Download  Print this page

Xerox FreeFlow Operator And Administrator Manual

Process manager
Hide thumbs

Advertisement

Version 6.0, Sept. 2007
701P47169
FreeFlow
®
Process Manager
Operator and
Administrator
Guide

Advertisement

Table of Contents
loading

  Related Manuals for Xerox FreeFlow

  Summary of Contents for Xerox FreeFlow

  • Page 1 Version 6.0, Sept. 2007 701P47169 FreeFlow ® Process Manager Operator and Administrator Guide...
  • Page 2 While every care has been taken in the preparation of this material, no liability will be accepted by Xerox Corporation arising out of any inaccuracies or omissions.
  • Page 3: Table Of Contents

    Table of Contents Notices and Certifications Approvals and certification ........ix Radio Frequency Emissions.
  • Page 4 Managing production printers ....... 1-18 Xerox FreeFlow Common Printer Administrators group ..1-18 To register and add a production printer .
  • Page 5 Ta b l e o f C o n t e n ts Enabling a workflow ........2-25 Disabling a workflow .
  • Page 6 Ta b l e o f C o n t e n ts Configuring external process settings ..... 2-136 Setting up repository credentials ......2-137 Checking the status of a process .
  • Page 7 Ta b l e o f C o n t e n ts Workflow Job Manager About Workflow Job Manager ....... 4-1 Logging into Workflow Job Manager .
  • Page 8 Ta b l e o f C o n t e n ts v ii i X e r o x F r e e F l o w P r o c e s s M a n a g e r O p e r a t o r a n d A d m in is t r a t o r G u i d e...
  • Page 9: Approvals And Certification

    Notices and Certifications Approvals and certification For the UK, this product is serviced under a BS5750 Quality system accepted by the British Standards Institution. 60HZ, 115V The equipment is listed by the Underwriters Laboratories, UL1950, certified by Canadian Standards Association, CSA22.2, No.
  • Page 10: Safety

    Safety Your Xerox equipment and supplies were designed and tested to meet strict safety requirements. These include safety agency examination, approval and compliance with established environmental standards.
  • Page 11: Electrical Safety

    8. If any of the following conditions occur, turn off the machine immediately and disconnect the power cable from the electrical outlet. Contact an authorized Xerox Service Representative to correct the problem: •...
  • Page 12: Operational Safety

    Your Xerox equipment and supplies have been designed and tested to meet strict safety requirements. These include safety agency examination, approval, and compliance with established environmental standards. To ensure the continued safe operation of your Xerox equipment, follow these safety guidelines at all times: Do These •...
  • Page 13 Disconnect the power cord from the electrical outlet and contact your Xerox Service Representative immediately. F r e e F l o w P r o c e s s M a n a g e r O p e r a t o r a n d A d m i n i s t r a t o r G u i d e...
  • Page 14: Illegal Usage In Usa

    Illegal Usage in USA Congress, by statute, has forbidden the copying of the following subjects under certain circumstances. Penalties of fines or imprisonment may be imposed on those guilty of making such copies. 1. Obligations or Securities of the United States Government, such as: •...
  • Page 15 • Postage Stamps, canceled or not canceled NOTE: For philatelic purposes, Postage Stamps may be photographed, provided the reproduction is in black and white, and is less than 3/4 or more than 1-1/2 times the linear dimensions of the original. •...
  • Page 16 9. Selective Service Induction Papers, which bear any of the following information: • Registrantís earnings or income • Registrantís previous military service • Registrantís dependency status • Registrantís physical or mental condition • Registrantís court record NOTE: U.S. Army and Navy discharge certificates may be photographed.
  • Page 17: Illegal Usage In Canada

    Illegal Usage in Canada Parliament, by statute, has forbidden the copying of the following subjects under certain circumstances. Penalties of fines or imprisonment may be imposed on those guilty of making such copies. 1. Current bank notes or current paper money. 2.
  • Page 18: Product Recycling And Disposal

    For more information about Xerox environmental programs, visit www.xerox.com/environment.html. If your product is not part of the Xerox program and you are managing its disposal, please note that the product may contain lead, mercury and other materials whose disposal may be regulated due to environmental considerations.
  • Page 19: About This Chapter

    About this guide The Xerox FreeFlow Process Manager Operator and Administrator Guide provides information and procedures for using the Process Manager applications. About this chapter This chapter explains the information found in this guide and how the information is organized. It helps you get the most out of this guide by: •...
  • Page 20: Audience

    How to recognize important information The following sections provide the conventions and flag icons that are used in the Xerox FreeFlow Process Manager Operator and Administrator Guide. Conventions The Xerox FreeFlow Process Manager Operator and...
  • Page 21: Flag Icons

    Xerox FreeFlow Process Manager Operator and Administrator Guide Flag icons The Xerox FreeFlow Process Manager Operator and Administrator Guide uses the following flag icons to help you recognize important information: NOTE: The NOTE symbol and text in italics indicate there is important or supplemental information when performing a task or procedure.
  • Page 22: Related Information

    Related information This section lists additional materials you may need, or find helpful, when using your FreeFlow Process Manager system. To order the Xerox documentation listed below, or for additional information on Xerox solutions, contact your Xerox Representative. FreeFlow Process Manager documentation...
  • Page 23: Using The Freeflow Process Manager Online Help

    Windows Microsoft Web site Microsoft has a World Wide Web site that contains the latest Windows 2003 Server news and information about upgrades. The URL for this site is: http://www.microsoft.com/ Using the FreeFlow Process Manager Online Help This section provides a brief overview of the type of Help available online from the FreeFlow Process Manager software.
  • Page 24: To Get Help In A Dialog Box

    To get Help in a dialog box Select the question mark [?] in the title bar of the dialog box, and then click the item in the dialog box you need help with. NOTE: You can print or copy the information in a pop-up window by right-clicking inside the pop-up window, and then selecting [Print Topic] or [Copy].
  • Page 25: Obtaining Additional Support

    Obtaining additional support For additional information about the following topics, refer to the Xerox Customer Software Release Document (CSRD) for FreeFlow Process Manager: • X-PRESS FAX • FreeFlow FAQ Xerox web site • Xerox Welcome Center F r e e F l o w P r o c e s s M a n a g e r O p e r a t o r a n d A d m i n i s t r a t o r G u i d e...
  • Page 26 x x v i F r e e F l o w P r o c e s s M a n a g e r O p e r a t o r a n d A d m i n i s t r a t o r G u i d e...
  • Page 27: About Freeflow Process Manager

    A b o u t F r e e F l o w P r o c e s s M a n a g e r About FreeFlow Process Manager This section provides information about Xerox FreeFlow Process Manager applications, hardware and software components, preparatory steps for workflow building and job management, user...
  • Page 28: The Workflow Builder Application

    A b o u t F r e e F l o w P r o c e s s M a n a g e r The Workflow Builder application Use Workflow Builder to: • Create workflows – Use graphical tools to assemble customized workflows from workflow process steps.
  • Page 29 A b o u t F r e e F l o w P r o c e s s M a n a g e r Table 1-1. Workflow process steps Step Description Optimize The Optimize process allows you to modify a PDF file to be PDF/ X compliant, specify how fonts should be embedded, define PDF Box settings, configure spot color settings, and manage color profiles.
  • Page 30 A b o u t F r e e F l o w P r o c e s s M a n a g e r Table 1-1. Workflow process steps Step Description Impose Allows you to do the following: •...
  • Page 31 A b o u t F r e e F l o w P r o c e s s M a n a g e r Table 1-1. Workflow process steps Step Description JDF Export Creates a JDF ticket and exports a PDF and JDF ticket to a specified location in a Windows file system or document repository.
  • Page 32: The Workflow Submission Client Application

    A b o u t F r e e F l o w P r o c e s s M a n a g e r The Workflow Submission Client application Use Workflow Submission Client to: • Select files for submission from WIndows or from a document repository.
  • Page 33: The Workflow Job Manager Application

    A b o u t F r e e F l o w P r o c e s s M a n a g e r The Workflow Job Manager application Use Workflow Job Manager to: • View job details and status. •...
  • Page 34: Freeflow Process Manager Hardware And Software Configurations

    A b o u t F r e e F l o w P r o c e s s M a n a g e r FreeFlow Process Manager hardware and software configurations For information pertaining to FreeFlow Process Manager hardware and software configurations, refer to the Xerox Customer Software Release Document (CSRD) for FreeFlow Process Manager.
  • Page 35: Post-Installation Setup

    Table 1-2 provides a post-installation checklist you must complete after your FreeFlow Process Manager system has been installed. NOTE: This checklist assumes that a Xerox Representative has installed of all hardware and software necessary to run the FreeFlow Process Manager system.
  • Page 36 Xerox For additional information about Production Printing, refer to the Customer Software Release Document for FreeFlow Process Manager Xerox Production Printing Guide for FreeFlow Applications or the You can also access the online Help for the Registered Printer List Locator, Printer Registration, or the Printer Status/Job Status Tool.
  • Page 37 A b o u t F r e e F l o w P r o c e s s M a n a g e r Table 1-2. Workflow and Job Management Preparatory Procedures Procedure Overview Create or modify The preflight step validates and checks formatting and verifies the image, fonts preflight profiles.
  • Page 38 A b o u t F r e e F l o w P r o c e s s M a n a g e r Table 1-2. Workflow and Job Management Preparatory Procedures Procedure Overview Set up hot folders You may want to designate hot folders ahead of time.
  • Page 39: Using The Freeflow Administration Tool

    FreeFlow Administration Tool allows you to change the password for the XDL Admin account. This password is set during the installation of the software. For more information refer to the Xerox FreeFlow System Administrator Guide and the FreeFlow Administration Tool online Help system.
  • Page 40: Legacy Document Library

