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Guidelines for successful conditional branching

Number of branches and conditions: A Conditional node is

limited to 12 outbound branches. Each branch can have up to 12

conditions.

Nested branching: Nesting occurs when a Conditional node

directly follows a branch of another Conditional node. You can

have up to two nested Conditional nodes.

Execution sequence: Branches are checked from the top branch

to the bottom. The top branch conditions are checked first. If the

conditions are satisfied, the top branch is taken. Otherwise, the

second branch is checked, and so on. Branch order is defined in

the Conditional Branch Settings dialog.

Number of documents per job: Single document jobs can be

processed by the Conditional Branching node. Multiple document

jobs can be processed only if a Join node precedes the conditional

branch.

Fail branches: A Fail branch can be added to Conditional node.

The Fail branch is not considered part of the Conditional Branch

and is not displayed in the Conditional Branch Settings dialog.

JDF Export: Workflows with a Conditional Branch do not support

JDF Export.

Conditions from more than one category: Different categories

can be combined in one branch. For example, a branch can

contain both PDF and JDF conditions.

Modifying conditional branches in Workflow Submission

Client: You can add or remove conditions for a Conditional

branch. You cannot do the following:

•

Add or remove branches.

Rearrange the order of the branches.

Change branch names.

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Failed status: A job will fail if:

•

None of the conditional branches match the job and there is no

pass-through branch.

•

The file is corrupted.

If the necessary information is not available to evaluate a

condition. For example, if a PDF file is submitted to a branch

with a PDF bleedbox condition and bleedbox is not defined in

the PDF file, the job will fail.

See also:

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Adding and configuring branch conditions

You can place a Conditional process anywhere in a workflow that

a decision must be made. Node configuration is perforned via the

Branch Conditions [Branch Name] dialog, where you add

branches and define or edit their conditions. Twelve branches are

allowed per Conditional node, 12 conditions are allowed per

Conditional branch.

To add and configure branch conditions

1. In Workflow Builder, drag and drop a Conditional process into

the workflow. The Conditional Branch Settings dialog

automatically opens.

2. Select [New Branch...].

3. In the Branch Conditions dialog, enter a name in the Branch

name text box. The name display in the dialog title later, when

you open the dialog to view or edit conditions.

The options in the “This branch will only accept” area ensure

that only the desired file types are examined by the branch.

For example, if you select [PDF format files] and you submit a

.doc file to the workflow, the system does not attempt to apply

PDF-only conditions to the file. The branch is skipped; no

errors are generated.

4. In the “This branch will only accept” area, select from the

following:

•

[PDF format files]: To enable the addition of PDF

conditions.

•

[Documents submitted with JDF job tickets]: To enable

the branch to accept only files submitted with JDF job

tickets and to enable the addition of JDF-specific

conditions.

•

Select both options.

Select neither option.

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5. In the “Conditions that must be met” drop box, select from the

following:

•

[Any]: To establish that one or more conditions must be

met for the branch to be considered a match.

•

[All]: To establish that all conditions must be met for the

branch to be considered a match.

6. In the “Conditions to add” area, select a condition.

NOTE: Refer to the Conditions to Add table for a description of the

conditions and their qualifiers. Qualifiers vary based on the

selected condition, for example, “PDF format files.”

7. Select the desired qualifiers for the condition.

8. Enter text, if required.

9. After all fields are configured, select [Add] to add the condition

and display it in the Conditions List.

10. If required, select a condition, and then select [Delete] to

remove the condition from the Conditions List.

11. Add more conditions, if desired, up to 12 per branch.

12. Select [OK]. The Conditional Branch Settings dialog displays.

13. To change the branch order or otherwise manage the existing

branches, see Managing conditional branches.

14. Select [OK]. A new branch displays in the workflow next to the

Conditional node.

NOTE: A workflow process must follow a conditional branch or the

workflow cannot be saved.

See also:

Condition Definitions

enable the Copy Count Divisor and Copy Count Divisor

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Conditional branch conditions

Table 2-15. Conditions to Add

Available For

PDF Only

Condition

1st Qualifier

2nd Qualifier

Number of Impressions*

Number of Pages

Mediabox Width

Mediabox Height

Trimbox Width

Equal to

Not equal to

Less than or equal to

Greater than

Make a numeric

selection

Trimbox Height

Bleedbox Height

Bleedbox Width

Artbox Height

Artbox Width

Cropbox Height

Cropbox Width

Maximum Bleed Size*

Author

Title

Subject

Keyword

Creator

Producer

Contains

Enter text

Does not contain

Starts with

Ends with

Is equal to

Color or B&W

All B&W

Containing any grayscale

or color images

None

First Page Orientation

Portrait

Landscape

All Page Orientations Same

All Page Sizes Equal

Yes

Customer Billing Code

Customer ID

Customer Job Name

Customer Order ID

Contains

Enter text

JDF Job

Ticket Only

Does not contain

Starts with

Ends with

Is equal to

Job name

File Extension

Contains

Always

Does not contain

Starts with

Ends with

Is equal to

Number of Copies*

Equal to

Not equal to

Make a numeric

selection

Less than or equal to

Greater than

* For more information, see Condition Definitions

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Condition Definitions

For a list of available conditions and their qualifiers, see

Conditions to Add.

Number of copies

The value that a Conditional Branching node uses for the “number

of copies” condition is the copy count value associated with the job

at the time of Conditional branching execution. Regardless of how

a job was submitted (through submission client, Hot Folder,

Manifest), if there is a copy count value associated with the job,

that is the value that the Conditional Branching node will use at

execution time for the number of copies condition.

A copy count value is associated with a job through the following

ways:

•

If an XPIF ticket was submitted with the Job (for example as

part of an RDO) and it has a copy count value, that value will

be considered the Job copy count value.

If a JDF ticket was submitted with the job and it has a copy

count value, that value will be considered the Job copy count

value.

If the user sets a value for the “Quantity” attribute in FreeFlow

Process Manager MAX, Manifest Automation from Xerox, that

value is considered the Job copy count value.

If the user sets a copy count value during Review in Job

Manager, that value is considered the Job Copy count value

from that point on.

If “Imposition affects copy count switch” is set in the WorkFlow

Builder, and the copy count value has been modified by

Imposition, once the job reaches the Conditional branching

node, the modified value is considered the Job copy count

value for Conditional Branching. For more information, see T o

examples.

If the job has no associated copy count value, Conditional

branching fails when it examines the number of copies condition.

A message saying “no copy count value is available” message

displays.

NOTE: Printer copy count value is not the same as Job copy

count value. The “number of copies” condition of Conditional

branching works independently of the Print nodes in a workflow

and the copy count values, if any, set during workflow design.

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Number of impressions

This is the number of copies multiplied by number of pages in PDF

file.

Maximum bleed size

If a Trim Box and a Bleed Box are defined, and the Trim Box is

contained within the Bleed Box, then the Bleed size is the four

offsets from the four sides of the Bleed Box to the four sides of the

Trim Box, and the Maximum Bleed size is the greatest of the four.

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Managing conditional branches

The Conditional Branch Settings [Name] dialog allows you to:

•

View and manage existing branches for the selected

Conditional node.

•

Access the Branch Conditions dialog to create and configure

new conditional branches.

To manage a conditional branch

1. In Workflow Builder, double-click a Conditional process in the

workflow to open the Conditional Branch Settings dialog.

2. Select a workflow branch.

3. Select from the following options to view, manage, and create

conditional branches:

•

Conditional Set Description pane: Lists the conditions

that must be met for the selected workflow branch.

Up arrow: Moves the selected workflow branch up one

level of order.

Down arrow: Moves the selected workflow branch down

one level of order.

NOTE: Branches are processed from top to bottom. The first

branch conditions are checked and, if met, the branch is taken.

If not met, the next branch is checked, and so on.

•

View/Edit...: Opens the Branch Conditions dialog for the

selected workflow branch. See Adding and configuring

branch conditions.

•

Delete: Removes the selected workflow branch with a

confirmation dialog.

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•

Include pass-through branch with no conditions:

Active if 11 or fewer branches are defined. Adds a branch

to the workflow branch list called “pass-through.” This

branch is not selectable in the list and has no conditions

associated with it. It accepts all documents that could not

be passed to prior order branches. Unmark the check-box

to delete the pass-through branch.

NOTE: The system automatically sequences the pass-through

branch as the last branch.

•

New Branch…: Opens the Branch Conditions dialog for

creating a new branch. See Adding and configuring

branch conditions.

See also:

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Editing conditional branches

You may wish to view and/or edit a conditional branch.

To edit a conditional branch

1. In Workflow Builder, double-click a Conditional node in a

workflow.

2. In the Conditional Branch Settings dialog, select the desired

workflow branch from the list, and then select [View/Edit...].

3. In the Branch Conditions [Name] dialog, make the desired

edits. See Adding and configuring branch conditions.

4. Select [OK].

5. In the Conditional Branch Settings dialog, make any additional

changes. See Managing conditional branches.

6. Select [OK].

See also:

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Deleting conditional branches

You may wish to remove a conditional branch.

To delete a conditional branch

1. In Workflow Builder, double-click a Conditional node in a

workflow.

2. In the Conditional Branch Settings dialog, select the desired

workflow branch from the list.

3. Select [Delete].

4. In the Delete confirmation dialog, select [Yes].

5. Select [OK].

6. To delete a pass-through branch, unmark the check-box for

“Include pass-through branch with no conditions.

See also:

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Linking conditional branches

The branches of a Conditional node can be merged into a

common workflow once they have been processed. Follow these

rules:

•

If a link is used, all of the branches of a Conditional node must

merge.

•

The branches of one conditional node cannot merge with

branches of another Conditional node.

To link conditional branches

1. Right-click the Conditional node to which you wish to add a

link.

2. Select [Create Common Links]. Links display at the end of

the branches for that node. Another link displays beneath the

first workflow, creating a common workflow.

3. Drag and drop the necessary workflow processes into the

common workflow to continue processing the job.

See also:

To s et the number of concurrent processes

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Configuring external process settings

Process Manager allows you to configure up to 5 external

processes, from any third party software that supports hot folders,

to use as process options in Workflow Builder. First, set up the

profiles for each external process in Workflow Job Manager. Then,

in Workflow Builder, use the [Process Name] Settings dialog to:

•

Designate from which profiles users can select.

Select the default profile.

External Processes are indicated either by a plus symbol and a

curved arrow or, if the user chooses an existing process icon, by a

plus symbol overlay.

To configure external process settings

1. Double-click an external process in a workflow to access the

[Process Name] Settings dialog.

2. In the “Select the profiles that submitters can choose from” text

box, select the desired profiles. The profiles will populate the

“Select the default profile” drop box.

3. In the “Select the default profile” drop box, select a default

profile.

4. Select [Always use these settings] to prevent users from

modifying the settings. The settings will appear in the

Workflow Submission Client controls, but will be grayed out

and unchangeable.

5. Select [OK] to accept changes and close the window.

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Setting up repository credentials

Repository credentials are used in all transactions that require

logging into a repository in FreeFlow Process Manager. This

includes:

•

[Add Repository File] in Workflow Submission Client.

[Browse Repository...] in the Save and JDF export nodes.

Hot folders When you create a hot folder, you must specify

the “Submitting user” whose repository credentials are

associated with the hot folder: either a member of the Process

Manager Administrator group or a member of the Operators

group. This informs the system whose repository credentials to

use when a job must access a repository during hot folder

submission.

•

Resubmit operation in Workflow Job Manager.

Prior to performing operations that require repository access, you

must set up and save your repository credentials in FreeFlow

Process Manager. Credentials are set up and saved per user.

Once a user has RMS credentials saved, all future repository

transactions by that user through the Workflow Builder, Workflow

Submission Client, or Workflow Job Manager use the same saved

RMS credentials.

Before setting up repository credentials in FreeFlow Process

Manager, you must have previously:

•

Set up an account on the repository.

Set up a link between the desired repository and FreeFlow

Process Manager via the FreeFlow Administration Tool.

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To set up repository credentials

1. In Workflow Builder, Workflow Submission Client, or Workflow

Job Manager, select [Options: Repository Credentials

Setup...] to open the Repository Credentials Setup dialog.

2. Enter the following repository account credentials:

•

User name

Password

3. Re-enter the password to confirm it.

4. Select [Save]. The credentials are saved and you are not

prompted for them again. To change repository credentials,

you must open the repository credentials dialog, as described

in step 1.

Ensuring success with repository credentials

The following examples illustrate the importance of setting up

repository credentials before submitting jobs.

•

If you do not enter repository credentials, upon clicking [Add

Repository File] in Workflow Submission Client or [Browse

Repository] in the Save or JDF Export settings dialogs, the

Repository Credentials Setup dialog automatically displays.

If a logged in user, without saved repository credentials,

submits a job via Workflow Submission Client to a workflow

with a Save or JDF Export node, the job will fail during the

Save or JDF Export operation, if those nodes interact with the

repository.

•

During the resubmit operation in Workflow Job Manager, if

there is interaction with a repository, the RMS credentials of

the current user (the user running Workflow Job Manager) are

used. If the current user of Workflow Job Manager does not

have proper RMS credentials saved, the job will fail during

resubmit.

For Hot Folder job submission, if the submitting user selected

during Hot Folder setup does not have RMS credentials

saved, and the job needs to interact with Repository, the job

will fail.

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Checking the status of a process

The Processes dialog lists information about each process,

including:

•

Name

Status

Concurrent count

Take Offline/Set Online: Allows you to change the offline or

online status of a selected process; pauses jobs that reach the

process. Available if no jobs are using the process. The option

displays as a context menu option when you right-click a process.

Settings: Opens the Process Settings dialog.

To change the offline or online status of a process

1. In Workflow Builder, select [Options: Processes] to display

the Processes dialog.

2. Select a process and select [Take Offline/Set Online] to

change the status.

3. Close the Processes dialog.

divisor

To e nable the Copy Count Divisor

Copy Count Divisor examples

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Setting the number of concurrent processes and the copy count divisor

The Process Settings for the [Process] dialog allows you to:

•

Select the number of concurrent processes. This sets the

number of instances of a process that can be used to

concurrently process jobs.

•

Place the process online or offline.

Turn the copy count divisor functionality on or off, available for

Imposition only.

To set the number of concurrent processes

1. In Workflow Builder, select [Options: Processes] to display

the Processes dialog.

