Xerox FreeFlow Web Services User guide

Print Buyer

User Guide

for FreeFlow

®

Web Services

Version 5.0, July 2006

701P45328

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Contents

iv Print Buyer Guide

Contents

Chapter One: Introduction to Xerox FreeFlow Web Services..................... 5

Chapter Introduction ......................................................................... 7

Section I: Basic Concepts................................................................... 8

JobTicket/Job/Template ...................................................................................................8

JobStages................................................................................................................................9

Order.......................................................................................................................................9

Regular/iForm(Personalized)/VariableDataJobs..........................................................10

Section II: User Types ..................................................................... 11

UserTypeAbilities..............................................................................................................12

Section III: Getting Started ............................................................. 13

LoggingIn ............................................................................................................................13

PrintBuyerWindow...........................................................................................................14

Chapter Two: Order Jobs ......................................................................... 17

Section I: Wizards ........................................................................... 19

PrintDocumentsfromOurCatalog .................................................................................19

ShoppingCart......................................................................................................................21

CheckingOut.......................................................................................................................22

PrintDocumentsfromYourComputer ...........................................................................25

Section II: View Order Status .......................................................... 28

Chapter Three: Track Jobs ......................................................................... 29

Section I: Track Job Views............................................................... 31

TrackJobActivities .............................................................................................................32

Re‐orderJob .........................................................................................................................33

DuplicateJob........................................................................................................................34

EditProperties .....................................................................................................................34

SaveAsTemplate................................................................................................................34

SendApprovale‐Mail.........................................................................................................35

Received................................................................................................................................36

Section II: Search Mechanism ......................................................... 37

Chapter Four: Manage Templates ............................................................ 43

Section I: Templates ........................................................................ 46

TemplatesToolbar...............................................................................................................46

TemplateThumbnailView ................................................................................................47

TemplateListView .............................................................................................................47

Search....................................................................................................................................51

TemplateAttributes ............................................................................................................53

Contents

Print Buyer Guide v

TemplateEditProperties ...................................................................................................54

WorkflowPolicy..................................................................................................................55

ManageTemplateArchive.................................................................................................55

MailToPrint..........................................................................................................................56

Section II: Image Library ................................................................ 59

ImageLibraryPane............................................................................................................. 59

LibraryFolderImagesPane...............................................................................................60

Section III: Catalog Library ............................................................. 62

Toolbar..................................................................................................................................63

ChooseTemplateDialogBox ............................................................................................63

TemplateSetupDialogBox ............................................................................................... 64

Properties/ExportHTML/SendMailToPrint...............................................................65

ApprovalWorkflow ...........................................................................................................67

Catalog HTML or MailToPrint ........................................................... 69

Chapter Five: Manage Accounts.............................................................. 71

Chapter Introduction ....................................................................... 73

Section I: Account ........................................................................... 74

General .................................................................................................................................74

ShippingandBilling...........................................................................................................74

Section II: Users ............................................................................. 75

General .................................................................................................................................75

UserInformation................................................................................................................. 76

ShippingandBilling...........................................................................................................77

Section III: User Group ................................................................... 78

General .................................................................................................................................78

Users .....................................................................................................................................79

Section IV: Departments ................................................................. 80

Section V: Cost Centers ................................................................... 81

Section VI: Address Book ................................................................ 82

SearchMechanism ..............................................................................................................82

ContactPane ........................................................................................................................83

ContactInformation............................................................................................................84

AddingaNewContact.......................................................................................................84

Section VII: E-Mail .......................................................................... 85

Event ..................................................................................................................................... 86

Chapter Six: Edit Properties ................................................................... 87

Job Type Sub-panel ......................................................................... 90

Finishing............................................................................................................................... 90

Upload File Sub-panel...................................................................... 93

PDFPreview ........................................................................................................................94

Contents

vi Print Buyer Guide

General Job Information Sub-panel ................................................. 96

Job Ordering Controls ...................................................................... 96

Operation Buttons ........................................................................... 96

Additional Panels and Dialog Boxes ................................................. 97

UploadFileWindow...........................................................................................................97

FileUploadReport..............................................................................................................98

Delivery ................................................................................................................................99

PricingDetails....................................................................................................................100

TermsandConditions ......................................................................................................100

