Ricoh TotalFlow PM User guide

Read this manual carefully before you use this product and keep it handy for future reference.

1

TotalFlow PM

2

Configuring the System

3

Managing System Objects

4

Working with Jobs

5

Security

6

Backing up and Restoring Data

7

Troubleshooting

User’s Guide

Operating Instructions

1

IImmppoorrttaanntt

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

• THE SUPPLIER SHALL NOT BE LIABLE FOR THE RESULT OF OPERATION OF THIS AP-

PLICATION OR THE USE OF THIS DOCUMENT.

• THE SUPPLIER SHALL NOT BE LIABLE TO YOU FOR DAMAGES OR LOSS OF ANY

DOCUMENT OR DATA PRODUCED BY USING THIS APPLICATION.

• THE SUPPLIER SHALL NOT BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDEN-

TAL OR INDIRECT DAMAGES (INCLUDING, BUT NOT LIMITED TO, DAMAGES FOR LOSS

OF PROFITS, BUSINESS INTERRUPTION OR LOSS OF BUSINESS INFORMATION, AND

THE LIKE) CAUSED BY FAILURE OF THIS APPLICATION OR LOSS OF DOCUMENTS OR

DATA, NOR FOR ANY OTHER DAMAGES ARISING OUT OF THE USE OF THIS APPLICA-

TION, IF THE SUPPLIER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH

DAMAGES.

• DO NOT REMOVE OR INSERT ANY DISK OR LICENSE KEYS (DONGLES) WHILE OPER-

ATING THIS APPLICATION.

CCaauuttiioonnss RReeggaarrddiinngg tthhiiss GGuuiiddee aanndd GGeenneerraall UUssee ooff tthhiiss

AApppplliiccaattiioonn

• Some illustrations or explanations in this guide may differ from your application due to improve-

ment or change in the application.

• The contents of this document are subject to change without notice.

• No part of this document may be duplicated, replicated, reproduced in any form, modified or

quoted without prior consent of the supplier.

• It is possible that documents or data stored in the computer will be damaged or lost due to user

error during operation or software error. Be sure to back up all important data beforehand. Im-

portant documents and data should always be copied or backed up. Users are responsible for

taking protective measures against computer viruses, worms, and other harmful software.

2

GGuuiiddeess ffoorr tthhiiss AApppplliiccaattiioonn

The following guides are available for this application.

IInnssttrruuccttiioonn MMaannuuaallss

These instruction manuals are included:

•

Setup Guide

(Printed/PDF)

This guide explains setup and startup procedures for this application.

•

User's Guide

(HTML/PDF)

This guide explains the functions and basic operations of this application.

Adobe Acrobat Reader or Adobe Reader is required to view the PDF documentation. You can view

the HTML documentation using a Web browser.

HHeellpp

Help uses explanatory balloons to explain each of the settings, their values, and how to configure

them. In this guide, this type of help is referred to as “on-screen balloon help”.

3

HHooww ttoo RReeaadd tthhee DDooccuummeennttaattiioonn

BBeeffoorree UUssiinngg TThhiiss AApppplliiccaattiioonn

This manual contains instructions and cautions for correct use of this application. Before using this

application, read this manual thoroughly and completely. Keep this manual handy for future

reference.

HHooww ttoo UUssee tthhee MMaannuuaallss aanndd HHeellpp

Use the instruction manuals and balloon help according to your needs.

TToo lleeaarrnn hhooww ttoo iinnssttaallll aanndd ssttaarrtt tthhiiss aapppplliiccaattiioonn

See the

Setup Guide

.

TToo lleeaarrnn aabboouutt tthhee ffuunnccttiioonnss aanndd bbaassiicc ooppeerraattiioonnss ooff tthhiiss aapppplliiccaattiioonn

See the

User's Guide

.

TToo lleeaarrnn aabboouutt ccoonnffiigguurriinngg oonn--ssccrreeeenn sseettttiinnggss,, ccoorrrreecctt eennttrryy,, eettcc..

See the on-screen balloon help.

DDiissppllaayyiinngg tthhee iinnssttrruuccttiioonn mmaannuuaallss ((SSeettuupp GGuuiiddee aanndd UUsseerr''ss GGuuiiddee))

Use these procedures to display the instruction manuals (HTML/PDF).