2. Select a process, then select [Settings] to open the Process

Settings for [Process] dialog.

3. Select the number of concurrent processes, from 1-4.

4. As appropriate, select or deselect the check box to place the

process online.

5. Select [OK] to accept the changes and close the Process

Settings for [Process] dialog.

6. Close the Processes dialog.

See also:

To e nable the Copy Count Divisor

Copy Count Divisor examples

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To enable the Copy Count Divisor

You can enable the system to adjust the copy count to maintain

the original quantity intent for workflows that contain multiple-up

impositions. The value is changed to output the original quantity of

the original document given that the imposition node has changed

the PDF document to contain multiple instances of the original

document.

In the Job Manager Copy Count and the Print node Job Setup

dialogs, the quantity value is modified when you:

•

Process the job through a Xerox imposition node (not PREPS)

that is multi-up repeated.

•

Enable the Copy Count Divisor switch.

Submit a job with a job ticket quantity intent.

Use Print nodes that do not have “Always use these settings”

selected.

Example: If the original document is 1 page, the original quantity

is 100 copies, and the imposition is 4-up repeated, then the post

imposition copy count quantity will be 25, since each copy of the

imposed document now contains 4 copies of the original

document.

If there is a JDF Export node in the workflow, the JDF ticket

created through the JDF export node does not include the

modified copy count.

See also:

Copy Count Divisor examples

1. In Workflow Builder, select [Options: Processes] to display

the Processes dialog.

2. Select the Impose process, then select [Settings] to open the

Impose Process Settings dialog.

3. Mark the check box for [Imposition affects copy count].

4. As appropriate, select or deselect the check box to place the

process online.

5. Select [OK] to accept the changes and close the Process

Settings for [Process] dialog.

6. Close the Processes dialog.

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Copy Count Divisor examples

The following examples illustrate various uses of the Copy Count

Divisor:

Example 1: Original quantity is 20 with 2-up; actual

copies =10

1. The user sets the Copy Count Divisor switch to On.

2. The user creates a workflow with the following nodes:

•

Imposition (2up; Always use these settings is set);

Print (Always use these settings is not set)

3. User submits a job with an XPIF ticket: Copies: 20

4. The job successfully goes through the Imposition node.

5. The job prints 10 actual copies of the imposed document.

Example 2: Original quantity is 20 with 2-up + 2-up;

actual copies = 5

1. The user sets the Copy Count Divisor switch to On.

2. The user creates a workflow with the following nodes:

•

Imposition (2up; Always use these settings is set)

Print (Always use these settings is not set)

3. User submits a job with an XPIF ticket: Copies: 20

4. The job successfully goes through the two Imposition nodes.

5. The job prints 5 actual copies of the imposed document.

Example 3: Original quantity is 20 with 2-up; observe

changes to Print quantity settings

1. The user sets the Copy Count Divisor switch to On.

2. The user creates a workflow with the following nodes:

•

Review

Imposition (2up; Always use these settings is set)

Review

Print (Always use these settings is not set)

3. User submits a job with an XPIF ticket: Copies: 20

4. At the first Review the user opens the Copy Count Dialog.

They will see: Quantity (original document):20

5. At the first Review the user looks at the Print task setting. They

will see: Quantity: 20

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6. After the job passes successfully through the Imposition node,

the user opens the Copy Count dialog at the second Review.

They see:

•

Quantity (original document): 20

Quantity (imposed document): 10

7. At the second Review the user looks at the Print task setting.

They see: Quantity: 10

8. The job prints 10 actual copies of the imposed document.

Example 4: Original quantity is 20 with 2-up + 2-up;

quantity modifed after first Imposition; actual copies = 6

1. The user sets the Copy Count Divisor switch to On.

2. User creates a workflow with the following nodes:

•

Imposition (2up; Always use these settings is set)

Review

Imposition (2up; Always use these settings is set)

Review

Print (Always use these settings is not set)

3. User submits a job with an XPIF ticket: Copies=20

4. After successful execution of the first Imposition, at the first

Review, the user opens the Copy Count Dialog. The user

sees:

•

Quantity (original document): 20

Quantity (imposed document): 10

5. The User modifies the Quantity (imposed document) value in

the Copy Count Dialog to 12:

•

Quantity (original document): 20

Quantity (imposed document): 12

6. After successful execution of the second Imposition, at the

second Review, the user opens the Copy Count Dialog. They

see: Quantity (original document): 20

7. Quantity (imposed document): 6. Since the user modified this

value at the first Review, the second Imposition node takes the

modified value and applies the copy count divisor logic.

8. The job prints 6 actual copies of the imposed document.

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Example 5: Modified quantity ignored/overwritten

1. The user sets the Copy Count Divisor switch to On.

2. User creates a workflow with these nodes:

•

Review

Imposition (2up; Always use these settings is set)

Print (Always use these settings is not set)

3. User submits a job with an XPIF ticket: Copies: 20

4. At the Review node the user brings up the Copy Count dialog.

They will see: Quantity: 20

5. The user closes the Copy Count Dialog and opens the Print

task setting.

6. The user sets the Quantity value in Print task setting to 18,

closes the dialog and continues executing the job.

7. The job successfully executes the Imposition node.

8. The job prints 10 actual copies of the imposed document.

The Quantity value entered at the Print task setting was

ignored and overwritten once the job went through the

Imposition node. When the divisor logic switch is on and there

are imposition(s) nodes in the workflow, if the user wants to

modify the quantity of the imposed document during the

Review task of Job Manager, they should do it through the

Copy Count dialog to ensure that the value will not be ignored

and overwritten.

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Checking the status of a workflow

The Workflows dialog provides the following information about the

listed workflows:

Hot Folders button: Opens the Hot Folders dialog.

Name: Lists the names of workflows.

Workflow Id: Lists the system-generated workflow Id.

Status: Lists the following status of the workflows:

•

Enabled - Busy

Enabled

Disabled - Busy

Disabled

Active Jobs: Lists the number of active jobs.

Hot Folders: Lists the number of hot folders associated with the

selected workflow.

Description: Lists the description text for the workflows.

Processes: Displays the small icon processes for the workflows.

NOTE 1:You can double-click a workflow to open the Hot Folder

Setup dialog.

NOTE 2:You can right-click in the window to display the context

menu.

Status text (bottom of screen): Lists the total number of

workflows.

To check the status of a workflow

1. In Workflow Builder, select [Options: Workflows].

2. View the information about the desired workflow.

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About hot folders

The hot folder function allows you to designate one or more

folders on your system to be monitored, at set intervals, by the

Process Manager application. When a file is detected in a hot

folder, it is automatically submitted to the workflow associated with

that hot folder.

See also:

Hot folders and Zip files

Submitting .xml workflow files to a hot folder

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Hot folders and RDOs

Use File Manager, Document Library, Makeready, or Web

Services to copy or move RDO documents into a hot folder,

otherwise, the RDO may be corrupted. The hot folder checks

RDOs for readiness to ensure that both the RDO and .CON

directory are present. If the RDO is not ready, it is checked at the

next interval.

Hot folders and linked RDOs

Successful submission of linked RDOs (an RDO containing a link

to another RDO) and set labeling RDOs via Workflow Submission

Client or hot folders cannot be assured.

Limitations for hot folder submission of RDOs and job files

associated with .xpf or .xml files

To ensure better processing, when submitting RDOs to a hot

folder, the user should ensure that all contents inside the .CON

are copied over, before copying the RDO file.

When submitting subdirectories that contain job files associated

with either .xpf files or .xml files, the user should copy the

directories first, and wait until the files are copied -- if there are

RDOs inside the subdirectory, make sure that they are copied

over, as well -- before dropping the .xpf or .xml file into the hot

folder.

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Hot folders and Zip files

A hot folder can unzip a Zip file containing multiple PDFs or mixed

file formats.

To process multiple files as a single joined job: Submit the Zip

file to a hot folder associated with a workflow that has a Join task.

Files are joined in the order they were added to the Zip file.

Hot folders can process Zip files that contain all supported file

types.

Hot folders support the following Zip file formats:

•

Microsoft Windows Compressed (zipped) files packaged with

Windows Server 2003

•

WinZip 7.0 and 8.0 zipped files

Hot folders do not support:

•

Folders inside a Zip file, except for .CON directories when a

matching .rdo is present. Folders inside the Zip file are

unzipped but are not submitted.

•

Nested Zip files (a Zip file within a Zip file)

Files for which, when unzipped, there is not enough room on

the drive. If problems occur, the file is moved to the error

folder.

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The following limitations apply to InfoZip files:

Table 2-16. InfoZip file limitations

Item

Limit

Number of files

64 K

Uncompressed

size of a single

file

4 GB

Compressed size 4 GB

of a single file

Total size of

See also:

Unlimited User Conversion option

Setting up a watermark in an email attachment

Limitations when setting up directories as input/output hot

folders for more than one feature

Within Process Manager, users can set up directories as input/

output hot folders for Process Manager Hot Folders (for job

submission), QuarkXPress file conversion, and Third party

external processes. When setting up a directory as an input or

output hot folder, make sure that it is not being used as a hot

folder for either of the other two features, by visiting their

corresponding dialogs.

The system does not currently perform conflict checking across

these different features.

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Managing hot folders

The Hot Folders dialog allows you to manage existing hot folders,

or to access dialogs to set up new hot folders and modify existing

hot folders.

It lists the hot folder name, the workflow associated with the hot

folder, the full file location path for the hot folder, the assigned

submitter’s name, the clustering number of files before submission

and the scheduled times of day to activate.

NOTE: Only one workflow can be associated with a hot folder.

However, several hot folders can be associated with the same

workflow.

The Hot Folders dialog options include:

New: Opens the New Hot Folder dialog.

Modify: Opens the Hot Folder dialog for the selected hot folder.

Delete: Deletes the selected hot folder. Also available as a

context menu by right-clicking an item listed in the Hot Folders

window.

Pause: When selected, the hot folder mechanism processes all

files currently in the selected hot folder. It stops scanning for new

files after all current files are processed. The button toggles

between the pause and resume states.

Resume: When selected, the hot folder mechanism resumes

monitoring the selected hot folder at the defined interval. The

button toggles between the pause and resume states.

Settings...: Opens the Hot Folder System Settings dialog.

Stop/Start: Allows you to stop/start the hot folder services,

effectively pausing/resuming all hot folders at once.

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Status line: (bottom of screen) Lists the total number of hot

folders, the Processing or Paused status, and the monitoring

interval.

See also:

About hot folders

Setting up or modifying a hot folder

Deleting a hot folder

Pausing and resuming hot folder monitoring

Configuring the hot folder system settings

Submitting a job to a hot folder

Submitting an RDO to a hot folder

Submitting a job ticket file (*.xpf) to a hot folder for reprinting

Submitting .xml workflow files to a hot folder

Submitting .vpc files to a hot folder

To manage hot folders

You can use the Hot Folders dialog to manage hot folders

independently of workflows.

1. Select [Options: Hot Folders], or right-click a workflow listed

in the Workflows dialog.

2. Perform the necessary actions.

3. Close the Hot Folders dialog.

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Setting up or modifying a hot folder

The New Hot Folder or Hot Folder (for modifying a hot folder)

dialogs contain the following options:

Hot folder location: Lists the full file location path for the hot

folder associated with the selected workflow.

Browse: Opens a common browse folder dialog and allows you to

select or create a folder in the system.

Target Workflow: Lists all workflows in the system. The list

reflects the sort order of the Workflows dialog.

Submitted with documents: This option, in the Target Workflow

drop down menu, supports the hot folder submission of .xml

workflows that have been exported from the Workflow Builder

application. For more information, see Submitting .xml workflow

files to a hot folder.

Submitting User: Allows you to a specify the user whose

repository credentials will be associated with the hot folder: either

a member of the Process Manager Administrator group or a

member of the Operators group. This informs the system whose

credentials to use when a job must access a repository during hot

folder submission.

NOTE: If the submitting user does not have saved repository

credentials, the job will fail if attempting to access a repository

during hot folder submission. For more information, see Setting up

repository credentials.

The following options are available when Enable file clustering,

Enable hot folder scheduling, and Set scheduled times for hot

folders individually are selected in the Hot Folder System

Settings dialog:

Enable file clustering for this hot folder: Enables the system to

wait until the specified number of files are placed in the hot folder

before processing them.

Number of files: Allows you to specify the minimum number of

files before processing is initiated on the set. The default is 2; the

maximum is 100.

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Enable scheduling for this hot folder: Enables the scheduling

functions:

•

Time of Day: Allows you to specify the times during the day

that you want the hot folder scanned. The default is 12:00 AM.

•

Add: Available if Enable scheduling for this hot folder is

selected. Adds the selected time of day to the list. If you try to

add a time more than once, the “Time Already Added”

message displays.

•

Scheduled times: Available if Enable scheduling for this

hot folder is selected. Lists the times during a day when the

hot folder system scans the hot folder for files. A maximum of

10 polling times can be set.

NOTE: Intervals between polling times cannot be smaller than

the hot folder scan interval.

Remove: Removes the select time from the list.

OK: Closes the dialog and saves the settings.

Cancel: Closes the dialog and does not save the settings.

Waiting for Job Ticket folder: Each hot folder contains a Waiting

for Job Ticket folder. When submitting .xpf job tickets with a job

file, both items must be placed into this folder. For more

information, see Submitting a job ticket file (*.xpf) to a hot folder

for reprinting.

To set up or modify a hot folder

1. In Workflow Builder, select [Options: Hot Folders]. The Hot

Folders dialog displays.

2. Select the desired options in the Hot Folder System Settings

dialog. See Configuring the hot folder system settings.

3. Select [New...] or [Modify..].

4. Select [Browse...].

NOTE: To work properly, full access for the hot folder must be

granted to XDL_ADMIN, particularly, if the hot folder is located on

a mapped drive.

5. In the Browse for Folder window, do one of the following:

•

Select a folder, then select [OK]; or

Select [Make New Folder]. Right-click the new folder and

select [Rename] in the context menu. Type a folder name,

and then select [OK].

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6. In the Target Workflow drop down list, select a workflow.

Ensure that the workflow contains the process steps

necessary to support the job.

7. In the Submitting User drop down list, specify the user whose

repository credentials will be associated with the hot folder.

8. If required, select [Enable file clustering for this hot folder]

to enable the system to wait for the minimum number of files

before submitting them to the hot folder. This option is

available when Enable file clustering is selected in the Hot

Folder System Settings dialog.