Chapter Seven: iForm Express.................................................................. 101

Variable Fields ............................................................................... 103

Chapter Eight: Variable Data Express ..................................................... 105

Control Buttons.............................................................................. 107

Variable Fields ............................................................................... 108

Records List ................................................................................... 108

Chapter Nine: Creating iForm Templates ............................................... 109

Selective Upload ............................................................................ 113

Selective Upload – Font Report ...................................................... 114

iForm Editor................................................................................... 115

iFormEditorToolbar ........................................................................................................115

FieldNameList .................................................................................................................115

OutputFormat...................................................................................................................122

Text Alignment and Boundaries ..................................................... 122

Font Properties .............................................................................. 123

Chapter Ten: Dropdown Menus............................................................. 125

Simple Dropdown Menus ............................................................... 127

AddListDialogBox..........................................................................................................127

Complex Dropdown Menus............................................................. 128

CreatingaDatabaseforInter‐dependentTemplateFields .........................................128

ListManagementDialogBox ..........................................................................................129

NewTableDialogBox......................................................................................................131

ImportTableDialogBox ..................................................................................................131

Chapter Eleven: Advanced Options ........................................................... 133

Position Links ................................................................................ 137

Suffix ............................................................................................. 138

Contents

Print Buyer Guide vii

Group Centering ............................................................................ 139

CenteringFieldsGroupsSub‐panel ...............................................................................140

NewGroupFieldsSub‐panel.......................................................................................... 140

Empty Fields .................................................................................. 141

Identical Input Fields .................................................................... 142

IdenticalInputFieldsGroupsSub‐panel.......................................................................142

NewGroupFieldsSub‐panel.......................................................................................... 142

Style Selection............................................................................... 143

StyleSelectionGroupsSub‐panel...................................................................................143

AddGroup.........................................................................................................................144

GroupFieldsSub‐panel ...................................................................................................144

Index ........................................................................................ 145

Glossary

iv Print Buyer Guide

Glossary of Terms

CatalogCollectionofTemplatescontainingJobdesignsfromwhichthePrintBuyercanchooseinorderto

createanentirelynew,uniqueJob.TheTemplatesthemselvescannotbealteredwithoutPrintBuyer

Administratorpermission.

Check box

Usedforenablingordisablingafeature;canbeselectedorclear.

Dropdown boxUsedforchoosingoneoftheoptionsinthemenu.Themenuisopenedbyclickingonthe

dropdownboxbutton.

Dialog Box Windowsthatareaccessedduringthecourseofworkingwiththesystem.Generally,these

windows“float”ontopofthemainapplicationwindow,andallowtheusertocarryoutalimitednumberof

activities.

Extended ToolsAnadvancedsetofmodulesthathasbeendevelopedasanextensiontothebasicXerox

FreeFlowWebServicesplatform.

Flat Page SizeThedimensionsofasheetofpaper,beforehavingbeenfolded(asopposedtoJobPage

Size).

GSMTheunitofmeasurementforpaperweight(gramspersquaremeter).

Information boxDisplaysinformationtotheuser.

Input boxUsuallyusedfortypinginanentry;appearsinapane,panelorasub‐panel.

Input or Text boxEnablestheusertoenterdataintotheapplication.

Job Page SizeThedimensionsofasheetofpaper,afterhavingbeenfolded(asopposedtoFlatPageSize).

Job TicketDocumentsthatspecifytheproductionandfinishingmaterialsandschedulesaswellasthe

deliveryandpricingdetails.

Output DeviceAnymachinethatproducesprintedmaterial.

Operation buttonUsedforcarryingoutvariousoperations.

PageOnesideofapresssheet.

PaneAlargebox,usuallylocatedontheleftsideofthewindow.

PanelPartofawindow;cancontainsub‐panels.

PDF (Portable Document Format)TheAdobeAcrobatfileformatthatallowsrepresentingdocuments

inamannerthatisindependentoftheoriginalapplicationsoftware,hardwareandoperatingsystemthat

wasusedtocreatethedocuments.

Print BuyerAnyindividualororganizationthatpurchasesprintedmaterialproducedbyaprinting

facility.