The descriptions in the HTML and PDF formats of the instruction manuals are the same.

• To display the HTML

User's Guide

:

– In the TotalFlow PM user interface, click

, the help button, at the right of the menu

bar, then click [[HHeellpp]].

– If you are not logged in to TotalFlow PM, enter this URL in a Web browser: http://host-

name:15888/help/index.jsp. The name of the computer where TotalFlow PM is in-

stalled is

hostname

.

4

• To display the PDF manuals, click [[SSttaarrtt]], point to [[AAllll PPrrooggrraammss]], then [[TToottaallFFllooww PPMM]], and

then click either [[SSeettuupp GGuuiiddee]] or [[UUsseerr''ss GGuuiiddee]].

DDiissppllaayyiinngg bbaalllloooonn hheellpp

• When you mouse over certain items on the pages of the user interface (point without clicking),

help for that item appears inside a balloon.

5

• When you mouse over a property in a dialog, , the question mark button, appears next to

the property name. Click

to see balloon help for the property. In the balloon help, click

to display the related page in the HTML

User's Guide

.

6

SSyymmbboollss

The following symbols are used in this manual to help you to identify content quickly.

This symbol indicates points to pay attention to when using the application.

Be sure to read these explanations.

This symbol indicates supplementary information that you may find helpful,

but not essential to completing a task.

[[BBoolldd]] BBoolldd ttyyppee inside square brackets indicates the names of keys, menus,

menu items, windows, field labels, settings, and buttons.

BBoolldd BBoolldd ttyyppee indicates the names of commands. It also introduces new terms.

Italic Italic type

indicates variables that you must replace with your own

information.

Monospace

Monospace type indicates computer input and output and file names.

{ } In messages and other elements of the user interface, curly brackets indi-

cate variables that a program replaces with its own information.

...

An ellipsis indicates that a series can continue.

7

TTrraaddeemmaarrkkss

Microsoft, Windows, Windows Server, Windows Vista, and Internet Explorer are either registered

trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

Adobe, Acrobat, Flash, and PostScript are either registered trademarks or trademarks of Adobe

Systems Incorporated in the United States and/or other countries.

Fiery is a registered trademark of Electronics for Imaging, Inc. in the U.S. and/or certain other

countries. EFI is a trademark of Electronics for Imaging, Inc. in the U.S. and/or certain other

countries.

Firefox is a registered trademark of the Mozilla Foundation.

UNIX is a registered trademark of The Open Group in the United States and other countries.

Other product names used herein are for identification purposes only and might be trademarks of

their respective companies. We disclaim any and all rights to those marks.

The proper names of the Windows operating systems are as follows:

• The product names of Windows XP are as follows:

Microsoft® Windows® XP Professional

Microsoft® Windows® XP Home Edition

• The product names of Windows Vista are as follows:

Microsoft® Windows Vista® Ultimate

Microsoft® Windows Vista® Business

Microsoft® Windows Vista® Home Premium

Microsoft® Windows Vista® Home Basic

Microsoft® Windows Vista® Enterprise

• The product names of Windows 7 are as follows:

Microsoft® Windows® 7 Home Premium

Microsoft® Windows® 7 Professional

Microsoft® Windows® 7 Ultimate

Microsoft® Windows® 7 Enterprise

• The product names of Windows Server 2003 are as follows:

Microsoft® Windows Server® 2003 Standard Edition

Microsoft® Windows Server® 2003 Enterprise Edition

• The product names of Windows Server 2003 R2 are as follows:

Microsoft® Windows Server® 2003 R2 Standard Edition

8

Microsoft® Windows Server® 2003 R2 Enterprise Edition

• The product names of Windows Server 2008 are as follows:

Microsoft® Windows Server® 2008 Standard

Microsoft® Windows Server® 2008 Enterprise

• The product names of Windows Server 2008 R2 are as follows:

Microsoft® Windows Server® 2008 R2 Standard

Microsoft® Windows Server® 2008 R2 Enterprise

9

Introduction

Important .......................... ........ ....... . ....... ........ .............................. ....... . .. 1

