Océ Engineering Exec. Electronic Job Ticket

Transcription

1 Océ Engineering Exec Electronic Job Ticket

2 Océ-Technologies B.V. Copyright 2004, Océ-Technologies B.V. Venlo, The Netherlands All rights reserved. No part of this work may be reproduced, copied, adapted, or transmitted in any form or by any means without written permission from Océ. Océ-Technologies B.V. makes no representation or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. Further, Océ-Technologies B.V. reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation to notify any person of such revision or changes. Code number Edition 4.0 US

3 Table of Contents Chapter 1 Chapter 2 Chapter 3 Introduction and Overview Océ Engineering Exec 8 Introduction to Electronic Job Ticket 10 Highlights of Electronic Job Ticket features 12 How to open Electronic Job Ticket 14 How to change your Engineering Exec Password 15 How to exit Electronic Job Ticket 16 How to choose a language in Electronic Job Ticket 17 Create a Job Job Tickets 20 How to create job tickets 21 The Job Ticket Destination 22 The Job Ticket Information 23 The Document Grid 24 How to edit job tickets 27 The Edit Job Ticket dialog box 28 How to add files to job tickets 30 How to add documents to job tickets 32 How to Search for Documents 34 View Documents and Files 36 Océ File Viewer 37 Archive Files 41 How to add and view document comments 43 Document Comments dialog box 45 Edit Document Settings Edit Document Settings 48 How to edit document settings from the Document Grid 49 How to delete documents from print jobs 50 How to arrange the order of documents in print jobs 51 How to access the Edit Documents dialog box 52 The Edit Documents dialog box 53 Format tab of the Edit Documents dialog box 54 Finishing tab of the Edit Documents dialog box 58 Table of Contents 3

4 Margins tab of the Edit Documents dialog box 63 Edges tab of the Edit Documents dialog box 64 Chapter 4 Chapter 5 Chapter 6 Preview and submit print jobs How to preview images of a print job 68 Preview options 71 How to arrange the order of documents from the preview window 73 How to submit print jobs 74 Document Searches Searches 76 How to use and create custom searches 77 Search Setup dialog box 79 The Add Search dialog box 80 The Setup tab of the Add Search dialog box 82 The Sorting tab of the Add Search dialog box 85 The Display tab of the Add Search dialog box 86 The Filter tab of the Add Search dialog box 88 How to set search sorting, display and filters 90 How to edit custom searches 91 How to delete searches 92 How to edit document attributes 93 How to view object attributes 95 How to import document attributes 96 How to change the status of a document 97 The Color Coding 98 How to limit search results 99 How to save a search as a view 100 How to print search results 101 How to export objects 102 How to copy objects 104 How to revise objects 106 How to delete objects 108 How to undelete objects 109 Check In / Check Out Overview of Check In / Check Out 112 How to Check Out documents 115 Check Out 120 How to Check In Documents 122 Check In Electronic Job Ticket

5 How to Undo a Check Out 129 Undo Check Out 131 View Comments Dialog Box 133 How to view comments for a document 134 Chapter 7 Chapter 8 Chapter 9 Customize Electronic Job Ticket How to change default settings 136 The default setting options 137 How to add recipients 140 How to edit recipients 142 How to create stamps 144 The Stamp Setup options 146 How to create watermarks 150 The Watermark Setup options 152 The Pens and Layers 156 How to access the Pens tab 158 The Pens tab options 159 How to edit a range of pens 161 The Edit Pens dialog box options 162 How to work with pen sets 163 How to access the Layers tab 167 How to work with layer sets 169 Job Manager Access Job Manager 174 The permissions in Job Manager 176 The structure of Job Manager 177 Understand queues, groups and devices 180 How to manage print jobs 182 How to resubmit print jobs 184 How to edit print jobs 186 How to edit queues from Job Manager 190 Additional functions of Job Manager 192 How to work with Media Definitions from Job Manager 193 View the System Log 196 How to work with the system log 198 Run-time Parameters Overview 202 Table of Contents 5

6 6 Electronic Job Ticket

7 Océ Engineering Exec Manual Chapter 1 Introduction and Overview 7

8 Océ Engineering Exec Introduction Océ Engineering Exec is a print management and document archive system that manages the capabilities to print and archive documents. Océ Engineering Exec provides the following. An efficient and effective method to look at and print document image files A document storage and retrieval system that allows quick access to the stored documents. Electronic Job Ticket is one product of Engineering Exec. Engineering Exec Modules The modular design of Engineering Exec enables you to add the modules when you need to fit the changes in your organization. The basic system begins with the following. A print server The client print job submission functions that are provided in Electronic Job Ticket and Set Print Manager are added on a per need base. When the requirements of your organization change, your Engineering Exec system can change. The changes can include the addition of advanced modules, for example, Advanced Import and Index and Automatic Queue Processing, to provide the best performance and use. Process Flow In a basic Engineering Exec system, documents are selected from the document vault or from the files on a local or network drive and included in a print job. The print job is set in either Electronic Job Ticket or Set Print Manager. After the print job is created, the print job is submitted to the Job Manager. The Job Manager manages the job ticket and provides a method to get and change the information about the print job. The job is then sent to the Print Spooler. The Print Spooler sends the communication of the prints to the printer or printers assigned in the print job. 8 Electronic Job Ticket

9 Pop up menus Several functions of Engineering Exec display in the pop-up menus. To display a pop-up menu, you must put your cursor in the dialog box and click the right mouse button. The menu appears on your screen and displays a list of options. Help The Help feature provides the answers to common questions about the Engineering Exec applications you use. The Help feature is available from both the 'Help' button and the pop-up menu. About The About feature displays product, version, and copyright information for the Engineering Exec applications you use. The About feature is available from the pop-up menu. Introduction and Overview 9

10 Introduction to Electronic Job Ticket Introduction An Electronic Job Ticket client can create print jobs and submit the print jobs in Engineering Exec. Electronic Job Ticket is for the users who require the documents are sent to individual recipients. Electronic Job Ticket can easily handle print jobs that contain hundreds, even thousands of pages. Illustration [1] Electronic Job Ticket dialog box [1] Electronic Job Ticket dialog box Electronic Job Ticket Electronic Job Ticket submits print jobs to Océ printers and many other industry standard printers. Electronic Job Ticket has several powerful features that give you control of your print jobs. 10 Electronic Job Ticket

11 Manual Organization The Electronic Job Ticket User Manual is a reference document assembled around tasks. This manual gives you information about each step needed to create a print job and submit a print job. The features and functions of Electronic Job Ticket are explained. After you learn how to create and submit a print job, the Electronic Job Ticket User Manual becomes a reference tool for future Electronic Job Ticket sessions. Audience Definition The Electronic Job Ticket User Manual is both a tutorial for the new users to create their first print job and a complete reference tool for the Electronic Job Ticket user with knowledge of the product. Océ has made an effort to make this manual friendly for the user. Difficult programming and computer jargon are not a part of this manual. Océ requires that you have a basic knowledge of Microsoft Windows and understand the capabilities of the print devices that are used. Introduction and Overview 11

12 Highlights of Electronic Job Ticket features Introduction Electronic Job Ticket provides the following capabilities. Document searches Job settings defined by the user Selection of print devices Modification of the change status of an object Stamp and watermark setting for print jobs Cover pages with print jobs Update of documents in the vault with the 'Check In / Check Out' feature Document Search Electronic Job Ticket has search capabilities that enable the user to create custom searches of the 'Doc Exec Pro' document vault. The searches have bases of document number, document revision, sheet number, frame number, and several other variables. The users can save the custom searches for future use. Note: For a list of supported file types, refer to the Release Notes. User Defined Job Settings A user can define the default job settings that are used when the user submits print jobs. These defaults are defined for the user. Each user who logs on to Electronic Job Ticket can have different default settings. Print Device Selection A User can define a printer to which a job is sent. Object Change Status Electronic Job Ticket includes the capability to describe a document that is in the change process. A user can add a note about the change through the Object Change Status. All users who find the document in a document search see the note. When a user changes a document, this feature decreases the risk that another user selects the same document. 12 Electronic Job Ticket

13 Document Stamps and Watermarks A user can create a stamp or a watermark that automatically displays on all drawings in a print job. The stamp or watermark can contain text, print job parameters, document attributes, the date printed and the time printed. Print with Cover Pages A user can print a cover page that contains the information about the print job. The cover pages can print according to the following. Job Set Recipient The cover page contains the information about the job and each document that the job contains. Document Management Electronic Job Ticket provides the capability to export scanned documents to the vault through the Advanced Import and Index module. You can add and change the attributes of documents. Introduction and Overview 13

