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User guide

Océ PRISMAaccess 5.4 software

Copyright© 2013, Océ

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Edition 2013-10 US

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Software versionThis documentation describes the functionality of Océ PRISMAaccess v5.4.0.

Contents

Chapter 1Introduction.........................................................................................................................9

Introduction.....................................................................................................................................................10Icons................................................................................................................................................................13The toolbar......................................................................................................................................................14Original file types...........................................................................................................................................16

Chapter 2Controlling jobs.................................................................................................................17

Configure columns.........................................................................................................................................18Change the sorting order...............................................................................................................................19Filter jobs.........................................................................................................................................................20

Select a predefined filter.........................................................................................................................20Select a custom filter...............................................................................................................................21Show all jobs............................................................................................................................................22

Delete a print job............................................................................................................................................23View the job history.......................................................................................................................................24

Chapter 3The job details of a selected job......................................................................................25

Introduction.....................................................................................................................................................26Resize the job details dialog..........................................................................................................................27The workflow..................................................................................................................................................28

Assign a job to a category.......................................................................................................................28Assign a job to an operator.....................................................................................................................29Manage the workflow of a job................................................................................................................30

Request for job change.....................................................................................................................30Send job quotation............................................................................................................................32Accept.................................................................................................................................................34Send proof PDF..................................................................................................................................35Mark ready.........................................................................................................................................37Finalize................................................................................................................................................38Change the job state..........................................................................................................................39

Preview the job...............................................................................................................................................40The files of the job..........................................................................................................................................41

Manage the files of the job......................................................................................................................41Move file up or down........................................................................................................................41View a file...........................................................................................................................................42Save a file...........................................................................................................................................43

Change the files of the job......................................................................................................................44Add a file............................................................................................................................................44Delete a file.........................................................................................................................................45Replace a file......................................................................................................................................46Edit a file.............................................................................................................................................47

Redistill a file............................................................................................................................................48Revert to the original file...................................................................................................................49

Convert a file............................................................................................................................................50Convert a file......................................................................................................................................50Revert to the original file...................................................................................................................51

Merge the files of the job........................................................................................................................52

Contents

5

Merge the files...................................................................................................................................52Undo the merge of files....................................................................................................................53

Preflight the files of the job.....................................................................................................................54Preflight a file.....................................................................................................................................54Fix any found problems....................................................................................................................55Undo the preflight of a file................................................................................................................56

The merged document...................................................................................................................................57Merge the files..........................................................................................................................................57Undo the merge of files...........................................................................................................................58View the job..............................................................................................................................................59Preflight the job........................................................................................................................................60

Preflight the job.................................................................................................................................60Fix any found problems....................................................................................................................61Undo the preflight of the job............................................................................................................62

Program pages.........................................................................................................................................63Start the page programmer..............................................................................................................63Revert to original...............................................................................................................................64

Save the merged document....................................................................................................................65Print the job.....................................................................................................................................................66Processing job ticket......................................................................................................................................67

Edit the job ticket......................................................................................................................................67Print the job ticket....................................................................................................................................68

Chapter 4Configure printer-related settings in the administration console...............................69

Configure the printer settings.......................................................................................................................70

Chapter 5Accounting........................................................................................................................71

Accounting......................................................................................................................................................72Create an invoice............................................................................................................................................73

Chapter 6Extended job control........................................................................................................75

Print a test job.................................................................................................................................................76Create a new job.............................................................................................................................................77

Define the email notifications, the settings for the predefined views and the communicationsettings......................................................................................................................................................77Select the original file(s)..........................................................................................................................79

Select the content for a "Business cards" type project...................................................................80Select the content for a variable data document............................................................................82

Define the output settings.......................................................................................................................84Define the settings to archive the job.....................................................................................................85Submit the new job..................................................................................................................................86

Automatically attach a scanned original to a job (optional).......................................................................87Import a job.....................................................................................................................................................88Export a job.....................................................................................................................................................89Print a job from the archive...........................................................................................................................90Create a job from Microsoft Outlook............................................................................................................91

Chapter 7Configuring........................................................................................................................93

Configure a category......................................................................................................................................94Add a category.........................................................................................................................................94Edit a category..........................................................................................................................................95Delete a category.....................................................................................................................................96

Configure an operator....................................................................................................................................97

Contents

6

Add an operator.......................................................................................................................................97Edit an operator........................................................................................................................................98Delete an operator...................................................................................................................................99

Create a filter.................................................................................................................................................100Create a custom filter.............................................................................................................................100Rename a custom filter..........................................................................................................................101Delete a custom filter.............................................................................................................................102

Configure the printer list..............................................................................................................................103Configure a default printer....................................................................................................................103

Workflow configuration...............................................................................................................................104Job received...........................................................................................................................................104Job accepted..........................................................................................................................................105Job ready................................................................................................................................................106Proof PDF of job.....................................................................................................................................107Production..............................................................................................................................................108Job cost approval...................................................................................................................................109Job quotation.........................................................................................................................................110Email integration....................................................................................................................................111Job rejected............................................................................................................................................112Job finalized...........................................................................................................................................113Other settings.........................................................................................................................................114Test connection......................................................................................................................................115

Configure the email templates....................................................................................................................116Order media..................................................................................................................................................118Set client banner...........................................................................................................................................119Customize the toolbar..................................................................................................................................120Export the payment report..........................................................................................................................122

Chapter 8Print a page programmed document............................................................................123

Introduction...................................................................................................................................................124Print preview window..................................................................................................................................126Buttons..........................................................................................................................................................127Select a printer..............................................................................................................................................128

Select a printer.......................................................................................................................................128Split and merge......................................................................................................................................129

Error avoidance............................................................................................................................................130Optimize the printed document..................................................................................................................131

Define the Media settings......................................................................................................................131Define the Layout settings.....................................................................................................................132Define the Image settings......................................................................................................................138Define the Finishing settings.................................................................................................................140Define the Delivery settings..................................................................................................................141Color settings.........................................................................................................................................143

Page programmed settings vs. printer capabilities...................................................................................146Match the programmed settings to the printer capabilities...............................................................146Map media types....................................................................................................................................147Change / map assigned trays in the tray-based printers....................................................................148Change / map assigned media definitions in media-based printers.................................................149Define the printer driver settings..........................................................................................................150

Index.................................................................................................................................151

Contents

7

Contents

8

Chapter 1 Introduction

Introduction

Introduction

The [Operator Console] consists of two sections:• The [Jobs] section• The [Printers] section

The [Jobs] section consists of two parts:• The list of jobs.• The job details of a selected job.

The list of jobs

The list of jobs displays information about the status of each job.• A job with status [New].

These jobs are displayed in bold.• A job that requires an action from the customer.

The cell of the column [Communication state] is colored orange for this job.For example, jobs with [Request for job change] status.

• A job that requires action by the operator.The cell of the column [Communication state] is colored blue for this job.For example, jobs with [Accepted] status.

• A job with status [Ready].The cell of the column [Communication state] is colored green for this job.

• A job with status [Finalized].The cell of the column [Communication state] is colored gray for this job.

• A job which is handled by an other operator.These jobs are preceded by a lock icon.

NOTEIt is recommended that the [Communication state] column be displayed.

The job details of a selected job

When you select a job, the job details of the selected job are displayed.

The job details dialogue consists of the following sections:• The workflow

The steps of the workflow are defined by buttons in the job details. Click a button to force thenext step to completion of the job.

• The previewA small preview of the job is available in the job details dialog. Click the small preview to opena large preview of the selected job. The preview does not show detailed information. The smallpreview is directly under the workflow section and next to the "[Number of copies]."

NOTEThe preview is not available when the job is created from a type [Generic] product.

• The [Document] / [Files] section• Click the [View the files] icon.

The files of the job are shown.You can perform actions on the files of a job. For example, you can convert a file to a PDFdocument.

• Click the [View the document] icon.

Introduction

10 Chapter 1 - Introduction

The merged document is shown.You can perform actions on the merged document. For example, you can page program themerged document.

• The job ticketThe job ticket contains the requested settings and any customer comments. You can edit thejob ticket.Some job ticket items are used when a document is page programmed. For example,[Orientation and binding edge]. These job ticket items are marked with a blue dot in the jobticket.Some job ticket items are used when printing the document. For example, [1-sided or 2-sided].These job ticket items are marked with a white square or circle. Some job ticket items are onlyvalid for specific printers. The white square appears in the job ticket only when the specificprinter is selected in the list of printers.

NOTEThe system administrator defines which job ticket items are used when a document is pageprogrammed and/or printed.

The [Printers] section

The [Printers] section displays the printers that are available to you to print the jobs.

Right-click a printer to configure the printer.1. Option [Set as default printer to print the job]

This printer becomes the default selected printer. You can always select another printer fromthe list of printers. The jobs are printed using the currently selected printer.You can also set the default printer in the [Workflow configuration] dialog.

2. Option [Set as default printer to print the job ticket]This printer becomes the default printer to print the job tickets of all jobs.You can also set the default printer in the [Workflow configuration] dialog.

3. Option [Open the printer settings]If the job is not page programmed and option [Open the printer settings] is enabled, theprinter driver of the selected printer opens. If the job is page programmed, the [Print] dialogof the page programmer opens.

You can drag a job to a printer to print the job.

General workflow

The Web Submission allows users to send their print jobs to the print room. A user must fill inthe job ticket before the job can be submitted. This job ticket allows a user to define job settingslike covers, cutting and delivery date. The user then submits the print job. The print job isautomatically converted to PDF file(s) when this option is enabled. Else, the files are submitted intheir native format. The files of the print job are stored on the [Central Server].

The [Operator Console] allows you to control print jobs stored on the [Central Server]. You canchange the displayed columns and add new categories to move print jobs to.

Before you print the job, you can generate a [Proof PDF] to ensure that the job prints correctly.You can also change the job order, for example when you want to make a booklet.

When you select a print job, the job ticket will be displayed. Some job ticket items are used whena document is page programmed. These job ticket items are marked with a blue dot in the jobticket. Some job ticket items are used when printing the document. These job ticket items aremarked with a white square or circle. You can specify the other settings in the printer drivermanually.

You can configure the [Operator Console] to send email messages to the customer:

Introduction

Chapter 1 - Introduction 11

• [Send an email to the customer when the job is rejected.]For example, the new job contains a file which is password protected. The customer mustchange the job.

• [Send an email to the customer when job quote is requested.]• [Send an email to the customer when the operator accepts the job cost.]

If the customer has requested a calculation of the job cost, you must send a job quote to thecustomer. The customer can then accept or reject the job cost.

• [Email when job cost is approved or rejected] by the job cost approver.• [Send an email to the customer when the job is accepted.]• [Send an email to the customer when the proof PDF is available.]• [Send an email to the customer when the job is ready.]• [Send an email to the customer when the job is finalized.]• [Send a confirmation email when an Océ PRISMAaccess job is created from Microsoft

Outlook.]

You can configure the [Operator Console] to send email messages to the [Job cost approver]:• [Send an email when the job cost must be approved.]

When [Budget management] is enabled, a limit is defined for the job cost. When the jobquotation exceeds the job cost limit, the [Job cost approver] can accept or reject the job costfor the customer.

The [Operator Console] allows you to import print jobs. You can also export print jobs to a disk. Aprint job on a disk is a job ticket file, a JDF ticket file and the corresponding attached file(s).

The optional page program application offers an easy way to prepare and print your document. Aclear difference is made between defining a document physical layout, and the production of thedocument. This makes it possible to store the document with the page program settings,independent from printer capabilities.

Introduction


Icons

Introduction

The first column of the print jobs list contains icons that indicate the job status.

Up to 4 icons can be displayed for a job: [Locked], [Page programmed], [Printed] and [Ready].

Icons

Job icons

Icon Functional name Description

[New] This is a new job.

[Page programmed] This job contains page program settings.

NOTEThis can also be a new job which is alreadypage programmed.

[Stationary] This job is a job of type [Stationary].

[VDP] This job contains VDP data.

[Printed] This job was printed at least one time.

[Ready] This job was marked [Ready].

[Locked] This job is currently locked.

Icons


The toolbar

Introduction

The customizable toolbar allows you to add, move and remove buttons.

Do the following steps to customise the toolbar:• Click [Tools] - [Customize toolbar].

Or right-click the toolbar and select the [Customize toolbar] option.• You will get a window showing all the buttons that you can add to your toolbar.• Drag and drop the button to and from the toolbar to change your toolbar.• In the view option you can select different sizes and layouts for the buttons.• Use [Revert to default button bar] to restore the default buttons and view option.

The toolbar

Button Description

[New job...]Create a new job

[View]Shows the content of the selected job in Adobe Acrobat.

[Save as]Save the current job with a different name.

[Delete]Delete job(s)

[Calculate cost]Calculate the cost of the selected job.

[Preflight]Preflight the selected job.

[Program pages]Opens the selected job in PRISMAprepare.

[Print]Print the selected job.

[Print test job]Test print the selected job.

[Print job ticket]Print the job ticket of the selected job.

[Import job]Import a new job.

[Export job]Export the selected job(s).

Open a job from the archive.

4

The toolbar


Button Description

[Copy job]Make a copy of the selected job.

[Automation templates]Apply an automation template to the selected job.

[Revert to original]Undo the changes you have made to the selected job.

The toolbar


Original file typesThe user can submit a print job with the [Web Submission] or via Microsoft Outlook. A print jobcan contain digital documents, paper originals and files from another digital source.• Digital file

The file types that can be added by the user are configured by the System Administrator. Foreach file type allowed, the [Operator Console] requires the appropriate application used toopen that file type.The operator must convert non-PDF files to PDF format in the [Operator Console]. See Converta file on page 50.

• [Paper original]The user submits a job ticket without an attached file to the [Operator Console]. The user thensends the paper original to the print room, for example via internal mail.The operator can automatically attach a scanned original to a print job. See Automaticallyattach a scanned original to a job (optional) on page 87.

• [Other digital file]The user submits a job ticket without an attached file to the [Operator Console]. This option canbe used when the digital file cannot be added to the job yet. For example, a digital file on a CD.

NOTEOption [Paper original] is also used for copy jobs. For accounting reasons such copy jobs can beadded to a print job.

Original file types


Chapter 2 Controlling jobs

Configure columnsYou can change the columns that are displayed.

You can add or remove columns with option [Select columns] from the menu item [View].

This option also allows you to change the order of columns by clicking the [Move up] or [Movedown] button.

You can change the order of the columns in the left section by dragging the column header to thenew position.

NOTEYou can select any job ticket item as column header. The job ticket of a print job often contains asubset of all available job ticket items. You can select an item that is not visible in the job ticketof a print job. In this case, the default value of the item is displayed in the column for theconcerning print job.