Cautions Regarding this Guide and General Use of this Application ............................... 1

Guides for this Application.. ....................... ....... . ....... . ...... . ....... ........ ............... 2

How to Read the Documentation .............. ....... . ...... . . ...... . ....... ....................... ... 3

Before Using This Application.................. ....... . ...... . . ...... . .............................. ... 3

How to Use the Manuals and Help... ...... . . ....... .............................. ........ ....... . ..... 3

Symbols ...... . ....... . ....... ....................... ....... . ....... . ...... . ....... ........ ............... 6

Trademarks ....... ............................... ....... . ....... . ....... .............................. ... 7

1 TotalFlow PM

Product Overview.... ............................... ....... . ...... . . ...... . ....... ....................... ..13

System Objects................ ....... . ....... . ....... .............................. ........ . ...... . ....16

Job Submission Methods............ ....... . ...... . . ...... . ...................................... .....18

Properties .... . . ...... . ....... ....................... ....... . ....... . ...... . ....... ......................19

TotalFlow PM User Interface.............................. ....... . . ...... . ....... ....................... ..21

Menu Bar ................ ....... . ...... . . ...... . ....... ....................... ....... . ....... . ....... ....22

[[OOppeerraattiioonnss]] Page. ....... . ....... . ....... ............................... ....... . ...... . . ...... . .......23

[[QQuueeuueess]] Page......... ....... . ....... . ....... ....................... ....... . ...... . . ...... . ....... ....33

[[CCoonnffiigguurraattiioonn]] Page............ ........ ....... . ...... . ....... . ....... ....................... ....... . .34

Properties for Job Dialog . . ...... . . ...... . ....... ............................... ....... . ...... . . ...... .39

2 Configuring the System

Creating Printers ....... . ...... . . ...... . ....... ............................... ....... . ...... . . ...... . .......49

Creating Job Ticket Printers ....................... ....... . ....... . ....... .............................50

Creating Passthrough Printers ....... . ....... ....................... ....... . ...... . . ...... . ....... ....54

Configuring Printers to Print Separator Sheets ............. ....... . ...... . . ...... . ....... ...........58

Configuring Printers to Use Papers..... . ....... ............................... ....... . ...... . . ...... .60

Creating Virtual Printers... . ...... . ....... . ....... ....................... ....... . ...... . . ...... . ....... ....61

Associating Virtual Printers with Printers....... ...................................... ....... . ....... .63

Setting Virtual Printer Defaults and Overrides for Job Properties.............. ........ ....... . ....64

Preparing for Job Submission .... ........ ....................... ....... . ....... . ....... ..................67

Configuring to Submit Jobs from TotalFlow MR .. . ....... ....................... ........ ....... . ....67

Configuring to Submit Jobs Using a Hot Folder .. . ...... . ....... ............................... .....68

Configuring to Submit Jobs Using LPD. . ...... . ....... ........ ....................... ....... . ...... . .71

Creating Papers........ ....... . ....... . ....... ............................... ....... . ...... . . ...... . .......74

TTAABBLLEE OOFF CCOONNTTEENNTTSS

10

Papers in TotalFlow PM and in Other Programs.............................. ....... . ....... . .......74

Creating Papers Manually .................. ....... . . ...... . ....... ............................... .....75

Setting up Security..... ....... . ...... . . ...... . ....... ............................... ....... . ...... . . ...... .76

User Authorities...... . ....... ....................... ....... . ....... . ...... . ....... ........ ..............77

Creating Users...... . . ...... . ....... ....................... ........ ....... . ...... . ....... . ....... .......79

Setting a Password Expiration Counter ............................ ....... . ....... . ....... ...........81

Setting an Auto Logout Timer ....... ....... . ....... . ....... ...................................... .....82

Copying Objects from One System to Another...... . ...... . . ...... . ....... .............................83

Setting Server Properties ..... . ....... ....................... ........ ....... . ...... . ....... . ....... .......86

Changing the Log Schedule . ....... . ....... . ....... ...................................... ....... . ....... .87

Configuring Client Computers ...... ........ ....... . ....... ........ ....................... ....... . ...... . .87

Preparing to Log in to TotalFlow PM .. ...... . ....... ....................... ....... . ....... . ...... . ....87