14 How to open Electronic Job Ticket Introduction Use the following method to logon Electronic Job Ticket. Logon 1. Go to the Windows 'Start' menu. 2. Select 'Programs'. 3. Select 'Oce Engineering Exec'. 4. Select Electronic Job Ticket. The 'Logon Oce Application' dialog box displays. [2] Logon Océ Application dialog box [2] Logon Océ Application dialog box 5. Enter your user name and your password in the 'User Name' field and the 'Password' field. 6. Click the 'OK' button. The Electronic Job Ticket dialog box displays. 14 Electronic Job Ticket

15 How to change your Engineering Exec Password Introduction The users can change their Océ Engineering Exec password. Change your password 1. Enter your user name and current password in the 'User Name' and 'Password' fields. 2. Click the check box to select the 'Change Password' option. Two password fields display. [3] Logon Oce Application dialog box with change password fields [3] Logon Oce Application dialog box with change password fields 3. Enter your new password in the second 'Password' field. 4. Enter the new password again in the 'Password Confirmation' field. 5. Click the 'OK' button. Introduction and Overview 15

16 How to exit Electronic Job Ticket Introduction A user exits Electronic Job Ticket with one of 4 methods. Exit 1. Click the 'Exit' button. 2. Click the close button, 'X', in the upper-right corner of the dialog box. 3. Double click the control menu in the upper-left corner of the dialog box. 4. Click the control menu in the upper-left corner of the dialog box and select the 'Close' option from the drop-down menu. 5. If you have objects selected when you close the dialog box, Electronic Job Ticket tries to confirm your exit. A confirmation box displays. To ignore the selected objects and close Electronic Job Ticket, click the 'Yes' button. The started print job is lost. To continue your work and not exit, click the 'No' button. 16 Electronic Job Ticket

17 How to choose a language in Electronic Job Ticket Introduction After you logon to Electronic Job Ticket, you can select the language to use in the application. All components of Electronic Job Ticket immediately appear in the language you indicated. Choose a language 1. Click the right mouse button in the Electronic Job Ticket dialog box to display the pop-up menu. 2. Select 'Language' from the pop-up menu to display a list of available languages. 3. Select the required language from the 'Language' menu. 4. Click the 'Yes' button if you need the selected language as the default language. Introduction and Overview 17

18 18 Electronic Job Ticket

19 Océ Engineering Exec Manual Chapter 2 Create a Job 19

20 Job Tickets Introduction This chapter shows you how to create a job and submit the job to print. This chapter includes the instructions on how to do the following. Create and edit a job ticket Add files and documents to a job ticket Look at the files and the documents that are in a job ticket Archive files to the document vault. Illustration [4] Electronic Job Ticket dialog box [4] Electronic Job Ticket dialog box Job Tickets After you logon Electronic Job Ticket, you can create a job ticket for your print job. Job tickets include the information about the job. This information includes the job name, the name of the recipient who receives the printed documents, the queue where the job is held until it is printed, and the documents or files to print. 20 Electronic Job Ticket

21 How to create job tickets Introduction Although there are a number of advanced features in Electronic Job Ticket, a basic print job is created and submitted with the following steps. Create a job ticket 1. Select the recipient of your print job from the 'Recipient Name' drop-down list. 2. Select a queue to which your job is to print from the 'Queue' drop-down list. 3. Select the number of document sets to print from the 'Set Copies' list box. 4. Enter the name of the print job in the 'Job Name' field if a default job name prefix is not indicated. 5. Add files and documents to your job. Note: Steps 1 to 5 show the minimum procedure that you must do before a print job is submitted. The job notes and a cover page are of use, but these items are not required to submit a job. The system can require an account number when you submit a job to a defined queue. Create a Job 21

22 The Job Ticket Destination Note: You must complete all fields in the 'Destination' section before you can submit your job to print. The Destination Section Complete the 'Destination' section of the Electronic Job Ticket dialog box to identify the recipient, the queue, and the number of copies for the print job. Recipient Name The recipient name indicates the user assigned to receive the printed job. The 'Recipient Name' field defaults to the name of the user logged on to Electronic Job Ticket. To change the name of the recipient displayed in the 'Recipient Name' field, click the down arrow and select a name from the drop-down list. If the name of the recipient does not appear in the drop-down list, you need to add the recipient. Queue The queue indicates the printer or other destination for your print job. The 'Pickup' queue enables you to send a job to a recipient who later uses Job Manager and indicates which printer to use. To indicate a queue, click the down arrow and select an option from the 'Queue' drop-down list. Note: All printers available to you appear in the 'Queue' drop-down list. Set Copies The set copies indicate the number of document sets to print. For example, when your print job contains 5 documents and you provide a 'Set Copies' value of 3, your job prints 3 times. To provide a quantity, enter the number of document sets or click the arrows to select the correct number. 999 is the maximum value. 'Set Copies' defaults to Electronic Job Ticket

23 The Job Ticket Information The Ticket Information section Complete the 'Ticket Information' section of the Electronic Job Ticket dialog box to identify the name of the print job, the account number to assign to the print job and the cover page setting. Job Name The job name connects a name with the print job you create. When you provided a job name prefix, you have the option to allow Electronic Job Ticket to assign a name to the job. The job names can be a maximum of 80 characters. Note: You cannot submit your job without a job name that is either manually entered or automatically created from a job prefix. Job Notes The 'Job Notes' field is an option that enables you to add comments or instructions to your print job. The job notes can be a maximum of 255 characters. Cover Page A cover page is a printed page that identifies a print job, shows each document that is in the print job, and separates more than one job. You can select a cover page to separate your job by recipient, set, or job. A cover page is an option. Account Number The 'Account Number' field enables you to assign an account number to your print job. This feature is often used to make sure clients and departments are billed for printed documents. The account numbers can be a maximum of 20 alphanumeric characters. The account numbers are not checked, any number is accepted. You must enter a number that is correct. Note: The system administrator can require that an account number is defined for any job submitted to a defined print queue. When a job is submitted and an account number is not provided, an error message is displayed. Create a Job 23

24 The Document Grid The Document Grid section Use the document grid section of the Electronic Job Ticket dialog box to check and change the documents and the settings selected for the current print job. You can change settings from the document grid. To change a setting for one document click on the setting fields and edit the value. To change a setting for all documents in the document grid, click the setting header and select the value. Click a link below to learn about each setting found in the document grid. Copies The copies setting indicates the number of copies of each document to print. To change the copies setting, select the current value in the 'Copies' field and enter the new setting. You can assign a number between 1 and 999. Document Name The document name defines the document or file you added to your print job. If a file is selected, the 'Document Name' field displays the path to the file and the file name. If a document is selected, the 'Document Name' field displays the search attributes that define the document. You cannot change the 'Document Name'. 24 Electronic Job Ticket

25 Checked Out documents A document icon displays for each document. The icon represents the 'Check Out' status. The following table describes each icon. [1] Check Out status icons Component Function A document icon with a green check mark displays for a document that is checked out of the Océ Engineering Exec vault and all processes associated with the check out completed successfully. In a centralized system, a document icon with a yellow check mark displays for a document that is checked out of the Océ Engineering Exec vault and has a pending check in approval status in 'Advanced Import and Index'. A document icon with a red check mark displays for a document that is checked out of the Océ Engineering Exec vault and the file conversion process failed. [1] Check Out status icons Media Size The 'Media Size' selects the size of the media on which the documents prints. When the 'Media Size' is 'Original', the documents print on the paper size for which the documents were intended. The selections in the 'Media Size' drop-down list depend on the sizes of media available and installed on your system. Examples of 'Media Size' values include the following. 'Original' 'A ANSI', 'B ANSI', 'C ANSI', 'D ANSI' and 'E ANSI' 'A ARCH', 'B ARCH', 'C ARCH', 'D ARCH' and 'E ARCH' 'A0-A4' Custom sizes Create a Job 25