NOTEA job ticket can be extended with one or more job ticket items. The actual value of an item isdisplayed in the column for print jobs that use the extended job ticket. The default value of anitem is displayed for print jobs that use the old job ticket.

The default columns

By default, the following columns are displayed:

Columns

Item Description

Icon Displays the print job status

NOTEThis column is always visible.

[Color job] Displays an icon when color pages are detected in the job.


[Job number] Displays the [Job number]


[Job name] Displays the job name

[Communicationstate]

Displays the state of the job according to the workflow. The steps of theworkflow are defined by buttons in the job details.The [Communication state] also shows the color of active reminders.

[Internal job state] Displays the state of the job according to actions performed on the job.For example, action [Convert] can result in [Internal job state] = [Con-verted] or in [Internal job state] = [Conversion error].

[User ID] Displays which customer submitted the job. When a job is submittedon behalf of a customer, the [User ID] of the customer is displayed.

[Creation date] The date and time when the job is created.

Configure columns

18 Chapter 2 - Controlling jobs

Change the sorting orderYou can change the order in which the print jobs are displayed by clicking the column header.Click the column header to apply ascending sorting or descending sorting.

For example, you have added column [Cover media size]. This column allows you to group alljobs with the same [Cover media size]. Now, you can print these jobs without having to changethe paper size in the printer.

The default columns

By default, the following columns are displayed:

Columns

Item Description

Icon Displays the print job status


[Color job] Displays an icon when color pages are detected in the job.


[Job number] Displays the [Job number]


[Job name] Displays the job name

[Communicationstate]

Displays the state of the job according to the workflow. The steps of theworkflow are defined by buttons in the job details.The [Communication state] also shows the color of active reminders.

[Internal job state] Displays the state of the job according to actions performed on the job.For example, action [Convert] can result in [Internal job state] = [Con-verted] or in [Internal job state] = [Conversion error].

[User ID] Displays which customer submitted the job. When a job is submittedon behalf of a customer, the [User ID] of the customer is displayed.

[Creation date] The date and time when the job is created.

Change the sorting order

Chapter 2 - Controlling jobs 19

Filter jobs

Introduction

You can apply filters to the list of jobs.

Only those jobs are shown that match the criteria of the filter.

Select a predefined filter

NOTEThe system administrator determines whether the predefined filters are available to you.

Procedure

1. Click the drop-down list of the filters in the footer of the list of jobs.The drop-down list contains an icon of a funnel.

2. Select a predefined filter.• [Assign to]

Select an operator to display the jobs which are assigned to the selected operator.• [Category]

For example, you can select [Ready jobs]. Only the [Ready jobs] are displayed.• [Job state]

For example, you can select [&Unprocessed]. All jobs which are not yet [Ready] or [Finalized]are displayed in the list of jobs.

Filter jobs


Select a custom filterThe system administrator can create and assign custom filters to you.

NOTEThe system administrator determines whether you are allowed to create custom filters.

Procedure

1. Click the drop-down list of the filters in the footer of the list of jobs.The drop-down list contains an icon of a funnel.

2. Select a custom filter.The custom filters can be found below option [&Save filter as...] and above the predefined filter[Assign to].

Select a custom filter


Show all jobs

Procedure

1. Click the drop-down list in the footer of the list of jobs.2. Select the [Show all jobs] option.

Any applied filters are removed. All jobs are displayed.

Show all jobs


Delete a print job

Introduction

The [Operator Console] allows you to manually delete print jobs.

NOTEYou cannot delete a job, if the job is used by another operator.You cannot delete a job if the [Internal job state] of the job is [Failed] or [Uploading].

Procedure

1. Select one or more jobs.2. Click [Edit] - [Delete].

A dialog opens with the question: [Do you want to delete the selected job(s)?]3. Click the [Yes] button.

The job is deleted.

Delete a print job


View the job history

Procedure

1. Select a job.2. Click [View] - [&Show history].

A dialog opens that shows the history of the selected job.3. Enable option 'Hide all job operation entries' to show only the customer and operator actions.

For example, merge and conversion operations by the application are hidden.4. Click the [Refresh] button to refresh the job history.5. Click the [Close] button.

View the job history


Chapter 3 The job details of a selected job

Introduction

Introduction

The [Jobs] section consists of two parts:• The list of jobs.• The job details of a selected job.

The job details of a selected job

When you select a job, the job details of the selected job are displayed.

The job details dialogue consists of the following sections:• The workflow


• The previewA small preview of the job is available in the job details dialog. Click the small preview to opena large preview of the selected job. The preview does not show detailed information. The smallpreview is directly under the workflow section and next to the "[Number of copies]."


• The [Document] / [Files] section• Click the [View the files] icon.

The files of the job are shown.You can perform actions on the files of a job. For example, you can convert a file to a PDFdocument.

• Click the [View the document] icon.The merged document is shown.You can perform actions on the merged document. For example, you can page program themerged document.

• The job ticketThe job ticket contains the requested settings and any customer comments. You can edit thejob ticket.Some job ticket items are used when a document is page programmed. For example,[Orientation and binding edge]. These job ticket items are marked with a blue dot in the jobticket.Some job ticket items are used when printing the document. For example, [1-sided or 2-sided].These job ticket items are marked with a white square or circle. Some job ticket items are onlyvalid for specific printers. The white square appears in the job ticket only when the specificprinter is selected in the list of printers.


Introduction

26 Chapter 3 - The job details of a selected job

Resize the job details dialog

Introduction

You can collapse the job details dialog to have a better overview of the columns in the list of jobs.

Procedure

1. Click [View] - Expand/collapse 'Ticket' window.The job details dialog is collapsed or expanded.Or

2. Click the icons left of the drop-down list of the filters in the footer of the list of jobs.• The right icon collapses the job details dialog completely.• The middle icon minimizes the job details dialog.• The left icon expands the job details dialog.

Or3. Click the icon in the top right corner of the job details dialog.

The '-' icon collapses the dialog.The '+' icon expands the dialog.

Resize the job details dialog

Chapter 3 - The job details of a selected job 27

The workflow

Introduction

The workflow section offers an overview of the current status of a job and the remaining steps tocomplete the job.


Assign a job to a category

Introduction

You can assign jobs to predefined categories and to custom categories.

The predefined categories are:• [New jobs]• [Ready jobs]

You can define your own custom categories.

Procedure

1. Select a job.2. Click option [Category:] in the job details.

Or click [Workflow] - [Move to category].The [Select category] dialog opens.

3. Select a [category].4. Click the [OK] button.

The job is assigned to the selected category.

The workflow


Assign a job to an operator

Introduction

You can assign jobs to an operator. In this way, you can divide the work between severaloperators. By default, the [Assign to] list contains all operators defined by the systemadministrator. If no operators are available, you must define the operators first.

Procedure

1. Select a job.2. Click option [Assigned to] in the job details.

Or click [Workflow] - [Assign to].The [Assign to] dialog opens.

3. Select an operator.4. Click the [OK] button.

The job is assigned to the selected operator.

Assign a job to an operator


Manage the workflow of a job

[Request for job change]

Introduction

A [Web Submission] user has submitted a job. The job can contain one or more files. When thereis a problem with one of the files, you can request the [Web Submission] user to change the job.For example, the new job contains a file which is password protected.

The message [I do not wait for the response of the customer.] appears when you click button[Request for job change]. You can click button [OK] and continue to print the job.

NOTEIt is recommended that you wait until the customer has changed the job.

If payment is required, the customer pays for the job when the job is submitted. If the paymentwas successful, the customer must be refunded when you request to have the customer changethe job. The application offers you the possibility of refunding the customer automatically. Youcan also refund the customer manually. The customer pays for the changed job when thecustomer submits the changed job.

NOTEIt is recommended that the [Job is paid] column be displayed. This column allows you todetermine if a customer has paid for a submitted job.

You can apply the [Request for job change] action to one or more jobs. When you select morethan one job, the jobs must have the same [Communication state]. The selected jobs areprocessed from top to bottom in the list of jobs. If an error occurs, the job that caused the error isnot processed. The selection remains on the jobs that were not processed. The job on top in theremaining selection is the job that failed to process.

A change is required for the job

Procedure

1. Check if the job is correct.The [Communication state] is [New].

2. Click button [Request for job change] if the customer must change the job. OrRight-click the job. Click [Workflow] - [Request for job change].The message [I do not wait for the response of the customer.] appears.The [Communication state] becomes [Request for job change]. The cell of the column[Communication state] is colored orange for this job.

3. If payment is required, the customer pays for the job when the job is submitted. If the paymentwas successful, the customer must be refunded when you request to have the customer changethe job. A dialog opens with the following text:[The customer has already paid for the job. If you ask the customer to change the job, thepayment amount is refunded to the customer automatically. Do you want to continue?]• Click the [OK] button to refund the value of the payment to the customer. If the automatic

refund fails, you must refund the customer manually.• Click the [Cancel] button to refund the customer manually.

4. Wait until the customer has changed the job. The user can also request that you make certainchanges to the job.Optionally, you can click button [OK] in message [I do not wait for the response of the customer.].Then, you can continue to print the job.

Manage the workflow of a job


NOTEIt is recommended that you wait until the customer has changed the job.

5. Continue with the next step in the workflow:You can Accept on page 34 the job, when the required changes are applied to the job.


[Request for job change]


[Send job quotation]

Introduction


In the [PRISMAaccess Administration] a maximum job cost can be defined. If the calculated jobcost exceeds the maximum cost, a [Job cost approver] must approve or reject the job cost.

The customer has requested a calculation of the job cost

Procedure

1. Select the job to calculate the job cost.The [Communication state] of the job is [Job quotation requested].

2. Click the [Send job quotation] button.The [Calculate the job cost] dialog opens.

3. Define the correct settings to calculate the job cost.4. Click the [OK] button.

An email message opens. The email message contains a link to the web page where the job costis displayed.If required, you can change the email message.

5. Send the email message to the customer.The [Communication state] becomes [Request to accept job quote].The message [Job cost can be accepted on behalf of the customer.] appears.

NOTEThe system administrator determines whether you can accept the job cost on behalf of thecustomer.

6. Wait until the customer has accepted the job quote. The user can make certain changes to the jobto reduce the job cost.• In message [Job cost can be accepted on behalf of the customer.]:

You can click button [OK] and continue to print the job.

NOTEIt is recommended that you wait until the customer accepts the job quote.

7. The customer has accepted the job quote.The [Communication state] becomes [Job quote accepted].The message [Job cost can be accepted on behalf of the customer.] disappears.

8. Continue with the next step in the workflow.When you click button [Accept], the application checks to ensure that the calculated job cost doesnot exceed the maximum job cost.If the maximum job cost is exceeded, an email is sent to the [Job cost approver]. The [Job costapprover] can accept or reject the job cost.The message [Accept the job cost on behalf of the job cost approver.] appears.

9. Wait until the job cost approver has accepted the job cost.• In message [Accept the job cost on behalf of the job cost approver.]:

You can click button [OK] and continue to print the job.

NOTEIt is recommended that you wait until the job cost approver accepts the job cost.

[Send job quotation]


NOTEThe system administrator determines whether you can accept the job cost on behalf of thecustomer.

10. The job cost approver has accepted the job cost.The message [Job cost can be accepted on behalf of the customer.] disappears.

11. Continue with the next step in the workflow.


The job cost is rejected

Procedure

1. The job can be rejected by the customer or job cost approver.• The customer rejects the job quote:

• When the job is canceled: The [Communication state] of the job becomes [Job quotationrejected].

• If the job is edited to reduce the job cost, the job is submitted again to the [OperatorConsole].

• The [Job cost approver] rejects the job cost:The [Remarks] pane displays the reason to reject the job.The [Communication state] of the job becomes [Job quotation rejected].The customer can now change the job or cancel the job.• When the job is canceled: The [Communication state] of the job becomes [Job quotation

rejected].• If the job is edited to reduce the job cost, the job is submitted again to the [Operator

Console].

The job cost is rejected


[Accept]

Introduction

A [Web Submission] user has submitted a job. The job can contain one or more files. You canaccept the job and continue to print the job.

You can apply the [Accept] action to one or more jobs. When you select more than one job, thejobs must have the same [Communication state]. The selected jobs are processed from top tobottom in the list of jobs. If an error occurs, the job that caused the error is not processed. Theselection remains on the jobs that were not processed. The job on top in the remaining selectionis the job that failed to process.

Accept a job

Procedure

1. Check if the job is correct.The [Communication state] is [New].

2. Click button [Accept] if the job can be printed.OrRight-click the job. Click [Workflow] - [Accept].The cell of the column [Communication state] is colored blue for this job.• The [Communication state] becomes [Accepted].• The [Communication state] becomes [Request to accept job cost] if the maximum job cost is

exceeded.

An email can be sent to the customer when the job is [Accepted].

NOTEYou can apply the [Accept] action to one or more jobs.

3. Continue with the next step in the workflow:Send proof PDF on page 35, orMark ready on page 37


[Accept]


[Send proof PDF]

Introduction

The operator must convert any non-PDF file to PDF. When all files are PDF files, the files can bemerged into a single document. The merged document is available in the [Document] section.

When the customer has requested a proof PDF, you must send a proof PDF of the mergeddocument to the customer. The customer can check the proof PDF to see if the merged documentis correct. If the merged document is correct, the customer accepts the proof PDF. If the mergeddocument is incorrect, the customer can contact you to have the merged document corrected.

The customer can request a proof PDF of a variable data document. The variable data documentis created by applying the variable data from the data source or the manual input to the [VDPdocument]. You can control the file size of the proof PDF in the email message.• You can apply all rows of the data source to the VDP document. The file size of the proof PDF

can exceed the limitations for email attachments.

NOTEThe system administrator defines the maximum number of pages of a variable data documentfor the [Proof PDF]. The proof PDF will be trimmed to the maximum number of pages.

• You can apply a dedicated row of the data source to the VDP document.

You can apply the [Send proof PDF] action to one or more jobs. When you select more than onejob, the jobs must have the same [Communication state]. The selected jobs are processed fromtop to bottom in the list of jobs. If an error occurs, the job that caused the error is not processed.The selection remains on the jobs that were not processed. The job on top in the remainingselection is the job that failed to process.

NOTEYou can apply the [Send proof PDF] action to one or more jobs.

The customer has requested a proof PDF

Procedure

1. Click the [Send proof PDF] button. OrRight-click the job. Click [Workflow] - [Send proof PDF].

2. An email message opens.To control the file size of the proof PDF in the email message, you can:• Select the [Use all rows] option to apply all rows of the data source to the VDP document. The

file size of the proof PDF can exceed the limitations for email attachments.

NOTEThe system administrator defines the maximum number of pages of a variable data documentfor the [Proof PDF]. The proof PDF will be trimmed to the maximum number of pages.