Customizing the User Interface ................ ....... . ....... . ....... .............................. ..99

3 Managing System Objects

Viewing and Changing Properties.. ........ ....... . ....... ........ .............................. ....... 107

Viewing Status ............. ....... . ...... . . ...... . ....... ....................... ....... . ....... . ...... . .. 108

Viewing Logs .. ...... . ....... ............................... ....... . ....... . ....... ....................... 111

Enabling Virtual Printers and Printers.. . . ...... . ....... ....................... ....... . ....... . ...... . .. 112

Disabling Virtual Printers and Printers ............ ....... . ...... . . ...... . ....... ....................... 113

Deleting Objects ..... ............................... ....... . ....... . ....... .............................. 113

Managing Virtual Printers . ....... . ...... . . ...... . ....... ....................... ....... . ....... . ...... . .. 114

Flushing Input Files.............................. ....... . ....... . ....... .............................. 114

Managing Printers ..... ....... . ...... . . ...... . ....... ............................... ....... . ....... . ..... 114

Mapping Trays and Paper for a Printer .. ...................................... ....... . ....... . ..... 114

Showing the Jobs Assigned to a Printer... ....... . ...... . . ...... . ....... ........................... 116

Showing the Web Page for a Printer......................... ....... . ....... . ....... ................ 116

Creating a Paper Change for a Printer ........ ....... . ...... . . ...... . ....... ....................... 117

4 Working with Jobs

Submitting Jobs from TotalFlow MR ..................... ....... . ...... . . ...... . ....... ................ 121

Finding Jobs in TotalFlow PM..... ........ ....................... ....... . ....... . ....... ................ 121

Searching for Jobs in the [[QQuueeuueess]] Pod.. ....... . ...... . . ...... . ....... ........................... 122

Viewing and Changing Job Information.... ....... . ....... ........ .............................. ....... 123

Changing Job Properties . ....... . ....... . ....... ...................................... ....... . ...... 123

Using the [[EExxcceeppttiioonn PPaaggeess]] Tools.............. ....... . ....... . ...... . ....... .................... 145

11

Creating Operator Instructions for a Job ... . ....... ....................... ....... . ....... . ...... . .. 153

Starting, Moving, Suspending, and Resuming Jobs........... ....... . ...... . . ...... . ....... ......... 155

Sending Jobs to a Printer .. . ...... . ....... ............................... ....... . ...... . . ...... . ..... 155

Moving Jobs to Another Printer ................ ....... . ....... . ....... .............................. 157

Making Jobs Process and Print Sooner .......... ....... . ....... . ....... ........................... 160

Suspending Jobs ................................ ....... . ...... . . ...... . ....... ....................... 161

Resuming Suspended Jobs ......... ....... . ...... . . ...... . ....... ............................... ... 161

Holding Jobs before Printing . . ...... . . ...... . ....... ....................... ....... . ....... . ...... . .. 161

Holding Jobs after Printing....... ........ ....... . ....... ........ ....................... ....... . ...... 162

Storing Jobs... . ....... ....................... ....... . ...... . . ....... .................................. 163

Reprinting Jobs .. . ....... ...................................... ....... . ....... . ....... ................ 165

5 Security

Managing Passwords ................... ....... . ....... . ....... ....................... ........ ....... . .. 167

Changing Your Own Password....... . ....... ....................... ....... . ...... . . ....... ......... 167

Changing the Password for Another User...... ............................... ....... . ...... . . ..... 168

Restricting Use of the LPD Protocol to Submit Jobs ...... ........ ....... . ...... . ....... . ....... ..... 169

6 Backing up and Restoring Data

Backing up Data ........... ....... . ...... . . ...... . ....... ....................... ....... . ....... . ....... .. 171

Restoring Data ...................................... . ...... . ....... . ....... ....................... ....... 172

7 Troubleshooting

Cannot Access TotalFlow PM ...... . ....... . ...... . ....... ............................... ....... . ...... 175

Cannot Communicate with Printer Device. ....... . ....... ........ .............................. ....... 175

Cannot Enable Virtual Printers ....................... ....... . ....... . ...... . ....... .................... 176