26 Media Type The 'Media Type' is the type of media on which the documents print. Make sure the selected media is installed on your printer. Examples of 'Media Type' values include the following. 'Cover Stock' 'Drilled' 'Paper' 'Precut Tab' 'Transparency' 'Vellum' Finishing The 'Finishing' controls the final form of the printed document. The values of the 'Finishing' option include the following. 'Flat' 'Folded' 'Z Folded' 'Rolled' 'Fold Afnor' 'Fold Ericsson' Archive The archive option enables you to mark a file for import into the document vault. When you have the Document Archive module for Océ Engineering Exec installed on your system, you can mark the files for import into the document vault. You can mark any file that you add to the print job. 26 Electronic Job Ticket

27 How to edit job tickets Introduction The job ticket information is edited when users enter new information in the 'Destination' and 'Ticket Information' sections of the 'Electronic Job Ticket' dialog box or in the 'Edit Job Ticket' dialog box. Use the 'Edit Job Ticket' dialog box to make changes to job ticket information. Note: If you submit a job with an option that is not available on the selected device, like folding, Océ Engineering Exec processes the job without the selected option. This process can adjust the output order. The cover page indicates that you selected the option, but does not indicate that the option was not available. Illustration [5] Edit Job Ticket dialog box [5] Edit Job Ticket dialog box Edit a job ticket from the Edit Job Ticket dialog box 1. Right click in the Electronic Job Ticket dialog box to display the pop-up menu. 2. Select 'Edit Job Ticket' from the pop-up menu. The 'Edit Job Ticket' dialog box displays. 3. Make the required changes to the job ticket settings. 4. Select the check box to the left of 'Save as Default' to save the current settings as the default settings. 5. Click the 'OK' button. Create a Job 27

28 The Edit Job Ticket dialog box Introduction The users can edit a job ticket from the 'Edit Job Ticket' dialog box. The following sections describe the fields on the 'Edit Job Ticket' dialog box. Due Date 'Due Date' indicates the date the print job will print. Priority 'Priority' indicates when your print job prints compared to other print jobs. The 'Priority' options include the following. 'Low' 'Medium' 'High' All jobs with a priority of 'Medium' print before the jobs with a priority of 'Low', but after all jobs with a priority of 'High'. Passthrough 'Passthrough' indicates that a document in a print job does not pass through rasterization and goes directly to the printer controller. The indicated document is sent directly to the Océ printer in the native format of the document. The 'Passthrough' options include the following. 'None' is standard rasterization. 'Raw' has no rasterization. The printer commands are attached to the file. Due Time 'Due Time' indicates the time the print job will print. 28 Electronic Job Ticket

29 Status 'Status' indicates the current status of your print job. The 'Status' options include the following. 'Paused' 'Released' Output Location The 'Output Location' selects where the printed document goes. Examples of 'Output Location' values include the following. 'Belt 1', 'Belt 2', 'Best Belt' 'Front' 'Rear' 'Stacker Continuous', 'Stacker Per Job', 'Stacker Per Set' 'Bin 1, Bin 2, Bin 3, Bin 4, Bin 5, Bin 6' 'First Fold Tray' Sort 'Sort' is the method that you require the files in your print job separated. The 'Sort' options include the following. 'Sort by Doc' 'Sort by Set' Cover Page A cover page is a printed page that identifies a print job, shows each document that is in the print job, and separates more than one job. You can select a cover page to separate your job by recipient, set, or job. A cover page is an option. Save As Default You can save the settings as the default settings. The default settings are used each time you print, unless you change the settings for the current print job. To save the settings as the default, select the 'Save as Default' check box. Create a Job 29

30 How to add files to job tickets Introduction Files are sets of document images found in directories on your local or network drives. To add files to a print job, you must select the files from these directories. When the files are added to a print job, the files are not removed from the original location. Illustration [6] Add Files dialog box [6] Add Files dialog box 30 Electronic Job Ticket

31 Add files 1. Click the 'Add Files' button. The 'Add Files' dialog box displays. 2. Browse to the disk that contains the files to add to a print job or your document vault. All files of the indicated file types display in the list box. 3. Select the files with one of the following methods. To select one file, select the file from the files list. Click the '>' button or double-click the file with your left mouse button. To select more than one file, hold down the Ctrl key while you select each file. When all required files are selected, release the Ctrl key and click the '>' button to add the files to the list of selected files. To select a group of consecutive files, select the first file in the group. While you hold down the Shift key, select the last file in the group. Click the '>' button to add the files to the list of selected files. To select all files in the list, click the '>>' button. 4. Remove any files that are not required from the list with the same selection methods as shown above, but click the '<' or '<<' buttons. 5. Click the 'OK' button. Create a Job 31

32 How to add documents to job tickets Introduction Note: This section is important when the document archive option is installed on your system. Documents are the document images that your organization selected to archive in the document vault. These documents are not found in directories on your local or network PC. You cannot add documents to a print job with the same method used to add files. When a document is archived in the document vault, you can add the document to your print job. The document is not removed from the document vault when you add the document to a print job. Illustration [7] Add Documents dialog box [7] Add Documents dialog box 32 Electronic Job Ticket

33 Find and add documents 1. Click the 'Add Docs' button in the Electronic Job Ticket dialog box. The 'Add Documents' dialog box displays. 2. Search for the documents. 3. Select the documents with one of the following methods. To select one document, select the document from the list. Click the '>' button or double-click the document with your left mouse button. To select more than one document, hold down the Ctrl key while you select the documents. When the required documents are selected, release the Ctrl key and click the '>' button to add the documents to the list. To select a group of consecutive documents, select the first document in the group. While you hold down the Shift key, select the last document in the group. Click the '>' button to add the documents to the list. To select all documents in the list, click the '>>' button. 4. Remove any documents that are not required from the list with the same selection methods as shown above, but click the '<' or '<<' buttons. 5. Click the 'OK' button. Create a Job 33

34 How to Search for Documents Introduction You must search for the documents from the document vault before the documents display in the documents list. To search for the documents, you must enter a value in at least one of the 'Search Attributes' fields. The 'Search Attributes' fields change according to the defaults that are set. The more search attributes used to define your search, the more exact your search becomes. Note: When you run a search, you cannot use a wildcard character with the equal, =, search operator. Select an operator for each attribute of a search 1. Select 'Show Operators' from the 'Search Options' menu. An operator button displays to the right of each attribute in the 'Search Attributes' section. [8] Comparison Operator Buttons [8] Comparison Operator Buttons 2. Click the button for an attribute. An operator menu displays. [9] Operator Menu [9] Operator Menu 34 Electronic Job Ticket

35 3. Select the required operator. The operator menu closes and the selected operator displays on the button. 4. Repeat steps 2 and 3 for each attribute. Search for documents 1. Show the serach operators. Note: If you do not show the operators and select a search operator, the search operator defaults to the starts with comparison. 2. Select the search operators for each field in the 'Search Attributes' section. When you select the equal, =, search operator, enter the exact value to search. When you select any search operator except the equal search operator, you can search with wildcards according to the following list. Enter the first one or more characters for a value. For example, enter DRA to find all values in the attribute that begin with the letters DRA. Enter the wildcard character, *. Enter * to return all values. Enter *3 to find all values that contain the number 3. Enter the wildcard character, _. Enter _ with a value to look for the value in an exact location in a value string. For example, to find all values that contain F in the fourth position, enter _ F. 3. After you enter the search values in the 'Search Attributes' fields, click the 'Search' button or select 'Search' from the 'Document' menu. The documents list fills with the documents that match your search values. Create a Job 35

36 View Documents and Files Introduction Before you add the documents and the files to your print job, you can look at the images in the 'Oce File Viewer'. To look at a file or document, select the file or document, then click the 'View' button on the 'Add Documents' dialog box or the 'Add Files' dialog box. The 'Oce File Viewer' dialog box displays. Illustration [10] Oce File Viewer dialog box with one file [10] Oce File Viewer dialog box with one file View Engine After a file or a document is opened in a view window, you can control the image with the features of the view engine. 36 Electronic Job Ticket

37 Océ File Viewer Introduction Use the 'Océ File Viewer' to control how you look at an image. The type of file or document you look at controls the options available to control the image. You can open views of many images with each image in a separate window. Illustration [11] Oce File Viewer [11] Oce File Viewer Fit The 'Fit' option adjusts the size of the image to fit the complete image in the View window. Magnify The 'Magnify' option increases the size of the image by 50 percent. Reduce The 'Reduce' option decreases the size of the image by 50 percent. Create a Job 37