•

Specify the number of files.

9. If required, select Enable scheduling for this hot folder,

available when Enable hot folder scheduling, and Set

scheduled times for hot folders individually are selected in

the Hot Folder System Settings dialog.

•

In the Time of Day area, highlight minutes or hours and

click to specify the time during the day that you want the

hot folder scanned.

Select [Add] to display the designated time of day on the

Scheduled times list. A maximum of 10 scheduled times

can be set.

If required, in the Scheduled times area, select a time and

select [Remove] to delete the time from the list.

10. Select [OK] to accept the changes and close the dialog.

11. Close the Hot Folders window.

Submitting an RDO to a hot folder

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Deleting a hot folder

This option is available when a hot folder is not paused.

To delete a hot folder

1. Workflow Builder, select [Options: Hot Folders].

2. Select a hot folder.

3. Select [Delete], and then select [Yes] to confirm the deletion.

4. Close the Hot Folders window.

Pausing and resuming hot folder monitoring

The hot folder monitoring function can be paused in order to

perform any necessary actions.

To pause and resume hot folder monitoring

1. In Workflow Builder, select [Options: Hot Folders].

2. Select a hot folder from the list and select [Pause].

3. When appropriate, select [Resume].

4. Close the Hot Folders dialog.

Stopping and starting all hot folder monitoring

The hot folder monitoring function can be paused for the entire hot

folder service in order to perform any necessary actions.

To start and stop all hot folder monitoring

1. In Workflow Builder, select [Options: Hot Folders].

2. Select [Stop].

3. When appropriate, select [Start].

4. Close the Hot Folders dialog.

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Configuring the hot folder system settings

The Hot Folder System Settings dialog allows you to set the scan

interval, to enable file clustering, and to select between scheduling

all hot folders for the same times of day or scheduling hot folders

individually. It contains the following options:

Scan Interval: Sets the time between system scans of the hot

folders for new files. The default interval is 10 seconds. The

available range is 10 – 100 seconds. Workflows are submitted as

files are found, unless clustering or scheduling is enabled.

Enable file clustering: Enables the system to wait until the

specified number of files are placed in the hot folder before

processing them. The number is set on a per hot folder basis. If

selected, the scan interval is set to 10 seconds and grayed out.

Enable hot folder scheduling: Enables the scheduling function.

NOTE: The clustering and scheduling options each have the

ability to invoke the system to submit jobs independent of the

other’s settings. If both clustering and scheduling are selected,

then reaching either the clustering number of files or the

scheduled time results in the submission of hot folder files as

workflow jobs.

Set scheduled times for each hot folder individually: Allows

you to specify times on a per hot folder basis. See Setting up or

modifying a hot folder.

Use the following scheduled times for all hot folders: Allows

you to specify times for all hot folders. When selected, the

following options are available:

•

Time of Day: Allows you to specify the times during the day

that you want all hot folders scanned. The default is 12:00 AM.

•

Add: Adds the selected time of day to the list. If you try to add

a time more than once, the “Time Already Added” message

displays.

•

Scheduled times: Lists the times during a day when the hot

folder system scans all hot folders for files. A maximum of 10

scheduling times can be set.

NOTE: Intervals between polling times cannot be smaller than

the hot folder scan interval.

Remove: Available if the “Schedule daily times...” check box is

selected and a time in the list is selected. Removes the listed

time.

OK: Closes the dialog and saves the settings.

Cancel: Closes the dialog and does not save the settings.

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To configure the hot folder system settings

1. In Workflow Builder, select [Options: Hot Folders].

2. Select [Settings...].

3. Set the desired interval, from 10 to 100. Available if Enable

clustering and Enable hot folder scheduling are not

selected.

4. If required, select Enable file clustering to wait for a minimum

number of files before processing.

5. If required, select Enable hot folder scheduling to enable the

scheduling function.

6. Select Set scheduled times for each hot folder individually

to specify times that you want hot folders scanned on a per hot

folder basis.

7. Select Use the following scheduled times for all hot

folders to specify times for all hot folders, and then schedule

or remove the desired scheduling times:

•

Click to set the time of day and select [Add], or

Select a time of day from the Scheduled times list and

select [Remove].

8. Close the Hot Folder System Settings dialog and the Hot

Folders dialog.

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Submitting a job to a hot folder

Points to remember when submitting a job to a hot folder:

•

Jobs submitted with a job ticket must be placed, with the job

ticket, into the Waiting for Job Ticket folder, inside the hot

folder.

•

RDO files can be submitted to a hot folder via File Manager

and Web Services.

If a JDF ticket does not contain the correct file path for the file

that is being processed, the job fails.

When submitting a Zip file to a workflow with Join task, the

files within the Zip file will be joined in the order that they were

added to the Zip file.

•

Read-only files are not picked up by a hot folder.

To submit a job to a hot folder

1. Locate the desired file using Windows Explorer.

2. Use Windows Explorer to copy, move, paste, or drag and drop

the file into the appropriate hot folder. The submission is

automatically processed.

NOTE: If you move a file into a hot folder, you will not be able to

retrieve it. The system automatically deletes the files from the hot

folder. Copy the file if you need to retrieve it.

See also:

Submitting a job ticket file (*.xpf) to a hot folder for reprinting

Submitting .xml workflow files to a hot folder

Hot folders and Join

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Submitting an RDO to a hot folder

CAUTION: If you are submitting an RDO to a hot folder, do

not open, copy, move, delete, or rename an RDO document

using Windows Explorer. You will corrupt the document.

To submit an RDO to a hot folder

1. Select [Start: Programs: Xerox FreeFlow Software: File

Manager].

NOTE: To submit files to a hot folder, you can also use legacy

Document Library if you have a FreeFlow Process Manager

upgrade, or you can use Web Services.

2. In File Manager, navigate to the appropriate RDO.

NOTE: In File Manager, the .CON file is not visible.

3. Right-click the file. In the context menu, select [Copy].

4. In the Copy dialog, select [To]. Type the path to the desired

hot folder, for example, C:\Documents and

Settings\Administrator\Desktop\RDO Hot Folder.

NOTE: To display the path to the desired hot folder, select

[Options: Hot Folder] and locate the hot folder path.

5. Select [OK]. The file is automatically submitted to the workflow

associated with the hot folder.

If either the RDO or the .CON folder is missing from the hot folder,

the file will not be processed. You must then manually delete the

file from the hot folder.

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Submitting a job ticket file (*.xpf) to a hot folder for reprinting

You can save an .xpf job ticket file with the PDF file for reprinting

purposes by including a Save process in a workflow and selecting

[Save job ticket information] in the Save Settings dialog.

For more information about creating the job ticket file, refer to the

topic “Saving a job ticket with the PDF for reprinting” in the

Workflow Builder section.

NOTE: You can also create the job ticket with FreeFlow Print

Manager Advanced Print Path.

To associate the .xpf job ticket file with the files to be picked up by

the hot folder for processing, the .xpf job ticket file is automatically

saved along with the PDF file, in the location designated in the

Save settings, using the following naming conventions:

•

File name: <file name>.<file ext>

.xpf job ticket name: <file name>.<file ext>.xpf

When submitting files in a folder, the following naming

conventions are used:

•

Folder name: <folder name>

.xpf job ticket name: <folder name>.xpf

NOTE: If you are not using a hot folder for submission, you can

submit only the saved PDF to a reprint workflow. The .xpf

associated with the file is automatically picked up and applied.

To submit an .xpf job ticket to a hot folder for reprinting

Waiting for Job Ticket folder: The job file and its associated .xpf

must be placed in the Waiting for Job Ticket folder inside the hot

folder.

When an .xpf job ticket is submitted to the hot folder’s Waiting for

Job Ticket folder, with an associated job file, the job ticket is

applied to all the print nodes in the workflow associated with the

hot folder.

1. Locate the saved PDF. The PDF is in the location that was

designated in the Save settings when the job was initially

processed.

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2. Locate the associated .xpf job ticket. The .xpf should be in the

same location as the PDF, and the associated .xpf file name

should match the PDF. For example:

File name = newsletter.pdf

Job ticket name = newsletter.pdf.xpf

3. Do one of the following:

•

For a file: Drag and drop or copy and paste the file to be

processed and its associated .xpf into the Waiting for Job

Ticket folder inside the hot folder.

NOTE: To reprint via Workflow Submission Client, submit only

the saved PDF file to the reprint workflow. Process Manager

automatically picks up the associated job ticket and applies it

to all print nodes in the workflow.

•

For a folder: Drag and drop or copy and paste the folder

to be processed and its associated .xpf into the Waiting for

Job Ticket folder inside the hot folder. The .xpf file must be

outside the folder to be processed. Each file in the folder is

submitted separately as a single job with the job ticket.

4. The job prints using the job ticket.

NOTE: If the Print node has “Always use these settings” selected,

the Print node setting overwrites the .xpf job ticket; otherwise, the

.xpf job ticket overwrites the Print node settings.

Error conditions

•

JDF is a “job ticket” and cannot be associated with an .xpf.

Since RDO files already contain an internal job ticket, any

associated .xpf file and the RDO are moved to the

Unsupported Files folder.

•

If the .xpf ticket is invalid, the .xpf file and the associated

document are moved to the Unsupported Files folder.

•

.xpf files without any associated document are ignored.

.xpf files placed in the hot folder outside the Waiting for Job

Ticket folder, are moved to the Unsupported Files folder.

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Imposition handling with .xpf tickets

•

If the .xpf ticket contains Imposition information and the

workflow contains Imposition nodes, imposition information is

applied to the first imposition node automatically.

•

If the Imposition node has “Always use these settings”

selected, the Imposition node settings overwrite the .xpf ticket;

otherwise, the .xpf ticket overwrites the Imposition node

settings.

•

If the .xpf ticket contains any imposition information and the

workflow does not contain any imposition node, the imposition

information is ignored.

Submitting .xml workflow files to a hot folder

This feature allows you to submit exported workflow(s) in xml

format, with either a file or a folder containing several files, to a hot

folder.

The .xml file name must match the name of its associated file or

folder to be picked up for hot folder processing.

Dynamic workflows: Files are submitted to a dynamically

created “Submitted with documents” workflow, which is available

in the target workflow drop box. Each time a new job is submitted

to a dynamic workflow, a new workflow, with a unique workflow Id,

is created. Dynamic workflows are not visible and are deleted from

the Process Manager database when jobs using the workflows are

deleted. Data from the dynamically created workflow is available

for accounting information, but the “Submitted with documents”

workflow does not contain any accounting info.

Matching file names: The .xml must be named <filename>.<file

ext>.xml to be associated with <filename>.<file ext>.

Matching folder names: The .xml must be named <folder

name>.xml to be associated with <folder>.

When submitting a folder to a hot folder, the .xml must be outside

the submitted folder. Each file in the folder is submitted as a single

job to each of the workflows in the .xml file.

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To submit .xml workflow files to a hot folder

1. Create the desired workflow in Workflow Builder.

2. To create an .xml workflow file, export the workflow. Ensure

that the .xml file name matches the name of the PDF file or the

folder that you will be submitting to the workflow. If the

workflow name does not match, rename it.

NOTE: The workflow does not need to exist or be enabled in

Workflow Builder to process the .xml.

3. In Workflow Builder, select [Options: Hot Folders].

4. Set up a hot folder using the target workflow “Submitted with

documents.”

5. Using Windows Explorer, locate the .xml file and the matching

file or folder you will be submitting.

6. Copy, move, paste, or drag and drop the .xml and its matching

file or folder into the “Submitted with documents” hot folder.

NOTE: If you are submitting a folder to a hot folder, ensure the

.xml is outside the folder.

7. The submission is automatically processed.

Error conditions for dynamic workflows

•

Corrupted RDO’s will not be processed.

Unsupported file types will be moved to the Unsupported Files

folder.

•

Invalid or unsupported .xml files will be moved to the

Unsupported Files folder.

If a workflow contains a print node and a printer is not

available, the job will fail.

The following dynamic workflow file names are restricted; files

will be moved to the Unsupported Files folder:

–

Unsupported Files folder.xml

Waiting for Job Ticket. xml

Manifest Status.xml

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Submitting .vpc files to a hot folder

VPC files can be submitted only to workflows containing Review,

Print, Save, Convert and Impose processes. Jobs submitted to

workflows with processes other than these will fail.

VPC file limitations

•

Review: Identification of the number of document sets within a

VI Container is limited to database mode VIPP and PPML print

files. Selection of a set, or a range of sets is limited to

database mode VIPP print files. Viewing and editing VI

containers via Adobe acrobat requires conversion to PDF.

Convert: Supports conversion of VI Containers with VIPP print

files. Once the VI container is converted to PDF, the VI job

remains as a PDF file throughout the remainder of the

workflow.

•

Impose: Supports VI containers converted to PDF

Preflight: Supports VI containers converted to PDF. Validates

that all required elements of the VI Container Job are

contained in the VI Container and that the container is a valid

VI container. If validation is sucessful the job will pass;

otherwise, it will fail.

•

Print: Limited to DocuSP DFEs.

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Using third party external processes

Administrators can add up to 5 external processes from third party

software. Each process can have a combined maximum of 10

folder-based and CLI profiles.

Submitting from third party processes via hot folders: Folder-

based profiles allow the submission of jobs from third party

processes via hot folders. During setup, each profile is assigned to

a process input hot folder, a process output hot folder, and an

optional errors hot folder.

For folder-based profiles, third party software must be installed

and running on the Process Manager server or a third party

machine in order to use external processes in a workflow. When

the Process Manager workflow reaches the third party step, the

job is retrieved by the third party application, processed, and then

returned to the Process Manager workflow to complete any

remaining workflow steps.

Running third party scripts: CLI profiles are available for input

via command line interfaces and scripts. During setup, each

profile is assigned a file name and location for the script, optional

parameters, and locations for the input and output files.

Once an external process is set up, it displays in Workflow

Process Options area, where the operator can drag it into a

workflow and select the desired profile.

Setting up third party input and output hot folders

Managing external processes

Setting up external processes

Adding or editing an external process

Moving or deleting an external process

Setting up folder-based profiles

Adding or editing a folder-based profile

Setting up CLI profiles

Adding or editing a CLI profile

Configuring parameters

Deleting an external process profile

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Guidelines for using third party external processes

•

For folder-based profiles, the third party software must support

input and output via hot folders.

