). Click Properties.

2. Select the Configuration tab from the Properties Dialog box.

3. Select Server is Available. In the appropriate fields, type the following:

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Server Name = <Documents Xpress server IP address>

Port =

URL Post Path =

/xdx/servlet/simple?request.action=upd.action.upload

URL Get Path =

/xdx/upd.jsp?request.action=upd.action.dt&DT=%s&AG=% s&PD=%s&PK=%s&NP=%d&NC=%d

Write to Spool = do not select

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4. Click OK.

5. Configure the default browser by selecting Internet Explorer or Netscape before using the driver, especially if using a proxy server on the network.

Note: Test the installation by opening up a Windows application. Print to

Documents Xpress with the XPD printer driver by using File > Print and then selecting the DocumentsXpress PS Color Plugin printer driver.

XPD

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The Windows 95 / 98 / ME XPD installation files must be configured on the server before they can be downloaded by each individual workstation. This is a one-time change on the server.

Windows NT Server Setup

Modifying Windows NT Server File For Windows 95 / 98 / ME Installation

This procedure assumes that WinZip, or equivalent, is installed on the server.

Perform the following to modify the Windows NT Server file for Windows 95 / 98 XPD installation:

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1. On the Documents Xpress server, locate and double-click C:\xdx\webroot\xpd\UPD.zip. The zip file will open in a window and list all files contained in the zip file.

2. Double-click Docsxprs.inf. A text editor opens the inf file.

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[AddReg.Url]

HKLM,"Software\Xerox\Documents Xpress\Post URL",,0,"http://MACHINE2:80/xdx/servlet/simple?request.action=upd.a ction.upload"

HKLM,"Software\Xerox\Documents Xpress\Get URL",,0,http://MACHINE2:80/xdx/upd.jsp?request.action=upd.action.dt &DT=%s&AG=%s&PD=%s&PK=%s&NP=%d&NC=%d”

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3. Scroll down to the end of the file to the [AddReg.Url] header. Replace both instances of MACHINE2 with the IP address for the Documents Xpress server. See the example below:

Note: If the [AddReg.Url] section does not resemble the text above,

replace the existing [AddReg.Url] section with the one above.

4. Click File > Save to save the modified file in the Zip archive. Close the text editor.

5. A confirmation window appears asking to Update archive with this file. Click Yes. Close Winzip. The UPD.zip file is now ready to be downloaded by Windows 95 / 98 / ME users.

XPD

Windows 95 / 98 / ME Client Setup

Once the installation files have been saved on the Windows NT Server, install the client software for Windows 95 / 98 / ME.

Installing the XPD

Perform the following to install the XPD on a Windows 95 / 98 client machine:

1. Create a folder named XPD on the C: drive of the workstation.

2. From the Documents Xpress home page, click Download Driver and download the Windows 95/98/ME XPD driver to the newly created XPD folder.

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3. Unzip UPD.zip to C:\XPD on the client PC.

4. Click Start > Settings > Printers. Double-click Add Printer. Click Next.

5. Choose Local Printer. Click Next.

6. Click Have Disk and browse to C:\XPD.

7. Highlight Docsxprs.inf. Click OK.

8. Click OK.

9. Select the DocumentsXpress Color Plugin for color printing or black and white printing and click Next.

10. Select LPT1 for the printer port. Click Next.

11. Leave the default printer name. Ensure that No for the default printer choice is selected. Click Next.

12. Select No to skip printing a test page. Click Finish.

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At this point, the XPD installation is now complete.

13. Test the installation by opening up a Windows application. Print to Documents Xpress with the XPD driver by using File > Print and then selecting the DocumentsXpress Color Plugin driver.

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9. System Backup

The System Administrator is responsible for ensuring regular completion of backups for Documents Xpress. Schedule backups to occur at non-peak hours. Depending upon the backup method chosen, system performance may be degraded or clients may be prevented from using Documents Xpress.

The instructions in this chapter are generic backup instructions. Specific instructions depend on the type of backup software and hardware used.

Backing up Documents Xpress

Perform the following to back up Documents Xpress:

1. On the Documents Xpress server, shut down all the Documents Xpress services and close the XDX Control Center.

CAUTION: Any files flagged as in use will not be backed up, therefore all

software programs on the Documents Xpress server should be closed.

2. Follow the instructions provided by the backup software and perform a backup of the complete server. At a minimum the C:\xdx folder needs to be backed up.

3. Once the backup is complete, restart Documents Xpress by restarting the XDX Control Center and services on the server.