38 Invert Option The 'Invert' option creates a negative of the image in the View window. Rotate 90 CCW The 'Rotate 90 CCW' option rotates the image to the left 90 degrees. Rotate 90 CW The 'Rotate 90 CW' option rotates the image to the right 90 degrees. Rotate 180 degrees The 'Rotate 180 Degrees' option rotates the image 180 degrees. Scroll bars The 'Scroll bars' option adds a vertical and horizontal scroll bar to the current document in the View window. Copy The 'Copy' option copies the image to the Windows clipboard. This enables you to add images to documents in other applications like Word or Wordpad. Copy Region The 'Copy Region' option enables you to copy a selected area of the image to the Windows clipboard. After you select 'Copy Region' from the pop-up menu, drag the mouse over the area to copy. Then you can paste the selection. Select Printer The 'Select Printer' option displays the 'Select Printer' dialog box that enables you to select the printer to print the document in the view. Select a printer from the 'Available Printers' drop-down list. Print The 'Print' option enables you to print the document in the view. You can print the whole document or the document as the document displays. 38 Electronic Job Ticket

39 Zoom Feature You can use the 'Zoom' feature to enlarge or reduce the view of an image. You access the 'Zoom' feature with 4 methods. Hold down the left mouse button and drag around an area of the image. When you release the left mouse button, the area you selected increases to fill the window Right click on the image and select 'Magnify' from the pop-up menu to zoom in by 50 percent. Right click on the image and select 'Reduce' from the pop-up menu to zoom out by 50 percent. Right click on the image and select 'Fit' from the pop-up menu to fit the image to the view area. After you use the 'Zoom' feature, use the 'Scroll bars' option from the pop-up menu to add vertical and horizontal scroll bars to the view area. The scroll bars allow you to move to other parts of the image. Windows Monitor The 'Windows Monitor' displays as an icon on the Windows icon tray. When you open more than one 'Océ File Viewer', the 'Windows Monitor' enables you to control their display. Right click on the 'Windows Monitor' icon to display the available menu options. [2] Window Monitor menu options Option 'Tile Horizontally' 'Tile Vertically' Description This option arranges the open 'Océ File Viewer' windows horizontally across your display. This option does not arrange 'Océ File Viewer' windows that are minimized. This option arranges the open 'Océ File Viewer' windows vertically down your display. This option does not arrange 'Océ File Viewer' windows that are minimized. Create a Job 39

40 Option 'Scale All to Width' 'Cascade Windows' 'Minimize All Windows' 'Restore All Windows' 'Close All Windows' 'Language' 'Options' 'Close Window Monitor' Description This option adjusts the width of the open 'Océ File Viewer' windows to the width of the image that displays. This option does not adjust 'Océ File Viewer' windows that are minimized. Note: Some viewers included with Océ Engineering Exec can not adjust the window size to the correct size of the image. This option arranges the open 'Océ File Viewer' windows to overlap from the upper left to the lower right of your display. This option does not arrange 'Océ File Viewer' windows that are minimized. This option decreases each open 'Océ File Viewer' window to a button on the Windows task bar. This option returns each minimized 'Océ File Viewer' window to the previous size and position on your display. This option closes all 'Océ File Viewer' windows. This option enables you to select the language to use with the viewer. A language change does not apply to the module from which the viewer was called until the module restarts. This option enables you to select when and how all viewer windows close. The options are listed. Close all viewer windows for an application when the application closes. Close all viewer windows when the last application closes. Never automatically close the viewer windows. This option closes the 'Windows Monitor' and removes the icons of the 'Windows Monitor' from the Windows icon tray. [2] Window Monitor menu options 40 Electronic Job Ticket

41 Archive Files Introduction When you have the document archive module for Océ Doc Exec Pro installed, you can mark the files for import into the document vault. You can mark for import any file that is added to your print job. Illustration [12] Electronic Job Ticket dialog box with Archive check box [12] Electronic Job Ticket dialog box with Archive check box Create a Job 41

42 Archive Files When a file is marked for import, the file is not put immediately into the document vault. The file is copied to the review table for later review and import with the Advanced Import and Index program. The file is automatically assigned to the Document class. To mark one file for import, select the 'Archive' check box in the row that contains the file. To mark all the files in your print job, click the 'Archive' column head in the document grid. To remove the mark from a file for import, select the 'Archive' check box in the row that contains the file. When your job is submitted, the selected files are sent to the review table. 42 Electronic Job Ticket

43 How to add and view document comments Introduction The 'Add Comments' function is available in Electronic Job Ticket from the right click menu and the 'Add Documents' dialog box. This function allows a user to look at and add comments to a document. Illustration [13] Document Comments dialog box [13] Document Comments dialog box Create a Job 43

44 View and add Document Comments 1. Select one or more than one document from the Electronic Job Ticket dialog box or from the serach results grid of the 'Add Documents' dialog box. 2. Click the right mouse button. A pop-up menu displays. Note: From 'Doc Exec Pro', you must select the 'Documents' option on the pop-up menu before you have the 'Document Comments' option. 3. Select 'Document Comments'. The 'Document Comments' dialog box displays. 4. Select a document on the left side of the 'Document Comments' dialog box. All revisions for the selected document display in a list below the document. Note: To view or add comments to a previous revision of the document, select the revision. 5. Select a document on the left side of the dialog box. 6. To add comments to the document, enter text in the 'Add Comments' field. 7. After you enter text, click the 'Add' button. The comments display in the 'View Comments' section. 8. Continue to select documents and add comments. 9. When you finish, click the 'Exit' button to close the 'Document Comments' dialog box. 44 Electronic Job Ticket

45 Document Comments dialog box Introduction When you open the 'Document Comments' dialog box, the comments for a selected document display. The comments order from most current to the oldest on the right side of the dialog box. Document List The left side of the 'Document Comments' dialog box displays the documents. When you select a document, all revisions of the document display below the document. You must select one document before you can add or view 'Document Comments'. You cannot select more than one document at the same time. Add Comments The 'Add Comments' section of the 'Document Comments' dialog box allows you to add comments to the current or previous revisions of a selected document. View Comments The 'View Comments' section of the 'Document Comments' dialog box displays the comments added with the 'Add Comments' function and the 'User Comments' and 'System Comment' added during 'Check In', 'Check Out' and 'Undo Check Out'. You can use the standard Windows Copy and Paste functions to copy information from the 'View Comments' section to another location. Use the scroll bars to move through the comments of the selected document. Create a Job 45

46 46 Electronic Job Ticket

47 Océ Engineering Exec Manual Chapter 3 Edit Document Settings 47

48 Edit Document Settings Introduction You learn how to define the format, finishing, margins, and edges settings for the documents in your print job in this chapter. Illustration [14] Electronic Job Ticket dialog box with populated document gird [14] Electronic Job Ticket dialog box with populated document gird Document Settings You can change the parameters or settings of one or all of the documents included in your print job before the job is submitted. The settings include the formatting options, like media size and image alignment and the finishing parameters, like output location and cut type. You can change the document settings from the document grid found in the bottom half of the 'Electronic Job Ticket' dialog box or from the 'Edit Documents' dialog box. 48 Electronic Job Ticket

49 How to edit document settings from the Document Grid Introduction You can change the settings of the documents contained in your print job from the document grid section of the Electronic Job Ticket dialog box. You can change the number of copies, media size, media type and finishing settings for each document. You make the changes to all documents or separate documents. Change the media size, media type or finishing for all documents in a print job 1. Click the 'Media Size', 'Media Type' or 'Finishing' title in the document grid to display a list of the settings. 2. Select the value for the setting from the drop-down list. 3. Repeat steps 1 and 2 until you complete the changes to your document settings. Change the media size, media type or finishing for selected documents in a print job 1. Click the current media size, media type or finishing setting in the row that contains the document to change. A drop-down arrow displays. 2. Click the drop-down arrow to display a list of settings. 3. Select the value for the setting from the drop-down list. 4. Repeat steps 1 to 3 until you complete the changes to your document settings. Edit Document Settings 49

50 How to delete documents from print jobs Introduction To remove a document from a print job before the job is submitted, you must delete the document from the Electronic Job Ticket document grid. Delete a document 1. Select the row that contains the document to delete. 2. Press the Delete key. A dialog box displays to confirm that you require the selected document deleted. 3. Click the 'Yes' button on the dialog box. [15] Electronic Job Ticket confirm delete [15] Electronic Job Ticket confirm delete Delete a document with the right-click menu 1. Select the row of the document that you require to remove from your job ticket. 2. Right-click the row of the selected document. A pop-up menu displays. 3. Select 'Delete Document'. 4. A dialog box displays to confirm that you require the selected document deleted. 5. To delete the selected document, click the 'Yes' button. The document is removed from the job ticket. 50 Electronic Job Ticket