• Select the [Use row number:] option to apply a dedicated row of the data source to the VDPdocument.

3. Click the [Send] button.An email is send to the customer. The email message contains a link. The customer can click thelink to approve or reject the [Proof PDF].The [Communication state] becomes [Proof PDF sent].The message [I do not wait for the response of the customer.] appears.The cell of the column [Communication state] is colored orange for this job.

[Send proof PDF]


4. Wait until the customer has accepted the proof PDF. The user can also request that you makecertain changes to the job.Optionally, you can click the [OK] button in the [I do not wait for the response of the customer.]message. Then, you can continue to print the job.

NOTEIt is recommended that you wait until the customer accepts the proof PDF.

5. The customer has accepted the proof PDF.The [Communication state] becomes [Proof PDF accepted].The message [I do not wait for the response of the customer.] disappears.The cell of the column [Communication state] is colored blue for this job.

6. Print the job.7. Continue with the next step in the workflow:

Mark ready on page 37


Related information

Merge the files on page 52

[Send proof PDF]


[Mark ready]

Introduction

A [Web Submission] user has submitted a job. The job can contain one or more files. When youhave printed the job, you can mark the job as ready.

You can apply the [Mark ready] action to one or more jobs. When you select more than one job,the jobs must have the same [Communication state]. The selected jobs are processed from top tobottom in the list of jobs. If an error occurs, the job that caused the error is not processed. Theselection remains on the jobs that were not processed. The job on top in the remaining selectionis the job that failed to process.

Mark a job ready

Procedure

1. Print the job.2. Click the [Mark ready] button.

OrRight-click the job. Click [Workflow] - [Mark ready].The [Communication state] becomes [Ready].An email can be sent to the customer when the job is [Ready].The cell of the column [Communication state] is colored green for this job.

NOTEYou can apply the [Mark ready] action to one or more jobs.

3. Continue with the next step in the workflow:Finalize on page 38


[Mark ready]


[Finalize]

Introduction

A [Web Submission] user has submitted a job. The job can contain one or more files. When thejob is okay, you can print the job. When the job is printed, you can finalize the job. When youfinalize the job, the accounting information is collected.

NOTEThe system administrator determines whether the accounting is enabled.

When a job has state [Finalized], you can only [Save] and [Copy] the job.

The customer can enable the [Archive] option in the job ticket. When you finalize the job, the jobis exported to a predefined export folder and archived. The job ticket items of the [Archiveoptions] are indexed for later retrieval of the job.

You can apply the [Finalize] action to one or more jobs. When you select more than one job, thejobs must have the same [Communication state]. The selected jobs are processed from top tobottom in the list of jobs. If an error occurs, the job that caused the error is not processed. Theselection remains on the jobs that were not processed. The job on top in the remaining selectionis the job that failed to process.

Finalize a job

Procedure

1. As long as the [Communication state] is [Ready], you can:• Print the job again• Change the [Communication state]• et cetera

2. Click the [Finalize] button.OrRight-click the job. Click [Workflow] - [Finalize].The accounting information is collected. The system administrator determines whether theaccounting is enabled.The [Communication state] becomes [Finalized].The cell of the column [Communication state] is colored gray for this job.

NOTEYou can apply the [Finalize] action to one or more jobs.


[Finalize]


Change the job state

Introduction

If the job has not been printed successfully or has not been handled correctly, you may want toprocess the job again.

Procedure

1. Select a job.2. Click [Workflow] in the menu.

OrRight-click the job. Click [Workflow].

3. Select another job state for the job.

NOTEThe available job states depend on the current job state.

NOTEYou cannot change the job state when the [Communication state] is [Finalized].

Change the job state


Preview the job

Introduction

A small preview of the job is available in the job details dialog. Click the small preview to open alarge preview of the selected job. The preview does not show detailed information. The previewshows the following layout options:• [Cover]• [1-sided or 2-sided]• [Binding]• [Orientation and binding edge]• [Color]• [Cover media]• [Document media]• [Punching]• [Folding]

NOTEThe system administrator determines the options available to you.

NOTEThe system administrator determines which options can be changed by you.


Procedure

1. Click the small preview to open a large preview of the selected job. The small preview is directlyunder the workflow section and next to the "[Number of copies]."

Preview the job


The files of the job

Manage the files of the job

Move file up or down

Procedure

1. Click the [View the files] icon.The files of the job are shown.

2. Select a file.3. Drag the file up or down.

The user defines the order of the files in the Web Submission.However, the operator can change the order of the files in specific cases. This order is reflected inthe merged document.

The files of the job


View a file

Procedure


2. Select a file.3. Click the [View] button.

• A PDF file is opened in Adobe Acrobat.• A non-PDF file is opened in the associated application.

View a file


Save a file

Procedure


2. Select a file.3. Click the [Save] button.4. Browse to the location where you want to save the file.5. Save the file on disk.

Save a file


Change the files of the job

Introduction

The system administrator can enable the [Allow the operator to change the files of jobs] option inthe System Administration. Enabling this option allows the operator to change the files of jobs inthe job details of the selected job.

When this option is enabled, the operator can:• [Add digital file], [Add paper original] and [Add other digital file] to a job.• A product can contain a fixed document. The operator can remove the fixed document and can

add other files to the job.• A product can contain a fixed VDP document. The operator can remove the fixed VDP

document and can add other files to the job.• [Delete] a file.• [Replace] a file. The operator can also replace files, for example to use the latest version of the

files.• [Edit] a non-PDF file. The operator can change the content of the files of the job.

Add a file

Procedure


2. Right-click the [Files] area.3. Select which type of file you want to add, see Original file types on page 16.4. If you select [Add digital file], browse to the file that you want to attach to the job.5. Click the [Open] button.

The file is added to the job.6. You can also drag and drop files into the [Files] area.

Change the files of the job


Delete a file

Procedure


2. Select a file.3. Click the [Delete] button.4. Confirm that you want to delete the file.

The file is deleted from the job.

NOTEA job must contain at least one file.

Delete a file


Replace a file

Procedure


2. Select a file.3. Click the [Replace] button.

The message [Do you want to delete the attached file?] appears.4. Click the [Yes] button.5. Browse to the file that you want to attach to the job.6. Click the [Open] button.

The selected file is replaced by the new file.

Replace a file


Edit a file

Procedure


2. Select a file.3. Click the [Edit] button.

• A PDF file is opened in Adobe Acrobat.• A non-PDF file is opened in the associated application.

4. Edit the file.5. Close the application.

The changed file is saved on the [Central server].

Edit a file


Redistill a file

Introduction

The operator must convert any non-PDF file to PDF. When all files are PDF files, the files can bemerged into a single document.

Click the [View the document] icon. The merged document is shown.

When the files are merged into a single document, the document can contain errors. A redistill ofthe PDF files can solve these errors. After the redistill, the files must be merged again.

You can click the [Revert to original] button to undo the redistill.

NOTEOption [Redistill] uses the printer 'Redistill Driver'. When a PDF file is redistilled, the printingpreferences of the 'Redistill Driver' are applied on the PDF file.

Question: What is a redistill of a file?

Answer: When you redistill a PDF file you print it to Postscript and then convert that Postscriptback into PDF.

A scenario for use of redistill can be:

A user submits 2 PDF files to the Operator Console. One PDF file contains a button with name“O1”. The second PDF file contains a check box with the same name “O1”.

The operator merges those 2 files. The result is a PDF file that contains 2 buttons, instead of onebutton and one check box. This is because the elements have the same name and when the filesare merged the first found element is used.

The solution is to redistill the PDF files before you merge them. The elements are converted toimages during redistill. Now the files can be merged. The PDF file will now correctly contain thebutton with name "O1" and the check box with name "O1".

Redistill a file

Procedure


2. Select a file.You must select an original PDF file. You cannot select a file that was converted to PDF in the[Operator Console].

3. Click the [Redistill] button.The file is redistilled.

NOTEOption [Redistill] uses the printer 'Redistill Driver'. When a PDF file is redistilled, the printingpreferences of the 'Redistill Driver' are applied on the PDF file.

Redistill a file


Revert to the original file

Procedure


2. Select the file that you want to revert to the original state.3. Click the [Revert to original] button.

When you use this option you will lose the changes you have made.

NOTEYou can revert files that were converted, redistilled, or page programmed.



Convert a file

Introduction

The operator must convert any non-PDF file to PDF. When all files are PDF files, the files can bemerged into a single document.


Convert a file

Procedure


2. Select a non-PDF file.

NOTEEvery non-PDF file must be converted to a PDF file.

3. Click the [Convert] button.The associated application for this file is opened.

4. Click 'Print' in the associated application.5. Select 'Converter Driver' as printer.6. Click the [OK] button.7. Close the associated application.8. The file is converted to PDF file.9. Repeat this procedure for every non-PDF file.

Convert a file



Procedure


2. Select the file that you want to revert to the original state.3. Click the [Revert to original] button.

When you use this option you will lose the changes you have made.




Merge the files of the job

Introduction

The operator must convert any non-PDF file to PDF. When all files are PDF files, the files can bemerged into a single document. The PDF files are automatically merged when the operatorperforms certain actions in the [Operator Console].


When the files are merged, the [View] button is enabled in [Web Submission]. The customer canthen view the merged document. When a job contains one PDF file, then the [View] button isalways enabled for the customer.

Merge the files

Procedure


2. Click button [Print], [Program pages], [View], or [Send proof PDF].The application merges the PDF files. The order of the files determines how the files are merged.

Merge the files of the job


Undo the merge of files

Procedure


2. To undo the merge of the files:• Apply any changes to a file of the job, or• Add a file to the job, or• Change the order of the files, or• Remove a file from the job.

The merge of the files is undone.



Preflight the files of the job

Introduction

The preflight operation checks if any rules are violated in the PDF file(s). The set of rules is fixed.Some of the rules can be configured in the [PRISMAaccess Administration]. The configuration ofeach rule determines whether the preflight operation automatically fixes violations of the rule.Some violations are detected by the preflight operation but cannot be fixed automatically. It isrecommended that you fix these violations manually before you print the job.

A preflight report and an annotated file are generated. The preflight report shows a summary ofthe problems that have been found. You must fix or ignore any found problems.

You can start the preflight operation via the menu bar and the button bar.

NOTEThe preflight report for the files of the job is also available to the customer in the [WebSubmission].The preflight report for the merged document is not available to the customer in the [WebSubmission].

Preflight a file

Procedure


2. Select a file.3. Click: [Document] - [Preflight attached files] to preflight a job with multiple PDF files.

When the preflight operation is completed, an icon appears on the left of the job. The icon showsthe result of the preflight operation. The result can be success, error, or warning. A preflightreport and an annotated file are generated.

Preflight the files of the job


Fix any found problems

Procedure

1. Double-click the icon on the left of the file to open the preflight report.The preflight report shows a summary of the problems that have been found.

2. You can click the [View annotated PDF file] button.Any found problems are annotated in the PDF file.

3. The configuration of each rule determines whether the preflight operation automatically fixesviolations of the rule. Some violations are detected by the preflight operation but cannot be fixedautomatically. It is recommended that you fix these violations manually before you print the job.Or, click the [Ignore all] button to continue.

4. Click the [Close] button.



Undo the preflight of a file

Procedure


2. Select a file.3. Click the [Undo preflight] button.

The preflight of the file is undone.Or click: [Document] - [Undo preflight attached files] to undo the preflight of all files.

Undo the preflight of a file


The merged document

Introduction

The operator must convert any non-PDF file to PDF. When all files are PDF files, the files can bemerged into a single document. The PDF files are automatically merged when the operatorperforms certain actions in the [Operator Console].


When the files are merged, the [View] button is enabled in [Web Submission]. The customer canthen view the merged document. When a job contains one PDF file, then the [View] button isalways enabled for the customer.

Merge the files

Procedure


2. Click button [Print], [Program pages], [View], or [Send proof PDF].The application merges the PDF files. The order of the files determines how the files are merged.

The merged document



Procedure


2. To undo the merge of the files:• Apply any changes to a file of the job, or• Add a file to the job, or• Change the order of the files, or• Remove a file from the job.

The merge of the files is undone.



View the job

Introduction

The operator must convert any non-PDF file to PDF. When all files are PDF files, the [View] buttonis enabled.

When the operator clicks the [View] button, the PDF files are automatically merged into a singledocument. The order of the files determines how the files are merged.


Procedure

1. Click the [View] button.OrClick [Document] - [&View job].If the job contains multiple files, the PDF files are automatically merged into a single document.The order of the files determines how the files are merged.

2. The job opens in Adobe Acrobat.

View the job


Preflight the job

Introduction

The preflight operation checks if any rules are violated in the PDF file(s). The set of rules is fixed.Some of the rules can be configured in the [PRISMAaccess Administration]. The configuration ofeach rule determines whether the preflight operation automatically fixes violations of the rule.Some violations are detected by the preflight operation but cannot be fixed automatically. It isrecommended that you fix these violations manually before you print the job.

A preflight report and an annotated file are generated. The preflight report shows a summary ofthe problems that have been found. You must fix or ignore any found problems.

You can start the preflight operation via the menu bar and the button bar.

NOTEThe preflight report for the files of the job is also available to the customer in the [WebSubmission].The preflight report for the merged document is not available to the customer in the [WebSubmission].

Preflight the job

Procedure

1. Select a job.2. Click: [Document] - [Preflight merged PDF].

When the preflight operation is completed, an icon appears on the left of the job. The icon showsthe result of the preflight operation. The result can be success, error, or warning. A preflightreport and an annotated file are generated.

Preflight the job



Procedure

1. Double-click the icon on the left of the file to open the preflight report.The preflight report shows a summary of the problems that have been found.

2. You can click the [View annotated PDF file] button.Any found problems are annotated in the PDF file.

3. The configuration of each rule determines whether the preflight operation automatically fixesviolations of the rule. Some violations are detected by the preflight operation but cannot be fixedautomatically. It is recommended that you fix these violations manually before you print the job.Or, click the [Ignore all] button to continue.

4. Click the [Close] button.



Undo the preflight of the job

Procedure

1. Select a job.2. Click: [Document] - [Undo preflight merged PDF].

Or click: [Document] - [Undo preflight attached files].The preflight of the job is undone.

Undo the preflight of the job


[Program pages]

Introduction

The page programmer offers an easy way to prepare and print your document.

When you select a print job, the job ticket will be displayed. Some job ticket items are used whena document is page programmed. These job ticket items are marked with a blue dot in the jobticket.

NOTEThe page programmer only accepts PDF files.

NOTEA page program application must be available.

NOTEThe page programming of the document is undone when the files are changed.

Start the page programmer

Procedure

1. Click the [Program pages] button.If the job contains multiple files, the files are automatically merged into a single document. Theorder of the files determines how the files are merged.OrClick [Document] - [Program pages].