Cannot Find or Display Job ........................ ....... . ....... . ....... .............................. 176

Cannot Use Port 15080 ............................ . ...... . ....... . ....... ....................... ....... 176

Cannot View Job Status... . ....... ........ ....................... ....... . ...... . . ...... . ....... ......... 177

File Names or Job Names Are Displayed or Printed with Wrong Characters ...................... 177

Input Files with Errors ..... . ....... ........ ....................... ....... . ...... . . ...... . ....... ......... 178

Japanese Values Are Not Saved ......... ....................... ....... . ...... . . ...... . ....... ......... 178

Job Properties Are Not Updated ... . . ...... . ....... ............................... ....... . ...... . . ..... 178

Job Size is 0.. . ....... ............................... ....... . ...... . . ...... . ....... ....................... 179

Jobs Are Displayed or Printed with Wrong Characters. ....... . ...... . . ....... ....................... 179

Jobs Cannot be Deleted or Flushed ... . . ...... . ....... ....................... ....... . ....... . ....... .. 179

Jobs Print Out of Order..... ............................... ....... . ...... . . ...... . ....... ................ 179

12

Paper Is Not Available for Mapping .... ....... . ...... . . ...... . ....... ............................... ... 179

Passthrough Printers Cannot Print Jobs........................ ....... . ...... . . ...... . ....... ......... 180

Performance Problems. ...... . . ...... . ....... ............................... ....... . ....... . ....... ..... 180

User Interface Does Not Respond After Dialog Is Closed .. ....... ............................... ... 180

Virtual Printers Do Not Process Jobs Submitted to Hot Folders............ ....... . ....... . ....... .. 181

Troubleshooting the [[PPrrooppeerrttiieess ffoorr JJoobb]] Dialog..... ....................... ....... . ....... . ...... . .. 181

8 Reference Information

Paper Property Values .... . ....... ........ ....................... ....... . ...... . . ...... . ....... ......... 185

Regular Expressions ............................... ....... . ....... . ....... ....................... ....... 190

Specifying Job Files in the Printer Command and Operator Instructions Command.............. 191

INDEX

13

11.. TToottaallFFllooww PPMM

♦ Product Overview

♦ TotalFlow PM User Interface

TotalFlow PM is a Web-based application that lets you manage your printing environment from a

single point, through a comprehensive user interface.

This manual contains topics that help administrators and operators learn about and use TotalFlow

PM.

PPrroodduucctt OOvveerrvviieeww

TotalFlow PM lets you manage your printing processes on up to five printers from a single Web

browser-based user interface. TotalFlow PM is installed as a server and the user interface acts as

a client.

14

TotalFlow PM provides a central location for assigning jobs to printers and managing print jobs. It

routes and tracks incoming, processing, and completed jobs and lets you edit job tickets until the

last minute. TotalFlow PM lets you change print order, change output printers, and reprint jobs

easily.

TotalFlow MR lets you do make-ready tasks such as editing, imposition, and changing page layout.

TotalFlow MR sends jobs with their job tickets to TotalFlow PM. TotalFlow MR and TotalFlow PM

work seamlessly to create jobs, apply make-ready settings, and send jobs to the best matching

printer.

1 TotalFlow PM

15

TotalFlow PM also supports job submission by dragging and dropping jobs into hot folders. You

can also submit jobs from other systems by using the line printer daemon (LPD) protocol for file

transmission.

With networked communication to your printers, you can easily check printer and job status.

This figure shows how jobs flow through TotalFlow PM. Jobs are submitted to virtual printers,

which assign job attributes. For example, Virtual Printer 1 might specify that jobs are to be printed

on bond paper, while Virtual Printer 2 specifies recycled paper. If the virtual printer is associated

with a printer, TotalFlow PM automatically assigns the jobs to that printer. Because Virtual Printer 4

is not associated with a printer, the operator manually moves the jobs to either the Job Ticket print-

er or the Passthrough printer.

Product Overview

16

SSyysstteemm OObbjjeeccttss

TotalFlow PM is made up of a server, printers, virtual printers, papers, users, and jobs. Each of

these things is a ssyysstteemm oobbjjeecctt. You can define detailed attributes for each system object. These

attributes are called pprrooppeerrttiieess.

