Legacy Document Library, Document conversion | Xerox 701P47169

About FreeFlow Process Manager

Legacy Document Library

Document Library is no longer available with the FreeFlow 6.0 product offering. Supported document repositories in FreeFlow 6.0 include Xerox Docushare and SharePoint.

NOTE: Any previous version of FreeFlow Makeready, FreeFlow Process Manager, and FreeFlow Web Services customers using Document Library, must migrate to a supported repository. For more information, contact your Xerox representative.

Document conversion

Previously, Document Library users used the background batch utility, provided via the Conversion tab in the Library Administration Tool, to convert documents within Document Library cabinets to PDF.

In FreeFlow 6.0, you may wish to use the FreeFlow File Conversion Tool, available via the Start menu, to convert documents residing in file systems or repositories to PDF.

Managing backup and restore functions

In FreeFlow 6.0, the customer is ultimately responsible for backing up and restoring the FreeFlow system, whereas in previous versions of FreeFlow, a backup strategy was recommended.

The FreeFlow Administration Tool is used to back up and restore FreeFlow Process ManagerProcess Manager user information, workflow, job, and task information to a user-selectable directory location.

For detailed information about backing up and restoring data with the FreeFlow Administration Tool, refer to the FreeFlow Administration Tool online Help.

1-14	FreeFlow Process Manager Operator and Administrator Guide

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Xerox 701P47169 manual Legacy Document Library, Managing backup and restore functions, Document conversion