    Legacy Document Library Document Library is no longer available with the FreeFlow 6.0 product offering. Supported document repositories in FreeFlow 6.0 include Xerox Docushare and SharePoint. NOTE: Any previous version of FreeFlow Makeready, FreeFlow Process Manager, and FreeFlow Web Services customers using Document Library, must migrate to a supported repository.
  • Page 41: Logging In To The Freeflow Process Manager Applications

    • If you are currently logged into a Process Manager server, but are not a member of either the Xerox FreeFlow Process Manager Administrators or Xerox FreeFlow Process Manager Operators group, a message displays and you may not have permission to run the application.
  • Page 42: Authorization Error Message

    The Windows OS caches a user's group membership information. If you add yourself to an authorization group (e.g., Xerox FreeFlow Process Manager Administrators) and then try to launch an application, you will receive an error message indicating you do not have permission to launch FreeFlow Process Manager applications.To rectify this issue, log off and then log back on.
  • Page 43: To Log In To The Freeflow Process Manager Applications

    If you enter the incorrect username or password, you receive an incorrect username or password error message. You can then enter your correct username and password. 1. Select [Start: Programs: Xerox FreeFlow Software: FreeFlow Process Manager: <application>]. The Login dialog opens for the selected application.
  • Page 44: Managing Production Printers

    Xerox FreeFlow Common Printer Administrators group In order to make changes to registered printers with the Printer Registration tool, a user must be a member of the Xerox FreeFlow Common Printer Administrators group. A logged-in user who is a member of the group has full access to the add/edit functionality in the Printer Registration tool.
  • Page 45: To Register And Add A Production Printer

    For additional information about Production Printing, refer to the Xerox Customer Software Release Document for FreeFlow Process Manager, or the Xerox Production Printing Guide for FreeFlow Applications, or access the online Help for the Registered Printer List Locator, Printer Registration, or the Printer Status/Job Status Tool.
  • Page 46: Setting Up Preps

    To use PREPS, install PREPS in the following way: NOTE: FreeFlow Process Manager, Version 6.0, supports Kodak PREPS 5.2.2. NOTE: When the PREPS documentation uses the term Xerox DigiPath, it is referring to FreeFlow. • For Setup Type, select the Custom Install.
  • Page 47: To Configure The Preps Default Workflow

    A b o u t F r e e F l o w P r o c e s s M a n a g e r To configure the Preps default workflow 1. Start PREPS. 2. Select [Edit: Preferences...] to display the Preferences dialog.
  • Page 48: To Create And Save Preps Job Files

    A b o u t F r e e F l o w P r o c e s s M a n a g e r 12. Find and change the following entries: • Change -O:P to -O:D • Change -ADOBEPJTF:NO to -ADOBEPJTF:YES •...
  • Page 49 A b o u t F r e e F l o w P r o c e s s M a n a g e r 6. In the displayed list of templates, click [+] to expand the desired template, then select the appropriate signature. 7.
  • Page 50: To Select A Device Type For Preps Versions Prior To 5.2.2

    A b o u t F r e e F l o w P r o c e s s M a n a g e r To select a device type for PREPS versions prior to 5.2.2 You must select a device type for each signature in order to use old PREPS job files.
  • Page 51: Using Preps With Adobe Acrobat 8.0

    A b o u t F r e e F l o w P r o c e s s M a n a g e r Using PREPS with Adobe Acrobat 8.0 When using Adobe Acrobat 8.0, after PREPS installation, you must change the PDF Conversion Acrobat directory.
  • Page 52 A b o u t F r e e F l o w P r o c e s s M a n a g e r 1 - 2 6 F r e e F l o w P r o c e s s M a n a g e r O p e r a t o r a n d A d m i n i s t r a t o r G u i d e...
  • Page 53: Workflow Builder

    Wo r k f l o w B u i l d e r Workflow Builder Xerox FreeFlow Workflow Builder provides the ability to create workflows by dragging and dropping processes into a user- defined sequence. The optional ability to configure and add third party software workflow components to a workflow enhances the flexibility and capabilities of the Process Manager system.
  • Page 54: Logging In To Workflow Builder

    Process Manager user accounts are created and managed using the Windows Local Users and Groups functionality in the Computer Management application. During install, Xerox FreeFlow Process Manager Administrators and Xerox FreeFlow Process Manager Operators groups are created. Your administrator then populates these groups with users.
  • Page 55: Workflow Builder Main Window

    Wo r k f l o w B u i l d e r Workflow Builder main window Two major areas comprise the Workflow Builder main window: the workflow list and the workspace. F r e e F l o w P r o c e s s M a n a g e r O p e r a t o r a n d A d m i n i s t r a t o r G u i d e...
  • Page 56: Workflow List

    Wo r k f l o w B u i l d e r Workflow list Workflow List Area The workflow list, in the upper portion of the window, includes the following components: Workspace • Menu bar Area • Workflows toolbar •...
  • Page 57: Workflow List Columns

    Wo r k f l o w B u i l d e r Workflow list columns The workflow list contains the following columns: Table 2-1. Workflow list columns. Column Description Workflow Name Lists the names of the workflows. Lists the workflow Ids. Status Lists whether the workflow is Enabled, Disabled, Enabled-Busy, or Disabled-Busy.
  • Page 58: Workspace

    Wo r k f l o w B u i l d e r Workspace The workspace, in the lower portion of the workflow window, includes the following components: • Name of the currently selected workflow • Workspace toolbar • Workflow Process Options—...
  • Page 59 Wo r k f l o w B u i l d e r To zoom in or zoom out • Select [View: Workflow Icons], and then select the desired option, or • Right-click in the graphical workflow area, select [Workflow Icons], and select the desired option.
  • Page 60 Wo r k f l o w B u i l d e r Finding a process node The Find feature simplifies the task of locating process node in a workflow. To find a node 1. In Workflow Builder, Workflow Job Manager or Workflow Submission Client, select a workflow or a job.
  • Page 61: Workflow Builder Menus

    Wo r k f l o w B u i l d e r Workflow Builder menus The Workflow Builder menu bar provides commands for creating and modifying workflows. Commands can also be accessed by right-clicking on a workflow or workflow option to display the context menu. Menu items that are not available are grayed out.
  • Page 62: The Edit Menu

    Wo r k f l o w B u i l d e r The Edit menu The Workflow Builder Edit menu contains the following options: Table 2-3. Workflow Builder Edit menu Edit Menu Option Description Workflow Opens the workflow properties dialog, which allows you to edit Properties...
  • Page 63: The View Menu

    Wo r k f l o w B u i l d e r The View menu The View menu contains the following options: Table 2-4. Workflow Builder View menu View Menu Option Description Show/Hide Process Show: Allows you to view process settings via Tool Tips tool tips in the graphical workflow display by positioning the mouse pointer over a workflow...
  • Page 64 Wo r k f l o w B u i l d e r Table 2-5. Workflow Builder Options menu Options Menu Description Option SMTP Setup... Opens the SMTP Setup dialog, which allows you to set up the SMTP server for e-mail notification and to establish a maximum e-mail attachment size.
  • Page 65: The Insert Menu And Workflow Process Icons

    Wo r k f l o w B u i l d e r The Insert menu and workflow process icons The Workflow Builder Insert menu allows you to insert processes into a displayed workflow. To insert a process, select a process in a workflow, and select [Insert: <item>].
  • Page 66 Wo r k f l o w B u i l d e r Table 2-6. Workflow Builder Insert menu and workflow process icons Insert Menu Workflow Description Options Process Icon Optimize The Optimize process allows you to modify a PDF file to be PDF/X compliant, specify how fonts should be embedded, define PDF Box settings, configure spot color settings, and manage color profiles.
  • Page 67 Wo r k f l o w B u i l d e r Table 2-6. Workflow Builder Insert menu and workflow process icons Insert Menu Workflow Description Options Process Icon Flip Pages Allows you to flip each page in the PDF file horizontally or vertically to create a mirror image.
  • Page 68 Wo r k f l o w B u i l d e r Table 2-6. Workflow Builder Insert menu and workflow process icons Insert Menu Workflow Description Options Process Icon Review Can be used multiple times, at critical points in a workflow, to view, check and edit the PDF file using Adobe Acrobat.
  • Page 69 Wo r k f l o w B u i l d e r Table 2-6. Workflow Builder Insert menu and workflow process icons Insert Menu Workflow Description Options Process Icon External External Processes enable the use of third party workflow Process components.
  • Page 70: Customizing A Workflow Process Name

    Wo r k f l o w B u i l d e r Customizing a workflow process name The ability to change a process name is useful when multiple instances of a process exist in a workflow. The new name displays beneath the workflow icon and in the process settings window, along with the process name.
  • Page 71: The Help Menu

    Wo r k f l o w B u i l d e r The Help menu The Workflow Builder Help menu contains the following options: Table 2-7. The Workflow Builder Help menu Help Menu Option Description Help Topics... Displays the Help application to allow you to list the Help topics for Workflow Builder.
  • Page 72: Workflow Builder Toolbars

    Wo r k f l o w B u i l d e r Workflow Builder toolbars The Workflow Builder toolbars provide commands for creating and modifying workflows. See also: Workflows toolbar Workspace toolbar Workflows toolbar The Workflows toolbar contains the following options: Table 2-8.
  • Page 73: Workspace Toolbar

    Wo r k f l o w B u i l d e r Workspace toolbar The Workspace toolbar allows you perform the following functions on a selected workflow process step. Table 2-9. Workspace Toolbar Toolbar Option Toolbar Icon Description Deletes and stores the selected process and its properties for pasting into the same workflow.
  • Page 74: Building Workflows

    Wo r k f l o w B u i l d e r Building workflows You can create Workflows from scratch or by duplicating, and then modifying, an existing workflow. To build or modify a workflow, you perform the following basic steps: •...
  • Page 75: Building A New Workflow

    Wo r k f l o w B u i l d e r If Join exists in a workflow, it must precede the following processes: • Preflight • Color Manage • Impose • Bates Numbering • Page Numbering • Watermarks •...
  • Page 76: Duplicating And Modifying An Existing Workflow

