Xerox FreeFlow Web Services User guide

Version: 9.0

September 2012

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

FreeFlow Web Services

Print Service Provider User Guide

and FreeFlow Output Manager® are trademarks of Xerox Corporation in the United States and/or other counties.

Other company trademarks are also acknowledged.

Adaptec®, the Adaptec logo, SCSlSelect®, and EZ-SCSI® are trademarks of Adaptec, Inc.

Adobe®, the Adobe logo, Acrobat®, the Acrobat logo, Acrobat Reader®, Distiller®, Adobe PDF JobReady™, and PostScript®,

and the PostScript logo are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States

and/or other countries. All instances of the name PostScript in the text are references to the PostScript language as defined by

Adobe Systems Incorporated unless otherwise stated. The name PostScript also is used as a product trademark for Adobe

Systems' implementation of the PostScript language interpreter, and other Adobe products.

Autologic® is a registered trademark of Autologic Information International, Inc.

Compaq® and QVision® are registered United States Patent and Trademark Office, for Compaq Computer Corporation.

DEC, DEC RAID, and Redundant Array of Independent Disks are registered trademarks of Digital Equipment Corporation.

Imaging Technology provided under license by Accusoft Corporation.

Intel® and Pentium® are registered trademarks of Intel Corporation.

Novell® and NetWare® are registered trademarks of Novell, Inc. in the United States and other countries.

Oracle® is a registered trademark of Oracle Corporation Redwood City, California

SonyTM and Storage by SonyTM are trademarks of Sony.

PANTONE ™ and other Pantone, Inc. trademarks are the property of Pantone Inc.

Quark® and QuarkXpress® are registered trademarks of Quark, Inc.

StorageView™ is a trademark of CMD Technology, Inc.

TIFF® is a registered trademark of Aldus Corporation.

Windows®, Windows XP®, Windows Server® 2003, and Internet Explorer are trademarks of Microsoft Corporation; Microsoft®

and MS-DOS® are registered trademarks of Microsoft Corporation.

This software is based in part on the work of the Independent JPEG Group.

This product includes software developed by the Apache Software Foundation.

This software is based in part on the work of Graeme W. Gill.©

Includes Adobe® PDF Libraries and Adobe Normalizer technology

The Graphics Interchange Format © is the Copyright property of CompuServe Incorporated. GIFSM is a Service Mark property

of CompuServe Incorporated.

Portions contain an implementation of the LZW algorithm licensed under U.S. Patent 4,558,302.

Parts of this software are a SSLv3/TLS implementation written by Eric Rescorla and licensed by Claymore Systems, Inc. All

Rights Reserved.

Pernavas, Erwin Bolwidt.

All other product names and services mentioned in this publication are trademarks of their respective companies. They are used

throughout this publication for the benefit of those companies, and are not intended to convey endorsement or other affiliation

with the publication.

Companies, names, and data used in examples herein are fictitious unless otherwise noted.Printed in the United States of

America.

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

subsequent editions.

Document Version: 1.0

Print Service Provider User Guide iii

Table of Contents

1: Introduction 1

FreeFlow Web Services ........................................................................... 1

The Print Service Provider Guide ........................................................... 1

2: Web Services User Overview 3

Accessing Web Services ......................................................................... 3

Accessing Web Services locally ....................................................................................................... 3

Status Icons ...................................................................................................................................... 3

Frequently Used Terminology ................................................................. 4

Navigating Web Services.................................................................................................................. 4

Logging Out of Web Services ........................................................................................................... 4

Conventions Used in Web Services ....................................................... 4

Managing Queues ............................................................................................................................ 4

Using Web Services Features ................................................................. 5

Managing Attachments ..................................................................................................................... 6

Multiple Language Support ............................................................................................................... 7

Generating and Editing Job Tickets .................................................................................................. 9

3: System Setup 11

Basic ........................................................................................................ 11

Contact Details ............................................................................................................................... 11

General ........................................................................................................................................... 11

Time Zone ....................................................................................................................................... 13

Region and Languages ................................................................................................................... 13

Terms and Conditions ..................................................................................................................... 14

Home Page Customization ............................................................................................................. 14

Users ........................................................................................................ 17

Managing Print Service Provider Users .......................................................................................... 17

Table of Contents

iv FreeFlow Web Services

Print Service Provider User Privileges ............................................................................................ 18