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Restoring Documents Xpress from a Backup

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Perform the following to restore Documents Xpress:

1. Following the instructions included with the backup software, restore all hard drives from the backup.

2. Reboot all the servers.

3. Restart the XDX Control Center and services on each server.

4. Test the system to confirm a user can perform tasks such as logging on, printing, and converting.

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10. Configuring System Parameters

This chapter outlines how to use the Configuration Manager to make changes to the default system parameter values in Documents Xpress.

All configurable values are modified through the XDX Control Center. Configuration tools are outlined in Figure 10-1.

Figure 10-1. Configuration Tools in Documents Xpress

XDX Control Center Tools

UGD Admin (see Chapter 6)

UI Config (see Chapter 7)

Configuration Manager (this chapter)

Job Control Panel (see Chapter 11)

Template Control Panel (see Chapter 12)

User Group Directory Administration – Users are imported, added, modified, and inactivated here. Group memberships can be established and users can be moved into groups. This tool can also import user database information from customer supplied files.

User Interface Configuration – The User interface can be customized using the UI Config tool.

The Configuration Manager allows changes to system parameters, to the Documents Xpress system.

The Job Control Panel allows an administrator to define customer-specific print shop and accounting options, such as finishing and billing.

Creation and editing of printable sheets such as print job delivery sheets and coversheets, used as job tickets.

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Parameter Locations

Use Figure 10-2 to help reconfigure commonly modified system parameters. These directions assume that at the XDX Control Center, the Configuration Manager has been started, and that the xdxConf folder has been opened.

Figure 10-2. Common configuration parameter changes

To change: Go to:

Server IP address properties > System Properties > Server IP

Mail server IP address properties > Email > Email Server (two instances)

Administrator e-mail address properties > Email > Admin Email Address (two

Footer in e-mail messages properties > Email > Email Footer

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instances)

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Enabling / Disabling of email

properties > Email > Email Enabled

messages to users

Print shop name properties > Email > Printshop Name

Database access user name properties > Database > Database Username

Database access user password properties > Database > Database Password

User data file properties > Users > User Import File

Number of days the system keeps documents before deletion

Number of days the system holds user

properties > Documents > Document Lifetime (two instances)

properties > Web Server > Document Lifetime

documents before deletion

Error message Exceptions

Job statuses System Job States

DocuShare address <optional> properties > DocuShare

Licensing warnings properties > Licensing

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Configuration Manager Tool

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The Configuration Manager Tool is used to modify system parameters in Documents Xpress.

Perform the following to start the Configuration Manager Tool:

1. From the XDX Control Center click Tools > Configuration Manager.

2. The configuration_control_panel window appears. Using the mouse, adjust the vertical bar so that the left side pane can be completely seen.

3. Click the + beside xdxConf to open the configuration folder.

4. The configuration tool divides itself into four major categories:

• properties – Allows configuration of Documents Xpress

• Exceptions – Allows customization of Documents Xpress

error messages

• System Job States – Allows customization of job state messages

• Launcher – Handles settings for processes started by the Control Center

Each section varies in how it is configured and will be dealt with separately in the following sections.

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5. After any configuration changes are made, ensure the changes are saved. Stop and restart the system for the changes to take effect.

Modifying the Configuration Categories

Each major category in the Configuration Control Panel differs from the next in how settings are changed. Refer to these following sections, along with Appendix A – Default Configuration Manager Values to change configuration values. These instructions will illustrate how to change values in each section, and how to save those changes.

Properties

The properties section in the Configuration Control Panel is the section where most of the settings for Documents Xpress are found. Figure 10-3 shows the sub-folders that contain the settings for this section.

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Figure 10-3. Subfolders in the properties configuration folder

Configuring a Properties Parameter

This example will show how to modify and then save a properties parameter. The example used is changing the IP address of the Documents Xpress server. All other Properties parameters are changed in the same manner.

Perform the following to configure a properties parameter:

1. Locate the parameter to be changed. In this example, the server IP address. The server IP address can be found in the System Properties folder. Click the + beside System Properties to open the folder.

2. The System Properties folder opens. Click Server IP.

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Note: Be careful to only single-click a parameter name.

Double-clicking a name allows the name to be changed. If a parameter name is changed, and then saved, the system will not function properly.

3. The right side of the Configuration Control Panel refreshes and lists the current settings for the Server IP address parameter

4. As shown in the illustration above, this Property Value can be changed because the Editable check box is selected. If the Editable check box does not have a check mark, the value cannot be changed. Type a new value.

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5. When the value has been changed, either select another value to change from the properties list on the left, or click File > Save to save any changes.

6. A Login window appears. Enter the Administrator Username and Password and click OK.

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7. If there are no additional changes to be made, close the configuration_control_panel by clicking X.

For the changes to take effect, the Documents Xpress system must be shut down and restarted.