In addition to PDFs, External Process nodes accommodate all

supported file types, except RDOs.

The third party application must accept and send out the same

types of files. For example, PDF in must result in PDF out. The

function of the third party software cannot be to convert PDF to

JPEG.

•

The third party application must accept and send out the same

file name. For example, table.PDF in must result in table.PDF

out. The function of the third party software cannot be to

convert table.PDF to door.PDF.

•

Users must supply a user name and password when a remote

location is selected during setup.

The folder-based, input, output, and error locations must

reside on the same remote machine or the same local

machine.

•

The CLI profile Script full path, Working directory, and Output

location (if used) must reside on the same remote machine or

on the same local machine.

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Setting up third party input and output hot folders

For folder-based profiles, to ensure the exchange of files between

the Process Manager external process and the third party

software, you must set up input and output hot folders for the third

party software that match the input and output folders of the profile

used to execute the external process.

NOTE: It is your responsibility to ensure that your third party

software has the proper Windows write access to the folders

(input folder, output folder, etc.) you create and/or set up during

the External Process node configuration in Workflow Builder.

Example

In Process Manager - The following input and output folders are

set up in Process Manager for an external process profile called

Profile 1:

•

Process input folder: C:\Profile1In

Process output folder: C:\Profile1Out

In the third party software - The following input and output hot

folder locations must be set up to match the above input and

output folders for Profile 1:

•

Third party input hot folder location is mapped to the Process

input folder: C:\Profile1In

•

Third party output hot folder location is mapped to the Process

output folder: C:\Profile1Out

NOTE: The third party software must be running for you to use the

external process in a workflow.

See also:

Limitations when setting up directories as input/output hot folders

Setting up external processes

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Managing external processes

The External Processes dialog allows you to move or delete

processes and provides access to the external process

configuration dialogs. It includes the following options:

Move Left: Moves a selected process one space to the left.

Move Right: Moves a selected process one space to the right.

NOTE: Moving a process also changes the order in Workflow

Builder.

New Process…: Opens the External Process Setup dialog which

allows you to add a new external process; available if four or fewer

processes are configured. If there are already five external

processes when [New Process...] is selected, the Maximum

Allowed error dialog displays.

Edit…: Opens the External Process Setup dialog for the selected

process. Allows you to edit an external process or to add

additional profiles to an external process.

Delete: Deletes a selected process and all its settings.

See also:

Setting up folder-based profiles

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Setting up external processes

The External Process Setup dialog allows you to set up or edit

process icons, names, and profiles, or to delete a profile from the

Process Profiles list. It includes the following options:

Process icon: Allows you to select an icon.

Process name: Allows you to enter a name for the external

process.

Process profiles: Lists, by name, the existing profiles up to a

maximum of 10. Listed profiles are selectable.

Add folder profile...: Available if 9 or fewer profiles are

configured. Opens the Folder Profile Setup dialog, which allows

you to enter a new configuration. If there are ten profiles

configured when [Add] is selected, the Maximum Allowed error

dialog displays.

Add CLI profile...: Opens the CLI Profile Setup dialog which

allows you to enter a new configuration.

Edit...: Opens the setup dialog for the selected profile.

Delete: Deletes the selected profile with a confirmation dialog.

See also:

Setting up CLI profiles

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Adding or editing an external process

External processes must be added and configured before they

can be used in a workflow. Initial configuration involves:

•

Selecting a process icon

Assigning a process name

Final configuration involves:

•

Setting up input, output, and error hot folders for folder-based

profiles

Setting up a script location, parameters, a working directory,

and output location for CLI profiles

Defining the timeout interval for each profile

For folder-based profiles, the third party software must be running

for you to use the external process in a workflow.

To add or edit an external process

1. In Workflow Builder, select [Options: External Processes].

2. In the External Processes dialog, select [New Process...].

This option is available only if four or fewer processes are

configured.

3. In the External Process Setup dialog, select an icon from the

Process icon drop box.

NOTE: External Processes are designated by a plus symbol

overlay.

4. In the Process name text box, enter a name for the process.

NOTE 1:The name must be no longer than 14 characters, and it

must be a unique name.

NOTE 2:If incorrect file characters (for example, \ / : * ? < >) are

entered, an error message displays.

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5. Do one of the following:

a. To add a folder-based profile, select [Add folder

profile...]. The Folder Profile Setup dialog opens.

b. To add a CLI profile, select [Add CLI profile...]. The CLI

Profile Setup dialog opens.

c. To modify an existing profile, select a profile in the Process

Profiles list, and select [Edit].

6. Continue to the appropriate procedure to add or modify a

folder profile or CLI profile:

•

Folder-based profiles: Setting up folder-based profiles

CLI profiles: Setting up CLI profiles

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Moving or deleting an external process

Moving a process changes its position one space to the left or

right with respect to the other external processes. It also changes

the process position in Workflow Builder.

When you delete a process, you delete all the profiles for the

process.

To move or delete an external process

1. In Workflow Builder, select [Options: External Processes].

2. Select a process and then select from the following:

•

[Move Left] or [Move Right] to move the process.

[Delete] to remove the selected process and all associated

profiles.

NOTE: Deleting an external process affects existing workflows.

3. Select [Close].

See also:

Deleting an external process profile

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Setting up folder-based profiles

The Folder Profile Setup dialog allows you to set up hot folders for

input, output, and error files, and to define a timeout interval.

NOTE: Input, output, and error files must be assigned to unique

locations.

The dialog includes the following options:

Profile name: Allows you to enter a name for the profile.

Input location: Allows you to select a hot folder on a local or

remote drive for Process Manager to place the files and for the

third party software to retrieve the files.

Provide available job data to external process by XML file:

Allows you to request the system to provide additional information

to the external process via an XML file written to the external

process input folder. Information includes job name, job ID, date

submitted, JDF and preflight results file path information, manifest

order jacket file information.

NOTE: The third party application should also be configured to

retrieve input at this location.

Output location: Allows you to select a hot folder on a local or

remote drive for the third party software to store successfully

processed files.

NOTE: The third party application should also be configured to

store successfully processed files at this location.

Error location: Allows you to select a hot folder for the third party

software to place error files. If error files are generated, the job will

fail.

NOTE: Creating an error file location is optional.

Timeout: Allows you to enter a duration to wait for the external

process to return processed files. If this time elapses with no

returned files or errors, the job fails. Seconds and minutes values

cannot both be zero.

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Adding or editing a folder-based profile

A combined total of 10 folder-based profiles and CLI profiles can

be configured for each external process. For folder-based profiles,

the input, output, and error locations must reside on the same

remote machine, or on the same local machine.

To add or edit a folder-based profile

Refer to Adding or editing an external process to add an external

process, and then set up a folder-based profile as follows:

1. In the Folder Profile Setup dialog, enter or change the name

for the profile.

NOTE: Changing a name or a folder affects existing workflows.

2. To select process input, process output, and error folders, do

the following:

NOTE: You will be asked for a user name and password when a

remote location is selected during setup.

a. Select [Browse].

b. In the Browse For Folder dialog, do one of the following:

–

Select the desired folder, and then select [OK].

If you select a remote location, the Remote Connection

dialog displays. Enter the appropriate User name and

Password, and select [OK].

Select [Make New Folder], name the folder, and select

[OK].

3. In the timeout drop box, select a duration.

4. Select [OK]. If you edited an existing profile, a confirmation

dialog displays. The new profile displays in the Process

Profiles text box.

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5. To configure additional process profiles, repeat steps 1-4.

Otherwise, select [OK] to close the External Process Setup

dialog.

NOTE 1:You must set up input and output hot folders for the third

party software that match the input and output folders of the

profile.

NOTE 2:For folder-based profiles, the third party software must

be running to use the external process in a workflow.

See also:

Limitations when setting up directories as input/output hot folders

Deleting an external process profile

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Setting up CLI profiles

The CLI Profile Setup dialog allows you to select a script location

and enter optional parameters, set up working directory and

output locations, and define a timeout interval. The dialog includes

the following options:

Profile name: Allows you to enter a name for the profile.

Script full path: Allows you to enter or select the location and file

name of the script file to be used for the external process.

Browse…: Opens a common file dialog that allows you to select a

file.

Parameters: Allows you to enter optional script parameters.

Default parameters are $in$ $out$.

Provide available job data to external process by XML file:

Allows you to request the system to provide additional information

to the external process via an XML file written to the external

process input folder.

Working directory: Allows you to designate a location on a local

or remote drive in which the external process node can place input

files and from which the script can retrieve the files.

Output location: Optional; allows you to enter the location on a

local or remote drive in which the script stores successfully

processed files.

Timeout: Allows you to enter a duration to wait for the external

process to return processed files. If this time elapses with no

returned files or errors, the job fails. Seconds and minutes values

cannot both be zero.

See also:

Configuring parameters

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Adding or editing a CLI profile

A combined total of 10 folder profiles and CLI profiles can be

configured for each external process. The CLI script full path,

working directory, and output location (if used) must reside on the

same remote machine or on the same local machine.

To add or edit a CLI profile

Refer to Adding or editing an external process to add an external

process, and then set up a CLI profile as follows:

1. In the CLI Profile Setup dialog, enter or change the name for

the profile.

NOTE: Changing a name or a folder affects existing

workflows.

2. To select a Script full path, select [Browse].

3. In the Open dialog, locate the script, and select [Open].

4. (Optional) In the parameters text box, enter additional script

parameters. For more information on configuring parameters

refer to Configuring parameters.

NOTE: You may add parameters before, after, or between the

default parameters, but you should not delete the defaults. If a

default is deleted, an error message displays when you click

[OK].

5. To select a working directory location or an output location, do

the following:

NOTE: You will be asked for a user name and password when a

remote location is selected during setup.

a. Select [Browse].

b. In the Browse For Folder dialog, do one of the following:

–

Select the desired folder, and then select [OK].

Select [Make New Folder], name the folder, and select

[OK].

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6. In the timeout drop box, select a duration.

NOTE: If you select a timeout value of zero minutes and zero

seconds, an error message displays. Select [OK], and then

enter a valid value.

7. Select [OK]. If you edited an existing profile, a confirmation

dialog displays. The new profile displays in the Process

Profiles text box.

8. To configure additional process profiles, repeat steps 1-7.

Otherwise, select [OK] to close the External Process Setup

dialog.

See also:

Configuring parameters

Limitations when setting up directories as input/output hot folders

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Configuring parameters

The following examples illustrate various options for configuring

parameters for CLI profiles.

Example 1: Using the default parameters

Scenario: The user would like to execute a script named

“SomeScript” on the C drive during the execution of the External

Process node in FreeFlow Process Manager. The script takes an

input file as its first parameter, does something to the file, and

stores the result in an output file specified by the second

parameter.

The External Process Node for Script is configured in the CLI

Profile Setup dialog as follows:

Profile name: Something

Script Full Path: c:\SomeScript

Parameters: $in$ $out$

Working directory: c:\temp (user’s choice)

Output Location: c:\brianOut (user’s choice)

Time interval: 30 seconds

During execution, the user submits the file “someFile”. The

External Process launches “SomeScript” by launching the

following command:

C:\SomeScript c:\temp\someFile c:\brianOut\someFile

The file “someFile” is copied to the working directory by the

External Process node prior to launching the script. Also, the

External Process node automatically uses the same name for the

input file as for the output file.

The External process node waits for the script to finish executing

successfully for the maximum of the time interval (if the time

interval passes, an error has occurred) and then looks for

c:\brianOut\someFile.

If the file is there it is picked up; if not, an error has occurred.

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Example 2: Adding a parameter between the input and

output parameters

Scenario: Now, assume that the user wants “SomeScript” to use

an additional parameter, “someParameter,” between the input and

output parameters. The only difference to the configuration is this:

Parameters: $in$ someParameter $out$

During execution, External Process node launches the following

command:

C:\SomeScript c:\temp\someFile someParameter

c:\brianOut\someFile

Example 3: Adding a parameter after the output

parameter

Assume the same scenario as Example 1, except the user wants

“someParameter” to follow the output parameter. The user would

configure this way:

Parameters: $in$ $out$ someParameter

During the execution, External Process node launches the

following command:

C:\SomeScript c:\temp\someFile c:\brianOut\someFile

someParameter

Example 4: Adding two parameters

Scenario: Assume the same scenario as Example 1 except

“SomeScript” uses two additional parameters “someParameter1”

and “someParameter2,” and the user wants “someParameter1” to

come in between input and output parameters, and

“someParameter2” to come after output Parameter. The

configuration would be as follows:

Parameters: $in$ someParameter1 $out$ someParameter2

During execution, the External Process node launches the

following command:

C:\SomeScript c:\temp\someFile someParameter1

c:\brianOut\someFile someParameter2

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Example 5: When the output location is not specified

Scenario: Assume the same scenario as Example 1, except the

user does not specify an output location.

During the execution, External process node launches the

following command:

C:\SomeScript c:\temp\someFile c:\temp\someFile

With no output location specified, the External Process node

automatically uses the same output parameter as the input

parameter when the script is launched.

Example 6: Using “ ” for a path that contains a space

Scenario: If you are using a path with a space for your DOS

script, you can use “ “, per this example. Assume the same

scenario as Example 1, except the working directory is c:\program

files. Note the space between program and files. The user

configures the External Process node as follows:

Profile name: Something

Script Full Path: c:\SomeScript

Parameters: “$in$” $out$

Working directory: c:\program files

Output Location: c:\brianOut

Time interval: 30 seconds

Notice the quotations (“ “) around $in$

During execution, the External Process node launches the

following command:

C:\SomeScript “c:\program Files\someFile”

c:\brianOut\someFile

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Example 7: Specifying parameter order

Scenario: In this scenario, the user submits the file “someFile.”

The user can specify the parameters in any order in the

Parameters field.

Profile name: Something

Script Full Path: c:\SomeScript

Parameters: -I $in$ -O $out$

Working directory: c:\temp (user's choice)

Output Location: c:\brianOut (user's choice)

Time interval: 30 seconds (user's choice)

During execution, the External Process launches SomeScript with

the following command:

C:\SomeScript -I c:\temp\someFile -O c:\brianOut\someFile

Deleting an external process profile

You can select and remove individual profiles from an external

process.

To delete an external process profile

1. In Workflow Builder, select [Options: External Processes].

2. In the External Processes dialog, select the process that

contains the profile you wish to delete, and select [Edit].