51 How to arrange the order of documents in print jobs Introduction The sequence that the documents display in the Electronic Job Ticket document grid is the order that the documents print. You drag and drop a document to a new location in the document grid to change this sequence. Arrange the order of documents 1. Click the box to the left of the 'Copies' field in the row that contains the document to move. 2. Hold down the left mouse button and drag the selected row to a new location in the document grid. 3. Release the left mouse button. 4. Repeat steps 1 to 3 until your documents are in the required locations. Edit Document Settings 51

52 How to access the Edit Documents dialog box Introduction The 'Edit Documents' dialog box allows you to make changes to all document settings. The settings include the format, finishing, margins and edges. Access the edit documents dialog box 1. Select the document or documents to edit. Use one of the following methods. To select one document, select the row that contains the document to edit. To select consecutive documents, select the row that contains the first document to edit. Then hold down the Shift key and select the row that contains the last document to edit. All documents shown between the first document and the last document selected are selected. To select more than one document not in sequence, select the row that contains the document to edit. Then hold down the Ctrl key and select any additional documents. 2. Click the right mouse button to display a pop-up menu. 3. Select 'Edit Documents'. The 'Edit Documents' dialog box displays. 52 Electronic Job Ticket

53 The Edit Documents dialog box Introduction The 'Edit Documents' dialog box displays after you select documents from the document grid. If there are no documents in your document grid, the 'Edit Documents' dialog box does not display. All options are displayed. The capabilities of the printer, which prints the documents, are not considered. Change only the options that are available on your printer. The tabs of the Edit Document dialog box There are four tabs in the 'Edit Documents' dialog box. The following table explains the contents of each tab. [3] Tabs of the Edit Document dialog box Tab 'Format' 'Finishing' 'Margins' 'Edges' Description The options that enable you to set the media and image settings. The options that enable you to indicate how the final output of your documents appear. The options that enable you to change the margins of your documents. The options that enable you to define the leading edge and the trailing edge settings. [3] Tabs of the Edit Document dialog box Save as Default The lower-left corner of each tab on the 'Edit Documents' dialog box has a 'Save as Default' check box. If this option is enabled, the settings shown in the fields of the displayed tab are set as the default and are used for future print jobs. Edit Document Settings 53

54 Format tab of the Edit Documents dialog box Introduction The 'Format' tab allows you to adjust how the printed documents appear and how the documents will print. Some of the selections in the 'Format' tab depend on the capabilities of the selected printer. Illustration [16] Format tab of the Edit Documents dialog box [16] Format tab of the Edit Documents dialog box Document Notes Add notes for the print job. The 'Document Notes' field allows a maximum of 255 alphanumeric and special characters. Copies The copies setting indicates the number of copies of each document to print. To change the copies setting, select the current value in the 'Copies' field and enter the new setting. You can assign a number between 1 and Electronic Job Ticket

55 Media Size The 'Media Size' selects the size of the media on which the documents prints. When the 'Media Size' is 'Original', the documents print on the paper size for which the documents were intended. The selections in the 'Media Size' drop-down list depend on the sizes of media available and installed on your system. Examples of 'Media Size' values include the following. 'Original' 'A ANSI', 'B ANSI', 'C ANSI', 'D ANSI' and 'E ANSI' 'A ARCH', 'B ARCH', 'C ARCH', 'D ARCH' and 'E ARCH' 'A0-A4' Custom sizes Media Type The 'Media Type' is the type of media on which the documents print. Make sure the selected media is installed on your printer. Examples of 'Media Type' values include the following. 'Cover Stock' 'Drilled' 'Paper' 'Precut Tab' 'Transparency' 'Vellum' Image Size The 'Image Size' selects the size of the printed image. The following table describes the values of the 'Image Size' option. [4] Image Size Values Value 'Original' 'Match Paper' The sizes Description The image prints at the original size of the image. The original size of the image resizes to match the paper size. The image prints at the selected size. The sizes are the same sizes as the sizes defined for 'Media Size'. Use a size that is smaller than the 'Media Size' selected. [4] Image Size Values Edit Document Settings 55

56 Image Scaling The 'Image Scaling' selects how the documents change to fit the selected size of media. The following table describes the values of the 'Image Scaling' option. [5] Image Scaling values Value 'Exact Fit' 'Reduce to Fit' 'Scale to Fit' Description Indicates that the document only prints when the size of the media matches the size of the document. The document will not print if the size of the media does not match the original size of the document. Decreases the image to fit the 'Media Size' selected. Changes the image to match the 'Media Size' selected. The 'Image Size' setting is cancelled. [5] Image Scaling values Note: When you use the leading and trailing edges, set 'Image Scaling' to 'Exact Fit'. Image Alignment The 'Image Alignment' is the position of the image on the printed page. The values of the 'Image Alignment' option include the following. 'Top Left', 'Top Center', 'Top Right' 'Left Center' 'Middle' 'Right Center' 'Bottom Left', 'Bottom Center', 'Bottom Right' Image Rotation The 'Image Rotation' controls how the document is printed on the page compared to how the document is stored on disk. The values of the 'Image Rotation' option include the following Electronic Job Ticket

57 Layer Set Name The 'Layer Set Name' is the name of the layer set that is applied to the document. Until a 'Layer Set Name' is defined, the only options that appear in the 'Layer Set Name' drop-down list are 'Default' and 'None' or 'None'. Pen Set Name The 'Pen Set Name' is the name of the pen set that is applied to the document. Until a 'Pen Set Name' is defined, the only values that appear in the 'Pen Set Name' drop-down list are 'Default', 'None' and 'Pens in File', or 'None' and 'Pens in File'. Edit Document Settings 57

58 Finishing tab of the Edit Documents dialog box Introduction The 'Finishing' tab provides the options that enable you to define the final form of your printed documents. Illustration [17] Finishing tab of the Edit Documents dialog box [17] Finishing tab of the Edit Documents dialog box Paper Source The 'Paper Source' assigns where the media is selected for the printed document. The values of the 'Paper Source' option include the following. 'Auto' 'Roll 1, Roll 2, Roll 3, Roll 4, Roll 5, Roll 6' 'Tray 1, Tray 2, Tray 3, Tray 4, Tray 5, Tray 6' 'Manual Feed' 58 Electronic Job Ticket

59 Print Orientation The 'Print Orientation' selects how the document prints compared to the media selected. The following table describes the values of the 'Print Orientation' option. [6] Print Orientation Values Value 'Best' 'Landscape' 'Portrait' 'Productive' Description Selects the best orientation compared to the total surface area of the document. Prints across the wider side of the paper. Prints across the narrow side of the paper. Tries to print 'Landscape' to decrease the amount of media used. [6] Print Orientation Values Cut Type The 'Cut Type' selects how the document is cut. The values depend on the printer. The values of the 'Cut Type' option include the following. The 'Best' setting selects between 'Plot Size' and 'Standard Size'. The system assigns the selection by the image size and the media on which the document will print. The 'Plot Size' setting adjusts the media to adapt to the size of the original image. The 'Standard Size' setting matches the size of the media output to the size of a standard media definition. The 'Standard Size Split' setting divides the image output to fit on many sheets that match the size of the selected standard media definitions. Note: When you use leading and trailing edges, set the 'Cut Type' to 'Plot Size'. Edit Document Settings 59

60 Media Color The 'Media Color' selects the color of the media on which the documents print. The values of the 'Media Color' option include the following. White Yellow Blue Green Pink Red Orange 'Clear' Finishing The 'Finishing' controls the final form of the printed document. The values of the 'Finishing' option include the following. 'Flat' 'Folded' 'Z Folded' 'Rolled' 'Fold Afnor' 'Fold Ericsson' Folding Binding Edge The 'Folding Binding Edge' selects the amount of space added to the binding edge of the printed document. The 'Folding Binding Edge' defaults to 0 inches. Quality The quality is the grade of the printed document. The values of the 'Quality' option include the following. 'Draft' 'Normal' 'Final' 60 Electronic Job Ticket