Advanced ................................................................................................ 19

CRM ................................................................................................................................................ 19

Numbering ...................................................................................................................................... 19

Email ............................................................................................................................................... 20

Fonts ............................................................................................................................................... 21

User Types ..................................................................................................................................... 21

Job Expiration ................................................................................................................................. 23

Customized Fields .......................................................................................................................... 23

Account Groups .............................................................................................................................. 24

Billing .............................................................................................................................................. 25

Integrations ............................................................................................. 25

Credit Card Integration ................................................................................................................... 25

HTML or Word Documents ............................................................................................................. 26

Defining Data Export ....................................................................................................................... 26

Integrating Web Services with Other Systems ............................................................................... 27

4: Print Settings 29

Defining Production Parameters ........................................................... 29

Setting Image Resolution Warning ................................................................................................. 29

Setting Size Difference ................................................................................................................... 29

Output Devices ....................................................................................... 30

Managing Output Devices .............................................................................................................. 30

Adding Output Devices ................................................................................................................... 30

General Tab .................................................................................................................................... 30

Defining Output Device Channels .................................................................................................. 31

Defining Print Imposition ................................................................................................................. 32

Defining Press Setup Parameters for Pricing Calculation .............................................................. 35

Setting Speed and Waste ............................................................................................................... 35

Defining Labor Charges .................................................................................................................. 36

Defining Click Charges ................................................................................................................... 36

Managing the Stock Library .................................................................. 37

Importing and Exporting Stock ............................................................. 37

Searching the Stock Library .................................................................. 37

Setting Paper Sizes ................................................................................ 38

Print Service Provider User Guide v

Defining Shipping ................................................................................... 39

Defining Carriers ............................................................................................................................. 39

Defining Shipping Methods ............................................................................................................. 39

Defining Shipping Method Groups .................................................................................................. 41

5: Account Setup 43

Account Setup Overview ....................................................................... 43

Using the Accounts Pane ............................................................................................................... 43

Creating a New Account ........................................................................ 44

Defining General Settings for a New Account ................................................................................ 44

Defining Users for a New Account .................................................................................................. 45

Defining the Account Checkout Process ........................................................................................ 45

Managing Accounts ............................................................................... 46

Managing Account Access ............................................................................................................. 46

Modifying Account Preferences ...................................................................................................... 46

Selecting Shipping Method Groups for the Account ....................................................................... 51

Managing Users .............................................................................................................................. 52

Defining User Groups Settings ....................................................................................................... 53

Managing the Account Departments .............................................................................................. 54

Defining the Account Cost Centers ................................................................................................ 55

Defining Email Notification Settings ................................................................................................ 55

Customizing Order Fields at the Account Level ............................................................................. 56

6: Store Setup 59

Catalog Overview ................................................................................... 59

Superstore Catalogs ....................................................................................................................... 60

HTML Catalogs ............................................................................................................................... 62

Creating and Managing Superstore Catalogs ...................................... 62

Managing Superstores .................................................................................................................... 63

Creating a Superstore ..................................................................................................................... 63

Adding Products to a Superstore .................................................................................................... 64

Applying a Layout Theme to a Superstore ..................................................................................... 65

Defining the Items Area .................................................................................................................. 67

Defining the Cross Sale Area ......................................................................................................... 68

Defining the Navigation Pane ......................................................................................................... 68

Table of Contents

vi FreeFlow Web Services

Adding Messages ........................................................................................................................... 69

Previewing the Superstore or Category .......................................................................................... 69

Creating and Managing HTML Catalogs ............................................... 69

Managing HTML Catalogs .............................................................................................................. 70

Creating an HTML Catalog ............................................................................................................. 70

Exporting an HTML Catalog ........................................................................................................... 72

Sending an HTML Catalog by Email .............................................................................................. 72

Managing the Cross Sales Library ........................................................ 73

Managing Cross Sales .................................................................................................................... 73

Creating and Populating Cross Sales ............................................................................................. 73

Managing the Image Library .................................................................. 74

Managing Folders ........................................................................................................................... 74

Managing Images ........................................................................................................................... 74

Managing the Database Library ............................................................ 76

Adding a Database to the Library ................................................................................................... 76

Checking a Database ..................................................................................................................... 76

Deleting a Database ....................................................................................................................... 76