    Wo r k f l o w B u i l d e r Duplicating and modifying an existing workflow Instead of creating a workflow from scratch, determine if an existing workflow has the process steps and process settings that approximate your needs.
  • Page 77: Enabling A Workflow

    Wo r k f l o w B u i l d e r Enabling a workflow A workflow is disabled by default. It must be enabled before it can accept new jobs for processing. “Enabled Busy” is the status of an enabled workflow that is processing a job.
  • Page 78: Deleting A Workflow

    Wo r k f l o w B u i l d e r Deleting a workflow NOTE: To delete a workflow, the workflow must first be disabled, and all jobs received for processing in the workflow must be completed. To delete a workflow 1.
  • Page 79: Creating Fail Branches

    Wo r k f l o w B u i l d e r Creating fail branches You may also add fail branches -- contingency workflow steps for fail conditions. For example, after a Preflight process, you might want to add a fail branch that contains the following: •...
  • Page 80: Exporting Workflows

    Wo r k f l o w B u i l d e r Exporting workflows The Process Manager export/import workflow function provides workflow portability and a method for backing up and restoring workflows. To import a workflow, you must first generate an .xml workflow file by selecting a workflow and exporting it to the desired folder location.
  • Page 81 Wo r k f l o w B u i l d e r 6. In the Export Workflow dialog, select [OK]. A new Export Workflow dialog displays. The blue process bar cycles until the export process is complete. 7. Select a workflow and review the status of each workflow node.
  • Page 82: Importing Workflows

    Wo r k f l o w B u i l d e r Importing workflows The Process Manager export/import workflow function provides workflow portability and a method for backing up and restoring workflows. To import a workflow, you must first generate an .xml workflow file by selecting a workflow and exporting it to the desired folder location.
  • Page 83 Wo r k f l o w B u i l d e r 2. In the Open dialog, browse to the desired workflow file and select from the following: • If the .xml file contains one workflow, in the Open dialog, select the workflow and select [Open].
  • Page 84 Wo r k f l o w B u i l d e r Import and Export Status Descriptions The following table describes the import and export status icons and provides a general descripion of actions required. Table 2-10. Icon Indicates Action Required Successful workflow or node import.
  • Page 85: Configuring Process Settings

    Wo r k f l o w B u i l d e r Configuring process settings Workflow process settings are configured after a step is inserted into a workflow. Changes to the settings apply only to that instance of the step. All process settings, except the following, can be configured: •...
  • Page 86: About Input

    Wo r k f l o w B u i l d e r About Input When you create and name a new workflow and select <Enter> an Input node automatically displays at the beginning of the workflow. In Workflow Builder, the Input node does not have a settings dialog.
  • Page 87: Configuring Automatic Image Enhancement (Aie) Settings

    Wo r k f l o w B u i l d e r Configuring Automatic Image Enhancement (AIE) settings Automatic Image Enhancement allows the application of a range of image processing operations that optimize the sharpness, color balance, saturation, exposure, noise reduction and contrast of TIFF, JPEG, and BMP images, whether standalone, or embedded in a PDF.
  • Page 88 Wo r k f l o w B u i l d e r • Exposure to apply the selected exposure enhancements to incoming jobs. Choose from: – Off: To disable the option. – Darker: For a darker image – Normal: Default;...
  • Page 89 AIE and DocuSP If you include the AIE process in a FreeFlow Process Manager workflow and submit the job to a DocuSP 5.1 or a Xerox FreeFlow Print Server 6.0, ensure that you submit it to a queue for which AIE is not enabled.
  • Page 90: Configuring Convert Settings

    Microsoft Office (including Microsoft Office 2007) or PS files. The job options include the basic Adobe Acrobat Distiller set with the addition of various Xerox-specific job options, including DocuColor iGen3. You can also create custom job options in Adobe Acrobat Distiller for use in Process Manager.
  • Page 91: See Also

    Wo r k f l o w B u i l d e r Manual Conversion tab: Adobe Creative Suite and QuarkXPress files must be manually converted to PDFs before they can be processed in a workflow. To do this: •...
  • Page 92 Wo r k f l o w B u i l d e r To configure Convert settings 1. (Optional) To ensure that Process Manager displays the desired Adobe Acrobat Distiller default job option, select [Start: Programs: Acrobat Distiller] and choose a profile from the Default Settings drop box.
  • Page 93 Wo r k f l o w B u i l d e r To set up a working directory 1. To access the Convert Settings dialog in Workflow Builder, double-click the Convert step in a workflow. 2. Select the Manual Conversion tab. 3.
  • Page 94 Wo r k f l o w B u i l d e r Unlimited User Conversion option An Unlimited User Conversion option is available for Process Manager. If you are upgrading from previous versions of Process Manager, you will remain as no “Unlimited User Conversion” installed unless you purchase this option.
  • Page 95 Wo r k f l o w B u i l d e r – If the workflow used in this case contains Save or JDF Export nodes, the password protection will be reapplied to output PDF files. – If the “Unlimited User Conversion” option is installed and those password protected PDF files were selected as input, password protection will be permanently removed from the PDF files.
  • Page 96: About Join

    Wo r k f l o w B u i l d e r About Join Join combines -- or concatenates -- multiple PDF files into a single PDF file. All the PDF files must exist before you attempt to use the Join process.
  • Page 97: Configuring Optimize Settings

    Wo r k f l o w B u i l d e r Configuring Optimize settings The Optimize process allows you to modify a PDF file to be PDF/X compliant, specify how fonts should be embedded, define PDF Box settings, configure spot color settings, manage color profiles, and configure image quality settings for hairline correction and the removal of color trapping layers.
  • Page 98 Wo r k f l o w B u i l d e r To configure the General Optimize settings The General tab allows you to select a Settings File, define compliance criteria, designate font embedding options, and optimize for fast web viewing. 1.
  • Page 99 Wo r k f l o w B u i l d e r 7. In the “Fonts” area, select from the following: • [Embed Fonts] Selected by default and grayed out when compliance is selected. • [Embed as subset] to minimize the document file size. •...
  • Page 100 Wo r k f l o w B u i l d e r To configure the PDF Boxes settings The PDF Boxes tab allows you to define PDF Box settings. For a description of the PDF boxes, see PDF Box Descriptions.
  • Page 101 Wo r k f l o w B u i l d e r 5. Select [Show job submitter the settings file name only. Settings details will be hidden] to display only the Settiings File drop box to job submitters. All other dialog features are hidden.
  • Page 102 Wo r k f l o w B u i l d e r 2. In the Output Color Space area, define the desired output color space by selecting from the following options: • In the [Change all colors in document] drop box, select from the following: –...
  • Page 103 Wo r k f l o w B u i l d e r 4. In the Source Color Space area, the following information applies to the CMYK, RGB, and Gray drop box options: • Treat untagged [CMYK, RGB, or Gray] as: Assigns the selected ICC profile to all non-profiled [CMYK, RGB, or Gray] objects.
  • Page 104 Wo r k f l o w B u i l d e r 6. In the Transparency/Overprint area, select [Rasterize transparent/overprint objects] to enable the feature. 7. Specify the desired Resolution at which to rasterize the objects: [150], [300],or [600] dpi. 8.
  • Page 105 Wo r k f l o w B u i l d e r To configure the Spot Colors settings Spot colors usually designate a fifth housing color, an offset printing device that contains a special ink. The Spot Color tab allows you to keep spot colors, convert to common CMYK standard colors, or to convert to an alternative color space.
  • Page 106 Wo r k f l o w B u i l d e r 7. Select [Show job submitter the settings file name only. Settings details will be hidden] to display only the Settiings File drop box to job submitters. All other dialog features are hidden.
  • Page 107 Wo r k f l o w B u i l d e r To configure Image Quality settings The Hairline Correction feature thickens stroke lines within a document that may be too thin for printing purposes. The Remove color trapping layers option allows you to eliminate color trap layers from the PDF.
  • Page 108 Wo r k f l o w B u i l d e r Description of PDF/X-1a Standards Table 2-11. Description of PDF/X-1a Standards File Type Description PDF/X-1a 2003 ISO standard for graphic content exchange. Files can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later.
  • Page 109 Wo r k f l o w B u i l d e r Table 2-12. PDF Box Descriptions PDF Box Description Bleed box Represents an extended area around the trim box at which contains content that will be trimmed during finishing. A document that requires a bleed also requires a bleed box.
  • Page 110 Wo r k f l o w B u i l d e r Managing Color profiles Color Manage allows you to: • Add CMYK profiles to untagged CMYK content. • Replace CMYK profiles for tagged content. • Add RGB profiles to untagged RGB content. •...
  • Page 111 Wo r k f l o w B u i l d e r Ensuring Color Manage workflow consistency between the server and a remote client Workflows with color management enabled in the Optimize node can become inconsistent between a Process Manager server and remote client when profiles are uninstalled on the server.
  • Page 112: Configuring Preflight Settings

    OPI image server images. The preflight validation depends on the profile you select. The administrator defines preflight profiles using Adobe Acrobat Professional’s profile repository and Xerox custom profiles. The operator can select a profile to use as the default profile for a specific workflow.
  • Page 113 Wo r k f l o w B u i l d e r To generate the preflight profile repository on a clean install Preflight profiles do not exist on a clean install. After a clean install, do the following to generate the profile repository: 1.
  • Page 114 Wo r k f l o w B u i l d e r Using preflight as a filter To help alleviate prepress bottlenecks, you can set up preflight nodes at various points in a workflow to automatically check for specific conditions, for example: •...
  • Page 115: Upgrading Legacy Workflows That Contain Job Level Edit Nodes

    Wo r k f l o w B u i l d e r Upgrading legacy workflows that contain Job Level Edit nodes In previous versions of FreeFlow Process Manager (2.0 through 4.0), all job level edit functions (for example, watermarks, page numbering, page rotation) were available via a single Job Level Edit dialog.
  • Page 116: Adding Watermarks