Glossary

Print Buyer Guide v

Print Buyer Side XeroxFreeFlowWebServicesisatwo‐sidedsystemthatprovidesanopenlineof

communicationbetweenthePrintProviderandthePrintBuyer.ThePrintBuyerSidereferstotheXerox

FreeFlowWebServicesinterfacethatisviewedbythePrintBuyer.

Print DriverAnExtendedToolsfeaturethatenablestheusersinthePrintBuyer’sorganizationtoprintJobsdirectly

fromtheirDTPapplications,utilizingthestandardPrintdialogbox.



Print ProviderIndividualororganizationthatproducesprintedmaterial.

Process ColorsThefourbasiccolorsofinkusedinprocesscolorprinting(Cyan,Magenta,Yellowand

Black).

Radio buttonUsedforchoosingoneoptionoutofseveral–whenoneradiobuttoninagroupofbuttons

isselected,theothersareclearedautomatically;canbeselectedorclear;appearsinapanelorasub‐panel.

Run (length of run)Thetotalnumberofcopiesordered.

ScreenReferstotheentiremonitorscreen,includingtheoperatingsystemtoolbars.

Selective UploadAnExtendedToolsfeaturethatallowsthePrintBuyertocreateaniFormTemplatefroma

PDFfile,withouttheuseofcodeorscript.

Spot ColorsSpecial,pre‐mixedcolorsthatareusedinadditiontoprocesscolors,orinconjunctionwith

Black.

Sub-panel Partofapanel.

SurchargeAnadditionalchargethatislevied(oftenasapercentageoftheoriginalcharge)whenextra

demandsaremadetotheprintingprocess(i.e.UrgentandExpresstimeprinting).

TemplateAJobfilewhichhasbeensavedinordertoserveasthebasisforthestructureandgeneral

layoutoffutureJobs.

URL (Uniform Resource Locator)NameschemeusedtoaccessWebdocumentsorresources.

UserAnyindividualinthePrintProviderandPrintBuyerorganizationwhoisworkingwiththeXerox

FreeFlowWebServicessystem.

Variable Data JobAprintJobthatutilizesXeroxFreeFlowWebServices’sabilitytoincorporateVariable

DatawiththeJob’scontent.UsingprintingtechnologyuniquetoXeroxFreeFlowWebServices,allPrintJobs

canbepersonalizedwithtextandimages.

WindowPartofthescreen;opensbyclickingontabs.

Chapter One: Introduction to Xerox FreeFlow

Web Services

Section I: Basic Concepts Chapter One: Introduction

Print Buyer Guide 7

Chapter Introduction

XeroxFreeFlowWebServicesistheworkflow‐managementbackbone,designedforthePrintingindustry.Xerox

FreeFlowWebServicesprovidesPrintBuyerswithtoolsfor:

• OnlinespecificationofPrintJobrequirementsbasedonpre‐definedTemplatesorfromfiles

• User‐friendlypersonalizationandvariabledata

• Jobtracking

• Flexible

orderingtools

• Fullcontrolofuserprivileges

ThePrintBuyerGuideisdesignedforallPrintBuyersthatintendtoworkwiththeXeroxFreeFlowWeb

ServicessystemandencompassesallfacetsofPrintBuyeradministrationandproductionworkflow.The

primarygoalsofthePrintBuyerGuideareas

follows:

• ToacquaintthePrintBuyerwiththedistinctivesoftwarefeaturesoftheXeroxFreeFlowWebServices

system

• ToprovidedetailedreferenceinformationforthePrintBuyersideofthesystem

ToguidethePrintBuyerusersinthemainworkflowsofJobOrdering,settingupTemplates,predefining



orderingworkflowsandAdministration.

Chapter One: Introduction Section I: Basic Concepts

8 Print Buyer Guide

Section I: Basic Concepts

XeroxFreeFlowWebServicesBasicConceptsexplainsthemainconceptsandterminologyofXeroxFreeFlowWeb

Services.

Job Ticket / Job / Template

Therearevarioustermsusedthroughouttheprintingindustryfororders,printedproducts,print

instructions,etc.XeroxFreeFlowWebServicesusesthetermsJobTicket,JobandTemplate.

JobTicketsdefineparametersoftypicalprintJobsproducedbythePrintProvider,suchasbusinesscards,

flyers,letterheads,etc.