Updating a Database ...................................................................................................................... 76

7: Job Business Flow 77

General Overview ................................................................................... 77

Joblets ..................................................................................................... 78

Managing Joblets ............................................................................................................................ 79

Editing a Joblet ............................................................................................................................... 79

Joblet Types ................................................................................................................................... 80

Job Types ................................................................................................ 82

How Many Job Types to Create? ................................................................................................... 83

Managing Job Types ...................................................................................................................... 83

Creating a Simple Job Type ........................................................................................................... 84

Job Type Groups ............................................................................................................................ 91

Templates ................................................................................................ 91

Template Types .............................................................................................................................. 91

Template Creation .......................................................................................................................... 92

Template Structure ......................................................................................................................... 92

Creating a New Template ............................................................................................................... 92

Print Service Provider User Guide vii

Managing Templates ...................................................................................................................... 95

Creating Variable Data Templates ........................................................ 99

Select Variable Data Fields ............................................................................................................ 99

Defining Variable Data Field Properties ......................................................................................... 99

Arrange Fields .............................................................................................................................. 106

8: Pricing 109

Introduction ........................................................................................... 109

Pricing Overview .................................................................................. 109

Concepts ....................................................................................................................................... 109

Pricing Process Overview ............................................................................................................. 111

Setup ...................................................................................................... 112

Set-up Tax Packages ................................................................................................................... 112

Set-up Job Type Pricing ............................................................................................................... 115

Setting-up Intent Pricing ............................................................................................................... 116

Setting-up Manual Pricing ............................................................................................................ 119

Price Management ................................................................................ 119

Manually Pricing a Job .................................................................................................................. 119

Checking and Modifying Job Pricing ............................................................................................ 119

Checking and Modifying Order Pricing ......................................................................................... 120

Line Item Library ................................................................................... 120

Types of Line Items ...................................................................................................................... 120

Managing the Line Item Library .................................................................................................... 121

9: Production Management 123

Production Queue Overview ............................................................... 123

Managing Jobs in the Production Queue ........................................... 124

Managing the Production Queue Job List .................................................................................... 124

The Job Details Panel ................................................................................................................... 124

Viewing and Editing Job Properties .............................................................................................. 125

Attaching Files to the Job ............................................................................................................. 126

Viewing and Modifying a Job’s Trim and Bleed Parameters ........................................................ 126

Editing Job Imposition ................................................................................................................... 126

Manual Impose ............................................................................................................................. 128

Table of Contents

viii FreeFlow Web Services

Ganging Jobs for Production ........................................................................................................ 130

Printing Book Assembly Jobs on More Than One Output Device ................................................ 131

Creating a Job Ticket .................................................................................................................... 132

Managing Notifications and Alerts ..................................................... 132

Producing Jobs .................................................................................... 133

Outsourcing Jobs to a Partner Print Service Provider .................................................................. 133

Changing the Status of a Job ....................................................................................................... 135

Approving a Job for Printing ......................................................................................................... 135

Delivery Queue ..................................................................................... 135

Delivery Queue Overview ............................................................................................................. 135

Managing the Jobs for Delivery Panel .......................................................................................... 136

Managing Delivery in the Batch Order Panel ............................................................................... 136

Managing the Shipped Deliveries Panel ....................................................................................... 138

Track Jobs ............................................................................................. 139

Searching for Jobs ........................................................................................................................ 139

Managing Tracked Jobs ............................................................................................................... 141

10: Managing Site Customization 145

Creating Skins ...................................................................................... 145

Accessing The Skin Editor ............................................................................................................ 146

Customizing the Login Page ......................................................................................................... 146

Customizing the Site Frame ......................................................................................................... 146

Customizing the Launch Pad ........................................................................................................ 147

Customizing the Email Banner ..................................................................................................... 147

Customizing the Catalog Banner .................................................................................................. 148

Saving and Previewing Views ...................................................................................................... 148

Editing Skin Elements .......................................................................... 148

Uploading Images ......................................................................................................................... 149

Editing the Final Design ................................................................................................................ 149

Accessing the Style Sheet Window .................................................... 149

Uploading Designs ............................................................................... 150

Converting HTML Pages to .mht Files .......................................................................................... 151

Activating Page Elements .................................................................... 151

Selecting Languages .................................................................................................................... 152

Specifying First Page After Login ................................................................................................. 152