    Wo r k f l o w B u i l d e r Adding watermarks Up to 1000 user-configured text and image watermarks can be set up and applied to each page of an input PDF file. The List box shows watermarks that have been configured.
  • Page 117: Setting Up Or Modifying A Text Watermark

    NOTE: The text box supports variable data syntax when the workflow is submitted from FreeFlow Process Manager MAX, Manifest Automation from Xerox. The content of the text should be specified as follows: (e.g.”Order Number: $CSV1$ - Job ID: $CSV2$”). Variable text is specified by the Order Jacket file column number (e.g.
  • Page 118 NOTE: Various order jacket file variables are supported by FreeFlow Process Manager MAX, Manifest Automation from Xerox.. You can enter variable data syntax in the page range text box. For example, given an Order jacket file (OJF) with columns 1, 2, 3, 4 containing page range data “1-3”, “7”, “12- 14”, “17”...
  • Page 119 Wo r k f l o w B u i l d e r 17. If desired, select [Move Up] or [Move Down] to move the selected watermark up or down in the list, and to define the order in which each watermark is layered on the page. 18.
  • Page 120: Setting Up Or Modifying An Image Watermark

    Wo r k f l o w B u i l d e r Setting up or modifying an image watermark Image watermarks can be transparent or opaque, scaled, rotated, variably positioned from the document edge and can appear either underneath or on top of the page content.
  • Page 121 NOTE: Various order jacket file variables are supported by FreeFlow Process Manager MAX, Manifest Automation from Xerox. You can enter variable data syntax in the page range text box. For example, given an Order jacket file (OJF) with columns 1, 2, 3, 4 containing page range data “1-3”, “7”, “12- 14”, “17”...
  • Page 122: Duplicating Or Deleting A Watermark

    Wo r k f l o w B u i l d e r Duplicating or deleting a watermark You can duplicate or remove a selected watermark. To duplicate or delete a watermark 1. Double-click the Watermarks step in a workflow. 2.
  • Page 123: Adding Bates Numbers

    Wo r k f l o w B u i l d e r Adding Bates numbers Bates numbering can be added to each page of an input PDF file. Bates numbering consists of a page number with optional leading zeros and an optional fixed text prefix.
  • Page 124: Adding Page Numbers

    Wo r k f l o w B u i l d e r Submission Client controls, but will be grayed out and unchangeable. 17. Select [OK] to accept the changes and close the window. Adding page numbers Page numbers can be added to each page of a PDF file. Page numbers are available in a selection of styles, including 1, 2, 3;...
  • Page 125 Wo r k f l o w B u i l d e r 12. Select the position relative to [Crop Box], [Media Box], [Bleed Box], [Trim Box] or [Art Box]. 13. To preview the page number placement in the document, select [Preview>>].
  • Page 126: Adding A Barcode

    Wo r k f l o w B u i l d e r Adding a Barcode The Barcode node allows you to add a variety of barcodes to your workflows. You can specify the barcode type, font, placement, alignment, rotation, frequency, and size. You can specify additional features for some bar code types.
  • Page 127 Wo r k f l o w B u i l d e r 4. In the Size area, specify the following: • Font Size: Select or type the desired “font size.” This is an approximation of the width of the narrowest bar in the bar code in “mils”...
  • Page 128 NOTE: Various order jacket file variables are supported by FreeFlow Process Manager MAX, Manifest Automation from Xerox.. You can enter variable data syntax in the page range text box. For example, given an Order jacket file (OJF) with columns 1, 2, 3, 4 containing page range data “1-3”, “7”, “12- 14”, “17”...
  • Page 129 Wo r k f l o w B u i l d e r To configure the barcode readable text The Readable Text tab allows you to specify that the data encoded in the bar code prints in a human-readable format. The default is disabled.
  • Page 130 Wo r k f l o w B u i l d e r 7. Specify the Vertical Placement as either: Place text below bars or Place text above bars. 8. Specify a Horizontal Alignment, either [Left], [Center], or [Right]. 9.
  • Page 131 NOTE: You can enter data using characters outside of the valid character set for a bar code type if those characters are bracketed by the start/stop sequences used by variables in FreeFlow Process Manager MAX, Manifest Automation by Xerox. See also: To add or modify text or a data field...
  • Page 132 Wo r k f l o w B u i l d e r box. 6. Select [Add]. Your selections display in the lower area of the dialog. 7. If adding, select [Done]; if modifying, select [OK]. See also: To manage barcode data To manage barcode data 1.
  • Page 133 Wo r k f l o w B u i l d e r 5. Select [Always use these settings] to prevent users from modifying the settings. The settings will appear in the Submission Client controls, but will be grayed out and unchangeable.
  • Page 134: Previewing Job Level Edits

    Wo r k f l o w B u i l d e r Previewing job level edits The Preview option allows you to dynamically view content added to a PDF document before you commit to the selected settings. You can preview the following workflow processes: •...
  • Page 135 Wo r k f l o w B u i l d e r 4. Select [Yes] to browse for a sample PDF. 5. In the Browse for sample PDF dialog, browse select a file. 6. Select [Open] to choose the file and close the dialog. •...
  • Page 136: Rotating Pages

    Wo r k f l o w B u i l d e r Rotating pages Each page in the PDF file can be rotated by 90 degrees clockwise or counterclockwise, or by 180 degrees. To rotate pages 1. Double-click the Rotate Pages step in a workflow. 2.
  • Page 137: Resizing

    Wo r k f l o w B u i l d e r Resizing The Resize feature allows you to automatically resize images at the document and page level. You can select a specific size, or a size based on a percentage of the original image size. Jobs containing PDF, JPEG, TIFF, and BMP files, including mixed files, are supported.
  • Page 138: Configuring Imposition Settings

    Wo r k f l o w B u i l d e r Configuring Imposition settings The Imposition process allows you to define the placement of page elements to increase production press efficiency and to create specific applications—for example, booklets. If PREPS is installed on the computer, the initial Imposition Settings dialog allows you to choose one of the following: •...
  • Page 139 Wo r k f l o w B u i l d e r To configure Imposition settings - General tab The General tab allows you to select a job type and establish settings—for example, orientation, stock, margins, and various signature options.
  • Page 140 Wo r k f l o w B u i l d e r 8. In the Sides imaged area, select from the following: • [1 sided] to print on one side of a page. • [2 sided] to print on both sides of a page. •...
  • Page 141 Wo r k f l o w B u i l d e r 12. In the Margins area, select or type the margin for each option: [Top], [Left], [Bottom], and [Right]; or select [Uniform] to change all settings to the Top setting. 13.
  • Page 142 Wo r k f l o w B u i l d e r 15. To enable cell clustering, mark the check box for [Cluster imposed cells]. For more information about clustering, see Guidelines for Cell Clustering. 16. Select from the following to specify the space or “gutter” between the clustered cells: •...
  • Page 143 Wo r k f l o w B u i l d e r To configure Imposition settings - Crop Marks tab The Crop Marks tab includes options that allow you to print guide or “cut” marks that define the edges of multiple pages of a job printed on larger paper stock.
  • Page 144 Wo r k f l o w B u i l d e r • [PDF Bleed Box] to define the amount of extra area to image outside of the final page size defined by the PDF Trim Box. • [PDF Art Box] to define the area of the page where PDF content is placed.
  • Page 145 Wo r k f l o w B u i l d e r 6. Select from the following Sheet Face options: • [Mark both sides] to place crop marks on the front and back of sheets. This is the default selection when a duplex job is defined.
  • Page 146 Wo r k f l o w B u i l d e r Guidelines for Cell Clustering A cell is the area on a sheet occupied by a multipage imposition scheme. Cell Clustering provides the option of pulling together cells on a sheet in a way that results in cell sizes that contain the imposed page images with no waste space between cells.
  • Page 147 Wo r k f l o w B u i l d e r PDF Page Box Considerations • The PDF Boxes allow you to perform an “automated crop” by using a box defined within the PDF, rather than tailoring a workflow specific to an input document type.
  • Page 148: About Job Types

    Wo r k f l o w B u i l d e r About Job types The following job types are available via the Imposition Settings dialog: • Standard: The pages are printed in a sequential order with one page on one side of a sheet of defined paper stock. There is one Standard job type, for which you can specify the image orientation and sides imaged.
  • Page 149 Wo r k f l o w B u i l d e r • 3 Up: Each page is imaged three times on one side of a sheet of paper. • 3 Up Flip Left: Each page is imaged three times on one side of a sheet of paper with the left of the three imaged pages flipped 180 degrees to appear upside down.
  • Page 150 Wo r k f l o w B u i l d e r Maximum N-Up considerations • Maximum N-up might benefit workflows where resource utilization is of a higher-priority than layout scheme. • The N-up cell count is based on the size of the configured imposition reference box (PDF box) on the first page of the document only.
  • Page 151 Wo r k f l o w B u i l d e r Stock dimensions based on reference box The stock dimensions are based on the resulting cell layout of the job type and the size of the configured imposition reference box (PDF box) on the first page of the input document only.
  • Page 152: Configuring Preps Settings

    Wo r k f l o w B u i l d e r Configuring Preps settings If Preps is installed on the computer, the initial Imposition Settings dialog allows you to choose one of the following: • Specify imposition settings: Displays the Imposition Settings dialog, in which you can establish the desired imposition settings.
  • Page 153 • No support for imposition marks such as exposure keys will be provided within the Xerox imposition templates. Such items are typically placed in the “gutter” area of the press sheet. This type of advanced feature is available in Kodak Preps.
  • Page 154: Cropping

    Wo r k f l o w B u i l d e r Cropping The Crop feature allows you to automatically crop PDF, JPEG, TIFF, and BMP files. A job can include all supported file types. Equal cropping is applied to all files in the job. To crop 1.
  • Page 155: Configuring Pressmarks Settings