61 Roll / Tray Select The 'Roll / Tray Select' controls how the media roll or tray is selected when the job is sent to print. The following table describes the values of the 'Roll / Tray Select' option. [7] Roll / Tray Select values Value 'Best Fit' 'Exact' 'Next Larger' 'Next Smaller' Description The roll or tray that contains the media that fits the document best compared to the total surface of the document is selected. The roll or tray that contains the media that matches the size of the original document. The roll or tray that contains the media that is a size larger than the original document is selected. The roll or tray that contains the media that is a size smaller than the original document is selected. [7] Roll / Tray Select values Duplex 'Duplex' selects if the documents that contain more than one page print on both sides of the assigned media. The following table describes the values of the 'Duplex' option. [8] Duplex Values Value 'None' 'Long Side' 'Short Side' Description The documents that contain more than one page print on one side of the assigned media. The documents that contain more than one page print on both sides of the assigned media with the long side of the media as the binding edge. The documents that contain more than one page print on both sides of the assigned media with the short side of the media as the binding edge. [8] Duplex Values Edit Document Settings 61

62 Binding Type The 'Binding Type' controls if your document is bound and how your document binds. The values of the 'Binding Type' option include the following. 'None' 'Staple Portrait', 'Staple Landscape', 'Staple Dual Landscape' 'Spiral' 'Vello' 'Saddle Stitch' 'Wire-O' 'Coil' 'Perfect' 'Lay Flat' 'Case' 'Reinforce' '2 Hole', '3 Hole' 62 Electronic Job Ticket

63 Margins tab of the Edit Documents dialog box Introduction The 'Margins' tab of the 'Edit Documents' dialog box allows you to adjust the margins of selected documents. You can select to use the default settings or you can change the margin size. Illustration [18] Margins tab of the Edit Documents dialog box [18] Margins tab of the Edit Documents dialog box Margin Settings You can change the size of the top, bottom, left, and right margins. The margin size is set in either inches or millimeters. Edit Document Settings 63

64 Edges tab of the Edit Documents dialog box Introduction The 'Edges' tab of the 'Edit Documents' dialog box enables you to adjust the leading and trailing edges on your documents. Note: You can create the edgese, so that you can hang the document and you are not required to cut off a part of the image. Note: When you use the edges and the best performance is required, set 'Image Scaling' to 'Exact' and 'Cut Type' to 'Plot Size'. If you use another setting for 'Image Scaling' and 'Cut Type', the implementation of the edges is compromised. Illustration [19] Edges tab of the Edit Documents dialog box [19] Edges tab of the Edit Documents dialog box Leading Edge The 'Leading Edge' is the first edge of the document to leave the printer. The 'Leading Edge' parameters enable you to select the amount of unused media to add or remove from the leading edge of your document. 64 Electronic Job Ticket

65 Trailing Edge The 'Trailing Edge' is the last edge of the document to leave the printer. The 'Trailing Edge' parameters enable you to select the amount of unused media to add or remove from the trailing edge of your document. Note: Both the 'Leading Edge' and the 'Trailing Edge' parameters are applied after the document is processed. Edit Document Settings 65

66 66 Electronic Job Ticket

67 Océ Engineering Exec Manual Chapter 4 Preview and submit print jobs 67

68 How to preview images of a print job Introduction Before you submit a job to print, you can look at the documents and the files you selected for your job Note: The documents that are checked out of the Engineering Exec vault, display with a red check mark. Preview images 1. To look at the images in your job, click the 'Preview' button on the Electronic Job Ticket dialog box. The 'Document Preview' window displays. The 'All Documents' option is selected as a default, which displays a thumbnail image of all documents in your print job. [20] Document Preview dialog box with all documents [20] Document Preview dialog box with all documents 68 Electronic Job Ticket

69 2. To look at a thumbnail image of all pages in one document of your print job, click the document on the left of the window. [21] Document Preview dialog box with one document [21] Document Preview dialog box with one document Preview and submit print jobs 69

70 3. To look at full size images of each page in your document, double-click the document on the left of the window and select the page. [22] Document Preview dialog box with a full page image [22] Document Preview dialog box with a full page image 70 Electronic Job Ticket

71 Preview options Introduction When a file or document is opened in a view window, you have the option to control the size and the appearance of the file or document. Select options from the 'Document Preview' pop-up menu. To access the pop-up menu, right click in the 'Document Preview' window. The following options appear in the 'Document Preview' pop-up menu. Fit The 'Fit' option adjusts the size of the image to fit the complete image in the View window. Magnify The 'Magnify' option increases the size of the image by 50 percent. Reduce The 'Reduce' option decreases the size of the image by 50 percent. Invert Option The 'Invert' option creates a negative of the image in the View window. Rotate 90 CCW The 'Rotate 90 CCW' option rotates the image to the left 90 degrees. Rotate 90 CW The 'Rotate 90 CW' option rotates the image to the right 90 degrees. Rotate 180 degrees The 'Rotate 180 Degrees' option rotates the image 180 degrees. Preview and submit print jobs 71

72 Scroll bars The 'Scroll bars' option adds a vertical and horizontal scroll bar to the current document in the View window. Copy The 'Copy' option copies the image to the Windows clipboard. This enables you to add images to documents in other applications like Word or Wordpad. Copy Region The 'Copy Region' option enables you to copy a selected area of the image to the Windows clipboard. After you select 'Copy Region' from the pop-up menu, drag the mouse over the area to copy. Then you can paste the selection. Select Printer The 'Select Printer' option displays the 'Select Printer' dialog box that enables you to select the printer to print the document in the view. Select a printer from the 'Available Printers' drop-down list. Print The 'Print' option enables you to print the document in the view. You can print the whole document or the document as the document displays. Zoom You have the option to zoom in on a selected area of the document in the view. Click the left mouse button and drag around the area to increase. When you release the left mouse button, the area you selected is in the view. Note: To scale the image back into the view area, select 'Fit' from the pop-up menu. 72 Electronic Job Ticket

73 How to arrange the order of documents from the preview window Introduction You can change the order of the documents from the Preview window. When you change the order of the documents, the order of the documents in the print job changes. Arrange the order of documents 1. Select the document to move on the left of the 'Document Preview' dialog box. 2. Hold down the left mouse button and drag the document to a new location. 3. Release the left mouse button. Preview and submit print jobs 73

74 How to submit print jobs Introduction After you create the job ticket and add documents to the print job, you can submit the job to print. Confirm that you entered the following required information before you submit the print job. 'Recipient Name' 'Queue' 'Set Copies' 'Job Name' When the 'Account Number' is defined as a required field by your system administrator, enter a value. One or more files or documents Submit a print job 1. Confirm that the required information is entered. 2. Click the 'Submit' button. 3. If any files are marked for 'Archive', click the 'OK' button on the message box. 4. When you submit a print job to a pickup queue, the system prompts you to enter a password. The recipient must use this password when the recipient prints the job. Make sure to communicate the password to the recipient. If a password is not needed, leave the password blank. [23] Submit print job notification [23] Submit print job notification 5. A notification message displays that acknowledges your job was submitted. If required information like a recipient name, or queue was not entered before the job was sent to print, you receive a message that advises you of the missed entry. Enter the required information and click the 'Submit' button. Note: If the 'Clear Documents After Printing' option is set, all documents clear from the screen after the job is submitted. If the option is not set, the documents remain on the screen, which enables you to submit the same documents to a different recipient or another printer. 74 Electronic Job Ticket

75 Océ Engineering Exec Manual Chapter 5 Document Searches 75

76 Searches Introduction In this chapter you learn how to do the following. Create a custom search Edit a custom search Delete a custom search Edit document attributes Enter change status information for an archived document. You must have Océ Doc Exec Pro installed to use the features described in this chapter. Custom Searches You can create a custom search that searches the document vault according to search parameters you define. All document searches use the document attributes that are defined for a selected class or classes. Electronic Job Ticket searches the document vault with any combination of selected document attributes. Document Attributes The following is a list of the default attributes. Document_Description Document_Name Document_Number Document_Revision Document_Type FrameNum SheetNum Obj_Edit_Date Obj_Create_Date Obj_Change_Status Obj_Creator_ID Obj_Name Obj_Status 76 Electronic Job Ticket

77 How to use and create custom searches Introduction To select a search, you must access the 'Search Setup' dialog box. Right click in the 'Add Documents' dialog box to display the pop-up menu and then select 'Search Setup'. Note: The 'Search Setup' dialog box contains a default system search. You cannot edit or delete this search. Illustration [24] Search Setup dialog box [24] Search Setup dialog box Use a custom search 1. Select a search scope in the 'Available Searches' list box. Note: A description of the search is found in the 'Search Description' list box. 2. Click the 'OK' button to use the selected search. You return to the 'Add Documents' dialog box. 3. Click the 'Search' button or select 'Search' from the 'Document' menu. The Engineering Exec system searches the vault with the parameters defined for the search that you selected. Document Searches 77