NOTEA page program application must be available.

[Program pages]


[Revert to original]

Procedure

1. Click the [Revert to original] button.The page programming is removed from the document.


NOTEThe page programming of the document is undone when the files are changed.

[Revert to original]


Save the merged document

Introduction

You can save any document to a disk.

Procedure

1. Click the [Save as] button.OrClick [Document] - [&Save job].

2. Browse to the location where you want to save the file.3. Enter a file name and click [Save].

The file is saved to disk without the job ticket.

NOTEIf you want to save the complete print job (PDF file and job ticket), use the [Export job] optionfrom the [File] menu.

Related information

Export a job on page 89

Save the merged document


Print the job.

Introduction

• If the job is not page programmed and option [Open the printer settings] is disabled, the job isprinted on the selected printer.

• If the job is not page programmed and option [Open the printer settings] is enabled, the printerdriver of the selected printer opens.

• If the job is page programmed, the [Print] dialog of the page programmer opens. Someprinters open the [Print] dialog for page programmed jobs and non-page programmed jobs.See Print a page programmed document on page 123.

You can select one or more jobs. The selected jobs are printed from top to bottom in the list ofjobs.• Jobs with warnings

The selected jobs are checked for warnings before being printed. A warning is reported when asetting in the job ticket differs from the corresponding setting in the document. The [Overviewof warnings] dialog displays the detected warnings. It is recommended that you resolve thewarnings before you print the selected jobs. You can [Cancel] the print operation and solve thewarnings. You can click the [Print] button to ignore the warnings and print the jobs.

• Jobs with errorsThe selected jobs are printed from top to bottom in the list of jobs. If an error occurs, printingstops. The selection remains on the jobs that were not printed. The job on top in the remainingselection is the job that failed to print.

• "Stationery" type jobsYou cannot print jobs "Stationery" type jobs.

Procedure

1. Click the [Print] button. Or:Click [Document] - [Print job]. Or:You can drag a job to a printer to print the job.

NOTEYou can select one or more jobs.

NOTEYou cannot print jobs "Stationery" type jobs.

Print the job.


Processing job ticket

Edit the job ticket

Introduction

The job ticket contains the requested settings and any customer comments. You can edit the jobticket. The job ticket is displayed in the lower half of the job details dialog.

Some job ticket items are used when a document is page programmed. For example, [Orientationand binding edge]. These job ticket items are marked with a blue dot in the job ticket.

Some job ticket items are used when printing the document. For example, [1-sided or 2-sided].These job ticket items are marked with a white square or circle. Some job ticket items are onlyvalid for specific printers. The white square appears in the job ticket only when the specific printeris selected in the list of printers.


You can edit the job ticket. For example, a customer has entered '[Copies:] 4', but the number ofcopies should be 7. You can change the [Copies] item and handle the job according to the newjob ticket.

Mandatory job ticket items are marked with a dot to the left of the value box. You must fill inthese mandatory items.

The job ticket can contain job ticket items, which are only visible to operators. The operator jobticket can, for example, contain an item called 'Processed by:' which allows you to enter yourname or initials.

The job ticket can contain job ticket items, which are not visible to any user. These job ticket itemscan be used when a document is page programmed and/or printed. Read-only items cannot beedited. These are just displayed in the job ticket.

Job ticket items are grouped. Click the group header to expand or collapse a group.

NOTEThe system administrator determines whether a group appears expanded or collapsed in the jobticket.

Procedure

1. Click the value of a job ticket item.All job ticket items become editable.

2. Click on the value of the job ticket item that you want to change.3. Change the value of the job ticket item.

NOTERead-only items cannot be edited. They are just displayed in the job ticket.

4. Click any [Save] button in the job ticket.

NOTEClick any [Cancel] button in the job ticket to discard all changes.

Processing job ticket


Print the job ticket

Introduction

The [Operator Console] allows you to print a job ticket to paper. You can use this option to collectall job tickets and keep track of the print jobs you have processed.

NOTEYou must define a default printer to print the job tickets. Otherwise, you cannot print the jobticket.

Procedure

1. Select [Print job ticket] from the [File] menu.The [Job ticket print preview] dialog opens.

2. Click the [Print] button.The job ticket is printed.

Print the job ticket


Chapter 4 Configure printer-related settingsin the administration console

Introduction

Users can configure printer-related settings in the administration console.

Configure the printer settings

Introduction

You can configure the [Printer settings] in the [Printer settings] administration console.

Procedure

1. Open the [Printer settings] administration console via the Start menu.2. Double-click the [Printer settings] option in the right-hand pane.3. Configure the [Printer settings].

Click the [Help] button to read how you can configure the [Printer settings].

Configure the printer settings

70 Chapter 4 - Configure printer-related settings in the administration console

Chapter 5 Accounting

Accounting

Introduction

You can collect accounting information. To collect accounting information, a job ticket mustcontain the following job ticket fields with these exact names:1. [Account]2. [Company]3. [Copies]4. [FinalCost]5. [NrOfSourcePages]6. [Plexity]7. [PrintInColor]8. [ReadyDate]9. [User ID]

NOTEThere are no mandatory job ticket fields for "Stationery" type jobs. The accounting informationfor "Stationery" type jobs is always collected.

NOTEThe system administrator can edit the captions of these items.

NOTEThe accounting information cannot be collected if the job ticket definition contains an item witha name longer than 128 characters.

The job ticket is allowed to contain other job ticket fields.

The operator must be able to assign values to those job ticket fields which are used foraccounting. Use the Job Ticket Editor to make these job ticket fields available for editing by theoperator.

Accounting reports

The accounting information is saved in an SQL database. Use the Report Manager to generatereports that contain the accounting information. To open the Report Manager:• Type the URL "http://localhost/reports$printroom" when you use SQL 2005.• Type the URL "http://localhost/reports_printroom" when you use SQL 2008.

When is the accounting information collected

Accounting information is collected for a job when:• The [Enable accounting] option is enabled in the System Administration, and• The job is [Finalized], and• The job ticket fields for accounting have valid values.

Accounting

72 Chapter 5 - Accounting

Create an invoice

Introduction

You can create invoices for your customers when the accounting information is collected for theirjobs.

You cannot create invoices for your customers for "Stationery" type jobs.

NOTEThe invoice uses the currency selected in the dialog [Default cost settings] of the [Globalsettings] section in System Administration.

Procedure

1. Select the job.The state of the job must be: [Communication state] = [Finalized] and [Internal job state] =[Closed].

2. Click 'New invoice' from the [Workflow] menu.The invoice is generated.

NOTEThe invoice is marked "*For office use only". The invoice is not designed to be coupled with afinancial system.

3. You can print or save the invoice.You can save the invoice as *.xls and *.pdf.

Create an invoice

Chapter 5 - Accounting 73

Create an invoice

74 Chapter 5 - Accounting

Chapter 6 Extended job control

Print a test job

Introduction

Before you process the job, you can print a test job.

The selected printer in the [Printers] section is used to print the test job.

Procedure

1. Click option [Print test job] in the [Document] menu.OrClick the [Print test job] button.One copy of the selected job is printed.The selected printer in the [Printers] section is used to print the test job.

Print a test job

76 Chapter 6 - Extended job control

Create a new job

Introduction

You can create a new print job in the [Operator Console]. Suppose that the [Web Submission]user is not allowed to create a [Flyer]. You can create the [Flyer] for the [Web Submission] user.

NOTEYou can create a new job from Microsoft Outlook; see Create a job from Microsoft Outlook onpage 91.

To create a new job, take the following steps:1. Select the customer for whom you wish to create the new job.2. Define the email notifications, the settings for the predefined views and the communication

settings.The predefined views and the communication settings are configured in the Job Ticket Editor.The email notifications are configured in the Operator Console.

3. Select the files for the job.4. Define the output settings.

The output settings are configured in the Job Ticket Editor.5. If required, define the settings to archive the job.6. Submit the job.

This procedure describes how you can select the customer for whom you create the new job.

Select the customer for whom you create the new job

Procedure

1. Click the [New job...] option in the [File] menu.2. Select a product.

To determine the product type, hover the mouse pointer over a product name. A tooltip appears.The tooltip shows the product type, for example: [Document with binding].The [Create new job] dialog opens.

3. When you create a new job from the [Operator Console]:

NOTEYou cannot select a server or customer when you create a new job from Microsoft Outlook.

1. Select a server.You can select:• The local Océ PRISMAaccess database.• An LDAP server, which is used for authentication.

2. Select the correct customer.3. Click [Apply].

The available customer information is filled in automatically.4. Continue with step: Define the workflow and the output communication settings on page 77.

Define the email notifications, the settings for the predefined viewsand the communication settings

Introduction

To create a new job, take the following steps:

Create a new job

Chapter 6 - Extended job control 77

1. Select the customer for whom you want to create the new job.2. Define the email notifications, the settings for the predefined views and the communication



The output settings are configured in the Job Ticket Editor.5. If required, define the settings for archiving the job.6. Submit the job.

This procedure describes how to define the workflow, the settings for the predefined views andthe output communication settings.

Procedure

1. Configure the settings for the predefined views.The settings for the predefined views are configured in the Job Ticket Editor.

NOTEThe mandatory delivery settings are marked with a dot to the left of the value box.

2. Select the email notifications.The email notifications are configured in the Operator Console.

3. Configure the communication settings.The communication settings are configured in the Job Ticket Editor.

4. Continue with step: Select the original file(s) on page 79.

Define the email notifications, the settings for the predefined views and the communication settings


Select the original file(s)

Introduction

To create a new job, perform the following steps:1. Select the customer for whom you want to create the new job.2. Define the email notifications, the settings for the predefined views and the communication




This procedure describes how you can select the files for the job.

You can add different kinds of files to your job. The system administrator defines which kinds offiles you can add and which file sources you can browse to in order to add files.

This procedure describes how to add content to most product types. For "Business cards" or"Variable data documents" type products, see the following procedures:• Select the content for "Business cards" product types on page 80• Select the content for a variable data document on page 82

You cannot add content to a product when the product contains a fixed document. The fixeddocument is added to the product by the system administrator.

NOTEThe system administrator can enable the [Allow the operator to change the files of jobs] optionin the System Administration. Then, you can add or change the content of a product thatcontains a fixed document. See Change the files of the job on page 44.

Procedure

1. Click the drop-down list [Add file(s)] to select a file type:• Click [Add digital file]. A dialog will appear that allows you to select the file(s) that you want to

use.1. Browse to the file(s) and click [Open].

The file(s) are added to your order.The file types that can be added by the user are configured by the System Administrator.An error message will appear when you select a non-supported file type.

• Click [Add paper original]. A text box appears.1. You must enter the file name for a paper original.

You can submit an order without an attached file. Only an order form is submitted to the[Operator Console].

2. Send the paper original to the print room, for example via internal mail.• Click [Add other digital file]. A text box appears.

1. You must enter a file name and extension for an other digital file.You can submit an order without an attached file. Only an order form is submitted to the[Operator Console]. This option can be used when the digital file cannot be added to thejob yet. For example, a digital file on a CD.

2. Send the other digital file to the print room, for example via internal mail.• Click [Add archive file]. The 'Documents archive' browser opens.

1. Search a job in the archive via the tree view or use the query.

Select the original file(s)


• Browse the archive via the tree view.• Search the archive. You can use values of the job ticket items of the [Archive options].

2. Select the file(s) that you want to print.3. Click button 'Order'.

The file(s) are added to your order.2. You can continue to add more file(s) to your order.3. You can manage the file(s) of your order.

• If you submit multiple files you must determine the order of your files. All files are combinedinto one document either automatically when submitting the job (if that option is enabled bythe system administrator) or by the operator of the print room.Use the 'Up' and 'Down' buttons to set the order of your files.

• Click [Delete] to remove a file.

NOTEYou can click the [Edit] icon to edit a file. The file is opened in the appropriate application. Youcannot edit the file if no application is associated with the file type.

4. Continue with step: Define the output settings on page 84

Select the content for a "Business cards" type project

Introduction

The system administrator has selected a [VDP document] for "Business cards" type products. Youmust select a data source or you must provide manual input for the product. The variable datafrom the data source or the manual input is applied to the VDP document to create the businesscards.

The supported data source types are: *.accdb, *.mdb, *.xlsx, *.xls and *.csv. Password-protecteddata sources of type *.xlsx, *.xls and *.csv are not supported.

The item [Business cards per set] defines the number of business cards in the VDP document.This item is read-only. The value of the [Sets per row] item defines how many times one row ofthe data source is applied to the VDP document. The user defines the value for the [Sets per row]item. When the user provides manual input, the manual input is considered to be one row of adata source.

For example: [Business cards per set] = 10 and [Sets per row] = 10. Now, 100 business cards areprinted for each row of the data source.

NOTEThe system administrator defines if you can select a data source or if you must provide manualinput for the product.

Procedure

1. Select a product of type "Business cards".The system administrator has selected a [VDP document] for "Business cards" type products.

2. You must select a data source or you must provide manual input for the product.• Select the [Data source]:

1. Click the [Browse] button. Select which file source you want to browse.A [Browse] dialog will appear.

2. Browse to the data source file.3. Select the data source file and click [Open].



The application checks whether the data source is valid for the VDP document. An errormessage will appear when the data source contains incompatible field type(s) and/orrequired fields are missing.

4. Select which table or sheet of the data source must be used. If the data source type is *.csvor *.txt, you must define the [Text separator]. Optionally, you can define the [Textdelimiter]. For example: "field1";"field2";"field3", where:

" is the [Text separator]; is the [Text delimiter]

5. Define a value for item [Sets per row].6. The rows in the data source are applied to the VDP document.

The number of business cards printed for each row of the data source is: [Business cardsper set] * [Sets per row].

• [Manual input]1. The dialog displays the required structure for the VDP document. The user can enter the

variable data manually for each field instead of using a data source. The user can enter onevalue for each field.

2. Define a value for item [Sets per row].3. The manual input is applied to the VDP document.

The number of business cards printed using the manual input is: [Business cards per set] *[Sets per row].

3. Click button [Preview] to preview the business cards.The VDP document is loaded. The data source or manual input is applied to the VDP document.



Select the content for a variable data document

Introduction

You have selected a product of type "Variable data document". You must select [VDP document].You must select a data source or you must provide manual input for the product. The variabledata from the data source or the manual input is applied to the VDP document to create thevariable data document.

The supported data source types are: *.accdb, *.mdb, *.xlsx, *.xls and *.csv. Password-protecteddata sources of type *.xlsx, *.xls and *.csv are not supported. If special characters are used in a*.csv file, you must define the encoding of the file to display the characters correctly. You mustcreate a schema.ini file at the same location of the *.csv file. The schema.ini file must contain:1. Name of the data source file.