    Wo r k f l o w B u i l d e r Configuring Pressmarks settings The Pressmarks node allows you to add a fixed pressmark to a workflow. You can specify the pressmark placement, rotation, frequency, transparency, and then preview the specifications. To set up or modify a pressmark 1.
  • Page 156 NOTE: Various order jacket file variables are supported by FreeFlow Process Manager MAX, Manifest Automation from Xerox. You can enter variable data syntax in the page range text box. For example, given an Order jacket file (OJF) with columns 1, 2, 3, 4 containing page range data “1-3”, “7”, “12- 14”, “17”...
  • Page 157: Duplicating Or Deleting A Pressmark

    Wo r k f l o w B u i l d e r Duplicating or deleting a pressmark You can duplicate or remove a selected pressmark from the list. To duplicate or delete a pressmark 1. Double-click the Pressmark step in a workflow. 2.
  • Page 158: About Review

    Wo r k f l o w B u i l d e r About Review The Review process allows you to view the PDF file in its current state and approve or fail the document. When a workflow is stopped at a Review step, in Workflow Job Manager you can also perform the following functions, depending on the makeup of the workflow:...
  • Page 159: Configuring Notify Settings

    Wo r k f l o w B u i l d e r Configuring Notify settings The Notify process provides job status notification via e-mail. Examples of uses include: • Job start notification: Notifies the operator that the job is beginning.
  • Page 160 Wo r k f l o w B u i l d e r To configure Notification settings 1. To access the Notification Settings dialog, double-click the Notification step in a workflow. NOTE: In the FreeFlow Administration Tool, the administrator can modify the user’s contact information and email address.
  • Page 161 Wo r k f l o w B u i l d e r 6. Select [Enable Custom Subject Line] to enter a text string of your choice in the text box, or to select which of the following options to include in the subject line: –...
  • Page 162: Setting Up A Watermark In An Email Attachment

    Wo r k f l o w B u i l d e r Setting up a watermark in an email attachment Users with the Unlimited User Conversion License have the option to add a fully customizable security watermark to email attachments.
  • Page 163: Configuring Print Settings

    Wo r k f l o w B u i l d e r Configuring Print settings The Print settings dialog allows you to print PDF, VPC, or RDO (for reprint) files to a specified production print queue using a specified job ticket.
  • Page 164 Wo r k f l o w B u i l d e r To configure Print settings 1. To access the Print Settings dialog, double-click the Print step in a workflow. 2. In the “Select printers that submitters can choose from” text box, select the desired printers.
  • Page 165: Inserting Separator Pages

    Wo r k f l o w B u i l d e r Inserting separator pages Separator pages are available on printers that support special page programming. This feature is available only in Process Manager, for PDF files. NOTE 1: For the “Insert after each set” option, there is a limit of 1000 separator pages per job.
  • Page 166 Wo r k f l o w B u i l d e r 4. Select a paper stock for the separator page by stock number from the drop box. NOTE: Options might vary, based on the printer. 5. In the Job setup tab, select the appropriate orientation to ensure that the separator page orientation matches the job orientation.
  • Page 167: Configuring Save Settings

    Wo r k f l o w B u i l d e r Configuring Save settings The Save process allows you to copy all supported file types to a specified location within a document repository or Windows File system. Dialog options include: Save job ticket information: Allows you to save the job ticket (XPIF) with the PDF file for reprinting purposes.
  • Page 168 Wo r k f l o w B u i l d e r 2. Select one of the following: NOTE 1: You might be prompted for a login and password if you attempt to access a mapped location. NOTE 2: Prior to perfoming operations that require repository access, you must set up and save your repository credentials in FreeFlow Process Manager.
  • Page 169 Wo r k f l o w B u i l d e r Saving a job ticket with the PDF file for reprinting NOTE: To save the job ticket, a Print process must be included in the workflow prior to the Save process. The [Save the job ticket] option in the Save Settings dialog allows you to save the job ticket (.xpf) information with the PDF file for reprinting purposes.
  • Page 170 Wo r k f l o w B u i l d e r Limitations for Save • You cannot create collections or folders during save operations. These must be set up in advance. • For Process Manager to pick up the associated .xpf job tickets, the tickets must be in the same directory as the files to be processed, and must follow the appropriate naming convention.
  • Page 171: Configuring Jdf Export Settings

    Wo r k f l o w B u i l d e r Configuring JDF Export settings Job Definition Format (JDF) is a universal job ticket format. JDF capabilities enable Process Manager to use existing JDF job tickets and to create new JDF job tickets. JDF job tickets are submitted via a hot folder.
  • Page 172: Limitations When Creating Jdf Tickets In

    Wo r k f l o w B u i l d e r 4. Select from the following: NOTE 1: You might be prompted for a login and password if you attempt to access a mapped location. NOTE 2: Prior to perfoming operations that require repository access, you must set up and save your repository credentials in FreeFlow Process Manager.
  • Page 173 Wo r k f l o w B u i l d e r • If the job encounters an External Process node, and you do not select the option to send the JDF and an XML by selecting [Export the Process Manager workflow job as a new JDF], the JDF Export node exports a copy of the submitted JDF file.
  • Page 174 Wo r k f l o w B u i l d e r Limitations when creating JDF Tickets in Adobe Acrobat Professional To create a JDF ticket in Adobe Acrobat Professional for submission to FreeFlow Process Manager, for the JDF ticket to be handled properly, you must specify the number of pages in the document or the pages in the range.
  • Page 175: Creating Conditional Branches

    Wo r k f l o w B u i l d e r Creating conditional branches Conditional branching provides an added level of logic to a workflow, allowing it to examine the properties of submitted jobs, and then act accordingly without human intervention. You can add one or more conditional branches to a workflow, each with one or more user-designated conditions that specify the desired attributes or properties of the submitted jobs.
  • Page 176 Wo r k f l o w B u i l d e r Guidelines for successful conditional branching Number of branches and conditions: A Conditional node is limited to 12 outbound branches. Each branch can have up to 12 conditions.
  • Page 177 Wo r k f l o w B u i l d e r Failed status: A job will fail if: • None of the conditional branches match the job and there is no pass-through branch. • The file is corrupted. •...
  • Page 178 Wo r k f l o w B u i l d e r Adding and configuring branch conditions You can place a Conditional process anywhere in a workflow that a decision must be made. Node configuration is perforned via the Branch Conditions [Branch Name] dialog, where you add branches and define or edit their conditions.
  • Page 179 Wo r k f l o w B u i l d e r 5. In the “Conditions that must be met” drop box, select from the following: • [Any]: To establish that one or more conditions must be met for the branch to be considered a match. •...
  • Page 180 Wo r k f l o w B u i l d e r Conditional branch conditions Table 2-15. Conditions to Add Available For Condition 1st Qualifier 2nd Qualifier PDF Only Number of Impressions* Equal to Make a numeric Number of Pages Not equal to selection Mediabox Width...
  • Page 181 • If the user sets a value for the “Quantity” attribute in FreeFlow Process Manager MAX, Manifest Automation from Xerox, that value is considered the Job copy count value. • If the user sets a copy count value during Review in Job Manager, that value is considered the Job Copy count value from that point on.
  • Page 182 Wo r k f l o w B u i l d e r Number of impressions This is the number of copies multiplied by number of pages in PDF file. Maximum bleed size If a Trim Box and a Bleed Box are defined, and the Trim Box is contained within the Bleed Box, then the Bleed size is the four offsets from the four sides of the Bleed Box to the four sides of the Trim Box, and the Maximum Bleed size is the greatest of the four.
  • Page 183: Managing Conditional Branches

    Wo r k f l o w B u i l d e r Managing conditional branches The Conditional Branch Settings [Name] dialog allows you to: • View and manage existing branches for the selected Conditional node. • Access the Branch Conditions dialog to create and configure new conditional branches.
  • Page 184 Wo r k f l o w B u i l d e r • Include pass-through branch with no conditions: Active if 11 or fewer branches are defined. Adds a branch to the workflow branch list called “pass-through.” This branch is not selectable in the list and has no conditions associated with it.
  • Page 185: Editing Conditional Branches

    Wo r k f l o w B u i l d e r Editing conditional branches You may wish to view and/or edit a conditional branch. To edit a conditional branch 1. In Workflow Builder, double-click a Conditional node in a workflow.
  • Page 186: Deleting Conditional Branches

    Wo r k f l o w B u i l d e r Deleting conditional branches You may wish to remove a conditional branch. To delete a conditional branch 1. In Workflow Builder, double-click a Conditional node in a workflow.
  • Page 187: Linking Conditional Branches

    Wo r k f l o w B u i l d e r Linking conditional branches The branches of a Conditional node can be merged into a common workflow once they have been processed. Follow these rules: • If a link is used, all of the branches of a Conditional node must merge.
  • Page 188: Configuring External Process Settings

    Wo r k f l o w B u i l d e r Configuring external process settings Process Manager allows you to configure up to 5 external processes, from any third party software that supports hot folders, to use as process options in Workflow Builder. First, set up the profiles for each external process in Workflow Job Manager.
  • Page 189: Setting Up Repository Credentials

    Wo r k f l o w B u i l d e r Setting up repository credentials Repository credentials are used in all transactions that require logging into a repository in FreeFlow Process Manager. This includes: • [Add Repository File] in Workflow Submission Client. •...
  • Page 190 Wo r k f l o w B u i l d e r To set up repository credentials 1. In Workflow Builder, Workflow Submission Client, or Workflow Job Manager, select [Options: Repository Credentials Setup...] to open the Repository Credentials Setup dialog. 2.
  • Page 191: Checking The Status Of A Process