Contents

FreeFlow Page Table of Contents Workflow Builder Table of Contents Workflow Submission Client Workflow Job Manager Page Approvals and certification Radio Frequency Emissions60HZ 50HZ Safety Ozone SafetyCanada Europe 50HZ, 220V-240V Equipment Electrical Safety Do These Operational SafetyDo Not Do These Page Illegal Usage in USA FreeFlow Process Manager Operator and Administrator Guide Page Illegal Usage in Canada Product Recycling and Disposal About this guide About this chapter Audience How to recognize important informationConventions Flag icons Italics Related information FreeFlow Process Manager documentationWindows related information Windows Online Help Windows Microsoft Web site Using the FreeFlow Process Manager Online HelpFinding a Help topic Using the Process Manager Help system To get Help in a dialog box Obtaining additional support Press FAXPage About FreeFlow Process Manager FreeFlow Process Manager applications Workflow Builder application Step Description Workflow process steps Workflow process steps Workflow process steps Workflow Submission Client application Workflow Job Manager application About FreeFlow Process Manager Changing the XDL Admin account password Post-installation setupProcedure Overview Printer Registration, or the Printer Status/Job Status Tool Workflow with a Color Manage node Workflow and Job Management Preparatory Procedures Using the FreeFlow Administration Tool Legacy Document Library Managing backup and restore functionsDocument conversion Logging in to the FreeFlow Process Manager applications Authorization error message Group membership and authorization Administrator OperatorTo log in to the FreeFlow Process Manager applications Select Start Programs Xerox FreeFlow Software Xerox FreeFlow Common Printer Administrators group Managing production printers To register and add a production printer Setting up Preps Preps DigiPath, it is referring to FreeFlow To configure the Preps default workflow To create and save Preps Job files About FreeFlow Process Manager Select Setup Device Setup Missing hardware key errorTo select a device type for Preps versions prior to Using Preps with Adobe Acrobat To use Preps with Adobe AcrobatPage Workflow Builder About Workflow Builder Logging in to Workflow Builder To log in to Workflow Builder Workflow Builder main window Workflow list Workflow List Area Workspace Area Workflow list columns Column Description Workspace Zooming in and out of the workflow view To expand and restore the view To enable/disable tooltipsTo zoom in or zoom out Expanding and restoring the viewing space To find a node Finding a process nodeSelect Edit Find File menu Workflow Builder menusFile Menu Description Option Edit menu Edit Menu Option Description View menu Options menuView Menu Option Description Options Menu Description Workflow Builder Options menu Insert menu and workflow process icons Insert Menu Workflow Description Options Process Icon Workflow Builder Insert menu and workflow process icons Workflow Builder Insert menu and workflow process icons Workflow Builder Insert menu and workflow process icons Workflow Builder Insert menu and workflow process icons Customizing a workflow process name To customize a workflow process name Help menu Help Menu Option Description Workflows toolbar Workflow Builder toolbarsToolbar Option Toolbar Icon Description Workspace toolbar Building workflows Rules for building workflows Building a new workflow To build a new workflow Duplicating and modifying an existing workflow To duplicate and modify an existing workflow To enable a workflow To disable a workflowEnabling a workflow Disabling a workflow Deleting a workflow To delete a workflowEditing workflow properties To edit workflow properties Creating fail branches To create a fail branch To export a workflow Exporting workflowsSelect File Export Workflow Builder Importing workflows To import a workflow Workflow Builder Ensuring imported workflow compatibility Import and Export Status DescriptionsIcon Indicates Action Required Configuring process settings To modify the process settings About Input Configuring Automatic Image Enhancement AIE settings To configure Image Enhance settings Workflow Builder AIE and DocuSP Limitations for AIE Configuring Convert settings Converting Adobe Illustrator and Adobe InDesign documents to To configure Convert settings To set up a working directory Unlimited User Conversion option Workflow Builder Limitations for Join Fault handling for Join About Join Configuring Optimize settings To configure the General Optimize settings To save the Settings File as Set trim box to media box and offset inwards by To configure the Color settings Convert colors to RGB Workflow Builder Importing a FreeFlow 5.0 workflow with a Color Manage node To configure the Spot Colors settings Workflow Builder To configure Image Quality settings Select Show job submitter the settings file name only Box and art box File Type Description Description Managing Color profiles To import an ICC profile To ensure Color Manage workflow consistency Configuring Preflight settings To configure Preflight settings Select Start Programs Adobe Acrobat Professional Tips for using Preflight as a filter Using preflight as a filterTo check for Pass/Fail results Upgrading legacy workflows that contain Job Level Edit nodes Adding watermarks Setting up or modifying a text watermark To set up or modify a text watermark Workflow Builder See also Setting up or modifying an image watermark To set up or modify an image watermark See also Duplicating or deleting a watermark To duplicate or delete a watermark Adding Bates numbers To add Bates numbers Adding page numbers To add page numbers Workflow Builder To configure Barcode settings Adding a Barcode Workflow Builder Workflow Builder To configure the barcode readable text Isbn Workflow Builder To configure barcode data To add or modify text or a data field To manage barcode data Workflow Builder Previewing job level edits To preview job level edits Workflow Builder Rotating pages To rotate pagesFlipping pages To flip pages Resizing To resize Configuring Imposition settings To configure Imposition settings General tab Workflow Builder From left, From right, Center Always available From top, From bottom, Center Always available Workflow Builder To configure Imposition settings Crop Marks tab Workflow Builder Workflow Builder Guidelines for Cell Clustering Workflow Builder About Job types Workflow Builder Maximum N-Up considerations Automatic stock type considerations Maximum N-Up limitations Configuring Preps settings To configure Preps settings Fault handling for Imposition Limitations for Imposition and Preps Cropping To crop Configuring Pressmarks settings To set up or modify a pressmark Duplicating or deleting a pressmark Duplicating or deleting a pressmark To duplicate or delete a pressmark About Review Configuring Notify settings Email attachments To configure Notification settings Workflow Builder Setting up a watermark in an email attachment To set up a watermark in an email attachment Configuring Print settings If the printer is not available on a standalone client To configure Print settings Inserting separator pages Collated Uncollated Copy Copies Fault handling for Print Limitations for separator pages Configuring Save settings To configure Save