Print Service Provider User Guide ix

Defining User Privilege Views ...................................................................................................... 153

Managing the Skin Library ................................................................... 153

Assigning Skins to Print Buyers .................................................................................................... 153

Designating a Default Skin ........................................................................................................... 153

Accessing the Skin Library ................................................................. 154

Duplicating Skins ................................................................................. 154

11: Direct Marketing Links 155

DirectSmile Image Generator .............................................................. 155

Creating a Template with a DirectSmile Image ............................................................................ 155

Ordering a Job from a Template with a DirectSmile Image. ......................................................... 157

XMPie PersonalEffect ........................................................................... 157

Importing an XMPie PersonalEffect Template to the Web Services System ............................... 157

Ordering From a Template ........................................................................................................... 158

Uploading a Database File ........................................................................................................... 158

Restrictions and Known Limitations .............................................................................................. 158

12: Excel Pricing 161

Settings in Web Services ..................................................................... 161

Assigning Excel Pricing to a Print Buyer ...................................................................................... 161

Excel Pricing File Format ..................................................................... 162

Understanding the File Format ..................................................................................................... 162

Excel Pricing with the Book Assembly Module ............................................................................. 166

Excel Programming and Useful Excel Functions .............................. 167

IF Function .................................................................................................................................... 167

Vlookup Function .......................................................................................................................... 167

MATCH ......................................................................................................................................... 168

INDEX ........................................................................................................................................... 168

DGET Function ............................................................................................................................. 168

VBA ............................................................................................................................................... 168

13: Book Assembly 169

Book Assembly Definitions ................................................................. 169

Table of Contents

x FreeFlow Web Services

Binding Styles ............................................................................................................................... 169

Components ................................................................................................................................. 169

Book Assembly Pricing ................................................................................................................. 169

Defining a Book Assembly Job Type ................................................. 170

Defining Binding Properties .......................................................................................................... 170

Defining Component Properties ................................................................................................... 171

Defining a Book Assembly Preview .................................................... 172

Preparation ................................................................................................................................... 173

Producing a Book Assembly Job ....................................................... 175

14: Integrations Guide 177

Introduction ........................................................................................... 177

Who Should Use This Guide ........................................................................................................ 177

Overview ....................................................................................................................................... 177

LDAP ...................................................................................................... 178

Overview ....................................................................................................................................... 178

LDAP Configuration ...................................................................................................................... 179

User Management ................................................................................. 180

General ......................................................................................................................................... 180

Overview ....................................................................................................................................... 181

Integration Flow ............................................................................................................................ 181

Configuring the User Authentication Definition ............................................................................. 182

Authentication server response structure ..................................................................................... 182

Multisite Compatibility ................................................................................................................... 186

Appendix ....................................................................................................................................... 186

Data Export ........................................................................................... 187

Introduction ................................................................................................................................... 187

Hot Folder Configuration............................................................................................................... 187

Writing a Connector ...................................................................................................................... 201

Freeflow Connectivity .......................................................................... 203

Introduction ................................................................................................................................... 203

Process Manager Integration ....................................................................................................... 204

Process Manager Manifest Integration ......................................................................................... 207

Output Manager Integration .......................................................................................................... 210

JMF Service .................................................................................................................................. 213

Print Service Provider User Guide xi

Print Manager – Advanced Print Path .......................................................................................... 214

VIPP Emitter Integration ............................................................................................................... 216

Print from DocuShare Integration ................................................................................................. 217

FreeFlow Repository Integration .................................................................................................. 219

XMPie PersonalEffect ........................................................................... 221

XMPie PersonalEffect Integration ................................................................................................. 221

Installing XMPie PersonalEffect ................................................................................................... 222

Web Services and XMPie PersonalEffect Integration .................................................................. 222

Importing an XMPie PersonalEffect Template to the Web Services System ............................... 223

Restrictions and Known Limitations .............................................................................................. 224

DirectSmile ............................................................................................ 225

Overview ....................................................................................................................................... 225

Prerequisites ................................................................................................................................. 225

Installation process ....................................................................................................................... 225

Enabling DirectSmile .................................................................................................................... 225

Job Ordering Workflow ................................................................................................................. 226

Credit Card ............................................................................................ 226

Introduction ................................................................................................................................... 226

Integrating with the Credit Card Vendor ....................................................................................... 226