    Wo r k f l o w B u i l d e r Checking the status of a process The Processes dialog lists information about each process, including: • Name • Status • Concurrent count Take Offline/Set Online: Allows you to change the offline or online status of a selected process;...
  • Page 192 Wo r k f l o w B u i l d e r Setting the number of concurrent processes and the copy count divisor The Process Settings for the [Process] dialog allows you to: • Select the number of concurrent processes. This sets the number of instances of a process that can be used to concurrently process jobs.
  • Page 193 In the Job Manager Copy Count and the Print node Job Setup dialogs, the quantity value is modified when you: • Process the job through a Xerox imposition node (not PREPS) that is multi-up repeated. • Enable the Copy Count Divisor switch.
  • Page 194: Divisor

    Wo r k f l o w B u i l d e r Copy Count Divisor examples The following examples illustrate various uses of the Copy Count Divisor: Example 1: Original quantity is 20 with 2-up; actual copies =10 1.
  • Page 195 Wo r k f l o w B u i l d e r 6. After the job passes successfully through the Imposition node, the user opens the Copy Count dialog at the second Review. They see: • Quantity (original document): 20 •...
  • Page 196 Wo r k f l o w B u i l d e r Example 5: Modified quantity ignored/overwritten 1. The user sets the Copy Count Divisor switch to On. 2. User creates a workflow with these nodes: • Review •...
  • Page 197: Checking The Status Of A Workflow

    Wo r k f l o w B u i l d e r Checking the status of a workflow The Workflows dialog provides the following information about the listed workflows: Hot Folders button: Opens the Hot Folders dialog. Name: Lists the names of workflows. Workflow Id: Lists the system-generated workflow Id.
  • Page 198: About Hot Folders

    Wo r k f l o w B u i l d e r About hot folders The hot folder function allows you to designate one or more folders on your system to be monitored, at set intervals, by the Process Manager application.
  • Page 199 Wo r k f l o w B u i l d e r Hot folders and RDOs Use File Manager, Document Library, Makeready, or Web Services to copy or move RDO documents into a hot folder, otherwise, the RDO may be corrupted. The hot folder checks RDOs for readiness to ensure that both the RDO and .CON directory are present.
  • Page 200 Wo r k f l o w B u i l d e r Hot folders and Zip files A hot folder can unzip a Zip file containing multiple PDFs or mixed file formats. To process multiple files as a single joined job: Submit the Zip file to a hot folder associated with a workflow that has a Join task.
  • Page 201 Wo r k f l o w B u i l d e r The following limitations apply to InfoZip files: Table 2-16. InfoZip file limitations Item Limit Number of files 64 K Uncompressed 4 GB size of a single file Compressed size 4 GB...
  • Page 202 Wo r k f l o w B u i l d e r Hot folders and JDF Job Definition Format (JDF) job tickets can be submitted only via a hot folder. JDF is a universal job ticket format. JDF capabilities enable Process Manager to use existing JDF job tickets and to create new JDF job tickets.
  • Page 203 Wo r k f l o w B u i l d e r Hot folders on mapped or shared drives and resources To work properly, full access for the hot folder must be granted to XDL_ADMIN, particularly if the hot folder is on a mapped drive. XDL_ADMIN passwords must match client and server.
  • Page 204 Wo r k f l o w B u i l d e r Managing hot folders The Hot Folders dialog allows you to manage existing hot folders, or to access dialogs to set up new hot folders and modify existing hot folders.
  • Page 205 Wo r k f l o w B u i l d e r Status line: (bottom of screen) Lists the total number of hot folders, the Processing or Paused status, and the monitoring interval. See also: About hot folders Setting up or modifying a hot folder Deleting a hot folder Pausing and resuming hot folder monitoring...
  • Page 206 Wo r k f l o w B u i l d e r Setting up or modifying a hot folder The New Hot Folder or Hot Folder (for modifying a hot folder) dialogs contain the following options: Hot folder location: Lists the full file location path for the hot folder associated with the selected workflow.
  • Page 207 Wo r k f l o w B u i l d e r Enable scheduling for this hot folder: Enables the scheduling functions: • Time of Day: Allows you to specify the times during the day that you want the hot folder scanned. The default is 12:00 AM. •...
  • Page 208 Wo r k f l o w B u i l d e r 6. In the Target Workflow drop down list, select a workflow. Ensure that the workflow contains the process steps necessary to support the job. 7. In the Submitting User drop down list, specify the user whose repository credentials will be associated with the hot folder.
  • Page 209 Wo r k f l o w B u i l d e r Deleting a hot folder This option is available when a hot folder is not paused. To delete a hot folder Workflow Builder, select [Options: Hot Folders]. 2.
  • Page 210 Wo r k f l o w B u i l d e r Configuring the hot folder system settings The Hot Folder System Settings dialog allows you to set the scan interval, to enable file clustering, and to select between scheduling all hot folders for the same times of day or scheduling hot folders individually.
  • Page 211 Wo r k f l o w B u i l d e r To configure the hot folder system settings 1. In Workflow Builder, select [Options: Hot Folders]. 2. Select [Settings...]. 3. Set the desired interval, from 10 to 100. Available if Enable clustering and Enable hot folder scheduling are not selected.
  • Page 212: Submitting A Job To A Hot Folder

    Wo r k f l o w B u i l d e r Submitting a job to a hot folder Points to remember when submitting a job to a hot folder: • Jobs submitted with a job ticket must be placed, with the job ticket, into the Waiting for Job Ticket folder, inside the hot folder.
  • Page 213 RDO document using Windows Explorer. You will corrupt the document. To submit an RDO to a hot folder 1. Select [Start: Programs: Xerox FreeFlow Software: File Manager]. NOTE: To submit files to a hot folder, you can also use legacy Document Library if you have a FreeFlow Process Manager upgrade, or you can use Web Services.
  • Page 214 Wo r k f l o w B u i l d e r Submitting a job ticket file (*.xpf) to a hot folder for reprinting You can save an .xpf job ticket file with the PDF file for reprinting purposes by including a Save process in a workflow and selecting [Save job ticket information] in the Save Settings dialog.
  • Page 215: Error Conditions

    Wo r k f l o w B u i l d e r 2. Locate the associated .xpf job ticket. The .xpf should be in the same location as the PDF, and the associated .xpf file name should match the PDF. For example: File name = newsletter.pdf Job ticket name = newsletter.pdf.xpf 3.
  • Page 216 Wo r k f l o w B u i l d e r Imposition handling with .xpf tickets • If the .xpf ticket contains Imposition information and the workflow contains Imposition nodes, imposition information is applied to the first imposition node automatically. •...
  • Page 217 Wo r k f l o w B u i l d e r To submit .xml workflow files to a hot folder 1. Create the desired workflow in Workflow Builder. 2. To create an .xml workflow file, export the workflow. Ensure that the .xml file name matches the name of the PDF file or the folder that you will be submitting to the workflow.
  • Page 218 Wo r k f l o w B u i l d e r Submitting .vpc files to a hot folder VPC files can be submitted only to workflows containing Review, Print, Save, Convert and Impose processes. Jobs submitted to workflows with processes other than these will fail.
  • Page 219: Using Third Party External Processes

    Wo r k f l o w B u i l d e r Using third party external processes Administrators can add up to 5 external processes from third party software. Each process can have a combined maximum of 10 folder-based and CLI profiles.
  • Page 220 Wo r k f l o w B u i l d e r Guidelines for using third party external processes • For folder-based profiles, the third party software must support input and output via hot folders. • In addition to PDFs, External Process nodes accommodate all supported file types, except RDOs.
  • Page 221 Wo r k f l o w B u i l d e r Setting up third party input and output hot folders For folder-based profiles, to ensure the exchange of files between the Process Manager external process and the third party software, you must set up input and output hot folders for the third party software that match the input and output folders of the profile used to execute the external process.
  • Page 222: Managing External Processes

    Wo r k f l o w B u i l d e r Managing external processes The External Processes dialog allows you to move or delete processes and provides access to the external process configuration dialogs. It includes the following options: Move Left: Moves a selected process one space to the left.
  • Page 223: Setting Up External Processes

    Wo r k f l o w B u i l d e r Setting up external processes The External Process Setup dialog allows you to set up or edit process icons, names, and profiles, or to delete a profile from the Process Profiles list.
  • Page 224: Adding Or Editing An External Process

    Wo r k f l o w B u i l d e r Adding or editing an external process External processes must be added and configured before they can be used in a workflow. Initial configuration involves: • Selecting a process icon •...
  • Page 225 Wo r k f l o w B u i l d e r 5. Do one of the following: a. To add a folder-based profile, select [Add folder profile...]. The Folder Profile Setup dialog opens. b. To add a CLI profile, select [Add CLI profile...]. The CLI Profile Setup dialog opens.
  • Page 226: Moving Or Deleting An External Process

    Wo r k f l o w B u i l d e r Moving or deleting an external process Moving a process changes its position one space to the left or right with respect to the other external processes. It also changes the process position in Workflow Builder.
  • Page 227: Setting Up Folder-Based Profiles

    Wo r k f l o w B u i l d e r Setting up folder-based profiles The Folder Profile Setup dialog allows you to set up hot folders for input, output, and error files, and to define a timeout interval. NOTE: Input, output, and error files must be assigned to unique locations.
  • Page 228: Adding Or Editing A Folder-Based Profile

    Wo r k f l o w B u i l d e r Adding or editing a folder-based profile A combined total of 10 folder-based profiles and CLI profiles can be configured for each external process. For folder-based profiles, the input, output, and error locations must reside on the same remote machine, or on the same local machine.
  • Page 229 Wo r k f l o w B u i l d e r 5. To configure additional process profiles, repeat steps 1-4. Otherwise, select [OK] to close the External Process Setup dialog. NOTE 1: You must set up input and output hot folders for the third party software that match the input and output folders of the profile.
  • Page 230 Wo r k f l o w B u i l d e r Setting up CLI profiles The CLI Profile Setup dialog allows you to select a script location and enter optional parameters, set up working directory and output locations, and define a timeout interval. The dialog includes the following options: Profile name: Allows you to enter a name for the profile.
  • Page 231: Adding Or Editing A Cli Profile