A

JobisalwaysacombinationofaJobTicketandcontent(afile).Jobscanbecreatedinthesystemforsingle

useORcanbesavedasTemplatesforrepeateduse,whetherasreprintsorforcreatingvariabledata

instances.

BecauseJobscanbesavedasTemplates–wecan

saythateveryTemplateisalsoacombinationofaJobTicket

andaspecificcontent.

Figure 1: Job Ticket – Job – Template Relationship

Section I: Basic Concepts Chapter One: Introduction

Print Buyer Guide 9

Job Stages

APrintBuyerordersJobstobeprintedbythePrintProvider.AJob,however,mayexistintheXerox

FreeFlowWebServicessystemwithoutbeingordered.

EveryJobgoesthroughthefollowingstages:

Figure 2: Job Flow

WhileaJobisintheSavedJobsorShoppingCartstage,theJobiscontrolledbythePrintBuyerandno

monetarychargeisinvolved.ThePrintBuyerinitiatesthemoveoftheJobintothedomainofthePrint

ProviderbyorderingtheJob.

TheProductionandShippingstages

arecontrolledbythePrintProvider.

ThePrintBuyerindicatesthattheJobwasreceived.

Order

WhenaPrintBuyersubmitsaJobOrder,itisacontractualstep.AnOrderisaseparateentity,whichcan

containseveralJobs.

Chapter One: Introduction Section I: Basic Concepts

10 Print Buyer Guide

Regular/iForm (Personalized)/Variable Data Jobs

TherearethreemaincategoriesofPrintJobs:

•

Regular Jobsrepresentedbythe icon,haveapermanent,unchangingcontent(file).Eachtimea

RegularJobisre‐printed,theresultlooksthesame.

•

iForm (Personalized) Jobsrepresentedbythe icon,haveseveralvariablefields.Eachtimethe

Jobisprinted,adifferentsetofvaluescanbeenteredinthevariablefields,therebypersonalizingthe

Job.ThevariableboxinformationisstoredinaspecialiFormTemplate.

•

Variable Data Jobsrepresentedbythe icon,usethesameiFormTemplatesasiForm(Personalized)

Jobs,butinsteadofmanuallyenteringadifferentsetofvalues,theVariableDataJobreceivesthevalues

fromadatabase,enablingtheusertoenteralargenumbervariables.

Section III: Getting Started Chapter One: Introduction

Print Buyer Guide 11

Section II: User Types

Thesystemallowsforsevendifferentusertypes.ThefollowingtableliststheUserTypesanddescribestheir

responsibilitiesandabilities.

UserType Description

Administrator Responsibleforthecompleteoperation/managementoftheXeroxFreeFlow

WebServicessystem.Hastheabilitytocreatenewsub‐usersunderown

account

Supervisor OperativemanageroftheXeroxFreeFlowWebServicessystem.

Designer ResponsiblefordesigningJobsandcreatingiForms.

SuperUser CreatesJobsthroughtheuseofTemplates,iFormExpressandVariableData

andcanultimatelyorderJobs.

User CreatesJobsthroughtheuseofTemplates,iFormExpressandVariableData

butcannotorderJobs.

Guest NewandoroccasionalPrintBuyerswhowanttoworkwiththesystem

withoutcommittingtothePrintProvider.GuestscanonlycreateJobs

fromtemplatesprovidedbythePrintProviderforthispurpose.

Custom CreatesJobsthroughtheuseofTemplates,iFormExpressandVariableData

butcannotorderJobs.

Note:

Custom provides the Print Provider with the opportunity to create an additional User Type whose

responsibilities and abilities can be manually determined.

Chapter One: Introduction Section III: Getting Started

12 Print Buyer Guide

User Type Abilities

UserTypeabilitiesaresetasdefaultsbyXeroxFreeFlowWebServices.However,thePrintProviderhasthe

optiontochangetheabilitiesaccordingtoneed.

TochangeUserTypeabilities,clearorcheckmarkthevariousprivilegesintheSettings/General/Privileges

windowandthenclickonOK.TorestorethePrivilege

defaults,clickonResetDefaults.