For example: [sourceFile.csv]2. The [Text delimiter]. If a schema.ini file is used to define the encoding, the [Text delimiter]

must be defined in the file as well.For example: Format=Delimited(,)

3. The encoding of the data source file. The encoding can be: ANSI, UTF-8 or Unicode.For example: CharacterSet=ANSI

NOTEThe system administrator defines if you can select a data source or if you must provide manualinput for the product.

Procedure

1. Select a "Variable data document" type product.2. Select the [VDP document]:


2. Browse to the VDP document.3. Select the VDP document and click [Open].

The application checks if the VDP document is valid. The document must contain VDP data,else the document cannot be added to the product.

NOTEYou cannot select a VDP document when the product contains a fixed VDP document. The fixedVDP document is added to the product by the system administrator.

3. You must select a data source or you must provide manual input for the product.• Select the [Data source]:


2. Browse to the data source file.3. Select the data source file and click [Open].

The application checks if the data source is valid for the VDP document. An error messagewill appear when the data source contains incompatible field type(s) and/or required fieldsare missing.

4. Select which table or sheet of the data source must be used. If the data source type is *.csvor *.txt, you must define the [Text separator]. Optionally, you can define the [Textdelimiter]. For example: "field1";"field2";"field3", where:

" is the [Text separator]; is the [Text delimiter]

5. The rows in the data source are applied to the VDP document.• [Manual input]



1. The dialog displays the required structure for the VDP document. The user can enter thevariable data manually for each field instead of using a data source. The user can enter onevalue for each field.

2. The manual input is applied to the VDP document.4. Click button [Preview] to preview the business cards.

The VDP document is loaded. The data source or manual input is applied to the VDP document.



Define the output settings

Introduction

To create a new job, perform the following steps:1. Select the customer for whom you create the new job.2. Define the email notifications, the settings for the predefined views and the communication




This procedure describes how you can define the output settings.

NOTEThe system administrator determines the options available to you. The system administratordetermines which options can be changed by you.

Procedure

1. Define the output settings.The output settings determine how the job is produced. For example, you can define the requiredmedia, copies, etc. The output settings are configured in the Job Ticket Editor.

2. Continue with step:• If required: Define the settings to archive the job on page 85.• Submit the new job on page 86.

Define the output settings


Define the settings to archive the job

Introduction

To create a new job, take the following steps:1. Select the customer for whom you create the new job.2. Define the email notifications, the settings for the predefined views and the communication



The output settings are configured in the Job Ticket Editor.5. If required, define the settings for archiving the job.6. Submit the job.

This procedure describes how you can define the settings for archiving the job.

NOTEThe system administrator defines if these options are available to you.

Procedure

1. Enable the [Archive] option to archive the files of the order.2. Define the [Archive] settings. The [Archive] settings are used as indexes in the archive for this

order.1. Select the [Archive security class] to define the access control of the files.

• [Default]The configuration of Océ PRISMAarchive is used to set the file security. The same accesscontrol is applied to every file for all submitters. Use value [Default] to create a globalarchive space where all files are accessible to users with the same access control.

• [Personal]The access to the file is restricted to the person who archives the file. Only the person whoarchives the file can view the file.

• [Shared]The person who archives the file has full access to the file. Other users have read access tothe file.

• [Public]All users have full access to the file. For example, any user can delete the file from thearchive.

2. Select the [Archive mode].• [Job]

The file(s) of the order and the order form are archived.• [PDF]

The file(s) of the order are archived.3. Select the [Publishing department].

Define the settings to archive the job


Submit the new job

Introduction

To create a new job, take the following steps:1. Select the customer for whom you create the new job.2. Define the email notifications, the settings for the predefined views and the communication




This procedure describes how to submit the new job.

Procedure

1. Click [OK] to create the new job.The job is added to the [Operator Console] with [Communication state] = [New].

Submit the new job


Automatically attach a scanned original to a job(optional)

Introduction

The operator can automatically attach a scanned original to a print job.

NOTECheck if your printer or scanner supports this option.

Before you begin

Use this procedure if one or more originals are defined as [Paper original].

To be able to attach a scanned original to a print job you need the [Job number]. The [Jobnumber] is available in the [Operator Console]. The [Job number] is also available on the printedjob ticket.

Procedure

1. Use the Scan profile to scan the original on the printer or scanner.A dialog appears on the printer or scanner.

NOTECheck if your printer or scanner supports this option.

2. Enter the [Job number] in this dialog.3. The scanned document will be attached to this print job in the [Operator Console].

Result

Scan documents that cannot be attached

If a scanned document cannot be attached to the job, it is indicated by an icon in the lower rightside of the status bar of the [Operator Console]. This problem can occur when you enter a [Jobnumber] that does not exist.

Double-click the icon in the Status bar to open a dialog that lists the documents that could not beattached automatically.

Click the [View] button to view the document.

Click the [Save] button to save the document. Use the [Attach the document] procedure to attachthe document to the correct job.

NOTEThe scan files that cannot be attached are located on the [Central server].

Automatically attach a scanned original to a job (optional)


Import a job

Introduction

You can import print jobs.• The [Job Ticket Editor] allows you to change the job ticket. Therefore, a print job you want to

import can use an obsolete version of the job ticket. The print job uses the changed job ticketafter import.

• The [Job Ticket Editor] allows you to add, edit, or delete products. The product defines whichjob ticket items are available for a print job. You can import print jobs that were created withproducts currently deleted from the [Job Ticket Editor]. The imported print jobs use the jobticket of the [Default generic product]. The [Default generic product] is defined in the [JobTicket Editor].

• You can import print jobs that were created with a version of Océ PRISMAaccess older thanOcé PRISMAaccess v5.2. The imported print jobs use the job ticket of the [Legacy] product.[This product is used only to offer support for legacy jobs.]

When the job ticket of a product is changed in the [Job Ticket Editor], the job tickets of theexisting print jobs are automatically updated. Any new items are displayed in the job tickets. Thedefault values for any new items are displayed.

Procedure

1. Click 'Import job...' from the [File] menu.2. Browse to the folder where the print jobs are stored.3. Select the XML file. The XML file contains the job ticket of the print jobs you want to import.

NOTEYou can import one or more jobs.

4. Click [OK] to import the jobs.A dialog opens with the question: [Do you want to delete the files after the import?]

5. The [Do you want to delete the files after the import?] option allows you to delete the print jobfrom the server after import of the job.

6. The job is added to the [Operator Console] with [Communication state] = [Communication state]of the exported job.

NOTEFor jobs created with application version 4.x:The job is added to the [Operator Console] with [Communication state] = [Ready], if the exportedjob is in state [Ready].The job is added to the [Operator Console] with [Communication state] = [New] for all other jobstates of the exported job.

Related information

Export a job on page 89Accounting on page 72

Import a job


Export a job

Introduction

You can export print jobs to a disk.

Procedure

1. Select one or more jobs.2. Click [Export job] from the [File] menu.

The [Export job] dialog opens.3. [Select export folder]:

Click the [Browse] button to select or create an export folder.4. Enable or disable option [Delete job after export].

When you enable this option, all exported jobs are removed from the [Operator Console].When the job export fails, the job is not removed from the [Operator Console].

5. Enable or disable option [Export original file(s) and job ticket only].When you enable this option, only the original file(s) and the job ticket are exported.The following files are not exported:• The JDF ticket• The conversion file, if available• The redistill file, if available• The merged document, if available

6. Click [Export] to export the jobs.

Related information

Import a job on page 88

Export a job


Print a job from the archive

Introduction

You can print jobs from the archive.

NOTEThe System Administrator defines whether this option is available to you.

Procedure

1. Click: [File] - [Open archive].The [Jobs archive] browser opens.

2. Search a job in the archive via the tree view or use the query.• Browse the archive via the tree view.• Search the archive. You can use values of the job ticket items of the [Archive options].

3. Select the job(s) that you want to print.4. Click the [Get job(s)] button.

The selected jobs are imported in the application. See the "Introduction" of Import a job onpage 88 for details concerning the import of print jobs.The jobs are added to the [Operator Console] with [Communication state] = [New].

Print a job from the archive


Create a job from Microsoft Outlook

Introduction

The customer can create an email and attach one or more files to it. In the email, the customercan define the job. For example: 20 copies, booklet, and send a proof PDF before productionstarts. The customer sends the email to the print room.

You can create a job in Microsoft Outlook with button [Create job from email].

You can accept a [Job quote] or [Proof PDF] on behalf of a customer with the [Accept job] button.

Several steps in the workflow of a job can require the response of a customer. The operator canrequest a response via email, for example via a [Job quote] or [Proof PDF] email. These emailmessages contain a link. The customer can click the link to approve or reject the [Job quote] or[Proof PDF].

The customer can also reply to the email instead of using the link in the email message. If theoperator receives the reply message, the operator can accept on behalf of the customer using the[Accept job] button in Microsoft Outlook.

The [Accept job] button only allows the operator to accept on behalf of the customer. Thecustomer must click the link in the email message to reject the [Job quote] or [Proof PDF].

NOTEThe [Always add the JobID to the subject of the email] option must be enabled in the[PRISMAaccess Administration]. If this option is disabled, you cannot create a job from MicrosoftOutlook.

Procedure

1. Open Microsoft Outlook.

NOTEThe email integration is only available for Microsoft Outlook.

2. Select an email with attachments.

NOTEAll attachments are added to the job. You cannot select a subset of the attachments.

3. Click the [Create job from email] button.The [Create new job] dialog opens.

4. You can manage the files of the new job.• If the new job contains multiple files, you must determine the order of the files. All files are

combined into one document by the operator in the print room.Use the 'Up' and 'Down' buttons to set the order of your files.

• Click [Delete] to remove a file.

NOTEYou can click the [Edit] icon to edit a file. The file is opened in the appropriate application. Youcannot edit the file if no application is associated with the file type.

5. Define the [Communication].You can select one or more of the options:• [Send an email to the customer when the job is accepted.]• [Send an email to the customer when the proof PDF is available.]• [Send an email to the customer when the job is ready.]• [Send an email to the customer when job quote is requested.]



The customer has requested a calculation of the job cost.• [Email when job cost is approved or rejected] by the job cost approver.

6. Define the [Settings].You can fill in the job ticket here. Use the information from the email to fill in the job ticket. If youdo not change the job ticket, the default values of the job ticket will be added.

NOTEMandatory job ticket items are marked with a dot to the left of the value box.

7. Click [OK] to convert the email into a new job.The job is added to the [Operator Console] with [Communication state] = [New].The following items are copied from the email into the job:• Email address• The owner information and UserID. These items are only available when the LDAP server is

configured correctly.• The email message.

The first 3000 characters of the email message are added to the job.



Chapter 7 Configuring

Configure a category

Introduction

You can assign jobs to predefined categories and to custom categories.

The predefined categories are:• [New jobs]• [Ready jobs]

You can define your own custom categories.

NOTEYou cannot edit or delete the predefined categories.

Add a category

Procedure

1. Click 'Tools' - [Edit categories].The [Edit categories] dialog opens.

2. Click the [Add] button.The [New category] dialog opens.

3. Define a category.4. Click the [OK] button.

The category is added to the list of categories.

NOTEYou can move print jobs to this new category, in order to group related print jobs.

Configure a category

94 Chapter 7 - Configuring

Edit a category


Procedure


2. Select a category.3. Click the [Edit] button.

The [Rename category] dialog opens.4. Rename the category.5. Click the [OK] button.

The category is renamed in the list of categories.

Edit a category

Chapter 7 - Configuring 95

Delete a category


Procedure


2. Select a category.3. Click the [Delete] button.4. Click the [Yes] button.

The category is deleted from the list of categories.

NOTEYou cannot delete a category when jobs are assigned to this category.

Delete a category


Configure an operator

Introduction

You can assign jobs to an operator. In this way, you can divide the work between severaloperators. By default, the [Assign to] list contains all operators defined by the systemadministrator. If no operators are available, you must define the operators first.

NOTEYou cannot edit or delete operators created by the system administrator.

Add an operator

Procedure

1. Click 'Tools' - [Edit 'assign to' values].The [Edit 'assign to' values] dialog opens.

2. Click the [Add] button.The [New 'assign to' value] dialog opens.

3. Define an operator.4. Click the [OK] button.

The operator is added to the list of operators.

Configure an operator


Edit an operator


Procedure


2. Select an operator.3. Click the [Edit] button.

The [Rename 'assign to' value] dialog opens.4. Rename the operator.5. Click the [OK] button.

The operator is renamed in the list of operators.

Edit an operator


Delete an operator


Procedure


2. Select an operator.3. Click the [Delete] button.4. Click the [Yes] button.

The operator is deleted from the list of operators.

NOTEYou cannot delete an operator when jobs are assigned to this operator.

Delete an operator


Create a filter

Introduction

You can apply filters to the list of jobs. Only those jobs are shown that match the criteria of thefilter. You can apply predefined filters and custom filters.

NOTEThe system administrator determines whether the predefined filters are available to you.

NOTEThe system administrator determines whether you are allowed to create custom filters.

Create a custom filter

Procedure

1. Click [View] - [Edit filter].The [Edit filter] dialog opens.You can also open the [Edit filter] dialog when you:• Click the drop-down list of the filters in the footer of the list of jobs.• Right-click a column header.

Select [Filter] to define your own filters.2. Select a job ticket item from the list of [Job ticket items].3. Enable the [Use job ticket item in filter] option.4. Assign a value to the job ticket item.5. Repeat step 2, 3 and 4 until you have define your filter.6. Click the [OK] button.

The filter is added as a [Temporary filter] to the drop-down list of the filters.If you want to save the filter, continue with the following steps.

7. Click the drop-down list of the filters in the footer of the list of jobs.8. Select the [&Save filter as...] option.

The [Save filter] dialog opens.9. Type a filter name and a description for the filter.10. Click the [OK] button.

The filter is added to the drop-down list of the filters in the footer of the list of jobs.

NOTEThe custom filter is not available to other operators.

Create a filter


Rename a custom filter

Procedure

1. Click the drop-down list of the filters in the footer of the list of jobs.2. Click option [&Rename filter].3. Select the filter that you want to rename.

The [Edit filter] dialog opens.4. Type a filter name and a description for the filter.5. Click the [OK] button.

The filter is renamed.

NOTEYou cannot rename the filters created by the system administrator.

Rename a custom filter


Delete a custom filter

Procedure

1. Click the drop-down list of the filters in the footer of the list of jobs.2. Click option [Delete filter].

The [Delete filter] dialog opens.3. Click the [OK] button.

The filter is deleted.

NOTEYou cannot delete the filters created by the system administrator.