    Wo r k f l o w B u i l d e r Adding or editing a CLI profile A combined total of 10 folder profiles and CLI profiles can be configured for each external process. The CLI script full path, working directory, and output location (if used) must reside on the same remote machine or on the same local machine.
  • Page 232 Wo r k f l o w B u i l d e r 6. In the timeout drop box, select a duration. NOTE: If you select a timeout value of zero minutes and zero seconds, an error message displays. Select [OK], and then enter a valid value.
  • Page 233: Configuring Parameters

    Wo r k f l o w B u i l d e r Configuring parameters The following examples illustrate various options for configuring parameters for CLI profiles. Example 1: Using the default parameters Scenario: The user would like to execute a script named “SomeScript”...
  • Page 234 Wo r k f l o w B u i l d e r Example 2: Adding a parameter between the input and output parameters Scenario: Now, assume that the user wants “SomeScript” to use an additional parameter, “someParameter,” between the input and output parameters.
  • Page 235 Wo r k f l o w B u i l d e r Example 5: When the output location is not specified Scenario: Assume the same scenario as Example 1, except the user does not specify an output location. During the execution, External process node launches the following command: C:\SomeScript c:\temp\someFile c:\temp\someFile...
  • Page 236: Deleting An External Process Profile

    Wo r k f l o w B u i l d e r Example 7: Specifying parameter order Scenario: In this scenario, the user submits the file “someFile.” The user can specify the parameters in any order in the Parameters field.
  • Page 237: Setting Up The Smtp Server

    Wo r k f l o w B u i l d e r Setting up the SMTP Server The Simple Mail Transport Protocol (SMTP) Server is used for email notification. To support the Notify process step, you must designate a mail server for outgoing mail or notifications. NOTE: Incoming and outgoing mail cannot be directed without the SMTP address of your mail server.
  • Page 238: Setting Up The Proxy Server

    Wo r k f l o w B u i l d e r Setting up the proxy server Job submission using JMF/JDF might require communication via a proxy server. The Proxy Setup dialog is used to configure an address and port number on your proxy server. To set up the proxy server 1.
  • Page 239: Creating Preflight Profiles

    Wo r k f l o w B u i l d e r Creating preflight profiles This is an administrator function. The Preflight step validates and checks formatting, and verifies the image, fonts, and references to the OPI image server images. Preflight profiles are provided via a Callas plug-in using Adobe Acrobat Professional.
  • Page 240 Wo r k f l o w B u i l d e r 5. Refer to the “Modifying preflight profiles” procedure in Adobe Acrobat to add or create rules and conditions, as required. 6. If desired, to create a duplicate, select [Duplicate]. 7.
  • Page 241: Workflow Submission Client

    Wo r k f l o w S u b m i s s i o n C l i e n t Workflow Submission Client Xerox FreeFlow Workflow Submission Client allows you to perform major job submission tasks, from choosing files to enter in a designated workflow to selecting the best workflow for the job.
  • Page 242: Logging In To Workflow Submission Client

    If you enter the incorrect username or password, you receive an incorrect username or password error message. You can then enter your correct username and password. 1. Select [Start: Programs: Xerox FreeFlow Software: FreeFlow Process Manager: Workflow Submission Client]. The Login dialog opens for the selected application.
  • Page 243: Workflow Submission Client Main Window

    Wo r k f l o w S u b m i s s i o n C l i e n t Workflow Submission Client main window The Workflow Submission Client main window contains four areas that represent the main steps in the job submission process: Get Files, Select Workflow, Configure Settings, and Submit Job.
  • Page 244: The Get Files Area

    Removes selected files from the text box. Save File List Opens a Save common file dialog and allows you to save the list of files as a .xfl (Xerox File List) file. The file lists can then be submitted using the “Add Windows File” and “Add Repository File”...
  • Page 245: The Select Workflow Area

    Wo r k f l o w S u b m i s s i o n C l i e n t The Select Workflow area The Select Workflow area displays a scrollable list of the available workflows. NOTE: A workflow must be enabled in Workflow Builder for it to display in the Workflow Submission Client window.
  • Page 246: The Configure Settings Area

    Wo r k f l o w S u b m i s s i o n C l i e n t The Configure Settings area The Configure Settings area displays the selected workflow. The pane displays the workflow processes, including the fail pathways, in a view similar to Workflow Builder.
  • Page 247: The Submit Job Area

    Wo r k f l o w S u b m i s s i o n C l i e n t The Submit Job area The Submit Job area allows you to configure the job and sender names and displays other job details. Table 3-4.
  • Page 248: Workflow Submission Client Menus

    Wo r k f l o w S u b m i s s i o n C l i e n t Workflow Submission Client menus The Workflow Submission Client menu bar provides commands for selecting files and submitting jobs. File menu The File menu contains the following options: Table 3-5.
  • Page 249: Edit Menu

    Wo r k f l o w S u b m i s s i o n C l i e n t Edit menu The Edit menu contains the following options: Table 3-6. Workflow Submission Client Edit menu Menu Description options Remove...
  • Page 250: Options Menu

    Wo r k f l o w S u b m i s s i o n C l i e n t Options menu The Options menu contains the following option: Table 3-8. Workflow Submission Client Option menu Menu Option Description Remove Files After Removes files from the Get Files list after the...
  • Page 251: Job Submission

    Wo r k f l o w S u b m i s s i o n C l i e n t Job submission Job submission involves a few basic steps. Job submission process • Locate and sequence the files: You can select files from local disks, DocuShare, or from the document repositories.
  • Page 252: Workflow Selection Methods

    Wo r k f l o w S u b m i s s i o n C l i e n t Workflow selection methods NOTE: A workflow must be enabled in Workflow Builder for it to display in the Workflow Submission Client window. Two basic workflow selection methods are described below.
  • Page 253: Submitting A Job

    Wo r k f l o w S u b m i s s i o n C l i e n t Submitting a job With a single submission, you can process either a single file, multiple files as a single joined job, or multiple files as separate jobs.
  • Page 254 Wo r k f l o w S u b m i s s i o n C l i e n t 5. Select a workflow directly if you are familiar with the workflows and the job requirements, or select the check boxes for the workflow components required to complete the job.
  • Page 255: Saving A File List

    Xerox File List (.xfl). Since the files in the file list are really “paths” to the source files, any updates to the source files are captured when the file list is submitted.
  • Page 256: Limitations For Save File List

    Limitations for Save File List Repository files that have been saved in a Xerox File List (.xfl) can be successfully loaded only if the Workflow Submission Client application has not been closed since the file list was first created.
  • Page 257: Submitting A File With Saved Job Ticket Information For Reprinting

    Wo r k f l o w S u b m i s s i o n C l i e n t Submitting a file with saved job ticket information for reprinting The [Save the job ticket] option in the Save Settings dialog allows you to save the job ticket (XPIF) information with the PDF file for reprinting purposes.
  • Page 258: About Submitting Rdos

    Wo r k f l o w S u b m i s s i o n C l i e n t About submitting RDOs The FreeFlow document type, RDO, stands for Raster Document Object. It is an electronic document that is made up of images. An RDO can contain several different types of images: TIFF, JPEG, and Adobe PDF.
  • Page 259: Submitting Rdos

    Wo r k f l o w S u b m i s s i o n C l i e n t Submitting RDOs RDOs are submitted to a workflow via Workflow Submission Client, the same way that you submit any job to a workflow: 1.
  • Page 260: Remote Workflow Submission Client

    Wo r k f l o w S u b m i s s i o n C l i e n t Remote Workflow Submission Client Process Manager can support multiple remote instances of Workflow Submission Client. This allows you to submit files by logging in to any workstation or server in your print shop that has the Remote Workflow Submission Client software installed.
  • Page 261: Workflow Job Manager

    Wo r k f l o w J o b M a n a g e r Workflow Job Manager Xerox FreeFlow Workflow Job Manager allows you to view and manage active and completed jobs in the system. About Workflow Job Manager Use Workflow Job Manager to perform tasks at the job level: •...
  • Page 262: Logging Into Workflow Job Manager

    If you enter the incorrect username or password, you receive an incorrect username or password error message. You can then enter your correct username and password. 1. Select [Start: Programs: Xerox FreeFlow Software: FreeFlow Process Manager: Workflow Job Manager] from the Windows desktop.The Login dialog opens.
  • Page 263: The Workflow Job Manager Main Window

    Wo r k f l o w J o b M a n a g e r The Workflow Job Manager main window The Workflow Job Manager window provides an overview of all jobs and their current status in the system. You can view all jobs in the system, including active and completed jobs.
  • Page 264: The Status Area

    Wo r k f l o w J o b M a n a g e r The Status area The upper portion of the Workflow Job Manager window displays the detailed status of a job selected in the Jobs area. The status area reflects the status of the selected job and the selected workflow node.
  • Page 265 Wo r k f l o w J o b M a n a g e r • Workflow: Graphically represents the workflow of the selected job. – Active process: A green highlight indicates the currently active process; green arrows link the processes. –...
  • Page 266: The Jobs Area

    Wo r k f l o w J o b M a n a g e r The Jobs area The lower portion of the Workflow Job Manager window lists all jobs, active and completed, currently in the system. • Each row lists a job and the job details.
  • Page 267: The Jobs Area Columns

    Wo r k f l o w J o b M a n a g e r The Jobs area columns Each row in the Workflow Job Manager Jobs area contains the following information about a job: Table 4-1. Jobs area columns Column Description Name...
  • Page 268: Print Status Descriptions

    Wo r k f l o w J o b M a n a g e r Print Status descriptions The following sample print statuses might be displayed in Workflow Job Manager area Print Status column. For a complete list, consult your printer documentation. Table 4-2.
  • Page 269: Workflow Job Manager Menus