PrivilegeLevel

Privileges

Administrator Supervisor Designer SuperUser User Guest Custom

UserAdministration

3



ManageTemplateLibrary

3 3 3



ViewJobsofotherUsers

(fromthesameCustomer

3 3 3



PlaceanOrder/GetQuote

3 3



3



3must

self

register



UploadJobContent

3 3 3



EditJobProperties

3 3 3



UseiFormEditor

3 3 3



UserVariableData

3 3 3 3 3 3 3

UserVariableData

Archive

3 3 3 3 3 3 3

SendMailToPrint

3 3



DownloadPlugins

3 3 3



ViewAddressBook

3 3 3 3 3 3 3

Section III: Getting Started Chapter One: Introduction

Print Buyer Guide 13

Section III: Getting Started

Logging In

WhenyouaccessyourPrintProvider’sXeroxFreeFlowWebServicesProductionwebsite,youhaveanoption

toselectauserinterfacelanguagefromtheoptionsenabledbythePrintProvider.Thelanguageisconnected

tothemeasuringsystem.ChoosingUSEnglishresultsinanimperialsystem(inches)runningonthe

system,

whilechoosingUKEnglish,oranyotherlanguage,resultsinametricsystemrunningonthesystem.

Figure 3: Login Screen

TologintoXeroxFreeFlowWebServices,carryoutthefollowingsteps:

1 Enteryourusernameandpassword.

2 ClickonLogin

ThesystemidentifiesyourcredentialsandopensthePrintBuyerwindow,accordingtoyourUserType.

Chapter One: Introduction Section III: Getting Started

14 Print Buyer Guide

Print Buyer Window

Figure 4: Print Buyer Window

Whenloggingin,thePrintBuyeraccessesthePrintBuyerwindow.

ThePrintBuyerwindowiscomposedofthefollowingelements:

• PrintBuyerTabBar

• Links

• PrintBuyerPanel

Print Buyer Tab Bar

ThePrintBuyerTabBardisplaysthefollowingtabs

1

:

• Order JobsforaccessingtheOrderJobslaunchpad

•

Track JobsforaccessingthefollowingTrackJobspanels:SavedJobs,ShoppingCart,Approval,Printing,

Shipping,Received,Search

•

Manage Templates foraccessingtheManageTemplatespanels

•

Manage Account foraccessingtheManageAccountpanels

1

Note: When clicking on the

Manage Template

and

Manage Accounts

tabs, the Print Buyer users access the

following windows:

 Administrator Supervisor Designer Super‐user User Guest Custom

ManageTemplate

Window

  



ManageAccounts

Window

  



ContactInformation

Window



   

Section III: Getting Started Chapter One: Introduction

Print Buyer Guide 15

Links

ThePrintBuyerwindowdisplaysthefollowinglinks:

• ShoppingCart

• SoftwareDownloads

• Help

• Logout

Shopping Cart

AlloftheJobsintheShoppingCartarereadytobeordered.

Formoreinformation,refertoShoppingCart.

Software Downloads

TheSoftwareDownloadslinkaccessestheDownloadswindow,whichcontainsoptions

enabledbythePrint

Provider.Clickonthelinkstodownloadtherequiredapplication.

Help

Helpprovidesonlineaccesstoalloftheuserinformationpreparedfortheapplication.ByusingtheHelp

navigationaltools,tableofcontents,index,searchandlinks,accesstorequiredinformationisaquickand

simple

procedure.

Logout

Logoutenablesloggingoutofthesystem.

Print Buyer Panels

WhenloggingintoXeroxFreeFlowWebServicesasaPrintBuyer,theOrderJobspanelappearsasadefault.

ClickingonanyoftheotherPrintBuyertabsaccessestheassociatedPrintBuyerpanel.TheOrderJobspanel

featurestheLaunchPadwhichprovidesthefollowingalternativestartingpointsfor

creatingJobsandfor

viewingandprocessingorders.

• PrintDocumentsFromOurCatalogWizard

• PrintDocumentsFromYourComputerWizard

• ViewOrderStatus

Note:

1. When working with a Print Provider that offers the Set option, Order a Set appears in the Launch Pad.

2. The ability to order the Job directly is related to the Print Buyer privileges. Some users (with Job-

ordering privileges) can order a Job and have it sent for printing. Others, without Job-ordering privileges,

can only place the Job in the Approval Queue. The entire workflow, as described in this chapter, can be

performed by users with Job-ordering privileges.

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Xerox FreeFlow Web Services User guide

Xerox FreeFlow Web Services User guide

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