Delete a custom filter


Configure the printer list

The hidden printer area

The printer list contains a hidden printer area at the bottom of the list. You can drag and drop oneor more printers into the area. You cannot use the printers in the hidden area.

You can drag and drop printers from the hidden area into the printers list.

NOTEYou can add the default printer for jobs to the hidden area. The first printer in the list becomesthe default printer for jobs.You can add the default printer for job tickets to the hidden area. You must manually set aprinter as default printer to print the job tickets.

Resize the printer list

Click the icon in the upper-right corner of the printer list.

The '-' icon collapses the dialog.

The '+' icon expands the dialog.

Configure a default printer

The [Printers] section

The [Printers] section displays the printers that are available to you to print the jobs.

Right-click a printer to configure the printer.1. Option [Set as default printer to print the job]

This printer becomes the default selected printer. You can always select another printer fromthe list of printers. The jobs are printed using the currently selected printer.You can also set the default printer in the [Workflow configuration] dialog.

2. Option [Set as default printer to print the job ticket]This printer becomes the default printer to print the job tickets of all jobs.You can also set the default printer in the [Workflow configuration] dialog.

3. Option [Open the printer settings]If the job is not page programmed and option [Open the printer settings] is enabled, theprinter driver of the selected printer opens. If the job is page programmed, the [Print] dialogof the page programmer opens.

You can drag a job to a printer to print the job.

Configure the printer list


Workflow configuration

Introduction

You can configure the workflow of the jobs in this dialog.

You must determine which options you want to enable for the workflow.

Procedure

1. Click 'Tools' - [Workflow configuration].The [Workflow configuration] dialog opens.

2. Configure the workflow. See the procedures described in this section.You can configure one or more procedures.

Job received

Procedure

1. Enable the [Play sound] option.2. Browse to a .wav file.

When a new job is received, a sound is played.3. Click the [OK] button.

Workflow configuration


Job accepted

Procedure

1. Enable the [Print job ticket when job is accepted] option.2. Select a printer.

The job tickets of the jobs are printed on the selected printer.3. Enable the [Send email] option.

You can enable the following options:• Enable the [Always] option.

The default email message [Accepted] is always send to the customer.• Enable the [When requested by customer] option.

The customer has option [Notify me by email when:] [The order is accepted.] available in the[Web Submission]. The default email message [Accepted] is only send to the customer if thecustomer has enabled the [The order is accepted.] option.

• Enable the [Show email message before sending] option.When you accept a job, the default email message [Accepted] is opened. You can change theemail message before you send it to the customer.

• Enable option [Send email to Cc address(es)] to add a carbon copy address to the email sent.• Click the link [Edit] to edit the default email message.

4. Enable the [Move to category] option.Define to which category you want to move the accepted jobs.• Click the link [Edit] to add new categories, or to edit existing categories.

5. Enable the [Assign to] option.Define to which operator you want to assign the accepted jobs.• Click the link [Edit] to add new operators, or to edit existing operators.

6. Click the [OK] button.

Related information

Configure the email templates on page 116Configure a category on page 94Configure an operator on page 97

Job accepted


Job ready

Procedure

1. Enable the [Send email] option.You can enable the following options:• Enable the [Always] option.

The default email message [Ready] is always send to the customer.• Enable the [When requested by customer] option.

The customer has option [Notify me by email when:] [The order is ready.] available in the [WebSubmission]. The default email message [Ready] is only send to the customer if the customerhas enabled the [The order is ready.] option.

• Enable the [Show email message before sending] option.When you mark a job as ready, the default email message for the [Job ready] is opened. Youcan change the email message before you send it to the customer.


2. Enable the [Move to category] option.Define to which category you want to move the ready jobs.• Click the link [Edit] to add new categories, or to edit existing categories.

3. Enable the [Assign to] option.Define to which operator you want to assign the ready jobs.• Click the link [Edit] to add new operators, or to edit existing operators.


Related information

Configure the email templates on page 116Configure a category on page 94Configure an operator on page 97

Job ready


Proof PDF of job

Procedure

1. Enable the [Send email] option.You can enable the following options:• Enable the [Always] option.

The default email message [Proof PDF] is always send to the customer.• Enable the [When requested by customer] option.

Option [Send me a proof PDF.] becomes available in the [Web Submission] for the customer.The default email message [Proof PDF] is only send to the customer if the customer hasenabled the [Send me a proof PDF.] option.When the customer has requested a proof PDF, you must send a proof PDF of the mergeddocument to the customer. The customer can check the proof PDF to see if the mergeddocument is correct. If the merged document is correct, the customer accepts the proof PDF. Ifthe merged document is incorrect, the customer can contact you to have the merged documentcorrected.

• Enable the [Show email message before sending] option.When you have generated the proof PDF, the default email message [Proof PDF] is opened.You can change the email message before you send it to the customer.



Related information

Configure the email templates on page 116

Proof PDF of job


Production

Procedure

1. Option [Default printer for job]This printer becomes the default selected printer.You can always select another printer from the list of printers. The jobs are printed using thecurrently selected printer.

2. Option [Default printer for job ticket]This printer becomes the default printer to print the job tickets of all jobs. You can always selectanother printer from the list of printers.


Production


[Job cost approval]

Procedure

1. [Send an email when the job cost must be approved.]Enable the [Send email] option.You can enable the following options:• Enable the [Show email message before sending] option.

When the calculated job cost exceeds the limit for the job cost, the default email message [Jobcost approval] is opened. You can change the email message before you send it to the [Jobcost approver].

• Click the link [Edit] to edit the default email message.2. [Send an email to the customer when the job cost has been approved or rejected.]

Enable the [Send email] option.You can enable the following options:• Enable the [Always] option.

The default email message [Job cost approved] or [Job cost rejected] is always send to thecustomer.

• Enable the [When requested by customer] option.The customer has option [Send me an email when the job cost is approved or rejected.]available in the [Web Submission]. The default email message [Job cost approved] or [Jobcost rejected] is only sent to the customer if the customer has enabled option [Send me anemail when the job cost is approved or rejected.].

• Enable the [Show email message before sending] option.When the job cost is approved or rejected, the default email message [Job cost approved] or[Job cost rejected] is opened. You can change the email message before you send it to thecustomer.

• Click the link [Edit] to edit the default email message.3. Click the [OK] button.

Related information


[Job cost approval]


Job quotation

Procedure

1. [Send an email to the customer when job quote is requested.]Enable the [Send email] option.You can enable the following options:• Enable the [Show email message before sending] option.

When you have calculated the job cost, the default email message [Job quote] is opened. Youcan change the email message before you send it to the customer.

• Click the link [Edit] to edit the default email message.2. [Send an email to the customer when the operator accepts the job cost.]

Enable the [Send email] option.You can enable the following options:• Enable the [Show email message before sending] option.

When the operator accepts the job cost on behalf of the customer, the default email message[Job quote accepted] is opened. You can change the email message before you send it to thecustomer.


Related information


Job quotation


Email integration

Procedure

1. Enable [Send a confirmation email when an Océ PRISMAaccess job is created from MicrosoftOutlook.] optionThe customer can send an email with attachments to the printroom. The operator can create a jobfrom the email. When the operator creates a job from an email message, a confirmation email issent to the customer.


Email integration


Job rejected

Procedure

1. [Send an email to the customer when the job is rejected.]Enable the [Send email] option.You can enable the following options:• Enable the [Show email message before sending] option.

When you reject a job, the default email message [Rejected] is opened. You can change theemail message before you send it to the customer.


Related information


Job rejected


Job finalized

Procedure

1. Enable the [Send email] option.You can enable the following options:• Enable the [Show email message before sending] option.

When you finalize a job, the default email message [Finalized] is opened. You can change theemail message before you send it to the customer.



Related information


Job finalized


Other settings

Procedure

1. [Print both the job ticket and the job.]When you enable this option, you print not only the job but also the job ticket.

2. [Allow operator to attach files when sending email.]When you enable this option, you can attach files to the email messages to the customer.See Configure the email templates on page 116.

3. Select [Set a reminder] if you want to be reminded about jobs that are nearly due.You can have up to 5 reminders with different colors.The reminder shows as the set [Color:] in the [Communication state] column in the [OperatorConsole].You can select the color for the job to signal this due date with [Color:]You can select how far ahead of the due date the reminder of the job is displayed in [Mark the jobwhen the job is due in:]• [Days:]

The number of days before the due date.• [Hours:]

The number of hours before the due date.• [Minutes:]

The number of minutes before the due date.4. Click the [OK] button.

Other settings


Test connection

Procedure

1. Click button [Test connection] to check if the connection to the [Central server] is established.

Test connection


Configure the email templates

Introduction

The [Operator Console] allows you to automatically send email messages to the customer. Youcan configure the subject and content of the message by entering a default message.

You can configure the following email templates:• [Job quote]


• [Job quote accepted]An operator has accepted the job cost on behalf of the customer.

• [Accepted]An operator has accepted the job.

• [Rejected]An operator requests the customer to change the job.

• [Proof PDF]An operator has created a proof PDF of the print job. The customer can check the proof PDF tosee if the merged document is correct. If the merged document is correct, the customer acceptsthe proof PDF.

• [Job cost approval]A job cost approver must accept or reject the job cost.

• [Job cost approved]A job cost approver has accepted the job cost. The customer receives an email that the job costis accepted.

• [Job cost rejected]A job cost approver has rejected the job cost. The customer receives an email that the job costis rejected.

• [Finalized]An operator has finalized the job.

Procedure

1. Click 'Tools' - 'Email templates'.The [Email template editor] dialog opens.

2. Select the tab of the email message that you want to configure.3. The [Subject:] field allows you to enter the subject text.

The [Message:] field allows you to configure the content of the message.4. Your e-mail message can contain variables from the job ticket. This allows you to send a dynamic

message, containing job-specific information. To include this dynamic information, select thevariable from the list of available job ticket items. The variable will be inserted into the messageat the current position, indicated by the '%' symbols.You can use variable %LinkToJob% to include a hyperlink to the job in your email. When thecustomer clicks the hyperlink, a web page opens. The web page contains the concerning job.

5. You can attach files to an email message.• Select the [Attach the document] option to attach the PDF document to the email message.• Select the [Attach the job ticket] option to attach the job ticket to the email message.• Select the [Attach the preflight report] option to attach the preflight report to the email

message.



NOTEYou are allowed to attach files to an email message when option [Allow operator to attach fileswhen sending email.] is enabled. See Other settings on page 114 in the [Workflow configuration]dialog.

6. Repeat these steps for all email templates.

NOTEIt is recommended that you configure all email templates.



Order media

Introduction

The link takes you to the official Océ media ordering site.

Procedure

1. Click 'Tools' - [&Order media].The default Internet browser opens with the official Océ media ordering site.

Order media


Set client banner

Introduction

You can configure the client banner displayed in web submission in this dialog.

This is the welcoming message in web submission for the clients.

Procedure

1. Click 'Tools' - [Set client banner].The [Set client banner] dialog opens.

2. Enter the required welcome text into the window.3. Click 'OK' to accept your welcome text.

Set client banner


Customize the toolbar

Introduction

The customizable toolbar allows you to add, move and remove buttons.

Do the following steps to customise the toolbar:• Click [Tools] - [Customize toolbar].

Or right-click the toolbar and select the [Customize toolbar] option.• You will get a window showing all the buttons that you can add to your toolbar.• Drag and drop the button to and from the toolbar to change your toolbar.• In the view option you can select different sizes and layouts for the buttons.• Use [Revert to default button bar] to restore the default buttons and view option.

The toolbar

Button Description

[New job...]Create a new job

[View]Shows the content of the selected job in Adobe Acrobat.

[Save as]Save the current job with a different name.

[Delete]Delete job(s)

[Calculate cost]Calculate the cost of the selected job.

[Preflight]Preflight the selected job.

[Program pages]Opens the selected job in PRISMAprepare.

[Print]Print the selected job.

[Print test job]Test print the selected job.

[Print job ticket]Print the job ticket of the selected job.

[Import job]Import a new job.

[Export job]Export the selected job(s).

Open a job from the archive.

4



Button Description

[Copy job]Make a copy of the selected job.

[Automation templates]Apply an automation template to the selected job.

[Revert to original]Undo the changes you have made to the selected job.



Export the payment report

Introduction

The payment information is collected for each customer payment and for each refund to acustomer. The payment procedure starts when the customer clicks the [Pay & submit] button. Thepayment procedure ends when the payment was successful or when the payment fails. Therefund procedure is logged when the refund is successful.

The payment information is stored in the accounting database on the SQL server. You do nothave to enable the accounting functionality to create and access the payment information. Theaccounting functionality and the payment report can be enabled independently.

Procedure

1. Define the file path and the file name for the report.2. Select the file format.

You can save the payment report as a *.csv or *.xml file. If the selected file format is *.csv, youmust define the [Delimiter].For example: field1;field2;field3, where ; is the [Delimiter].

3. Define the start date and the end date for the report.4. Click [Export].

The payment information is collected for the defined period of time. The payment report isgenerated and stored in the defined location.

Export the payment report


Chapter 8 Print a page programmeddocument

Introduction

Introduction

• If the job is not page programmed and option [Open the printer settings] is disabled, the job isprinted on the selected printer.

• If the job is not page programmed and option [Open the printer settings] is enabled, the printerdriver of the selected printer opens.

• If the job is page programmed, the [Print] dialog of the page programmer opens. Someprinters open the [Print] dialog for page programmed jobs and non-page programmed jobs.

You can select one or more jobs. The selected jobs are printed from top to bottom in the list ofjobs.• Jobs with warnings

The selected jobs are checked for warnings before being printed. A warning is reported when asetting in the job ticket differs from the corresponding setting in the document. The [Overviewof warnings] dialog displays the detected warnings. It is recommended that you resolve thewarnings before you print the selected jobs. You can [Cancel] the print operation and solve thewarnings. You can click the [Print] button to ignore the warnings and print the jobs.

• Jobs with errorsThe selected jobs are printed from top to bottom in the list of jobs. If an error occurs, printingstops. The selection remains on the jobs that were not printed. The job on top in the remainingselection is the job that failed to print.

Optimize

The print settings are retrieved from the document for page programmed jobs. You can optimizethe printing process by configuring the print settings.

NOTEMatch the programmed settings to the printer capabilities on page 146.

Tab Description

[Media] - Select on which media you want to print.

NOTEYou can rename the media in the page programmer foreasy recognition of job partitions.

[Layout] - Cover media- Document media- Imposition settings- Same up settings- Document type options- Page marks

[Image] - Specify the printer resolution.- Specify color quality- Color Adjustment- Color template- And more...

[Finishing] - Stapling options 4

Introduction

124 Chapter 8 - Print a page programmed document

Tab Description

[Delivery] - Define your [Output] Location (i.e. tray 1).- Define your [Presentation] settings (i.e. offset stacking).