78 Add a search 1. Click the 'Add' button on the 'Search Setup' dialog box. The 'Add Search' dialog box displays. 2. Enter a search name and a description in the 'Name' and 'Description' fields. 3. Select a search scope. 4. Select a class from the 'Classes' check box. 5. Select the required attributes for the query, display, or both query and display. 6. Set any sorting, display or filter features on the correct tabs. 7. Click the 'OK' button. 78 Electronic Job Ticket

79 Search Setup dialog box Introduction The 'Search Setup' dialog box enables you to add, edit, and delete custom searches. All document searches are done with the doument attributes defined for a selected class or classes. To create custom searches, you must access the 'Add Search' dialog box from the 'Search Setup' dialog box. To open 'Search Setup', select 'Search Setup' from the 'Search Options' menu of the 'Add Documents' dialog box. The following explains the contents of the 'Search Setup' dialog box. Illustration [25] 'Search Setup' dialog box [25] 'Search Setup' dialog box Available Searches The 'Available Searches' section fills with the searches that are available on the database system. Search Name The 'Search Name' field fills with the name of the search selected in the 'Available Searches' section. Search Description The 'Search Description' field fills with the description of the search selected in the 'Available Searches' section. Document Searches 79

80 The Add Search dialog box Introduction There are four tabs in the 'Add Search' dialog box. The tabs enable you to assign the features of your custom search. Illustration [26] Add Search dialog box [26] Add Search dialog box Setup The 'Setup' tab provides the options that define the custom searches, which includes the search parameters and scope. Sorting The 'Sorting' tab provides the options that enable you to sort the order in which the search results display. Display The 'Display' tab provides the options that enable you to assign how your search results display. 80 Electronic Job Ticket

81 Filters The 'Filters' tab provides the options that enable you to create the filters for your search. Document Searches 81

82 The Setup tab of the Add Search dialog box Introduction The 'Setup' tab provides you with the options to define your search. You can assign a name to the search, a description of the search and the scope of the search. You select the classes and the attributes for query or for display. Illustration [27] Setup tab of the Add Search dialog box [27] Setup tab of the Add Search dialog box Search Name The 'Search Name' section enables you to assign a name and a description for your search. Name The 'Name' field enables you to indicate a name for your search. Description The 'Description' field enables you to include a description of your search. 82 Electronic Job Ticket

83 Icon The 'Icon' section enables you to assign an icon to your search. Search Scope The 'Search Scope' section assigns who can access saved searches. User The 'User' scope indicates that only the current user has access to the search. All system users have lists of the searches that are defined for the user. When you Logon as a different user, a different list of user searches display. World The 'World' scope indicates that all system users have access to the search. The world searches are not assigned to a user. Only the user who created the world search and the administrator can edit or delete the search. Classes The 'Classes' section displays the class or classes that you can search. The two types of classes are document and electronic change notice, ECN. The document class contains any document type that exists in the vault. The electronic change notice class contains any document type that was entered into the database to tell users of changes made to documents. Attributes The 'Attributes' section shows all attributes available to select from the current class. Attribute Name The 'Attribute Name' list indicates the name of the attribute shown in the 'Available Attributes' list box. Query The 'Query' check boxes indicate that you require the database checked for the documents with that attribute. Document Searches 83

84 Display The 'Display' check boxes indicate that you require the selected attributes to display in your search. 84 Electronic Job Ticket

85 The Sorting tab of the Add Search dialog box Introduction The 'Sorting' tab controls the method in which the search results are sorted. If you did not select to display the attributes from the 'Setup' tab, you do not have access to the attribute names in the 'Sorting' tab. Illustration [28] Sorting tab of the Add Search dialog box [28] Sorting tab of the Add Search dialog box Attribute Name Sorting is first done on the first attribute in the 'Attribute Name' list, followed by each additional selected attribute. Ascending/Descending The 'Ascending/Descending' field selects if the search results display in ascending or descending order. Document Searches 85

86 The Display tab of the Add Search dialog box Introduction The 'Display' tab controls how the searches display. Illustration [29] Display tab of the Add Search dialog box [29] Display tab of the Add Search dialog box Search Display Formatting The options in the 'Search Display Formatting' section assign the information that displays in the 'Add Documents' dialog box. Display Search Criteria Select 'Display Search Criteria' to display the search attributes selected in the 'Attributes' section of the 'Setup' tab. Display Select List Select 'Display Select List' to display the selection box to the right of the search results grid and the selection buttons. 86 Electronic Job Ticket

87 Display Search SQL Select 'Display Search SQL' to display the query language translation of the parameters used in the search. The translation includes the attributes and the filters. Search Display Behavior The 'Search Display Behavior' section assigns how the search functions. Execute Query on Display Select 'Execute Query on Display' to begin a search for the documents from a base of the search parameters defined in the search query. Keypress Searching Select 'Keypress Searching' to start the search when any value is added to a 'Search Attributes' field in the 'Add Documents' dialog box. Display First Sheet Only Select 'Display First Sheet Only' to display only the first sheet of the documents that contain more than one page. Display Unchanged Documents Only Select 'Display Unchanged Documents' to display only the original documents that do not have a revision. Display Latest Revision Select 'Display Latest Revision' to display only the most current revision of a document. Display Checked Out Documents Only Select 'Display Checked Out Documents Only' to display only the documents that are checked out of the vault. Document Searches 87

88 The Filter tab of the Add Search dialog box Introduction The 'Filters' tab enables you to create searches with added precision. You can find a document from a large group of like documents, quickly and easily. Illustration [30] Filters tab of the Add Search dialog box [30] Filters tab of the Add Search dialog box Level The 'Level' field controls the information that is contained between one set of parenthesis. And/Or Use the 'And/Or' field with a search that has more than one level used to create the search. For example, you can create a search that searches for one string and an additional string or searches for one string or an additional string. 88 Electronic Job Ticket

89 Attribute Name The 'Attribute Name' field indicates the name of the attribute used for the search. An example of an attribute name is document type or document number. Operator The = operator searches for the values 'equal to' the term entered in the 'Value' field. The > operator searches for the values 'greater than' the term entered in the 'Value' field. The < operator searches for the values 'less than' the term entered in the 'Value' field. The <= operator searches for the values 'less than or equal to' the term entered in the 'Value' field. The >= operator searches for the values 'greater than or equal to' the term entered in the 'Value' field. The <> operator searches for the values 'greater than or less than' the term entered in the 'Value' field. The 'Contains' operator searches for the values that 'contain' the term entered in the 'Value' field. The 'Begins With' operator searches for the values that 'begin with' the term entered in the 'Value' field. Values The values are alphanumeric terms to search for in the document vault. A 'Value' is a keyword that you use to find a document. Search Translation The 'Search Translation' field is assigned for future use. Document Searches 89

90 How to set search sorting, display and filters Introduction From the 'Add Search' dialog box, users set the following search options. Sorting controls the method in which the search results are sorted. Display controls the method in which searches are displayed. Filters get the documents from like types of documents. Sort document search results 1. Select an attribute name from the 'Attribute Name' field. 2. Select 'Ascending' or 'Descending' from the 'Ascending/Descending' field. 3. Repeat steps 1 and 2 to add more attributes. 4. Click the 'OK' button or set the display or filter options. Set the display options for search results 1. Select the check boxes to the left of the options in the 'Search Display Formatting' section to set how the search results are formatted. 2. Select the check boxes to the left of the options in the 'Search Display Behavior' section to set the actions of the displayed search results. Set the filter options for search results 1. Select the filter level from the 'Level' field. 2. If the level is more than 1, select the parenthesis level from the 'And/Or' field. 3. Select an attribute name from the 'Attribute Name' field. 4. Select the comparison operator from the 'Operator' field. 5. Select the value to compare against the attribute from the 'Value' field. 90 Electronic Job Ticket

91 How to edit custom searches Introduction During any Electronic Job Ticket session, you can change the custom searches you created in 'Search Setup'. If you do not have administrator permissions, you can change only your searches. Only administrators or users with the administrator permission can edit the searches created by other users. Note: The users cannot edit the default search. Edit a search 1. From the 'Search Setup' dialog box, select a search from the 'Available Searches' list box to edit the selected search. 2. Click the 'Edit' button. The 'Edit Search' dialog box displays. 3. Make the changes to the search parameters. 4. Click the 'OK' button. The 'Search Setup' dialog box displays. 5. To make changes to other searches, repeat this procedure. When you complete the changes to your searches, click the 'OK' button to return to the 'Add Documents' dialog box. Document Searches 91