Enabling Credit Cards for Web Services Accounts ...................................................................... 229

Verifying Print Buyer Workflow via Credit Card ............................................................................ 229

Adding Credit Card Vendors to Web Services ............................................................................. 229

15: Web Services Order Center User Guide 231

Introduction ........................................................................................... 231

Overview ....................................................................................................................................... 231

Configuration ........................................................................................ 232

Define Accounts ............................................................................................................................ 232

Set up Account Groups ................................................................................................................. 232

Add CSR Users ............................................................................................................................ 233

Configure Web Services Order Center Email ............................................................................... 233

Configure Web Services Order Center Settings ........................................................................... 234

Sales ...................................................................................................... 237

Creating a Simple Quote .............................................................................................................. 237

Performing Additional Actions on the Quote................................................................................. 240

Progressing from Quotes to Orders .............................................................................................. 244

Table of Contents

xii FreeFlow Web Services

Invoicing and Billing ............................................................................ 249

Handling Deposits ......................................................................................................................... 249

Handling Invoices ......................................................................................................................... 252

Handling Credit Notes ................................................................................................................... 254

Handling Receipts ......................................................................................................................... 257

Managing Your Business and Production ......................................... 259

The Dashboard ............................................................................................................................. 260

The Commercial Queue ................................................................................................................ 261

The Artwork Queue ....................................................................................................................... 262

The Activities Screen .................................................................................................................... 266

The Billing Manager ...................................................................................................................... 266

Production Pricing ............................................................................... 267

Pricing Concepts ........................................................................................................................... 267

Setting Up Production Pricing ....................................................................................................... 270

Index 279

Print Service Provider User Guide 1

1

Introduction

In This Chapter

FreeFlow Web Services ........................................................................ 1

The Print Service Provider Guide ......................................................... 1

FreeFlow Web Services

FreeFlow Web Services™ is a Business Flow Automation solution that allows you to create, customize,

order, print, and deliver print jobs in one streamlined operation.

Web Services enables you to respond to changing market conditions, as well as leverage new business

opportunities by providing you with the following features:

• Personalized, on-demand, printing capabilities – integrate independent and data-based variable

information to create variable data jobs and campaigns.

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

• Advanced tracking abilities – you and your customers can track orders from the moment they enter

your organization, until they arrive at their final destination.

• Simplified production and ordering process – generate jobs, receive automated pre-flighting, and

create soft proofs prior to ordering. Make use of pre-press capabilities, output management, delivery,

and billing abilities. The entire process is designed to reduce the number of interactions with your

customers.

• An open system - communicate with your customers’ system and with your own peripheral systems;

you can receive orders from any environment including branded websites, emails, intranet,

procurement systems, or print drivers, as well as interact with other systems that provide diverse

services.

The Print Service Provider Guide

The Print Service Provider guide provides you with instructions for managing the administration and

production workflows, with the purpose of:

• Introducing Web Services software features.

• Entering and organizing data that is processed by Web Services, allowing you to provide automatic

price generation and enabling job production.

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

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

Before working with the guide, we recommend that you complete the comprehensive Customer Driven

Deployment Program (CDDP) and gain the implementation skills that will enable you to begin working with

your customers.

Introduction

2 FreeFlow Web Services

Print Service Provider User Guide 3

2

Web Services User Overview

In This Chapter

Accessing Web Services ....................................................................... 3

Frequently Used Terminology ............................................................... 4

Conventions Used in Web Services ...................................................... 4

Using Web Services Features .............................................................. 5

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

Web Services.

Accessing Web Services

Web Services runs on the Windows operating system. As a Print Service Provider user, you can access

Web Services either via the internet (World Wide Web), or on an intranet, by typing a Uniform Resource

Locator (URL) into an Internet Explorer browser address field. Print Buyers can access the Print Buyer

application site using either Internet Explorer, Mozilla Firefox, or Apple Safari browsers.

To access Web Services in a browser

1 Open an Internet browser window.

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

Services/

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

NOTE:

Disable your browser Pop-up Blocker to ensure that Web Services’s various windows and dialog

boxes are able to appear.

Accessing Web Services locally

Use the WEB SERVICES TOOLBOX to perform the following tasks:

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

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

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

processes.

• Log Window – open the system feedback window. A full record of all past actions, and their

execution times, available to facilitate application trouble shooting.