    Wo r k f l o w J o b M a n a g e r Workflow Job Manager menus The Workflow Job Manager menu bar provides commands for managing jobs. Commands can also be accessed by right-clicking a job to display the context menu.
  • Page 270: The Edit Menu

    Wo r k f l o w J o b M a n a g e r The Edit menu The Edit menu contains the following options: Table 4-4. Workflow Job Manager Edit menu. Edit Menu Option Description Settings... Displays the settings dialog for the selected process.
  • Page 271: The View Menu

    Wo r k f l o w J o b M a n a g e r The View menu The View menu contains the following options: Table 4-5. Workflow Job Manager View menu View Menu Description Option Show/Hide Show: Allows you to view process settings via Process Tool tool tips in the graphical workflow display by Tips...
  • Page 272: The Launch Menu

    Wo r k f l o w J o b M a n a g e r The Launch Menu The Launch menu contains the following options: Table 4-7. Workflow Job Manager Launch menu Launch Menu Option Description Workflow Builder Launches Workflow Builder.
  • Page 273: Workflow Job Manager Toolbar

    Wo r k f l o w J o b M a n a g e r Workflow Job Manager toolbar The Workflow Job Manager toolbar provides commands for managing jobs. The Jobs toolbar The Jobs toolbar includes the following options: Table 4-9.
  • Page 274: Managing Jobs

    Wo r k f l o w J o b M a n a g e r Managing Jobs This section contains the activities available within Workflow Job Manager, including checking job, process, and workflow status; editing documents; editing workflow settings for specific jobs; approving or deleting jobs;...
  • Page 275: Creating Reports

    Wo r k f l o w J o b M a n a g e r Creating reports The reports feature allows you to set up, generate, view and export various customized reports. The reports can include audit trail data, such as status and information about each job processed;...
  • Page 276 Wo r k f l o w J o b M a n a g e r The Reports dialog allows you to select a report type and define the report parameters. It provides access to dialogs that allow you to view or export a report, and purge data for past jobs.
  • Page 277 Wo r k f l o w J o b M a n a g e r Purge: Opens the Purge dialog, which allows you to remove accounting data for deleted jobs. View: Generates a report and displays a report for viewing. Export...: Opens the Export dialog.
  • Page 278 Wo r k f l o w J o b M a n a g e r 8. To generate the report sorted by a specific column, in the Sort attribute window: a. Select an attribute. b. Select the desired data display sequence: Ascending to display from lowest to highest;...
  • Page 279: Viewing A Report

    Wo r k f l o w J o b M a n a g e r Viewing a report Once you set up the report parameters in the Reports dialog, you can select [View] to generate the configured report and view the report data.
  • Page 280: Exporting A Report

    Wo r k f l o w J o b M a n a g e r Exporting a report Once you set up the parameters in the Reports dialog, you can export the report data. NOTE: You can load report data into an application such as Microsoft Excel, and then produce customized reports by combining reports.
  • Page 281: Purging Report Data

    Wo r k f l o w J o b M a n a g e r 6. In the Format drop box, select the desired format. Options include: • CSV comma delimited (*.csv), for database support such as Microsoft Access and Microsoft Excel. •...
  • Page 282 Wo r k f l o w J o b M a n a g e r OK: Performs one of the following, and then closes the dialog: • If Now is selected: Purges the accounting data for deleted jobs. •...
  • Page 283: Viewing And Editing A Document In Adobe Acrobat

    Wo r k f l o w J o b M a n a g e r Viewing and editing a document in Adobe Acrobat The View Document function is available whenever a PDF job is at a Review step or is paused. It allows you to open the PDF file in Adobe Acrobat, preview its current state and, if necessary, edit the document.
  • Page 284: Viewing Preflight Results

    Wo r k f l o w J o b M a n a g e r 3. If necessary, modify the document using the Adobe Acrobat features. 4. If necessary, save the document. 5. Exit Adobe Acrobat. Viewing preflight results A Preflight process step must be completed for a job in order to select this option.
  • Page 285: Viewing Print Results

    Wo r k f l o w J o b M a n a g e r Viewing print results Use the Print Results dialog to obtain information about documents submitted to IPP printers. The dialog updates periodically to display up-to-date information about each instance of a production print process in a workflow, including printer name, queue name, job name, job status, job ID, time, print quantity, finishing type, collation, and output.
  • Page 286: Modifying Workflow Settings

    Wo r k f l o w J o b M a n a g e r Modifying workflow settings Settings...: Available if a job is at a Review step or paused and a configurable process step is selected in the workflow. It provides access to the workflow process settings.
  • Page 287: Pausing A Job

    Wo r k f l o w J o b M a n a g e r Pausing a job You can pause a job if it is processing and not in a failed status. The following options are available for a paused job: View document: Opens the PDF file in Adobe Acrobat;...
  • Page 288: Approving A Job At A Review Step

    Wo r k f l o w J o b M a n a g e r Approving a job at a Review step A job can be approved if it is at a Review step. The following options are available for a job awaiting approval: View document: Opens the PDF file in Adobe Acrobat;...
  • Page 289: Failing A Job

    Wo r k f l o w J o b M a n a g e r Failing a job You can fail a job if it is paused or at a Review step. The following option is available for a failed job: Delete: Deletes the job and all intermediate files.
  • Page 290: Modifying The Copy Count

    Imposition node, this option is available and the Quantity (original document) cannot be modified. Quantity (imposed document) is available when you: – Process the job through a Xerox imposition node (not PREPS) that is multi-up repeated. – Enable the Copy Count Divisor feature via [Workflow Builder: Processes: right-click Impose: Settings...].
  • Page 291 Wo r k f l o w J o b M a n a g e r To modify the copy count NOTE: The job must have a Print step following a Review step. 1. In Workflow Job Manager, select a job from the Jobs list. The job must be at a Review step.
  • Page 292: Printing A Hardcopy Proof

    Wo r k f l o w J o b M a n a g e r Printing a hardcopy proof A hard proof allows you to review a hardcopy of the job before printing a full production run. The [Print Proof] option is available when a selected job is at a Review step.
  • Page 293: Address Specified

    Wo r k f l o w J o b M a n a g e r Adding a recipient to a Notify step with no recipient address specified If the [Enter recipient address during job processing] option is selected during configuration of the Notification Settings, the job l runs until it reaches the Notify step.
  • Page 294: Viewing Web Services Job Instructions

    Wo r k f l o w J o b M a n a g e r Viewing Web Services Job Instructions Web Services job instructions can be viewed via a URL link by selecting [View Job Instructions]. This option is available when a selected Web Services job is in a Review, paused, or Incomplete Notify Settings state.
  • Page 295: Remote Workflow Job Manager Client

    Wo r k f l o w J o b M a n a g e r Remote Workflow Job Manager Client Process Manager can support multiple remote instances of Workflow Job Manager. This allows you to manage jobs by logging in to any workstation or server in your print shop that has the Remote Workflow Job Manager Client software installed.
  • Page 296 Wo r k f l o w J o b M a n a g e r Job In Use dialog When using Remote Workflow Job Manager Client, only one remote client at a time can modify a job. If another user attempts to edit or review documents associated with a job that is being edited or reviewed, the system locks the job and the Job in Use Dialog displays.
  • Page 297: Accessing Workflow Builder From Workflow Job Manager

    Wo r k f l o w J o b M a n a g e r Accessing Workflow Builder from Workflow Job Manager You might need to access Workflow Builder to create or modify a workflow, or to configure process step settings. To access Workflow Builder from Workflow Job Manager 1.
  • Page 298: Managing Jobs From Third Party Management Information Systems

    Wo r k f l o w J o b M a n a g e r Managing jobs from third party management information systems (MIS) Third party management information systems (MIS) can submit jobs directly to Process Manager. For incoming jobs that do not include all the necessary processing information, the operator might have to complete the job setup by assigning and configuring a workflow and/or selecting the workflow submission files.
  • Page 299: (Mis)

    Wo r k f l o w J o b M a n a g e r Assigning and configuring a workflow for an incoming third party job On occasion, incoming jobs do not have the information necessary for processing, and you will need to assign a workflow. Choose a workflow...: This option allows you to select a workflow from the drop box.
  • Page 300 Wo r k f l o w J o b M a n a g e r Selecting files for an incoming third party job On occasion, incoming jobs do not have the information necessary for processing, and you will need to select files for a workflow.
  • Page 301 Wo r k f l o w J o b M a n a g e r Viewing the JDF file for an incoming third party job On occasion, incoming third party jobs do not have the information necessary for processing, and you will need to review the JDF file submitted with the job.
  • Page 302 Wo r k f l o w J o b M a n a g e r Viewing the job instructions for an incoming third party job On occasion, incoming third party jobs do not have the information necessary for processing, and you will need to review the job instructions submitted with the job.
  • Page 303 Index About the FreeFlow Process Manager PDF files , 1-1 applications Converting Adobe Illustrator and Adobe , 2-43 InDesign documents to PDF , 2-43 Working with PDF Files Preparing for workflow building and job FreeFlow Process Manager hardware and , 1-9 management , 1-8 software configurations...
  • Page 304 I n d e x , 2-145 Checking the status of a workflow Moving or deleting an external process 2-174 , 2-33 Configuring workflow process settings , 2-171 Setting up external processes , 2-187 Creating preflight profiles , 2-175 Setting up folder-based profiles , 2-26 Deleting a workflow Setting up third party input and output hot...
  • Page 305 Index , 3-11 Configuring barcode readable text Job submission 2-77 , 3- Logging in to Workflow Submission Client Color Manage settings , 3-3 Ensuring Color Manage workflow Main window components consistency between the , 3-8 Menus , 2- server and a remote client , 3-20 Remote Workflow Submission Client Submitting a file with saved job ticket...
  • Page 306 I n d e x I n d e x - 4 X e r o x F r e e F l o w P r o c e s s M a n a g e r A d m i n i s t r a t o r a n d O p e r a t o r G u i d e...