Related information

Select a printer on page 128Split and merge on page 129Error avoidance on page 130Optimize the printed document on page 131Match the programmed settings to the printer capabilities on page 146

Introduction

Chapter 8 - Print a page programmed document 125

Print preview window

Procedure


NOTEThe selected jobs are checked for warnings before being printed. A warning is reported when asetting in the job ticket differs from the corresponding setting in the document. The [Overview ofwarnings] dialog displays the detected warnings. It is recommended that you resolve thewarnings before you print the selected jobs. You can [Cancel] the print operation and solve thewarnings. You can click the [Print] button to ignore the warnings and print the jobs.

2. The [Print] dialog opens. In the top section of the [Print] dialog, you can see a mini previewwindow.

3. If you click the magnifier button or do a left click on the mini preview you will get a full size printpreview window.The preview allows you to scroll through the print job and zoom.

Print preview window


Buttons

Introduction

The [Print] dialog contains buttons that allow you to restore the default print settings or restorethe last used print settings. You can create a test print and submit or cancel your print job.

Buttons

Button Description

[Print settings] Click this button to change the printer settings.

[Defaults]Restore the default print settings as defined in the application.

[Last saved]Restore the last saved print settings from the document.

[Save]Save the current print settings into memory. The saved print settings remainvalid until you close the application.You can save the print settings in the document. You must enable option[Save the print settings] when you close or save the document.

[Print] Click this button to print the job.The [Print] dialog is then closed.

[Test print]Click this button to make one test print of the job.The [Print] dialog remains open.

[Cancel] Click this button to cancel printing and close the [Print] dialog.

Buttons


Select a printer

Select a printer

Introduction

The printer selection pane is on the left hand side. The pane content can be changed by using thebuttons at the bottom of the pane. The left button will display the printer image and printer name.The right button will display only the printer names. You can sort the printers ascending ordescending.

Procedure


NOTEThe selected jobs are checked for warnings before being printed. A warning is reported when asetting in the job ticket differs from the corresponding setting in the document. The [Overview ofwarnings] dialog displays the detected warnings. It is recommended that you resolve thewarnings before you print the selected jobs. You can [Cancel] the print operation and solve thewarnings. You can click the [Print] button to ignore the warnings and print the jobs.

2. In the printer pane on the left, select the [Printer] that you want to send your document to.3. If available, you can click the printer driver button to define options that are not available in the

[Print] dialogue. You can find this button next to the printer driver in the [Print] dialog.For example, the printer driver of a color printer can offer color settings which are not supportedby Océ PRISMAaccess.If the [Print] dialogue offers all driver settings, then the driver settings button is not added to the[Print] dialogue.

NOTEThe printer output can be ruined if the printer driver dialogue contains settings that conflict withpage program settings. Options like [Same-up], [Booklet], page programming in the driver and'Number of copies' are potentially dangerous. Rasterize and finishing settings are usually save.

4. Specify the [Number of sets].A message can appear behind the number of sets:• [{0} sets printed as 1 copy]

The print file is sent to the printer. The file is printed once.• [{0} sets printed as {1} copies]

The print file is sent to the printer along with an instruction to print the file {1} times.5. Specify the [Job name].

NOTEBy default, the PDF file name is used.

6. Specify the [Operator note].

NOTEThe [Operator note] is displayed on the operator panel, if your printer supports this functionality.

7. Select the [Print range].

Select a printer


Split and merge

Introduction

This topic shows you how to specify the split and merge settings for your job.

NOTEWhen you select option [Split], the document is printed without any finishing settings.

Split and merge

• [None]The document is printed on one printer.

• [Split]This setting will only print the marked (color) sheets. If one side of a sheet is a color page, thenthe complete sheet is printed on a color printer.The percentage of marked sheets is shown.

• [Merge]This setting will print your document and insert the marked (color) sheets at the right place inthe document.

When you select the [Split] or [Merge] option, you can select:• [Use separate paper trays]

Select this option to allocate a separate paper tray for each type of insert sheet.So, if you have five different insert sheets in your document, you need at least six paper trays.One paper tray for the normal paper and five paper trays for the insert pages.If you do not select this option, the different insert sheets must be put in one paper tray.So, if you have two different insert sheets, then put the insert sheets cyclic (1-2, 1-2, ...) in onepaper tray.

Split and merge


Error avoidance

Introduction

At print time, the print dialogue warns you about the things that will not work as requestedduring the document page programming ('Print' step).

The warnings are displayed in the notification area just below the job information.

This help aims at minimizing the waste of time and material comprising offline equipment.

How does it work

During the preparation and printing of a document you choose the most appropriate resources toobtain the requested result. Resources may be media, printers and finishers. Due to themultiplicity and complexity of the possible combinations of resources your choice may be notoptimal or even impossible.

Also, a document may be prepared optimally for printer A and because this printer is notavailable it can be printed on printer B. Printer A and B may have different capabilities and limitsthat will impact the produced document.

At print time Océ PRISMAaccess informs you about requests impossible to produce on theselected printer. This information is a warning. The document can still be printed on the targetprinter. The exception is when the requested media is not supported; in this case the print job isblocked.

The prerequisite to get correct error avoidance warnings is an up-to-date printer configuration(i.e. which finishers are available at the printer).

NOTEThe preview still shows finishing that cannot be actually produced.

For each printer, error avoidance covers the features supported in Océ PRISMAaccess

The media mapping is taken into account for all new VarioPrint, imagePRESS and imageRUNNERprinters

The print settings requested via the printer driver are not covered by the error avoidance checks.

Offline finishing is ignored during the error avoidance checks.

Error avoidance is not available on all the supported printer models. You will be notified aboutthis in the notification area when you select that printer.

Error avoidance


Optimize the printed document

Define the [Media] settings

Introduction

The [Print] dialog contains a section for basic print settings and a section for extended printsettings. This topic describes the [Media] settings.

Define the [Media] settings

Setting Description

[Media] All media that is used within your document is displayed here.Use the selection-box to specify the media that you want to print. This al-lows you to print your job in multiple batches and combine the job after-wards.Rename media for easy recognition of job partitions.

NOTEThe media name is displayed on the operator panel, if your printersupports this functionality.

Column [Usethis]

In this column you can see the media in the printer that corresponds to themedia in the application.

Button [Map themedia]

Click the [Map the media] button to map the media in the application to themedia in the printer.The printer model determines which settings you can configure. You can al-ways change the [Name] of the media.

NOTEYou do not have to map media for printers that support the mediacatalog.

Optimize the printed document


Define the [Layout] settings

Introduction

The [Print] dialog contains a section for basic print settings and a section for extended printsettings. This topic describes the [Layout] settings.

The [Layout] tab allows the user to modify the position of the page content on a sheet.

NOTEThe layout tab settings are disabled if your document contains different media sizes.


Setting Description

[Cover media] • [Media]:You can change the [Media] size of your cover here.

• [Custom]:Select [Custom] if you want to create a custom sized sheet size with the[Width] and [Height] settings.

The [Portrait] and [Landscape] settings allow you to specify the sheet orien-tation.

NOTEThe [Cover media] option is disabled if your document does nothave a cover.

[Document me-dia]

• [Media]:You can change the [Media] size of your document here. This sheet size isapplied to the whole document.

• [Custom]:Select [Custom] if you want to create a custom sized sheet size with the[Width] and [Height] settings.

The [Portrait] and [Landscape] settings allow you to specify the sheet orien-tation. 4



Setting Description

[Imposition] NOTEThe [Imposition] is disabled when different media sizes are usedin the document.

• [None]• [2-up]

Two pages are placed on each sheet side in (left to right) reading order.• [4-up], [9-up], [16-up]

4, 9, 16 pages are placed on each sheet side in the (left to right and top tobottom) reading order.

• [ N-up]Several pages are placed on one sheet side in the (left to right and top tobottom) reading order. The number of pages per sheet side is computeddepending on the page size and media size.

• [VDP N-up]Several pages with variable data are placed on one sheet side in the (leftto right and top to bottom) reading order. The number of pages per sheetside is computed depending on the page size and media size.

• [Folio]Four pages per sheet are placed in a way so that each sheet can be foldedin half. All the folded sheets are stacked.

• [Octavo]Generates the same imposition as the [Octavo signature book] documenttype.

• [Quarto]Generates the same imposition as the [Quarto signature book] documenttype. 4



Setting Description

[Imposition]: [Cutand stack]

• [Cut and stack]The Cut & Stack imposition enhances printer productivity when printinglarge documents. Two pages are printed per sheet side. The sheets arecut in two parts. The left stack is stacked on top of the right stack to forma perfect sequential order.• [Cut and stack]

The left and right pages are printed in the same orientation.• [Cut and stack with binding edge inside]

The left image(s) are rotated 180 degrees compared to the right im-age(s). The binding edges of the images are on the inside of the sheet.

• [Cut and stack with binding edge outside]The right image(s) are rotated 180 degrees compared to the left im-age(s). The binding edges of the images are on the outside of thesheet.

• [Cut and stack] (4)Four pages per sheet side are placed in a way that, after cutting the pa-per in 4 parts, the piles are stacked to create the full document.

• [Cut and stack] (N)The number of pages per sheet side is computed depending on thepage size and media size. Pages are placed in a way that, after cuttingthe paper, the piles are stacked to create the full document.

• [VDP cut and stack - N stacks]The number of pages per sheet side is computed depending on thepage size and media size. Each page contains variable data. Pages areplaced in a way that, after cutting the paper, the piles are stacked tocreate the full document.

[Imposition]:[Same-up]

• [Same-up]The same page is printed twice per sheet side.

• [Same-up with binding edge inside]The same page is printed twice per sheet side. The left image(s) are rota-ted 180 degrees compared to the right image(s). The binding edges of theimages are on the inside of the sheet.

• [Same-up with binding edge outside]The same page is printed twice per sheet side. The right image(s) are ro-tated 180 degrees compared to the left image(s). The binding edges of theimages are on the outside of the sheet.For example, use this option when pre-punched paper is used with thepunched holes on both ends of the paper.

• [VDP same-up]The same page with variable data is printed twice per sheet side. The pa-ges are printed with one edge attached to each other. For example, usethis option when you want to print a ticket with ticket stub.

[Gutter] • Define the distance between the imposed pages on the sheet with the[Horizontal] and [Vertical] settings. 4



Setting Description

[Position onsheet]

Use the [Same on both sides] option to keep front and rear the same.You can handle the position on [Front side] and [Back side] separately if[Same on both sides] is not enabled.Horizontal position can be Left/Center/Right. Use the shift option to shift thisposition Left or Right.Vertical position can be Top/Center/Bottom. Use the shift option to shift thisposition Up or Down.

[Bleed area] You can define a bleed area to make sure that all edges in the trimmeddocument are fully printed. The [Bleed area] is the area that is trimmed afteryour job is printed and cut to the finished size. The bleed area should notcontain text or other important information.The default bleed area is 3 mm.Click the icon to define a custom bleed area.• Enable option [On all page edges] to define one bleed size for all edges.• Disable option [On all page edges] to define bleed size values for each

edge.

[Same-up] Select how many images you want to print on one side of the sheet.• [1]:

One image.• [Maximum]:

The application calculates the maximum number of images that fit on oneside of the sheet. For example, two A4 images on one A3 sheet.The calculation takes several settings into account. For example, only oneA4 image on one A3 sheet if a bleed area is needed.

• n-up:n images are printed on one side of the sheet. The order of the pages isfrom left to right and top to bottom.

• Same n-up:n of the same images are printed on one side of the sheet. Select value[Same-up] to print one image twice on one side of the sheet.

• [Custom]:Define the number of images yourself with the [Horizontal] and [Vertical]settings.

[Horizontal posi-tion]

Use this setting to move the image(s) horizontally to one side of the sheet.

NOTEIf you want to shift the cover of a [Booklet] to the right, you need anegative horizontal shift. This is because a cover is actually theback side of a sheet.

[Vertical position] Use this setting to move the image(s) vertically to one side of the sheet.

[Gutter] • Define the distance between the images on the sheet with the [Horizontal]and [Vertical] settings. 4



Setting Description

[Creep compen-sation]

Use [Creep compensation] to make sure that the margins on all pages areequal after the booklet is folded and trimmed. The [Creep compensation]factor is calculated from the [Thickness] of the paper.• Select [Creep compensation] to shift the page content to the outside of

the booklet.• Select [Creep compensation] and [Inside creep compensation] to shift the

page content to the inside of the booklet.

For example:You have 30 sheets, which you fold to make a booklet. The sheets in themiddle of the booklet stick out compared with the cover of the booklet.When you trim the sheets that stick out, the distance between the page con-tent and the sheet edges is changed. This means that the page contentcreeps towards the edge of the sheets due to the trim action.

NOTEThe [Thickness] of the used media must be defined when you ena-ble option [Creep compensation].

[Gain]: With the [Gain] option you can increase or decrease the calculated [Creepcompensation] factor.

[Collating marks] Use this option to print black marks on the outside fold of each different sig-nature in bookbinding.The black marks are positioned differently on the outside fold of each differ-ent signature in bookbinding to aid in collating. 4



Setting Description

[Page marks] Allows you to specify numerous marks to be printed on the output media.• Cover marks

• Cover marks are printed on both side of the cover media• Corner marks are also called trim marks. They are showing where the

trimming should be done.• Center marks show the center of the printed page vertically (i.e. center

of the spine of the booklet) and horizontally.• Fold marks show the center of the printed page vertically (i.e. center of

the spine of the booklet).• Fold marks overwrite center marks• Cover marks are placed around the cover sheet, they are multiplies

with same-up.• Page marks

• Page marks are the same as the cover marks but for the book block.• Marks can be on all book block pages or only on the first one.

• [No marks on binding edge]• Avoid printing marks on the binding edge. i.e. of a perfectly bound

document.• Media marks (registration, filename, date)

• Media marks are placed on the media. They are not multiplied withsame side up

• The following information can be printed• [Registration marks]• [File name]• [Print date]• [Color strip]

On/offSelect bitmap

• [Remarks]

You can also specify if you want the marks to appear on each sheet or onlyon the first sheet.



Define the [Image] settings

Introduction

The [Print] dialog contains a section for basic print settings and a section for extended printsettings. This topic describes the [Image] settings.

Define the [Color quality] settings

Setting Description

[Resolution] Select the resolution that is used by your printer.

NOTEThe print quality that you can select depends on the printer.

[Color manage-ment]

• [No color management]• [Printer\PostScript color management]

Color management is the controlled conversion between the color repre-sentations of the document in the application to the Postscript file.

[Overprint simu-lation]

Adobe Acrobat handles the overprint simulation when you enable the [Over-print simulation] setting.