• Task Manager – open the Windows Task Manager.

• Explorer – open Windows Explorer.

Status Icons

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

operational modes of the system:

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

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

– indicates the system is not operating correctly; either the Internet Information server or Web Services

is down. The C

ONNECTION FAILURE prompt appears.

The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.

Web Services User Overview

4 FreeFlow Web Services

Frequently Used Terminology

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

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

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

Services taskbar.

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

• Sub-panel – part of a panel.

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

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

below a pane.

Navigating Web Services

After logging in to Web Services, do not use the browser toolbar buttons. Click the selected menu to

refresh the display, and use the menus, ribbons, and ribbon menus to navigate within Web Services.

P

REVIOUS and NEXT buttons appear when the option to return to a previous window or to move to a

following window exists.

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

open another browser window instead.

Logging Out of Web Services

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

of the application.

Conventions Used in Web Services

Web Services uses several interface conventions. These conventions are documented below, and are

referred to throughout the documentation.

Managing Queues

Queues are used in Web Services to display the current status of jobs. You can view and edit jobs in each

queue by clicking icons in the queue columns, or in the Job Details pane.

All queues have the following features and tools:

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

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

Filter Definition

< Less than

> Greater than

<= Less than or equal to

>= Greater than or equal to

<> Not equal to

= Equal to

Like Similar to

• Column selection

• Job sorting according to column

The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.

Using Web Services Features

Print Service Provider User Guide 5

• Job repositioning

• Job details viewing and editing

Displaying and Hiding Queue Columns

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

to display or hide.

To display and hide queue columns:

1 Click Column Selection; the C

OLUMN SELECTION dialog box appears, and the number of selected

check boxes corresponds with the number of columns displayed in the queue.

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

3 Click OK.

NOTE:

•

Adding more than ten columns can distort the view of the individual columns.

• When the PAYMENT METHOD column is selected, the payment method appears as PO, CC, or

EDD. For more information, refer to Defining Pricing Settings (on page 49).

•

P

ROCESS indicates that the processing of the job(s) has not yet been completed.

Sorting Jobs

You can sort information in queues according to columns. Click a column heading to arrange queue

information in alphabetical, ascending or descending order; an arrow appears in the column header,

indicating the directional order in the column.

Repositioning Jobs

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

reposition the job within the queue.

To move jobs up or down one row:

1 Select one or more job rows and click or

NOTE:

To select more than one job, press the Ctrl key and select each job or press the Shift key and select

the first and the last of a group of jobs.

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

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

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

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

To restore the queue to the original status:

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

highest number at the bottom).

To update the queue with new jobs:

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

Using Web Services Features

You can use several features within Web Services to store or modify information, all of which can be

accessed from various locations within the application.

The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.

The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.

The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.

Web Services User Overview

6 FreeFlow Web Services

Managing Attachments

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

Uploading Files

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

• To upload a single file, click the Upload a single file radio button, and complete the instructions in the

U

PLOAD FILE dialog box.

• To upload multiple files, click the Upload multiple files, using FTP Multi-file Upload radio button,

and complete the instructions in the U

PLOAD FILE dialog box.

NOTE:

To work with the FTP Multi-file Upload option, you must enable and activate the FTP functionality on

your server. To enable FTP Upload, navigate to S

YSTEM SETUP -> BASIC -> GENERAL -> FILE UPLOAD.

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

Downloading Files

1 Select a target file and click Attachment; the DOWNLOAD FILE dialog box appears.

2 Complete the instructions in the D

OWNLOAD FILE dialog box.

3 Click Close.

Importing and Exporting Database Files

You can use database files when you need to create variable data jobs containing many parameters, or

when you populate lists of users, addresses, stock, and other database elements.

I

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

E

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

To import a database list:

1 Click Import; the IMPORT dialog box appears.

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

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

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

3 Click Start Uploading; the I

MPORT DATABASE dialog box appears.

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

checkbox.

To map fields:

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

• New Scheme – define a new field mapping scheme.

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

To define a new mapping scheme:

1 Select New Scheme from the dropdown list.

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

3 Click Next; the I

MPORT FINISHED dialog box appears.

NOTE:

•

Problematic names, for example Login Name, where a login name already exists, appear with

the icon, and the MESSAGE column contains an explanation.