CAUTION: If you select [Delete] in the External Processes

dialog, you will delete the external process and all profiles

associated with the process.

3. In the External Process Setup dialog, select the desired profile

from the Process Profiles list.

4. Select [Delete]. The selected profile is deleted. A confirmation

message displays.

5. Select [OK].

See also:

Limitations for Save File List

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Setting up the SMTP Server

The Simple Mail Transport Protocol (SMTP) Server is used for

email notification. To support the Notify process step, you must

designate a mail server for outgoing mail or notifications.

NOTE: Incoming and outgoing mail cannot be directed without the

SMTP address of your mail server.

The SMTP Setup dialog contains the following options:

SMTP Server text box: Allows you to enter the SMTP Server

name, for example: smtp.galaxynet.net.

NOTE: Only valid characters and strings for SMTP Servers are

accepted. An error message displays if the syntax is incorrect.

Maximum attachment size: Allows you to set a size limit for e-

mail attachments in the Notification process. The available range

is 20 - 1024 MB.

OK: Closes the dialog and saves the settings.

Cancel: Closes the dialog and does not save the settings.

To set up the SMTP server

1. In Workflow Builder, select [Options: SMTP Setup...].

2. In the SMTP server text box, enter the name of the mail server

used for outgoing mail or notifications.

3. Select a maximum attachment size from 20 - 1024 MB.

4. Select [OK].

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Setting up the proxy server

Job submission using JMF/JDF might require communication via

a proxy server. The Proxy Setup dialog is used to configure an

address and port number on your proxy server.

To set up the proxy server

1. In Workflow Builder, select [Options: Proxy Setup...].

2. In the Address text box, enter an address for the proxy server.

3. In the Port text box, enter a port number for the proxy server.

4. Select [OK].

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Creating preflight profiles

This is an administrator function.

The Preflight step validates and checks formatting, and verifies

the image, fonts, and references to the OPI image server images.

Preflight profiles are provided via a Callas plug-in using Adobe

Acrobat Professional.

To create a preflight profile

1. In Workflow Builder, select [Options: Preflight Setup...].

Adobe Acrobat Professional launches.

2. In Adobe Acrobat Professional, select [Advanced:

Preflight...].

3. In the Preflight dialog, select [Edit].

4. In the Preflight: Edit Profiles dialog, select the [Create a new

Preflight profile] icon.

5. Select [New profile].

6. Enter a profile name and other desired information, and select

the desired options.

7. Refer to the “Creating new preflight profiles” procedure in

Adobe Acrobat Professional to add or create rules and

conditions, as required.

8. Exit Adobe Acrobat.

NOTE: For in-depth information about creating preflight profiles,

refer to the preflight Help topics in Adobe Acrobat.

To modify a preflight profile

NOTE: If a profile has been selected in a Preflight node, and then

the profile is modified in Adobe Acrobat Professional, the

modification is not reflected in the already-selected Preflight node.

In order to use the modified profile, you must create a new

Preflight node and select the profile again.

1. In Workflow Builder, select [Options: Preflight Setup...].

Adobe Acrobat Professional launches.

2. Select [Advanced: Preflight...].

3. Select one of the predefined profiles.

4. Select [Edit].

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5. Refer to the “Modifying preflight profiles” procedure in Adobe

Acrobat to add or create rules and conditions, as required.

6. If desired, to create a duplicate, select [Duplicate].

7. Exit Adobe Acrobat Professional.

NOTE: For additional information about creating preflight

profiles, refer to the preflight Help topics in Adobe Acrobat

Professional.

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Workflow Submission Client

3. Workflow Submission Client

Xerox FreeFlow Workflow Submission Client allows you to

perform major job submission tasks, from choosing files to enter in

a designated workflow to selecting the best workflow for the job.

About Workflow Submission Client

Use Workflow Submission Client to:

•

Select files for submission from WIndows or from a document

repository.

•

Create a file list (.xfl) to save one or more files for future

submissions

•

Select an automated workflow to which to submit files.

Launch Workflow Builder.

Set up Repository credentials.

If a workflow is set up to accept changes, use Workflow

Submission Client to:

•

Modify the workflow process settings.

View the job ticket, select an optional job ticket for submission

with the files, and resolve job ticket conflicts.

You can also submit files remotely from a workstation or server

with Remote Workflow Submission Client installed.

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Workflow Submission Client

Logging in to Workflow Submission Client

Process Manager user accounts are created and managed using

the Windows Local Users and Groups functionality in the

Computer Management application. During install, Xerox

FreeFlow Process Manager Administrators and Xerox

FreeFlowProcess Manager Operators groups are created. Your

adminstrator then populates these groups with users. Permissions

to launch applications are based on group membership.

NOTE: If you are not a member of an authorizing group, contact

your administrator. If you forget your username and password,

notify your administrator.

To log in to the Workflow Submission Client application

A login screen may or may not display, depending on group

membership and server location.

If you enter the incorrect username or password, you receive an

incorrect username or password error message. You can then

enter your correct username and password.

1. Select [Start: Programs: Xerox FreeFlow Software:

FreeFlow Process Manager: Workflow Submission Client].

The Login dialog opens for the selected application.

2. In the User name text box, enter your user name.

3. In the Password text box, enter your password.

4. The Domain text box is populated with the domain of the

currently logged in user, or the last domain entered in the login

form. Confirm that the proper domain name appears.

5. Enter the appropriate Process Manager server name in the

Server text box.

6. Select [OK]. The main window opens.

7. If during login to a remote client you enter the incorrect

username or password, an incorrect username or password

error message displays. Enter your correct username and

password.

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Workflow Submission Client

Workflow Submission Client main window

The Workflow Submission Client main window contains four areas

that represent the main steps in the job submission process: Get

Files, Select Workflow, Configure Settings, and Submit Job.

Get Files Area

Select Workflow Area

Configure Settings

Area

Submit Job Area

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The Get Files area

The Get Files area contains a scrollable window that allows you to

select and manage files from local disks or document repositories.

The files display in the order in which they are submitted.

Files are managed with the following buttons:

Table 3-1. Get Files buttons

Button Name

Description

Add Windows File...

Displays a Windows browse screen.

Add Repository File... Displays a repository browse screen.

Remove

Removes selected files from the text box.

Save File List

Opens a Save common file dialog and allows

you to save the list of files as a .xfl (Xerox

File List) file. The file lists can then be

submitted using the “Add Windows File” and

“Add Repository File” dialogs.

Move Up

Moves a selected file up one position in the

list.

Move Down

Expand/Collapse

Moves a selected file down one position in

the list.

Shows/hides the Select Workflow, Configure

Settings, and Submit Job areas of the

window. The Submit Job button is not hidden

when Collapse is selected.

The Total status text, under the Get Files text box, lists the number of

files in the text box.

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The Select Workflow area

The Select Workflow area displays a scrollable list of the available

workflows.

NOTE: A workflow must be enabled in Workflow Builder for it to

display in the Workflow Submission Client window.

The list can be sorted by each column by selecting the column

heading. The following information is displayed for each workflow:

Table 3-2. Select Workflow columns

Column

Name

Description

Displays the workflow name.

Displays the workflow Id.

Date Modified

Processes

Displays the date the workflow was last changed.

Displays the workflow process icons.

Only the icons associated with Pass states are

shown; Fail states are not shown.

A workflow is grayed out if it is unavailable due to

a Join, Convert, or Image Enhance conflict.

When you sort by this column, the order is

determined by the number of processes.

Description

% Match

Displays the workflow description.

Shows the % match: the number of matching

processes, divided by the number of selected

processes, multiplied by 100.

For example, if a user selects 5 check boxes and

a workflow includes 4 of the processes marked by

the check boxes, the % Match would be 80%.

% Match Filter

Allows you to select check boxes for the

processes you want to include or exclude in the

workflow.

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Workflow Submission Client

The Configure Settings area

The Configure Settings area displays the selected workflow. The

pane displays the workflow processes, including the fail pathways,

in a view similar to Workflow Builder.

Settings are configured using the following options:

Table 3-3. Configure Settings options

Button Name

Description

Edit Settings

Allows you to access and change process

settings for the selected process if the

administrator has configured the settings to allow

changes.

Restore Settings Allows you to restore settings to those that

accompanied the workflow when it was originally

opened.

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Workflow Submission Client

The Submit Job area

The Submit Job area allows you to configure the job and sender

names and displays other job details.

Table 3-4. Submit Job area options

Component

Job name

Description

Allows you to type a meaningful job name.

Default: If there is only one file, the file name

displays here. If there are two or more files,

the prefix “multi” displays, followed by the first

filename, until a character limit of 40 is

reached.

Use file name as

job name

Available when multiple files are selected and

a workflow without a Join node is selected.

When selected, the “Job name:” field is

grayed out and the job names match the

submitted file names.

Number of files

Selected workflow

Submitter

Reflects the number of files in the Get Files

list.

Contains the name of the workflow selected in

the Select Workflow area.

Allows you to type a sender name. The default

is the current username.

Submit Job(s)

Submits the job and displays a confirmation

message. Label displays as “Jobs” when

multiple jobs are submitted.

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Workflow Submission Client

Workflow Submission Client menus

The Workflow Submission Client menu bar provides commands

for selecting files and submitting jobs.

File menu

The File menu contains the following options:

Table 3-5. Workflow Submission Client File menu

File menu option

Description

Add Windows File...

Opens a Windows browse screen.

Add Repository File... Opens a repository browse screen.

Save File List...

Submit Job

Opens the Save File List dialog.

Submits the job. Displays the Submission

Progress dialog, which shows the

submission progress in percentage.

Exit

Closes the Workflow Submission Client

application.

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Workflow Submission Client

Edit menu

The Edit menu contains the following options:

Table 3-6. Workflow Submission Client Edit menu

options

Description

Remove

Removes a selected file from the text box.

Move Up

Moves a selected file up one position in the list.

Moves a selected file down one position in the list.

Move Down

Edit

Settings...

Opens the Edit Settings dialog for the workflow

process.

Restore

Settings

Restores settings to those that accompanied the

workflow when it was originally opened.

Workflow

Builder

Displays the Workflow Builder login dialog if you are

not logged in; if you are logged in, activates

Workflow Builder.

Find...

Opens the Find dialog, which allows you to locate a

process node in a workflow.

View menu

The View menu contains the following options:

Table 3-7. Workflow Submission Client View menu

Menu option

Description

File Details

Shows the details (file name, file size, date

modified) in the Get Files area.

File List

Shows the list (file name only) in the Get Files area.

Hides % Match and % Match Filter.

Hide % Match

Show/Hide

Process Tool

Tips

Show: Allows you to view process settings via tool

tips in the graphical workflow display by positioning

the mouse pointer over a workflow process.

Hide: Disables the tool tips.

Workflow Icons Small Icons: Displays small icons.

Medium Icons: Displays mid-sized icons.

Large Icons: Default; displays large icons.

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Workflow Submission Client

Options menu

The Options menu contains the following option:

Table 3-8. Workflow Submission Client Option menu

Menu Option

Description

Remove Files After

Submission

Removes files from the Get Files list after the

files are submitted for processing.

Repository

Opens a dialog that allows the current user to

Credentials Setup... enter a Username and Password for the

active repository.

Help menu

The Help menu contains the following options:

Table 3-9. Workflow Submission Client Help menu

Menu option

Description

Help Topics...

Displays the Help application to allow you to

list the Help topics for Workflow Submission

Client.

About Workflow

Displays program and copyright information

Submission Client... for Workflow Submission Client.

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Workflow Submission Client

Job submission

Job submission involves a few basic steps.

Job submission process

•

Locate and sequence the files: You can select files from

local disks, DocuShare, or from the document repositories. If

you are submitting multiple files for joining, list them in the

desired sequence.

•

Select a workflow: Only workflows that have been enabled in

Workflow Builder display. Ensure the selected workflow

includes the processes necessary to meet the job criteria.

Modify the process settings: You can modify process

settings to meet the needs of a job in the Configure Settings

area; for example:

–

You can change page numbers or watermarks settings via

the appropriate process settings dialogs.

–

You can change the job ticket settings (for example, the

number of copies, the stock) using the Job Setup dialog in

Print Settings.

•

Name and submit the job: Use the default name or select a

new name, and then submit the job.

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Workflow Submission Client

Workflow selection methods

NOTE: A workflow must be enabled in Workflow Builder for it to

display in the Workflow Submission Client window.

Two basic workflow selection methods are described below.

Direct method

Select a workflow if you are familiar with the workflows and the job

requirements. Keep in mind the following:

•

If a workflow does not contain the Convert process, and if you

have files that require conversion to PDF, the workflow will be

grayed out.

•

When submitting multiple files to a workflow:

–

To create a single joined job, Join must be in the workflow.

To create multiple separate jobs, Join should not be in the

workflow.

% Match method

Select the required components and generate a list of workflows

that meet the job criteria.

•

Check the workflow components that you need to complete a

given job.

•

To sort by processes not included in the workflows, do not

select the workflow components.

% Match equals the number of matching processes divided by the

total number of selected processes, multiplied by 100.

For example, if you select 5 check boxes, and a workflow includes

4 of the checked processes and no additional processes, the

percent match is 80%.

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Workflow Submission Client

Submitting a job

With a single submission, you can process either a single file,

multiple files as a single joined job, or multiple files as separate

jobs. The table shows how submission input and the presence of a

Join node in the workflow defines the job output:

Table 3-10. File submission with and without join

Join node in

Submission

Single file

Job(s) created

Single job

workflow

Yes

Multiple files

Single joined job

Multiple separate jobs

To submit a job to a workflow

1. In Workflow Submission Client, select from the following:

•

To locate a Windows file(s), select [Add Windows File...],

and browse for the file.

NOTE: To retrieve files from DocuShare, select My Network

Places and navigate to the appropriate Docushare web folder.

•

To locate repository files, select [Add Repository File...],

and browse for the file.

NOTE: Prior to perfoming operations that require repository

access, you must set up and save your repository credentials

in FreeFlow Process Manager. For more information, see

Setting up repository credentials.

2. Select [Open] to add the file(s) to the Get Files list.

3. For jobs that use a workflow with a Join node, the order of the

list indicates the joined sequence of the files. If necessary, re-

order the files or file list by selecting an item in the list, and

then select [Move up] or [Move Down].

NOTE: To automatically clear files from the Get Files list after

submission, select [Options: Remove Files after Submission].

