OBJECTIF LUNE PrintShop Web 2.1 User guide

Brand: OBJECTIF LUNE

Model: PrintShop Web 2.1

Type: User guide

PrintShop Web

User Guide

PrintShop Web User Guide

Document version: PSW 2.1 R3250

Date: October, 2007

Objectif Lune - Contact Information

Objectif Lune Inc.

2030 Pie IX, Suite 500

Montréal, QC

Canada H1V 2C8

Tel.: 514-875-5863

Fax: 514-342-5294

www.objectiflune.com

To find an Objectif Lune office near you and for more information on our products and services, visit:

www.objectiflune.com

PrintShop Web User Guide | 3

Table of Contents

PrintShop Web...........................................................................................................................................4

In practice.................................................................................................................................................... 5

Login to the system.....................................................................................................................................5

Create and order a static print job..............................................................................................................6

Create and order a dynamic print job.......................................................................................................11

Select a detailed print job overview..........................................................................................................20

Price quoted print jobs.............................................................................................................................. 22

Re-order print jobs.....................................................................................................................................23

Add departments....................................................................................................................................... 27

Add users...................................................................................................................................................28

Roles and privileges..................................................................................................................................30

Assign users to a department...................................................................................................................31

Modify user info.........................................................................................................................................33

Assign a publication type folder to a department..................................................................................... 34

PrintShop Web User Guide | 4

PrintShop Web

PrintShop Web is a modern and versatile software package which integrates workflow processes and

enables you to order and/or create your own (variable) print work.

PrintShop Web:

•

simplifies print order procedures

•

simplifies the creation of variable data print orders

•

provides a pre-flight and preview capability to verify what will be printed

•

addresses each contact in their preferred language

•

is available to create and order print work, 7 days a week, 24 hours a day

•

safeguards the corporate identity

•

can be configured to match the look and feel of the corporate website

•

manages the companies documents, so users always use the correct version

•

lowers cost due to the compact and efficient ordering and production method

PrintShop Web gives you more control and flexibility in print production!

PrintShop Web User Guide | 5

In practice

In order to access PrintShop Web, direct your browser to the URL provided by your Print Service

Provider. Enter your user name and password, select a language and click on Login, the following

screen will then appear:

The welcome screen with standard menu. Selecting Edit user info next to the name in the menu allows

modification of your settings.

Depending on the privileges of each user will the tabs in the menu enable the user to:

•

create a new print job

•

request a quote

•

approve and order print jobs

•

place print jobs on hold

•

mark print jobs as completed

•

re-order print jobs

•

request detailed order information

•

execute a job search

•

add users and departments

Note: Screen dumps are based on the default skin of PrintShop Web.

PrintShop Web User Guide | 6

Create and order a static print job

A static document is a document where no data entry is required by the user and no database file is

required. PDF documents and PrintShop Mail documents without variables or database upload fields

are static documents.

In order to create and order a static print job:

Step 1: New document

1 Click New document; an overview of documents is shown from which the document can be

selected:

The New document section

2 Select a Static document from the overview by clicking on the document.

All documents of the company are available. The information below each document indicates the

type of data that must be supplied. A symbol behind the Publication Type folder name indicates that

there are several documents available to that Publication Type.

Search side menu

In the search menu users can search documents by:

•

company name

•

department name

•

document name

PrintShop Web User Guide | 7

Step 2: Softproof

A PDF rendition of the document is shown to allow the user to verify that the output will be correct:

The Softproof window

1 Click Back to select another document; click Next and go to the order form.

The current step in the order process is shown under the menu bar. It is possible to move backwards in

the process by clicking on the name of a step.

PrintShop Web User Guide | 8

Step 3: Place order

When the user has approved the softproof the following screen with order information appears:

The order information window with order details and pricing information

1 Select a required date in the calendar on the right hand side; the actual date is colored yellow

2 Enter the Quantity of the document

3 For rush orders the Rush check box should be checked, a rush rate may apply for this type of

documents

4 If price agreements have been made, the total price of the print job will be shown. If not price

agreements have been made the print job will be converted to a quote request (and will be placed

in the On hold folder)

5 If the contact for this print job differs from the user placing the print job, the Contact name and

Contact e-mail can be entered

6 The Reference field can be used to enter a company reference. This reference can be used in

correspondence with your print supplier

7 Remarks can be entered in the Comments box; up to 255 characters can be entered

PrintShop Web User Guide | 9

8 Click Next to enter shipping and billing information. The default shipping and/or billing address of

the company are shown and can be modified if necessary:

The address information window

9 Click on Next will show a summary of the print job:

The order summary window. A summary of all order information is shown

10 Click View PDF to view a PDF softproof of the print job

11 By selecting the Order button the print job is stored until it is released by a user with enough

privileges to place the print job. The print job is placed in the Ordered or Approved folder in the

Order Manager. Confirmation of the ordered or approved print job is received by e-mail.

PrintShop Web User Guide | 10

Note: An ordered print job still has to be approved by a power user, department manager or

company manager.

PrintShop Web User Guide | 11

Create and order a dynamic print job

A dynamic document requires, the user to provide data, by uploading a database file through entry or

both. PrintShop Mail documents are dynamic print jobs. This process can have the following steps:

In order to create and order a dynamic print job:

Step 1: New document

1 Click New document; an overview of documents is shown from which the document can be

selected:

The new document section

2 Select a document from the overview by clicking on the document.

All documents of the company are available. The information below each document indicates the

type of data that must be supplied. A symbol behind the Publication Type folder name indicates that

there are several documents available to that particular Publication Type.