• The Link to Import Report File link accesses an Excel file worksheet containing the imported

names. You can edit the Excel file.

The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.

Using Web Services Features

Print Service Provider User Guide 7

4 Click Close.

To create a new database mapping scheme:

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

2 Select New Scheme and click Save As; the S

AVE AS dialog box appears.

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

4 Click Close.

To export an internal system list:

1 Click Export; the EXPORT dialog box appears.

2 Select the file type and encoding in the dropdown lists, and click Export; the D

OWNLOAD FILE dialog

box appears.

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

Multiple Language Support

Multiple language support is a new feature that has been added to Web Services to allow Print Service

Providers to support Print Buyers logging in to Web Services in their own language. This allows Print

Service Providers to provide better service to their Print Buyers and correspond with their customers in

their preferred language.

Multiple language support is currently supported as follows:

• Localized Customized Fields (on page 7)

• Localized Ordering Sequence (on page 8)

• Localized Credit Card Display Name (on page 8)

• Outgoing Emails Localized per User (on page 8)

Localized Customized Fields

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

Workflow:

1 Print Service Provider Enables Customized Fields (SYSTEM SETUP -> ADVANCED -> CUSTOMIZED

FIELDS) and then makes changes to the various Field Captions and/or Field Types.

NOTE:

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

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

LANGUAGES). A zip file is created containing an Excel file for each enabled language. The Excel files

contain the name, default value and current translation of each Customized Field. One file per

language is created no matter how many Regions are enabled that use that language.

3 The files are translated as needed by the Print Service Provider into the target language(s) and saved

(only the last column in each excel file is editable).

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

5 The Print Service Provider Imports the Translation Files (S

YSTEM SETUP -> BASIC -> REGION AND

LANGUAGES). The files are checked for errors (such as empty translated fields) and then imported into

Web Services. If an error is detected in any of the Excel files then none of the files are imported.

NOTE:

Customized Fields can also be localized per ACCOUNT. The workflow is identical to the above, except:

• The Account level Customized Fields are located at ACCOUNTS -> ACCOUNT SETUP ->

CUSTOMIZED FIELDS.

• The Export and Import links are located at ACCOUNTS -> ACCOUNT SETUP -> PREFERENCES.

The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.

Web Services User Overview

8 FreeFlow Web Services

Localized Ordering Sequence

Any changes to the default values of the Ordering Sequence names and the text messages in the Print

Buyer Ordering Sequence wizard can also be localized. The Ordering Sequence wizard consists of up to

6 steps:

• Upload File

• Job Specification

• File Report

• Preview

• Summary

• Job Details

The Ordering Sequence names are defined at the system level for Job Types (P

RINT SETTINGS -> JOB

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

-> TEMPLATES).

Workflow:

The workflow is identical to the workflow for Localized Customized Fields (on page 7) and uses the same

exported Excel file, except that 8 fields are added to the exported Excel file per Job Type / Template as

follows:

• The 6 Order Sequence field names.

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

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

NOTE:

•

All 8 fields are added PER Job Type / Template. For example, if there are currently 10 Job Types

defined in the system, the exported Excel file will contain an additional 80 fields - 8 fields for each

Job Type.

• The Job Type / Template name is added to the field names in the exported Excel file for

reference. For example, Brochure - Upload File, Brochure - File Report, etc.

Localized Credit Card Display Name

Any changes to the default values of the Credit Card vendor names can now also be localized. The text

entered in the Caption field is displayed to the Print Buyer as the payment option at checkout.

To configure Credit Card vendors with a Caption, navigate to S

YSTEM SETUP -> INTEGRATIONS -> CREDIT

CARD.

NOTE:

This feature requires the Web Services Credit Card license.

Workflow:

The workflow is identical to the workflow for Localized Customized Fields (on page 7) and uses the same

exported Excel file, with the addition of:

• The Caption field for each payment option.

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

Outgoing Emails Localized per User

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

default language.

• Users created in the system (A

CCOUNTS -> ACCOUNT SETUP -> USERS) have an extra field in their

contact information called Preferred Language. Any Emails sent to this user will use this language

setting.

• If Guest Workflow is enabled (A

CCOUNTS -> ACCOUNT SETUP -> PREFERENCES) the anonymous users

logging in to Web Services will receive Emails in the same language as they placed their order in.

Xerox FreeFlow Web Services User guide

Related papers

Other documents