4. (Optional) To save one or more files to a file list (.xfl) for future

submissions, select [Save File List...]. For more information

about saving a file list, see the Saving a File List procedure.

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Workflow Submission Client

5. Select a workflow directly if you are familiar with the workflows

and the job requirements, or select the check boxes for the

workflow components required to complete the job.

NOTE: To process multiple files as separate jobs, select a

workflow without a Join step.

6. To view or modify the process settings for a selected workflow:

•

Double-click a workflow process to display the settings

dialog, or click [Edit Settings]. Modify the settings, and

select [OK] to save the changes.

7. Select from the following:

•

Type a name in the Job name text box. The default is the

name of the document, unless multiple files are selected.

•

Select [Use file name as job name] to give each job a

name that matches the submitted file. Each job receives

the job name specified in Workflow Submission Client with

an incremental number appended (such as, MyJob 1,

MyJob2, MyJob3).

8. If necessary, type a name in the Submitter text box.

9. Select [Submit Job(s)] to process the files.

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Workflow Submission Client

Saving a File List

The [Save File List] option facilitates the multiple submission of

files by saving the current list of one or more selected files as a

Xerox File List (.xfl). Since the files in the file list are really “paths”

to the source files, any updates to the source files are captured

when the file list is submitted. File lists are useful for:

•

Multiple submissions of the same files to various workflows

without reselecting the files.

•

Rerunning a job in which only one or two of the files in the list

is updated.

NOTE: A file list cannot be submitted to a hot folder.

Consider the following points when creating and using a file list:

•

The same file can be included in multiple file lists.

The same file can be included more than once in the same file

list.

•

The file list exists only in the local Workflow Submission Client.

If during submission any of the files in the file list no longer

exist, you are notified, and the missing file(s) are skipped.

See also:

To save a file list

To save one or more files for future submissions, do the following.

1. In the Workflow Submission Client Get Files area, locate, and

then select the desired files in the list.

2. Select [Save File List...]. The Save File List dialog displays.

3. In the File Name text box, enter a name for the file list.

4. Select [Browse...]. In the Browse for Folder dialog, select a

location for saving the File List, and then select [OK]. The

Location text box is populated with the file location.

5. Select [OK] to exit the Save File List dialog.

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Workflow Submission Client

To submit a file list

1. In the Workflow Submission Client Get Files area, browse to

the location of the saved file list.

2. Select the appropriate file list, identified by an .xfl file

extension.

3. Continue with step 2 of the Submitting a job procedure.

Limitations for Save File List

Repository files that have been saved in a Xerox File List (.xfl) can

be successfully loaded only if the Workflow Submission Client

application has not been closed since the file list was first created.

Once the Workflow Submission Client application is closed, the

temporary repository files are removed. If you re-launch the

application and load the file list, an error message will display for

each of the removed repository files.

Submitting Zip files

Zip files can be submitted only via a hot folder.

Submitting VI Containers (.vpc)

VI Container files (.vpc) can be submitted via Workflow

Submission Client only to workflows containing Review, Print,

Save, Convert and Impose. Jobs submitted to workflows with

processes other than these will fail.

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Workflow Submission Client

Submitting a file with saved job ticket information for reprinting

The [Save the job ticket] option in the Save Settings dialog

allows you to save the job ticket (XPIF) information with the PDF

file for reprinting purposes. To reprint via Workflow Submission

Client, submit only the saved PDF file to the reprint workflow.

Process Manager automatically picks up the associated job ticket

and applies it to all print nodes in the workflow.

For more information about the [Save the job ticket] option, refer

to the topic “Saving a job ticket with the PDF for reprinting” in the

Workflow Builder section.

Submitting QuarkXPress files (.qxd, .qxp)

QuarkXPress files (.qxd, .qxp) can be submitted via Workflow

Submission Client only to workflows containing a Convert

process. QuarkXPress files must be manually converted to PDFs

before they can be processed in a workflow. To do this, you must:

•

Set up a QuarkXPress working directory in the Convert

Settings. Files are held in the directory until they are manually

converted.

•

Set up an e-mail notification address in the Convert Settings.

This allows you to send an e-mail message to indicate that a

QuarkXPress document is waiting to be converted to PDF. A

message are sent for each QuarkXPress document

processed.

For more information see, “Configuring Convert settings” in

Workflow Builder.

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Workflow Submission Client

About submitting RDOs

The FreeFlow document type, RDO, stands for Raster Document

Object. It is an electronic document that is made up of images. An

RDO can contain several different types of images: TIFF, JPEG,

and Adobe PDF. Images can be black and white, grayscale, or

color.

Identifying the parts of an RDO

An RDO is a compound object (an object having many parts), but

FreeFlow sees an RDO as a single document. The two main parts

of an RDO are the RDO file and the .CON directory. The RDO part

of the file contains all the information about how to organize the

images in the document to produce the desired output, or

appearance. The .CON directory part of the file contains all the

images of the document. Each TIFF, JPEG, Adobe PDF, and file

is stored as an individual file in the .CON directory.

When you open Windows Explorer and look for your documents,

you see both parts of the RDO. For a document named Family,

you see a file named Family.rdo and a directory named

Family.con. In File Manager, you can view only the RDO.

FreeFlow treats the parts of the RDO as a single document.

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Workflow Submission Client

Submitting RDOs

RDOs are submitted to a workflow via Workflow Submission

Client, the same way that you submit any job to a workflow:

1. Locate the file on a local disk or document repository.

2. Select a workflow.

3. Submit the job.

To submit an RDO and produce a PDF

To submit an RDO and produce a PDF, the RDO must be

submitted to a workflow in which Convert is the first step.

To submit an RDO and produce an RDO (RDO reprint)

RDOs previously set up with the necessary job parameters in

Makeready can be submitted to Process Manager for reprinting.

Minor changes can be made to the job ticket—for example, the

copy count.

You can submit an RDO reprint to a workflow that contains any

combination of Save, Print, and Review. Review is available only

to pause, approve, fail, change copy counts, and print a proof. You

will not be able to view the RDO using [View Document]; the

RDO ticket can be viewed via [Settings]. This is possible only if

you have a Print node.

NOTE 1:The RDO embedded job ticket is used to print the job

unless “Always use these settings” is selected in the Print node

settings.

NOTE 2:If “Always use these settings” is selected, the Print node

settings are used and the RDO embedded job ticket is ignored.

RDO limitations

Successful submission of linked RDOs (an RDO containing a link

to another RDO) and set labeling RDOs via Workflow Submission

Client or hot folders cannot be assured.

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Workflow Submission Client

Remote Workflow Submission Client

Process Manager can support multiple remote instances of

Workflow Submission Client. This allows you to submit files by

logging in to any workstation or server in your print shop that has

the Remote Workflow Submission Client software installed. The

following file types are supported:

•

If only Adobe Reader is installed on the client system, only

PDF file types can be submitted remotely via the Add

Windows File, Add Repository File, or Add Cabinet File (for

legacy Document Library) options. This also applies if Adobe

Reader is not installed.

•

If Adobe Acrobat is installed on the client system, then all

supported file types can be submitted.

Process Manager supports a maximum of 8 instances of Remote

Workflow Submission Client, not including the client on the

FreeFlow Process Manager server.

NOTE: Ensure that the Process Manager server is selected in the

text box of the remote client login screen.

Accessing Workflow Builder from Workflow Submission Client

During the job submission process, you may need to create new

workflows in Workflow Builder if none exist that meet the needs of

the job.

To access Workflow Builder from Workflow Submission Client:

1. In Workflow Submission Client, select [Edit: Workflow

Builder].

2. The Workflow Builder login dialog may or may not display,

depending on group membership. See Logging in to Workflow

Submission Client. If required, log in to Workflow Builder.

3. Select [File: New].

4. Create a new workflow.

5. Save the workflow.

6. Enable the workflow.

7. Exit Workflow Builder.

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Workflow Job Manager

4. Workflow Job Manager

Xerox FreeFlow Workflow Job Manager allows you to view and

manage active and completed jobs in the system.

About Workflow Job Manager

Use Workflow Job Manager to perform tasks at the job level:

•

View job details and status.

Review and edit jobs in Adobe Acrobat.

Edit process settings.

Print hardcopy proofs.

Identify faulted jobs.

Resubmit jobs.

Approve, fail, pause, or delete jobs.

Generate, view, and export reports.

Set up repository credentials.

Launch Workflow Submission Client, Workflow Builder, Printer

Registration, and FreeFlow Administration Tool.

•

Review and configure incoming third-party jobs from

Management Information Systems (MIS).

Perform selected tasks remotely from a workstation or server

with Remote Workflow Job Manager Client installed.

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Workflow Job Manager

Logging into Workflow Job Manager

Process Manager user accounts are created and managed using

the Windows Local Users and Groups functionality in the

Computer Management application. During install, Xerox

FreeFlow Process Manager Administrators and Xerox

FreeFlowProcess Manager Operators groups are created. Your

adminstrator then populates these groups with users. Permissions

to launch applications are based on group membership.

NOTE: If you are not a member of an authorizing group, contact

your administrator. If you forget your username and password,

notify your administrator.

To log in to the Workflow Job Manager application

A login screen may or may not display, depending on group

membership and server location.

If you enter the incorrect username or password, you receive an

incorrect username or password error message. You can then

enter your correct username and password.

1. Select [Start: Programs: Xerox FreeFlow Software:

FreeFlow Process Manager: Workflow Job Manager] from

the Windows desktop.The Login dialog opens.

2. In the User name text box, enter your user name.

3. In the Password text box, enter your password.

4. The Domain text box is populated with the domain of the

currently logged in user, or the last domain entered in the login

form. Confirm that the proper domain name appears.

5. Enter the appropriate Process Manager server name in the

Server text box.

6. Select [OK]. The main window opens.

7. If during login to a remote client you enter the incorrect

username or password, an incorrect username or password

error message displays. Enter your correct username and

password.

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Workflow Job Manager

The Workflow Job Manager main window

The Workflow Job Manager window provides an overview of all

jobs and their current status in the system. You can view all jobs in

the system, including active and completed jobs.

Two major areas comprise the Workflow Job Manager main

window: the Status area and the Jobs area.

Status

Area

Jobs

Area

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Workflow Job Manager

The Status area

The upper portion of the Workflow Job Manager window displays

the detailed status of a job selected in the Jobs area.

The status area reflects the status of the selected job and the

selected workflow node. The buttons that display vary, based on

the selected workflow and node. The status area displays the

name of the job and includes the following elements:

•

Process status text: Displays the name and status of a

selected workflow process—for example, “Passed in Convert.”

Includes an instructive statement—for example, “You may edit

settings and resubmit to this node.”

•

Selected process arrow: An arrow connects the currently

selected process to the status area.

Process buttons: The available buttons display for the

selected process—for example View Document and

Approve.

•

Progress bar: Indicates the status of an in-progress

automated process.

NOTE: When submitting multiple files for conversion, the progress

bar shows the conversion progress on a per file basis. For each

file, the progress bar moves to 50% to indicate that the file is

processing, and then to 100% when processing is complete.

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Workflow Job Manager

•

Workflow: Graphically represents the workflow of the selected

job.

–

Active process: A green highlight indicates the currently

active process; green arrows link the processes.

Completed process: A blue check mark indicates a

completed process.

Selected process: A blue background indicates a

selected process; an arrow connects the selected node to

the message area. Selecting a process displays the

Settings button, if available, and allows you to access the

settings dialog.

–

Process Settings: You can position the mouse cursor

over a process to view the setting in a tool tip.

Input settings: In Workflow Job Manager, you can open

the Input settings dialog and view a list of the original input

files for the selected job. Input files can also be viewed via

the tool tip.

NOTE: The workflow process steps cannot be dragged and

dropped in this graphical view.

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Workflow Job Manager

The Jobs area

The lower portion of the Workflow Job Manager window lists all

jobs, active and completed, currently in the system.

•

Each row lists a job and the job details.

The toolbar allows you to launch Workflow Submission Client,

or delete a job, or launch Workflow Builder.

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Workflow Job Manager

The Jobs area columns

Each row in the Workflow Job Manager Jobs area contains the

following information about a job:

Table 4-1. Jobs area columns

Column

Description

Name

Lists the names of the current jobs.

Displays the Job Id number.

Status

Print Status

Lists the current status of each job.

Shows the status of print jobs submitted through

Process Manager. Available for IPP printers only.

Workflow

Lists the names of the workflow used.

Lists the system-generated workflow Id.

Lists the time and date the job was submitted.

Workflow Id

Date Submitted

Submitter

Lists the job submitter’s user name from login. For

hot folders, defaults to the administrator.

Dynamic

Indicates (Yes, No) whether the workflow is

dynamic.

Processes

Displays a small graphical representation of the

workflows.

Additional features allow you to:

•

Sort the jobs list by the items in any column by selecting the

column heading. For example, to sort the table alphabetically

by workflow, select the Workflow column heading.

•

View a context menu for a listed job by right-clicking the job.

Make multiple selections from the list using <Control + Shift>.

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Workflow Job Manager

Print Status descriptions

The following sample print statuses might be displayed in

Workflow Job Manager area Print Status column. For a complete

list, consult your printer documentation.

Table 4-2. Print Status descriptions

Status

Description

Active

Pending

The job is in process or in a printing state.

The job is ready and is waiting to be processed at the system.

The job is paused because of a printer or job execution problem.

The job is printing.

Paused

Printing

Processing

Rejected

The job is being processed.

The job was rejected by the system while it was being received.

Save completed

Waiting for printer

Waiting for save

The job was saved successfully.

The job has completed processing and is waiting for the printer.

The job has completed processing and is being saved

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Workflow Job Manager

Workflow Job Manager menus

The Workflow Job Manager menu bar provides commands for

managing jobs.

Commands can also be accessed by right-clicking a job to display

the context menu. Menu items that are not available are grayed

out.

See also:

The File menu

The File menu contains the following options:

Table 4-3. Workflow Job Manager File menu

File Menu Option

Description

Exit

Closes the Workflow Job Manager application.

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Workflow Job Manager

The Edit menu

The Edit menu contains the following options:

Table 4-4. Workflow Job Manager Edit menu.

Edit Menu

Option

Description

Settings...

Displays the settings dialog for the selected

process.

View

Document

Allows you to preview the current state of the

document in the Review step or in prior steps and to

interactively edit the document in Adobe Acrobat.