NOTEUse this setting for color printers.

[Use PDF outputintent]

The PDF output intent describes how you plan to print the entire document.If the file contains device-independent colors, the output intent provides da-ta which defines how the color data must be printed. The output intent pro-vides all the information required to ensure that the file can be printed con-sistently, even when device independent color data is used.This setting is used by Adobe Acrobat.

[Image smooth-ing]

[Image smoothing] blends adjacent colors in an image to make color transi-tions less noticeable. Use this setting when the printer resolution is higherthan the image resolution.

[Trapping] Prints fine lines in texts and sharp edges in drawings with a sharp contrast.

Define the [Color adjustment] settings

Setting Description

[Halftone] Select the [Halftone] setting.A halftone image is made up of a series of dots rather than a continuoustone. Larger dots are used to represent darker, more dense areas of the im-age, while smaller dots are used for lighter areas.As long as the resolution of the image is high enough, the dots appear as acontinuous image to the human eye.

NOTEThis setting is available for a limited number of printer models. 4



Setting Description

[Brightness] You can overrule the defined [Brightness] settings in the document, withoutlosing the original [Brightness] settings.• [Printer default]• [Custom]

NOTEThis setting is available for a limited number of printer models.

[Contrast] You can overrule the defined [Contrast] settings in the document, withoutlosing the original [Contrast] settings.• [Printer default]• [Custom]


Define the [Color pre-set] settings

Setting Description

[Color pre-sets] The drop-down list contains the available color templates of the selectedprinter.When the printer is not available, the color templates cannot be loaded. Inthis case, the default templates are loaded:• [Black and white mode]

Select this template for black and white documents.• [Office documents]

Select this template for documents that contain low quality images. Forexample, graphs.

• [Photographic content]Select this template for documents that contain high quality images. Forexample, photos.

You can define custom color pre-sets. See Color settings on page 143.




Define the [Finishing] settings

Introduction

The [Print] dialog contains a section for basic print settings and a section for extended printsettings. This topic describes the [Finishing] settings.


Setting Description

[Finishing] You can overrule the defined finishing settings in the document, withoutlosing the original finishing settings.• [As in document]

Print the document with the original finishing settings.• 'No finishing'

Print the document without any finishing settings.• [1 Edge staple]

Print the document with 1 staple, but without any fold and punch set-tings.

• [2 Edge staples]Print the document with 2 staples, but without any fold and punch set-tings.

• [Corner staple]Print the document with 1 staple in the corner, but without any fold andpunch settings.

For example, you make a test print with option [1 Edge staple]. The docu-ment is printed with 1 staple, but without any fold and punch settings.Then you select option [As in document] and print again. The document isprinted with the original finishing settings as defined in the application.

[Feed edge] The paper can be fed into the printer with the long edge or the short edge.This depends how the paper is loaded in the paper tray.• [Printer default]

Use paper from the default paper tray of the printer.• [Short edge]

Use paper from a paper tray where the [Feed edge] is [Short edge].• [Long edge]

Use paper from a paper tray where the [Feed edge] is [Long edge].

[Trimming Mode] • [Off]• [From]

Only the front edge of the page is cut.• [Front, top, bottom]

The front edge and the top and bottom of the page are cut.

[Saddle press] Enable the [Saddle press] option to apply mechanical pressure to a foldeddocument. The result is a tightly folded document.Use the [Adjustment] option to increase or decrease the mechanical pres-sure.

NOTECheck if your finisher supports this option.



Define the [Delivery] settings

Introduction

The [Print] dialog contains a section for basic print settings and a section for extended printsettings. This topic describes the [Delivery] settings.

Define the [Output] settings

Setting Description

[Destination] Define to which queue of the selected printer you want to print.

[Output location] Depending on the configured output locations and the selected printer, youcan select an available [Output location].

[Unused cyclicmedia]

Any unused cyclic media, such as tab media, is deposited in an [Output lo-cation].Depending on the configured output locations and the selected printer, youcan select an available [Output location].

Define the [Presentation] settings

Setting Description

[Sort] You can specify the sorting method:• [By set]

The pages of a job will be sorted in the order 123, 123, 123.• [By page]

The pages of a job will be sorted in the order 111, 222, 333.• [By variable data document]

The pages with variable data will be sorted in the order 111, 222, 333.

[Offset stacking] You can select:• [Off]

The job is stacked in the [Output location] as one straight stack.• [By set]

The job is stacked in the [Output location] with a small offset betweeneach set.

• [By output group]The job is stacked in the [Output location] with a small offset betweeneach output group. The output groups are defined in the [Document]workspace.

• [By variable data document]The job is stacked in the [Output location] with a small offset betweeneach variable data document.

[Reverse order] By default, the first sheet of the job is delivered first.When you select the [Reverse order] setting, the last sheet of the job is de-livered first.ExampleNormal order: 1-2 3-4 5-6 7-8 9-10[Reverse order]: 10-9-8-7-6-5-4-3-2-1 4



Setting Description

[Swap pages] Use this setting to turn the pages in the [Output location].ExampleNormal order: 1-2 3-4 5-6 7-8 9-10[Swap pages]: 2-1 4-3 6-5 8-7 10-9

NOTE[Swap pages] & [Reverse order]: 9-10-7-8-5-6-3-4-1-2

[First sheet toend]

Select this setting if you want to move the first sheet to the end of the job.You can use this setting, for example, if the first A3 sheet is used as a coversheet for the rest of the A4 job.

[Rotate 180 de-grees]

The [Output location] of a job can be an [External finisher]. Some externalfinishers require a 180 degree rotation of the jobs before the jobs go into theexternal finisher. The documentation of the external finisher describes howa job must go into the external finisher.If a 180 degree rotation is required, you select this setting.

[Separator sheet] Select this option to separate each set with a [Separator sheet].



Color settings

[Color pre-sets]

A color pre-set is a collection of color and quality settings that matches a specific document type,workflow or color application. A color pre-set is defined at the printer controller and available atthe printer driver. Use the settings editor of the printer controller to create new color pre-sets.Use this setting to print with an optimal print quality.

[Custom color pre-sets]

Use the [Custom color pre-sets] to change the color settings of the selected color pre-set for thecurrent job only. When you click [Custom color pre-sets], the [Custom color pre-sets] windowopens. Use the settings editor of the printer controller to create new color pre-sets.

[Custom color pre-sets] window

The printer controller uses the embedded color profiles and rendering intents of the objects in thedocument. Objects with a color specification in DeviceRGB or DeviceCMYK have no embeddedcolor profile and rendering intent. For these objects a default input color profile and renderingintent are defined by the printer driver for optimal print quality.

Setting Description

[Name] The name of the color pre-set. The default names of the col-or pre-sets are the following.• Black and white• Office documents• Photographic content

If you change a setting in the printer driver, the [Name]changes into [Custom color pre-sets]. You can define morecolor pre-sets for your document types, workflow or colorapplications with the settings editor on the printer controller.These new color pre-sets display in the printer driver auto-matically.

[Description] The [Description] of the color pre-sets informs you about theapplication for a color pre-set. The description is entered atthe settings editor on the printer controller.

[Color] Print in [Color] or [Black & white]. 4

Color settings


Setting Description

[Input profile] [Input profile] defines a reference color workspace for thecolor data of the objects in the document. An [Input profile]is used to define colors in a device independent way.The following DeviceRGB options are available.• sRGB

Use this input profile in Windows Office or similar envi-ronments.

• [None]Use this option to use the printer device colors.

• AdobeRGB1998Use this input profile if the documents are prepared foruse on high chroma devices.

• AppleRGBUse this input profile if the documents are prepared in Ap-ple environments.

• ColorMatchRGBUse this input profile if the color data was created in avery big color workspace. Make sure you use [Perceptual]as [Rendering intent] to avoid that color areas clip and topreserve details.

The DeviceCMYK profiles list contains color profiles as de-fined by formal standardization organizations. Select thesame CMYK color profile that was used to create the docu-ment. Select no color profile to leave the DeviceCMYK colorspecification as is.

[Rendering intent] The [Rendering intent] defines the color conversion strategythat is needed because color spaces differ per device (moni-tors, printers). The required print quality determines the ren-dering intent you need for an optimal print quality.The following options are available.• [Absolute colorimetric]

Prints the exact colors. Prints white areas with some colorsince white areas in the source are not always exactlywhite. This setting is only useful to make proof prints.

• [Relative colorimetric]Prints the colors accurately. Prints white areas perfectlywhite.

• [Perceptual] (default)Prints the colors accurately. Preserves details and contrastin colored areas. Prints white areas perfectly white. Thissetting is useful to print photos.

• [Saturation]Prints the most saturated, bright and clean colors. Mapspure RGB colors to pure CMYK colors in case of Devi-ceRGB. Keeps cyan. magenta and yellow pure free of pol-lution in case of DeviceCMYK. Useful for presentation,line-art, histograms, artist impressions, business graphics,et cetera. 4

Color settings


Setting Description

[Use embedded profiles and De-viceRGB settings][Use embedded profiles and De-viceCMYK settings]

Embedded color profiles are used. [Input profile] and [Ren-dering intent] settings are used for objects in documentswith DeviceRGB and DeviceCMYK color specification.

[Overrule embedded profileswith DeviceRGB settings][Overrule embedded profileswith DeviceCMYK settings]

Embedded color profiles are overruled with the [Input pro-file] and [Rendering intent] settings. [Input profile] and [Ren-dering intent] settings are used for objects in documentswith DeviceRGB and DeviceCMYK color specification.

[Trapping] Prints fine lines in texts and sharp edges in drawings with asharp contrast.

[Halftone] Defines the halftone screening. You are advised to use thedefault option.

[Spot color matching] A spot color in a document is defined by a color name andan alternative color specification. The printer controller usesthe color name to match with the closest color of the printer.The colors of the printer are defined in color libraries on theprinter controller.• Select [No] to use the alternative color specification• Select [Yes] (default) to match the document colors with

the color library of the printer controller

Color settings


Page programmed settings vs. printer capabilities

Match the programmed settings to the printer capabilities

Introduction

You can send documents with page programmed settings to any printer. However, some printerscannot process all programmed settings. In such a case a printer window appears. With theprinter window you can set the programmed settings to the capabilities of the selected printer.

NOTECertain page programmed settings can be lost when the printer does not have the capabilities toprocess these programmed settings.

Procedure

1. Map media types on page 1472. Define the printer driver settings on page 150

Page programmed settings vs. printer capabilities


Map media types

Introduction


This application supports tray-oriented and media-type-oriented printers.

In the map media area of the printer window, the media types used in the document can bemapped on trays or media types which are supported by the printer.

The map media area

The map media area contains 2 columns:

Map media columns

Column Description

Media in document Displays the media used in the document.

Use this Displays the media or tray that is assigned.

A marked sheet is defined as a separate media type. When various marked sheets have the samemedia properties, then these sheets are defined as the same media type.

For example, there are five marked sheets. Three marked sheets have paper size A4 and thepaper color is red. These three sheets are defined as the same media type. The other two markedsheets have paper size A3 and A5. Each of these sheets is defined as a separate media type.

In the column Media in document, icons give feedback about warnings and errors which arerelated to media types. The following icons are used:

Feedback icons

Icon Description

Media property cannot be processed by the printer.

Media property is not completely recognized by the printer.

Map media types


Change / map assigned trays in the tray-based printers

Introduction


This procedure shows you how to change the assigned trays in the tray-based printers.

You can select the trays in the use this column in the map media area.

Procedure

1. Click the [Print job] button.The Print dialog appears.

2. Select a tray-based printer.3. Click the [Print] button.

The printer window opens.4. Select a tray in the 'Use this' column for each media type.5. Click the [OK] button.

Related information

Map media types on page 147

Change / map assigned trays in the tray-based printers


Change / map assigned media definitions in media-based printers

Introduction


This procedure shows you how to change the assigned media definitions for media-basedprinters.

You can change the assigned media definitions in the use this column in the map media area.

When you select [Other] as the media type, the 'media type' window opens.

Procedure

1. Click the [Print job] button.The Print dialog appears.

2. Select a media-based printer.3. Click the [Print] button.

The printer window opens.4. Select 'Other...' in the 'Use this' column.

The 'media type' window opens.5. Define the settings of the media type.

Click the [OK] button.

Related information

Map media types on page 147

Change / map assigned media definitions in media-based printers


Define the printer driver settings

Introduction

You can define the Print settings of the document.

Procedure

1. Click in the [Properties] area of the printer module.The printer driver opens.

2. You can change the print options in the printer driver. For example, the number of copies.

NOTEThe settings in the printer driver that interfere with the page program settings can result inunpredictable print results.

Related information

Print the document on page 146

Define the printer driver settings


Index

A

Absolute colorimetric...........................................143Accounting

Imported job.....................................................72Stationery jobs.................................................72When job finalized...........................................72

AdobeRGB1998.....................................................143Allow the operator to change the files of jobs.....44AppleRGB..............................................................143

B

Business cards........................................................80Business cards per set...........................................80

C

Change files............................................................44Color pre-sets........................................................143Color profile..........................................................143Colorimetric..........................................................143ColorMatchRGB....................................................143Communication state

Column..............................................................10Custom color pre-sets..........................................143

D

Data source.......................................................80, 82Default columns......................................................19Default print settings............................................127Default printer for job...........................................108Default printer for job ticket.................................108DeviceCMYK.........................................................143DeviceRGB............................................................143Digital file................................................................16

E

Embedded profile.................................................143Error avoidance....................................................130

F

Fixed documentChange..............................................................44

G

General workflow...................................................10

H

Halftone.................................................................143

I

Icons........................................................................13Input profile...........................................................143

J

Jobs sectionJob details..................................................10, 26List of jobs........................................................10

L

Last saved print settings......................................127

M

Manual input...........................................................80Marked sheets.......................................................129Merge....................................................................129

N

Notification area...................................................130

O

Operator ConsoleJobs section................................................10, 26Printer section..................................................10

Other digital file......................................................16Overrule CMYK profile.........................................143Overrule RGB profile............................................143

P

Paper original..........................................................16Paper trays............................................................129Percentage split sheets........................................129Perceptual.............................................................143Print dialog....................................................124, 127Printer section

Index

151

Configure printer..............................................10Print job.............................................................10

R

Refund of payment.................................................30Relative colorimetric............................................143Rendering intent...................................................143Request for job change..........................................30

S

Saturation..............................................................143Sets per row............................................................80Sorting order...........................................................19Split........................................................................129Spot color matching.............................................143sRGB......................................................................143Supported printers...............................................124

T

Test print...............................................................127Toolbar

Customize.......................................................120Trapping................................................................143

U

Use separate paper trays.....................................129

V

VDP document........................................................82Change..............................................................44

Index

152

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