settings Workflow Builder Workflow Builder Fault handling for Save Limitations for Save Configuring JDF Export settings To configure JDF Export settings About JDF Export options Fault handling for JDF Export JDF and Color Manage To specify the number of pages To specify the pages in the rangeProduction JDF Job Definitions Select Create and Edit Creating conditional branches Guidelines for successful conditional branching See also To add and configure branch conditions Adding and configuring branch conditionsSelect New Branch See also Conditional branch conditions JDF JobTicket Only Always Condition Definitions Number of copies Number of impressions Maximum bleed size Managing conditional branches To manage a conditional branch See also Editing conditional branches To edit a conditional branch Deleting conditional branches To delete a conditional branch Linking conditional branches To link conditional branches Configuring external process settings To configure external process settings Setting up repository credentials To set up repository credentials Ensuring success with repository credentials Checking the status of a process To change the offline or online status of a process To set the number of concurrent processes To enable the Copy Count Divisor Mark the check box for Imposition affects copy count Imposition 2up Always use these settings is set Copy Count Divisor examplesJob prints 10 actual copies of the imposed document Job prints 5 actual copies of the imposed document Job prints 6 actual copies of the imposed document Example 5 Modified quantity ignored/overwritten Checking the status of a workflow To check the status of a workflow About hot folders Hot folders and Join Hot folders and RDOs Hot folders and linked RDOs Hot folders and Zip files Limit Hot folders and JDF Hot folders and error checkingHot folders supported files Hot folders and read-only files Hot folders on mapped or shared drives and resources Managing hot folders To manage hot folders Setting up or modifying a hot folder To set up or modify a hot folder See also Pausing and resuming hot folder monitoring Deleting a hot folderTo delete a hot folder To pause and resume hot folder monitoring Configuring the hot folder system settings To configure the hot folder system settings Select Settings Submitting a job to a hot folder To submit a job to a hot folder Select Start Programs Xerox FreeFlow Software File Manager Options Hot Folder and locate the hot folder path To submit an .xpf job ticket to a hot folder for reprinting Manager Advanced Print Path Error conditions Imposition handling with .xpf tickets Submitting .xml workflow files to a hot folder Error conditions for dynamic workflows To submit .xml workflow files to a hot folder Submitting .vpc files to a hot folder VPC file limitations Using third party external processes Guidelines for using third party external processes Setting up third party input and output hot folders Example Managing external processes Setting up external processes Adding or editing an external process To add or edit an external process See also Moving or deleting an external process To move or delete an external process Setting up folder-based profiles Adding or editing a folder-based profile To add or edit a folder-based profile See also Setting up CLI profiles Adding or editing a CLI profile To add or edit a CLI profile See also Configuring parameters Example 1 Using the default parametersProfile name Something Script Full Path c\SomeScript Time interval 30 seconds Example 3 Adding a parameter after the output parameter Example 4 Adding two parameters Example 5 When the output location is not specified Example 6 Using for a path that contains a space\SomeScript c\temp\someFile c\temp\someFile \SomeScript c\program Files\someFile c\brianOut\someFile Example 7 Specifying parameter order Deleting an external process profileTo delete an external process profile \SomeScript -I c\temp\someFile -O c\brianOut\someFile Setting up the Smtp Server To set up the Smtp server Setting up the proxy server To set up the proxy server Creating preflight profiles To create a preflight profileTo modify a preflight profile Select New profile Workflow Builder Workflow Submission Client About Workflow Submission Client Logging in to Workflow Submission Client To log in to the Workflow Submission Client application Workflow Submission Client main window Get Files area Button Name Description Select Workflow area Configure Settings area Submit Job area Component Description Workflow Submission Client menus File menu option Description Menu Description Options Menu option Description Options menu Job submission Job submission process Direct method Workflow selection methodsMatch method Submitting a job To submit a job to a workflowSubmission, select Options Remove Files after Submission Submission Join node Jobs created Workflow Workflow Submission Client Saving a File List To save a file list To submit a file list Limitations for Save File ListSubmitting Zip files Submitting VI Containers .vpc Submitting QuarkXPress files .qxd, .qxp About submitting RDOs Identifying the parts of an RDO To submit an RDO and produce an RDO RDO reprint Submitting RDOsRDO limitations Accessing Workflow Builder from Workflow Submission Client Remote Workflow Submission Client Workflow Job Manager About Workflow Job Manager Logging into Workflow Job Manager To log in to the Workflow Job Manager application Workflow Job Manager main window Status Area Jobs Status area Workflow Job Manager Jobs area Jobs area columns Print Status descriptions Status Description Workflow Job Manager menus Edit Menu Description Option View Menu Description Option Launch Menu Description Option Launch MenuHelp Menu Description Option Workflow Job Manager toolbar Jobs toolbar Checking the status of a job Managing JobsTo check the status of a specific job Creating reports Report Category Report Type Workflow Job Manager To create a report Viewing a report Exporting a report Purging report data Viewing a report To view a report Exporting a report To export a report Purging report data To purge report data Viewing and editing a document in Adobe Acrobat To view and edit a job in Adobe Acrobat To view preflight results Viewing preflight resultsSelect Edit Preflight Results To view print results Viewing print resultsSelect Edit Print Results Modifying workflow settings To modify workflow settings Pausing a job To pause a job Approving a job at a Review step To approve a job at a Review step Failing a job To fail a jobDeleting a job To delete a job Modifying the copy count To modify the copy count Printing a hardcopy proof To print a hardcopy proof Workflow Job Manager Viewing Web Services Job Instructions To view Web Services job instructions Using the View Document function Remote Workflow Job Manager Client Job In Use dialog Unlock Confirmation dialog To access Workflow Builder from Workflow Job Manager Accessing Workflow Builder from Workflow Job ManagerTo create and/or submit a new job See also See also To select files for an incoming third party job Selecting files for an incoming third party jobSelect Select Files Viewing the JDF file for an incoming third party job To view the JDF file for an incoming third party job Viewing the job instructions for an incoming third party job Index Index Index Page