Exceptions

The Exceptions section in the Configuration Control Panel is the section where the error messages for Documents Xpress can be modified. For a listing of all the error messages, see Appendix A – Default Configuration Manager Values.

Configuring an Exceptions Parameter

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This example will show how to modify and then save an Exceptions parameter. The example used is changing the message that appears when there is an error when canceling a job. All other Exceptions parameters are changed in the same manner.

Perform the following to configure an Exceptions parameter:

1. Locate the parameter to be changed. In this example, the CancelJobException error message is being changed. Click the + beside Exceptions to open the folder.

2. The Exceptions folder opens. Click the parameter name to be changed. In this example, the CancelJobException parameter will be changed.

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3. The right side of the Configuration Control Panel refreshes and lists the current settings for CancelJobException parameter.

4. Type the new error message in the Error Message text box.

5. When the value has been changed, either select another value to change from the list on the left, or click File > Save to save any changes. If this is the first time a modification has been made to a configuration property value in this session, a Login window appears. Enter the Username and Password and click OK.

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6. If there are no additional changes to be made, close the configuration_control_panel by clicking X.

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System Job States

The System Job States section of the Configuration Control Panel allows customization of the text that displays to show job notification states.

Configuring System Job States Parameters

This example will show how to modify and then save a System Job States parameter. In this example, the createdState property will be changed. All other System Job States parameters are changed in the same manner.

Note: Any job states added will appear in the Status pull-down on the

Administrator side of Documents Xpress.

Perform the following to configure a System Jobs States parameter:

1. Locate the parameter to be changed. In this example, the

createdState display string is being changed. Click the + beside System Job Strings to open the folder.

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ONFIGURING SYSTEM PARAMETERS

2. The System Job States folder opens. Click the parameter name to be changed.

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3. The right side of the Configuration Control Panel refreshes and lists the current settings for CancelJobException parameter.

4. Click the Display Strings drop-down so see if any other Display Strings have been added.

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5. If the desired string is present in the drop-down menu, select it. The selected string appears in the Display Strings drop-down box. If the desired string is not present type the new string in the Display Strings box and click Add.

6. If a string has been created in error or is no longer needed, select it from the drop-down box. Click Del to removed the string from the list.

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Xerox Web Document Submission Software WDSS Administrator Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

Documents Xpress — Xerox Web Document Submission Software

Intended Audience

Assumptions

Conventions

Related Documentation

Responsibilities

System Administrator

Print Shop Administrator

Print Shop Operator

User

Hardware Requirements

Server Requirements

Client Requirements

Software Requirements

Server Requirements

Client Requirements

Information Requirements

Adding users to the system (Chapter 6 – Managing Users)

Customizing the User Interface (Chapter 7 – Customizing the User Interface)

Establishing a backup strategy (Chapter 9 – System Backup)

Setting or modifying system parameters (Chapter 10 – Configuring System Parameters)

Creating or Modifying Templates (Chapter 12 – Modifying Job Templates)

Maintaining the Documents Xpress System

Installing the Xpress Print Driver on client workstations (Chapter 8 – Installing the Xpress Print Driver)

5. Starting Up and Shutting Down

Starting Documents Xpress

Starting Documents Xpress

Shutting Down Documents Xpress

Shutting Down Documents Xpress

User Group Directory Administration Tool (UGD Tool)

Importing Users from an External User Data File

Importing an External User Data File

Data File Format for the User File

Comma-delimited File Format

Step 1 – Modifying or Building the User File

Step 2 – Modifying the User Field Configuration

System User Fields

Added Default User Fields

Adding a Field to the User Field Configuration

Removing a Field from the User Field Configuration

Step 3 – Building or Modifying the User Import Mappings

Creating and Saving New Mappings

Modifying User Import Mappings

Additional Menus in UGD Admin – Import Mappings Window

Step 4 – Import Users

Choices Available in the Import Users Window

Adding Users One at a Time

Troubleshooting a Faulty Import

Adding a User to Documents Xpress

Modifying User Information

Modifying User Information for a Group of Users

Modifying User Information for a Single User

Changing a User Password

Deleting / Inactivating Users

Inactivating Users

Inactivating an Individual User

Inactivating a Group of Users

Assigning Privileges and Groups to Users

Resource Types

Rights

Viewing the Permissions and Group Memberships Assigned to a User

Assigning a User to a Group

Removing Users from a Group

Adding a New User Group

Adding Permissions to a Group

Deleting a User Group

Modifying a Group Name

7. Customizing the User Interface

Starting the UI Configuration Tool

Configurable Sections of the User Interface

Configuring Colors

Configuring the Header Image

Configuring Text

Configuring the Main Page Text

Tips about creating the Main Page Text