In remote Workflow Job Manager, if Adobe Reader

is installed, you can view, but not edit, PDF files. If

Adobe Acrobat is installed, you can view and edit

PDF files.

Preflight

Results

Opens Adobe Acrobat with any PDF files generated

from preflight processes completed for that job.

Print Results

Opens the Print Results dialog for each instance of

a production print process in the workflow that has

completed submission of the document to the

printer. Print status is available only from IPP

printers.

Pause

Pauses the job and allows a user to review.

Available if a job is processing and not failed.

Resume

Approve/

Fail

Allows the workflow to continue to the next steps.

Available if a job is paused.

Allows a job to continue in the workflow. Changes to

Resume. Available if a job is at a review step.

The job goes to the failed status. Available if a job is

at a review step or is paused. Changes to Delete.

Resubmit

Resumes the workflow at the currently selected

process; uses the changed process settings.

Appears in place of Approve and Fail buttons when

a process step is selected while the workflow is at a

Review step.

Delete

Find...

Deletes the job.

Opens the Find dialog, which allows you to locate a

process node in a workflow.

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Workflow Job Manager

The View menu

The View menu contains the following options:

Table 4-5. Workflow Job Manager View menu

View Menu

Option

Description

Show/Hide

Process Tool

Tips

Show: Allows you to view process settings via

tool tips in the graphical workflow display by

positioning the mouse pointer over a workflow

process.

Hide: Disables the tool tips.

Workflow Icons

Small Icons: Displays small icons.

Medium Icons: Displays mid-sized icons.

Large Icons: Default; displays large icons.

The Options menu

The Options menu contains the following options:

Table 4-6. Workflow Job Manager Options menu

Options Menu

Description

Option

Reports...

Opens the reports dialog, in which you can select,

define, view, and export reports.

Repository

Credentials

Setup...

Opens a dialog that allows the current user to

enter a Username and Password for the active

repository.

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Workflow Job Manager

The Launch Menu

The Launch menu contains the following options:

Table 4-7. Workflow Job Manager Launch menu

Launch Menu

Option

Description

Workflow Builder

Launches Workflow Builder.

Workflow

Launches Workflow Submission Client.

Submission Client

Printer Registration Launches Printer Registration.

FreeFlow

Launches FreeFlow Administration Tool.

Administration Tool

The Help menu

The Help menu contains the following options:

Table 4-8. Workflow Job Manager Help menu

Help Menu

Description

Option

Help Topics...

Displays the Help application to allow you to list

the Help topics for Workflow Job Manager.

About Workflow

Job Manager...

Displays program and copyright information for

Workflow Job Manager.

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Workflow Job Manager

Workflow Job Manager toolbar

The Workflow Job Manager toolbar provides commands for

managing jobs.

The Jobs toolbar

The Jobs toolbar includes the following options:

Table 4-9. Jobs toolbar

Workflow

Submission

Client

Launches Workflow Submission Client; available if

there is at least one enabled workflow on the system.

Delete

Deletes the selected job with all intermediate files.

Saved workflows are not deleted.

Workflow Builder

Launches Workflow Builder

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Workflow Job Manager

Managing Jobs

This section contains the activities available within Workflow Job

Manager, including checking job, process, and workflow status;

editing documents; editing workflow settings for specific jobs;

approving or deleting jobs; viewing print results; or opening

Workflow Submission Client to start a new job.

Checking the status of a job

When you choose to view the details of individual jobs, details are

displayed in the status area at the top of the screen and include:

•

Graphical display: Depicts the workflow process steps. A “+”

in the workflow indicates a process branch that was created

due to a failed process. Click “+” to open the branch; click “-” to

close the branch.

Progress bar: Shows the progress of the current process.

To check the status of a specific job

1. In Workflow Job Manager, select a job from the Jobs list. The

progress bar and workflow display in the status area.

2. Review the information in the status area.

3. Repeat step 1 to view the details of another job.

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Workflow Job Manager

Creating reports

The reports feature allows you to set up, generate, view and

export various customized reports. The reports can include audit

trail data, such as status and information about each job

processed; as well as accounting data, such as processing time

and number of impressions. You can also manage accounting

data for past deleted jobs.

Reports can be viewed in Workflow Job Manager, or can be

exported to the following formats:

•

CSV comma delimited (*.csv)

XML (*.xml)

The report function is also available via Remote Workflow Job

Manager Client.

You can set up and generate the following reports:

Table 4-10. Report categories and types

Report Category

Report Type

Job reports

Full job report

Job totals daily

Job totals monthly

Job totals yearly

Workflow reports

Process reports

Full workflow report

Single workflow daily

Single workflow monthly

Single workflow yearly

All workflows daily

All workflows monthly

All workflows yearly

Single job

All jobs

Process results daily

Process results monthly

Process results yearly

Print results

Print results report

System counters

Counters daily

Counters monthly

Counters yearly

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Workflow Job Manager

The Reports dialog allows you to select a report type and define

the report parameters. It provides access to dialogs that allow you

to view or export a report, and purge data for past jobs. Dialog

options, which vary depending on the selected report, include:

Workflow name: Allows you to enter the workflow name.

Workflow Id: Allows you to enter the workflow Id.

Job name: Displays for reports that require an exact job name;

allows you to enter the job name.

Job Id: Allows you to enter the job Id.

Category: Allows you to select a report category. Report options

for the category are displayed in the Report type field.

Type: Options depend on the report category selection.

Start date: Allows you to a select a start date for inclusion of data

in a report.

End date: Allows you to a select an end date for inclusion of data

in a report.

All dates: Allows you select the use of all available data in terms

of dates for report generation

Attributes to include: Includes the appropriate data/column

options for the selected report type.

NOTE 1:Processing time is displayed in seconds.

NOTE 2:“Impressions” refers to the number of sides of paper

printed. Data is available only at the time of print. If an IPP

connection is not available at the time the report is requested, the

number of impressions is not reported.

Move Up: Allows you to shift the selected data fields up in the list;

moves the data column to the left in the report.

Move down: Allows you to shift the selected data fields in the list;

moves the data column to the left in the report.

Select all: When selected, places a check beside all of the

attributes listed. Automatically clears if you deselect any attribute.

Sort attribute: Available if at least one report attribute is selected.

Allows you to sort a report by the selected attribute in ascending

or descending order.

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Purge: Opens the Purge dialog, which allows you to remove

accounting data for deleted jobs.

View: Generates a report and displays a report for viewing.

Export...: Opens the Export dialog.

Close: Closes the Reports dialog.

To create a report

1. In Workflow Job Manager, select [Options: Reports...] to

display the Reports dialog.

2. Select the report category and type.

3. If required, enter a Workflow name and/or Workflow Id, Job

name and/or Job Id in the appropriate text fields. The

displayed fields vary depending on the selected report type.

NOTE: You can also enter a wildcard for the workflow or job

name, for example, *reprint.

4. Select a Start date from the drop box.

•

Type the day or year; or

Highlight the month, day, or year, and use the up/down

arrows to select the desired option.

5. Select an End date from the drop box.

NOTE: Only data for jobs occurring in the date range will be

included.

6. In the Attributes to include window, scroll as needed, and

select the individual attributes or select Select all to include all

attributes. Attributes vary, based on the job type.

7. To define the position of the data in the report columns:

a. Select the attribute, and select Move Up to move the data

column to the left in the report.

b. Select the attribute, and select Move Down to move the

data column to the right in the report.

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Workflow Job Manager

8. To generate the report sorted by a specific column, in the Sort

attribute window:

a. Select an attribute.

b. Select the desired data display sequence: Ascending to

display from lowest to highest; Descending to display from

highest to lowest.

9. Continue selecting report options, or select [Close] to close

the dialog.

See also:

Viewing a report

Exporting a report

Purging report data

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Workflow Job Manager

Viewing a report

Once you set up the report parameters in the Reports dialog, you

can select [View] to generate the configured report and view the

report data. Report features include:

•

The report name in the window title.

A column for each report attribute selected in the Reports

dialog. Columns can be repositioned by dragging and

dropping.

To view a report

1. In Workflow Job Manager, select [Options: Reports...] to

display the Reports dialog. Set up the desired report.

2. Select [View] to generate and display the report.

3. (Optional) If you need to modify the report setup, click the

Reports dialog to bring it to the foreground, make the

necessary changes, and then select [View] to generate and

view the modified report.

4. To view multiple reports side-by-side, leave the current report

open, click the Reports dialog to bring it to the foreground,

make new report selections, and then select [View]. Repeat as

needed.

NOTE: To print, save, or archive the report, it must be exported.

5. Close the report(s).

6. Select [Close] to exit the Reports dialog

See also:

Creating reports

Exporting a report

Purging report data

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Workflow Job Manager

Exporting a report

Once you set up the parameters in the Reports dialog, you can

export the report data.

NOTE: You can load report data into an application such as

Microsoft Excel, and then produce customized reports by

combining reports.

Select [Export] to display the Export dialog, which includes the

following options:

File name: Allows you to enter the file name for the export file.

Location: Displays the directory selected by using the Browse

common dialog that will receive the exported report.

Browse: Opens a Browse for Folder dialog. Allows you to select a

file location.

Format: Allows you to select the file type to export the report.

Encoding: Available for CSV format only. Allows you to select the

encoding type.

OK: Closes the window and exports the report.

Cancel: Discards changes and closes window.

To export a report

1. In Workflow Job Manager, select [Options: Reports...] to

display the Reports dialog. Set up the desired report. You may

want to view the report before exporting it.

2. Select [Export] to display the Export dialog.

3. In the file name text field, enter a name for the export file.

4. To select a file location, select [Browse].

5. In the Browse For Folder dialog, do one of the following:

•

Select the desired folder, and select [OK]; or

Select [Make New Folder], name the folder, and select

[OK].

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Workflow Job Manager

6. In the Format drop box, select the desired format. Options

include:

•

CSV comma delimited (*.csv), for database support such

as Microsoft Access and Microsoft Excel.

•

XML (*.xml), a current method for data exchange used, for

example, by database management systems and for VIPP

printing.

7. In the Encoding drop box, select the encoding type for

exporting the report. Options include:

•

Unicode (UTF-8), which can be used internationally to

support Arabic, Hebrew, and other languages.

•

ANSI, which is compatible with older systems.

8. Select [OK] to close the window and export the report.

NOTE: The CSV file might display using the icon of an associated

spreadsheet program.

See also:

Creating reports

Viewing a report

Purging report data

To help manage the database size, accounting data from deleted

jobs can be removed from the database.

NOTE: Deleting jobs from the Workflow Job Manager window

should not be confused with the Purge function.

Select [Purge] in the Reports dialog to display the Purge dialog,

which includes the following options:

Never: Never removes accounting data.

Now: Removes data for deleted jobs upon clicking [OK].

Older than: Purges the records older than the specified value. If

selected, the default is 365 days.

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OK: Performs one of the following, and then closes the dialog:

•

If Now is selected: Purges the accounting data for deleted

jobs.

•

If Older than n days is selected and unchanged: Continues on

the fixed rate, checking and purging the accounting data for

deleted jobs on a daily basis.

•

If the number of days is changed: Restarts the duration count

before purging.

Cancel: Closes the dialog and disregards any changes made in

the dialog.

To purge report data

1. In Workflow Job Manager, select [Options: Reports...] to

display the Reports dialog.

2. Select a report.

3. Select [Purge].

4. Select one of the following:

•

Never: To never remove accounting data.

Now: To remove data when you select [OK].

Older than [n] day(s): To daily purge records older than the

value specified in the days spinner box.

5. Select [OK] to process your selection and close the dialog.

See also:

Creating reports

Viewing a report

Exporting a report

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Workflow Job Manager

Viewing and editing a document in Adobe Acrobat

The View Document function is available whenever a PDF job is at

a Review step or is paused.

It allows you to open the PDF file in Adobe Acrobat, preview its

current state and, if necessary, edit the document.

NOTE: You cannot change the file submission or the selected

workflow, but you can access the other settings if you are allowed

to change settings.

The following options are available:

Approve/Resume: When selected, the job continues in the

workflow.

Fail: When selected, the job fails.

To view and edit a job in Adobe Acrobat

1. In Workflow Job Manager, select a job that displays Attention

Required for Review, or that lists a status of Paused or Review

in the Jobs list.

2. Select from the following:

•

At the Review or paused step, select [View Document].

Adobe Acrobat displays the PDF document.

•

Select a step that precedes the Review step. Select [View

Document] to open Adobe Acrobat and display a PDF

document for the step.

NOTE 1:If a document from an earlier step is edited, the changes

do not affect the later document unless the job is resubmitted

before the place where the document was edited.

NOTE 2:Optional selection methods: You can also right-click a

step and select [View Document] from the context menu, or

select a step and select [Edit: View Document].

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Workflow Job Manager

3. If necessary, modify the document using the Adobe Acrobat

features.

4. If necessary, save the document.

5. Exit Adobe Acrobat.

Viewing preflight results

A Preflight process step must be completed for a job in order to

select this option.

To view preflight results

1. In Workflow Job Manager, select a job from the Jobs list.

2. Select a Preflight node, and then select from the following:

•

Right click the node and select [Preflight Results] from

the context menu.

•

Select [Edit: Preflight Results].

Select the [Preflight Results] button.

3. Adobe Acrobat displays the results for the selected Preflight

node.

4. Exit Adobe Acrobat.

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Workflow Job Manager

Viewing print results

Use the Print Results dialog to obtain information about

documents submitted to IPP printers. The dialog updates

periodically to display up-to-date information about each instance

of a production print process in a workflow, including printer name,

queue name, job name, job status, job ID, time, print quantity,

finishing type, collation, and output.

To view print results

1. In Workflow Job Manager, select a job from the Jobs list.

2. Select a Print step, then select from the following:

•

Right-click the node, and select [Print Results] from the

context menu.

•

Select [Edit: Print Results].

Select a Print step, and then select the [Print Results]

button.

3. Review the print results for the selected Print node.

4. Exit the Print Results dialog.

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Workflow Job Manager

Modifying workflow settings

Settings...: Available if a job is at a Review step or paused and a

configurable process step is selected in the workflow. It provides

access to the workflow process settings.

Resubmit: Available if a job is paused at a Review step and a

previous process step is selected. When selected, it reprocesses

the workflow at the step that is currently selected.