SSeerrvveerr

You install the TotalFlow PM sseerrvveerr on a Windows computer. TotalFlow PM names the server

[[SSyysstteemm]].

The server:

• Manages all aspects of job processing, from the virtual printers that receive the jobs to the

printers that print them

• Manages the online version of this manual

• Controls these system settings:

– The largest and smallest numbers that can be assigned to jobs

– The hosts that can submit jobs using the LPD protocol

– How often the system polls stored jobs to see if any action is necessary

– The number of bytes per page to use in calculating job sizes

– How often users must change their TotalFlow PM passwords

– How long users can remain inactive before they are automatically logged out

VViirrttuuaall pprriinntteerrss

VViirrttuuaall pprriinntteerrss receive jobs, then submit the jobs to TotalFlow PM printers.

PPrriinntteerrss

You create pprriinntteerrss TotalFlow PM and associate them with printer devices. Printers receive jobs

from virtual printers and send jobs to printer devices.

For printer devices that can print jobs from TotalFlow PM, see the TotalFlow PM Readme file.

The type of printer that you create in TotalFlow PM to represent a printer device depends on the

capabilities of the printer device:

1 TotalFlow PM

17

JJoobb TTiicckkeett

Job Ticket printers are associated with printer devices that support PostScript. You can edit the

job tickets for jobs assigned to Job Ticket printers. TotalFlow PM virtual printers that are associ-

ated with Job Ticket printers can receive these jobs from TotalFlow MR, in a hot folder, or from

a print command that uses the line printer daemon (LPD) protocol. Job Ticket printers can com-

municate directly with printer devices and obtain status on the jobs while they are printing.

PPaasssstthhrroouugghh

Passthrough printers are associated with printer devices that can print jobs in many different

formats, for example, PCL, PostScript, and PDF. Jobs assigned to passthrough printers do not

have job tickets. TotalFlow PM virtual printers that are associated with Passthrough printers

can receive these jobs in a hot folder or from a print command that uses the LPD protocol.

Passthrough printers cannot report job status.

PPaappeerrss

PPaappeerrss represent the paper, envelopes, forms, labels, or transparencies that jobs are printed on.

TotalFlow PM keeps track of the paper in each input tray of each printer and uses this information

to assign jobs that require specific papers to printers that use those papers.

UUsseerrss

All TotalFlow PM users must have a unique TotalFlow PM uusseerr nnaammee and password.

The user's authority controls which objects the user can access and which actions the user can

do.

JJoobbss

JJoobbss are input files that TotalFlow PM has accepted and submitted for processing.

TotalFlow PM can print jobs in these formats:

DDaattaa

ffoorrmmaatt

JJoobb TTiicckk--

eett

pprriinntteerrss

PPaassss--

tthhrroouugghh

pprriinntteerrss

NNootteess

PCL No Yes

PDF Yes Yes In most cases, you should print PDF jobs on

Job Ticket printers because they can commu-

nicate directly with the printer devices.

PostScript No Yes

TIFF No Yes

Papers

18

JJoobb SSuubbmmiissssiioonn MMeetthhooddss

You can submit jobs to TotalFlow PM using TotalFlow MR, the line printer daemon (LPD) protocol,

File Transfer Protocol (FTP), or other file copying methods.

Jobs are submitted to virtual printers that you define. Virtual printers receive the job and initiate job

processing.

The supported job submission methods are:

TToottaallFFllooww MMRR

TotalFlow MR lets you edit documents to create a job with a job ticket, then submit the job to a

TotalFlow PM virtual printer.

FFTTPP oorr ffiillee ccooppyy

You can use an FTP client or your preferred file copying method to move print files into a hot

folder. When you copy or move a job to the hot folder directory, the virtual printer that is associ-

ated with the hot folder automatically receives the job and initiates job processing.

LLPPDD pprroottooccooll

You can use the LPR port, the llpprr command, or another command that uses the LPD protocol

to submit jobs to a virtual printer. Specify the name of the virtual printer as the target printer. For

example, the name of the virtual printer is the value of the --PP option of the llpprr command.

1 TotalFlow PM

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Ricoh TotalFlow PM User guide

Ricoh TotalFlow PM User guide

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