Search side menu

In the search menu users can search documents by:

•

company name

•

department name

•

document name

PrintShop Web User Guide | 12

Step 2: Enter data

If the document requires the user to enter data the following screen appears:

Enter data in the user data input fields and click on Next to go to step 2 of the create- and order procedure

1 Enter the data in the entry fields and click Update Preview to check if all user data fields have been

filled in correctly

2 Click Next to save the data and to proceed to the next step.

The current step in the order process is shown under the menu bar. It is possible to move backwards in

the process by clicking on the name of a step.

PrintShop Web User Guide | 13

Step 3: Upload database

If the selected document requires a database file to be uploaded the following screen will be shown:

Select a database file to upload

1 Click Browse to select the database file which is located on your computer

2 Click Upload to upload the database file and proceed to the next step

The list of variable data fields which occur in the document are shown.

The database file to be uploaded should contain at least the fields shown. The database file can be in

Excel, DBF or CSV format. The 1st row in the database file is solely intended for the column headings

and must not contain any information which is to be published. Uploading the database file may take

some time depending on the size of the database file and the speed of the internet connection.

PrintShop Web User Guide | 14

Step 4: Field mapping

After the database file has been uploaded the data in the database can be matched to the fields

needed in the document. PrintShop Web automatically matches field names from an uploaded

database with names from the document:

Drag the database fields to the correct spot and check your file with Preflight

1 When you are satisfied that text and database fields are well connected, changes are saved by

clicking Next to proceed to the next step.

If the database fields do not correspond with the database fields from the database file, it is possible to

drag them to the correct spot.

The Live update option is enabled by default; ensuring that the preview is immediately refreshed if a

database field is dragged to another position or a different record of the database is selected.

If Live update is disabled the Update Preview-button can be used to create a preview. Different records

of the database can be selected to check the field mapping. Clicking Previous and Next allows you to

browse to the next or previous database record. It is also possible to directly enter the database record

number in the entry.

Clicking on the Preflight button checks the uploaded data for possible problems and will inform the user

of the problematic records in the data.

PrintShop Web User Guide | 15

Step 5: Define preview range

After mapping the database fields the user can select the range of records to use for a softproof:

Browse through the file and create a Softproof

1 Clicking Previous or Next allows specific records to be examined

2 Preview range allows you to check specific records. For example: 1 to 10, 50 to 59, 63 to 90 etc.

3 Clicking the Create Softproof button request a proof of the selected records.

Note: Creating a softproof can take some time depending on the size of the uploaded database,

the speed of the server and internet connection. While the softproof is being created a progress

bar is shown.

PrintShop Web User Guide | 16

Step 6: Softproof

A PDF rendition of the document is shown to allow the user to verify that the output will be correct:

The Softproof window

1 Click Back to modify any settings that have to be changed; click Next to go to the Order form.

PrintShop Web User Guide | 17

Step 7: Place order

When the user has approved the softproof the following screen with order information appears:

The order information window with order details and pricing information

1 Select a required by date in the calendar on the right hand side

2 The Quantity of documents with database upload is determined by the number of records in the

database

3 For rush orders the Rush check box should be checked, a rush rate may apply for this type of

documents

4 If price agreements have been made, the total price of the order will be shown. If no price

agreements have been made the order will be converted to a quote request (and will be placed in

the On hold folder)

5 If the contact for this order differs from the user placing the order, the Contact name and Contact

e-mail can be entered

6 The Reference field can be used to enter a company reference. This reference can be used in

correspondence with your print supplier

7 Remarks can be entered in the Comments box; up to 255 characters can be entered

PrintShop Web User Guide | 18

8 Click Next to enter shipping and billing information. The default shipping and/or billing address of

the company are shown and can be modified if necessary:

The address information window

9 Clicking on Next will show a summary of the print job:

The order summary window. A summary of all order information is shown

10 Click View PDF to view a PDF softproof of the print job

11 By selecting the Order button the print job is stored until it is approved by a user with enough

privileges to place the print job. The print job is placed in the Ordered or Approved folder in the

Order Manager. Confirmation of the ordered or approved print job is received by e-mail.

PrintShop Web User Guide | 19

Note: An ordered print job still has to be approved by a power user, department manager or

company manager.

PrintShop Web User Guide | 20

Select a detailed print job overview

With PrintShop Web a detailed print job overview can be generated allowing print jobs to be followed

through each stage of the production process:

1 Click Order Manager; an overview of orders with the status Ordered appears:

By clicking on any print job from the Order Manager overview, details of the print job can be viewed

Clicking on a status folder in the side menu will show orders with that status. As soon as the print

supplier placed the print job in the In-plant folder it is no longer possible to change the status, quantity

or required by date. The In-plant folder is only visible to your print supplier. Depending on access rights

users can see print jobs from other users of the same company.

Print jobs with the status Rush are marked with . Overdue print jobs are colored red.

The status side menu

In the status side menu you can select each status folder. The number of items in a folder is shown

between brackets. The status of each print job is color coded and refers to the status folder the print

jobs are in on that moment:

•

Yellow: ordered

•

Orange: approved

•

Red: in-plant

•

Green: shipping

•

Blue: on hold

•

Grey: completed

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OBJECTIF LUNE PrintShop Web 2.1 User guide

OBJECTIF LUNE PrintShop Web 2.1 User guide

OBJECTIF LUNE PrintShop Web 2.1 User guide

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