NOTE 1:During the resubmit operation, if there is interaction with

a repository, the RMS credentials of the current user (the user

running Workflow Job Manager) are used. If the current user of

Workflow Job Manager does not have proper RMS credentials

saved, the job will fail during resubmit.

NOTE 2:If a job is in a Review state prior to the installation of the

Unlimited User Conversion, when you resubmit the job after the

Unlimited User Conversion is installed, the files remain at low

resolution.

To modify workflow settings

1. In Workflow Job Manager, select a job that is at a Review step

or is paused.

2. Select a workflow process step.

3. Select [Settings]. If the process is not configurable, [Settings]

is grayed out.

4. Make the desired changes.

5. Select [OK].

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Workflow Job Manager

Pausing a job

You can pause a job if it is processing and not in a failed status.

The following options are available for a paused job:

View document: Opens the PDF file in Adobe Acrobat; allows

you to review and edit the document.

Settings...: Available if a job is at a Review step or paused and a

configurable process step is selected in the workflow. It provides

access to the workflow process settings.

Resume: When selected, the job continues in the workflow.

Fail: When selected, the job fails.

To pause a job

1. In Workflow Job Manager, select a job from the Jobs list. The

job must be processing.

2. Select [Pause].

NOTE: The job pauses after the current process is done

processing.

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Workflow Job Manager

Approving a job at a Review step

A job can be approved if it is at a Review step.

The following options are available for a job awaiting approval:

View document: Opens the PDF file in Adobe Acrobat; allows

you to review and edit the document.

Settings...: Available during the Review process step. Provides

access to the workflow process settings.

Copies: Available when a selected job is at the Review step. If the

job’s workflow contains a Print step after the Review step, it opens

the Copies dialog.

Print Proof: Available when a selected job is at a Review step,

only if the workflow contains a Print step following the Review

step. Allows you to print a high resolution proof of the PDF file

processed to that point, on the next available Print step in the

workflow.

Approve: Available during the Review process step. When

selected, the job continues in the workflow.

Fail: When selected, the job fails.

See also:

Modifying the copy count

Printing a hardcopy proof

To approve a job at a Review step

1. In Workflow Job Manager, select a job that displays Attention

Required for Review, or that lists a status of Paused or Review

in the Jobs list.

2. Select [Approve].

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Workflow Job Manager

Failing a job

You can fail a job if it is paused or at a Review step. The following

option is available for a failed job:

Delete: Deletes the job and all intermediate files. The workflow is

not deleted.

To fail a job

1. In Workflow Job Manager, select a job that displays Attention

Required for Review, or that lists a status of Paused or Review

in the Jobs list.

2. Select [Fail].

3. The status of the job becomes Failed.

Deleting a job

This process deletes the job and all intermediate files. The

workflow is not deleted.

To delete a job

1. In Workflow Job Manager, select a job from the Jobs list.

2. In the Jobs toolbar, select [Delete].

3. Select [Yes] to confirm.

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Workflow Job Manager

Modifying the copy count

The [Copies...] option is available when a selected job is at the

Review step. If the job’s workflow contains a Print step after the

Review step, it opens the Copies dialog, in which the following

options are available:

•

Quantity (original document): Allows you to change the

number of copies to print, from 1-9999999, for all Print steps

that follow the Review step in the workflow branch.

Represents the quantity of the document as submitted via an

XPIF, JDF or manifest value (order jacket file field for

Quantity). If the copy count dialog is opened from a Review

node prior to the copy count being modified by a multi-up

repeated Imposition node, only this option displays.

•

Quantity (imposed document): Allows you to modify the

imposed copy count. If the Copy Count dialog is opened from

a Review node after the copy count is modified by a multi-up

repeated Imposition node, this option is available and the

Quantity (original document) cannot be modified. Quantity

(imposed document) is available when you:

–

Process the job through a Xerox imposition node (not

PREPS) that is multi-up repeated.

–

Enable the Copy Count Divisor feature via [Workflow

Builder: Processes: right-click Impose: Settings...].

This feature enables the system to adjust the copy count to

maintain the original quantity intent for workflows that

contain multiple-up impositions.

–

Submit a job with a job ticket quantity intent.

Use Print nodes that do not have “Always use these

settings” selected.

•

OK: Sets the copy counts of Print steps following the current

Review step to the specified number.

During the Review task, if both Quantity (original document)

and Quantity (imposed document) are available for a Print

node, the value displayed in the Print node Quantity setting is the

Quantiy (imposed document) value.

For more information about the copy count divisor, see the topic

“To enable the copy count divisor.”

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Workflow Job Manager

To modify the copy count

NOTE: The job must have a Print step following a Review step.

1. In Workflow Job Manager, select a job from the Jobs list. The

job must be at a Review step.

2. Select [Copies...].

3. In the [Quantity (original document) section, set the number

of copies to print.

4. In the [Quantity (imposed document) section, set the

quantity of the imposed document to print. See description,

above, for a list of availability criteria.

5. Select [OK].

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Workflow Job Manager

Printing a hardcopy proof

A hard proof allows you to review a hardcopy of the job before

printing a full production run.

The [Print Proof] option is available when a selected job is at a

Review step. It uses the job ticket settings, with a copy count of

one, to print a high resolution proof of the PDF file processed up to

that point on the next available Print step in the workflow.

NOTE: [Print Proof] is only available if the workflow contains a

Print step following the Review step.

Printer status and results for print proof jobs are not available in

the Process Manager reports. However, you can obtain the job

information in the production printer Job Manager.

To print a hardcopy proof

1. In Workflow Job Manager, select a job from the Jobs list. The

job must be stopped at the Review step.

2. Select [Print Proof] to print a single copy. Obtain and review

the proof.

NOTE: A “Proof sent to printer” message displays when the

“Print Proof” button is selected and the document is

successfully sent to the printer.

A “Proof failed to print” message displays when you select

[Print Proof] and the document is sent to the printer but fails

to print.

3. If appropriate, select [Approve] to print the entire job.

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Workflow Job Manager

Adding a recipient to a Notify step with no recipient address specified

If the [Enter recipient address during job processing] option is

selected during configuration of the Notification Settings, the job l

runs until it reaches the Notify step. It then pauses and displays

the following message:

“Attention Required for Notify. Please add recipients to the notify

settings and resume the job.”

The following options are available for the job when you select a

Notify step with no recipient addresses specified:

View Document: Opens the PDF file in Adobe Acrobat; allows

you to review and edit the document.

Settings: Opens the Notification Settings dialog and allows you to

enter recipient addresses.

Resume: Continues processing the job. Is grayed out if no

recipients are specified, and the submitter did not check the “Allow

job to continue even if no notification is sent” check box.

Fail: Fails the job.

To add a recipient to a Notify step with no recipient address

specified

1. In Workflow Job Manager, select a job from the Jobs list with

Incomplete Settings in the Status column.

NOTE: The job must have a Notify step following a Review step.

2. Select [Settings].

3. Select from the following in the Notification settings dialog:

•

Enter the recipient email address.

Select [Allow job to continue even if no notification is

sent] to prevent the job from failing if email notification is

not sent due to the lack of a recipient address or other

failure.

4. Select [OK].

5. Select [Resume].

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Workflow Job Manager

Viewing Web Services Job Instructions

Web Services job instructions can be viewed via a URL link by

selecting [View Job Instructions]. This option is available when a

selected Web Services job is in a Review, paused, or Incomplete

Notify Settings state.

To view Web Services job instructions

1. In Workflow Job Manager, select a Web Services job from the

Jobs list.

2. Select [View Job Instructions]. The system default web

browser opens to the WebServices-supplied URL for the

selected job.

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Workflow Job Manager

Remote Workflow Job Manager Client

Process Manager can support multiple remote instances of

Workflow Job Manager. This allows you to manage jobs by

logging in to any workstation or server in your print shop that has

the Remote Workflow Job Manager Client software installed.

Process Manager supports a maximum of 8 instances of Remote

Workflow Job Manager Client, not including the client on the

FreeFlow Process Manager server.

NOTE: Ensure that the Process Manager server is selected in the

text box of the remote client login screen.

Using the View Document function

To use the View Document function when a job is stopped at the

Review task, Adobe Acrobat or Abobe Reader must be installed.

Otherwise, the function is disabled.

If Adobe Reader is installed:

•

You can use the View Document function to view PDF files.

You cannot edit PDF files.

If Adobe Acrobat is installed, you can use the View Document

function to:

•

View PDF files

Edit PDF files

Functions not available in Remote Workflow Job Manager

Client

The following administrative functions are not available or are

disabled in Remote Workflow Job Manager Client:

•

Preflight setup

SMTP setup

Proxy setup

Hot folder setup

External process setup

Process status modifications

Printer polling interval

The launch of Workflow Builder from Job Manager

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Workflow Job Manager

Job In Use dialog

When using Remote Workflow Job Manager Client, only one

remote client at a time can modify a job. If another user attempts

to edit or review documents associated with a job that is being

edited or reviewed, the system locks the job and the Job in Use

Dialog displays. This prevents other clients from accessing the

job. Dialog options include:

Unlock: Available only on the server installation of Workflow Job

Manager. Brings up the Unlock Confirmation dialog.

Cancel: Returns the user to Workflow Job Manager; does not

open the job or the PDF associated with the job.

OK: Appears only on the remote version of Job Manager. The

remote user cannot access or unlock the job. The user must wait

for the other user to finish or for the administrator to override the

lock from the local server.

Unlock Confirmation dialog

The Unlock Confirmation dialog displays when a user selects

[Unlock] in the Job in Use dialog. Dialog options include:

Yes: Closes the dialog. The file is unlocked, potentially nullifying

any changes made by the user who originally had the file or job

open. The selected file or job opens.

No: Closes the dialog and the Job In Use dialog.

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Workflow Job Manager

Accessing Workflow Builder from Workflow Job Manager

You might need to access Workflow Builder to create or modify a

workflow, or to configure process step settings.

To access Workflow Builder from Workflow Job Manager

1. In Workflow Job Manager, select [Launch: Workflow

Builder]. The Workflow Builder login displays.

2. Log in to Workflow Builder.

3. Select [File: New].

4. Create a workflow.

5. Save the workflow.

6. Enable the workflow.

7. Exit Workflow Builder.

Accessing Workflow Submission Client from Workflow Job Manager

If you need to create and/or submit a new job while in Job

Manager, you can access Workflow Submission Client via the

Jobs toolbar.

To create and/or submit a new job

1. In Workflow Job Manager, select [Workflow Submission

Client] in the Jobs toolbar. The Workflow Submission Client

2. Log in to Workflow Submission Client.

3. Select a file for submission.

4. Select a Workflow.

5. Specify the job requirements.

6. Select [Submit].

7. Exit Workflow Submission Client.

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Workflow Job Manager

Managing jobs from third party management information systems (MIS)

Third party management information systems (MIS) can submit

jobs directly to Process Manager. For incoming jobs that do not

include all the necessary processing information, the operator

might have to complete the job setup by assigning and configuring

a workflow and/or selecting the workflow submission files.

Incoming third party jobs that require additional configuration

display the following elements:

•

A paused job icon in the Name column

“Attention Required” in the Status column

Instructional text, for example: “Please configure this job and

select Approve to begin processing.”

The topics in the following sections cover the dialogs and

procedures involved in configuring incoming third party MIS jobs:

job

Selecting files for an incoming third party job

Viewing the JDF file for an incoming third party job

Viewing the job instructions for an incoming third party job

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Workflow Job Manager

Assigning and configuring a workflow for an incoming third

party job

On occasion, incoming jobs do not have the information

necessary for processing, and you will need to assign a workflow.

Choose a workflow...: This option allows you to select a workflow

from the drop box.

To assign and configure a workflow for an incoming

third party job

1. In Workflow Job Manager, from the Jobs list, select a job with

“Attention Required” in the Status column.

2. Choose a workflow from the Choose a workflow... drop box.

NOTE: When you select a workflow, the JDF job intents are

matched as closely as possible to the workflow settings. If the

settings are locked or not available, the workflow defaults are

applied.

3. To configure process settings for the workflow, select a

workflow step and select [Settings...].

4. Make the desired changes and select [OK].

5. Continue configuring the job if files have not been selected, or

select [Approve] to release the job for processing.

NOTE: [Approve] is available if a workflow has been assigned

and files have been selected. If [Approve] is grayed out, you must

complete the job configuration.

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Workflow Job Manager

Selecting files for an incoming third party job

On occasion, incoming jobs do not have the information

necessary for processing, and you will need to select files for a

workflow.

Select Files...: This option opens a common file dialog for

selecting input files. If files have been selected, they are listed

beneath the button instead of the default statement: “No files are

currently associated with this job”.

To select files for an incoming third party job

1. In Workflow Job Manager, from the Jobs list, select a job with

“Attention Required” in the Status column.

2. Select [Select Files...].

NOTE: If files have been selected previously, they are listed

beneath the button.

3. In the Open dialog, select the files to add to the job, and then

select [Open].

NOTE: The same file types that are supported in Workflow

Submission Client are available.

4. Continue configuring the job if a workflow has not been

assigned, or select [Approve] to release the job for

processing.

NOTE: [Approve] is available if a workflow has been assigned

and files have been selected. If [Approve] is grayed out, you must

complete the job configuration.

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Workflow Job Manager

Viewing the JDF file for an incoming third party job

On occasion, incoming third party jobs do not have the information

necessary for processing, and you will need to review the JDF file

submitted with the job.

View JDF: This option is available if a JDF file was submitted with

the job. It opens the JDF file in a separate window.

To view the JDF file for an incoming third party job

1. In Workflow Job Manager, from the Jobs list, select a job with

“Attention Required” in the Status column.

2. Select [View JDF] to display the JDF file in a separate dialog.

If desired, keep the window open while you configure the job in

other dialogs, and then close the window.

FreeFlow Process Manager Operator and Administrator Guide

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Workflow Job Manager

Viewing the job instructions for an incoming third party job

On occasion, incoming third party jobs do not have the information

necessary for processing, and you will need to review the job

instructions submitted with the job.

View Job Instructions: This option is available if a job

instructions file was submitted with the job. It opens the file with

Adobe Reader in a separate window.

To view the job instructions for an incoming third party

job

1. In Workflow Job Manager, from the Jobs list, select a job with

“Attention Required” in the Status column.

2. Select [View Job Instructions] to display the job instructions

in a separate dialog. If desired, keep the window open while

you configure the job in other dialogs, and then close the

window.