92 How to delete searches Introduction You can delete a search that you created. If you have administrative permissions, you can delete any search that appears in the 'Available Searches' list, except the default search. Users cannot delete a default search. Delete a search 1. Select 'Search Setup' from the 'Search Options' menu of the 'Add Documents' dialog box. The 'Search Setup' dialog box displays. 2. Click the search to delete in the 'Available Searches' list box. 3. Click the 'Delete' button. A confirmation dialog box displays. Note: You cannot delete a default search. [31] Delete Search confirmation dialog box [31] Delete Search confirmation dialog box 4. Click the 'Yes' button on the confirmation dialog box. 5. Repeat steps 2 to 4 until you delete all searches you do not require in the system. 6. When you finish, click the 'OK' button on the 'Search Setup' dialog box. 92 Electronic Job Ticket

93 How to edit document attributes Introduction When documents are imported into the document vault, the documents are assigned attributes, like document description and document name. The attributes identify the document from other documents. If you have the 'Edit Attributes' and 'Edit Objects' permissions, you can edit the attributes of any document found in the vault. Attributes followed by a small key image are part of the duplicate object key for that class. Revision Series A Revision Series is a set of documents contained in the Océ Engineering Exec archive in a single class that have the same values in the duplicated object key except for the document revision field. Edit Attributes Restrictions The 'Edit Attributes' option has the following restriction. When the latest revision in a Revision Series is checked out, you can only edit the attributes that are not a part of the duplicate object key for any document in that Revision Series. Note: All users must have the 'Edit Attributes' and 'Edit Objects' permissions to edit the document attributes. Document Searches 93

94 Illustration [32] Edit Attributes dialog box [32] Edit Attributes dialog box Edit document attributes 1. Select the document that has the attributes to change from the search results grid. 2. Select 'Edit Attributes' from the 'Attribute' menu. Note: You can also access the 'Edit Attributes' option from the 'Add Documents' right-click menu. The 'Edit Attributes' dialog box displays, 3. Edit the attributes of the selected document. Note: The attribute names that have a small key icon at the end are part of the Duplicate Object Key. 4. To look at the image while you edit the attributes, click the 'Preview Image' check box. The 'Edit Attributes' dialog box expands and includes the image in a viewer. 5. Click the 'OK' button. 94 Electronic Job Ticket

95 How to view object attributes Introduction When you have the 'View Objects' permission, the attributes for a selected object are seen from the 'Add Documents' dialog box. Note: You can look at the attributes from the 'View Attributes' dialog box, but you cannot change the attributes. The attributes with a small key image before the attribute are part of the duplicate object key for that class. Illustration [33] View Object Attributes dialog box [33] View Object Attributes dialog box View attributes 1. Select the object or objects with the attributes to see from the search results grid. 2. Select 'View Attributes' from the 'Attribute' menu. Note: You can also access the 'View Attributes' option from the 'Vault Search' right-click menu. The 'View Attributes' dialog box displays. 3. Close the 'View Attributes' dialog box after you look at the attributes. Document Searches 95

96 How to import document attributes Introduction If you have 'Create Object' permission, you can add the document attributes to the database with no object attached. In the Advanced Import and Index application, later you can attach an object to the record that you added to the database. Import document attributes 1. On the 'Add Documents' dialog box, enter the attributes in the 'Search Attributes' fields. Note: Document Number is the only required field. 2. Click the 'Search' button. The 'Oce Search Results' dialog box displays. The dialog box indicates that a document that contains the attribute values was not found. Note: This message only displays if you have 'Create Object' permission. [34] Oce Search Results dialog box [34] Oce Search Results dialog box 3. To add the attributes to the vault, click the 'Yes' button. The 'Edit Attributes' dialog box displays. 4. Enter the attributes in the 'Edit Attributes' dialog box and then click the 'OK' button. The attributes you indicated appear in the search results grid. Note: The entry in the search results grid is green. The color indicates a pending status. When you logon to Advanced Import and Index, you can attach an image to the record you added. 96 Electronic Job Ticket

97 How to change the status of a document Introduction Every document automatically includes an Obj_Change_Status attribute. You use this attribute to show when a document is in the process of change. The text you enter in the Obj_Change_Status attribute can describe why the document is in the process of change. When there is text in the field, Océ Engineering Exec understands that the document is in a change status. When there is no text, Océ Engineering Exec understands that the document is not in a change status. When a document displayed in a search has a value in the object change status, the document appears in blue. A blank in the Obj_Change_Status resets the field and the document appears in black. Note: Only users with administrative permission are allowed to change the object status. Illustration [35] Object Change Status dialog box [35] Object Change Status dialog box Change the status of a document 1. From the search results grid in the 'Add Documents' dialog box, select the document to create a warning about the object change status. 2. Select 'Change Status' from the 'Document' menu. Note: You can also access the 'Change Status' option from the 'Add Documents' right-click menu. The 'Object Change Status' dialog box displays. 3. Enter the text for the change of status in the 'Object Change Status' list box. 4. Click the 'OK' button. Users can open the 'Object Change Status' dialog box to read the contents of the message you created. Document Searches 97

98 The Color Coding Introduction If a document is changed or previous revisions of a document are in the vault, Océ Engineering Exec codes the document with colors to make sure that the user receives an accurate record of the revision history of a document. Search Results [9] Color Status Color Black Red Blue Green Status Value The current revision of the document An older revision of the document The document has information in the 'Object Change Status' There is no image attached to the object, but the object has attributes [9] Color Status 98 Electronic Job Ticket

99 How to limit search results Introduction The 'Limit Search Results' option enables you to control the size of the blocks of documents returned with each search. The default for this option is 500 documents. The minimum size is 100 documents. When your search returns more documents than the block size you set, only one block of documents displays in the current list. Scroll through the current block of documents. Click the 'Next' button to move to the next block of documents. Click the 'Prev' button to return to a previous block of documents. View your location in the total number of documents, as displayed in the status bar. Note: The 'Limit Search Results' value can also be set in other applications that use the search dialog box. The value you define in one application is used in the other applications. Illustration [36] Limit Search Results dialog box [36] Limit Search Results dialog box Limit Search Results 1. Select 'Limit Search Results' from the 'Search Options' menu on the 'Add Documents' dialog box. The 'Limit Search Results' dialog box displays. 2. Enter the block size of documents to display or click the arrows and select a number. 3. Click the 'OK' button. Document Searches 99

100 How to save a search as a view Introduction After you search for documents from the 'Add Documents' dialog box, you can save the results as a view. Illustration [37] Save As View dialog box [37] Save As View dialog box Save as View 1. After a successful search, select 'Save as View' from the 'Search Options' menu. The 'Save as View' dialog box displays. 2. Enter a name and a description for the view in the 'Name' and 'Description' fields on the 'Setup' tab. 3. Change any settings you require on the tabs of the 'Save as View' dialog box. 4. Click the 'OK' button. The view is saved in the Océ system. 100 Electronic Job Ticket

101 How to print search results Introduction The 'Print Report' option enables you to print out the results of a search. Print a report 1. Select 'Print Report' from the 'Document' menu of the 'Add Documents' dialog box. The 'Page Setup' dialog box displays. 2. Select the paper size and source from the 'Size' and 'Source' drop-down lists. 3. Select the page orientation from the 'Orientation' section. 4. Enter the margin values in the 'Margins' section. 5. Click the 'OK' button. Document Searches 101

102 How to export objects Introduction Export objects enables you to move the file for an object from the vault to a location that you select outside of Océ Engineering Exec System. When you export an object, the system that receives the file must support the format of the exported file. Exported Documents When you export a checked out document with the 'Export' feature, the document exports as follows. If you are the user who checked out the document or you have administrative permission, you receive a copy of the original image. If you do not have administrative permission and are not the user who checked out the document, you receive a copy of the annotated version of the image. 102 Electronic Job Ticket

103 Illustration [38] Export Object dialog box [38] Export Object dialog box Export an object 1. Select the object or objects to export from the search results grid in the 'Add Documents' dialog box. 2. Select 'Export' from the 'Document' menu. Note: You can also access the 'Export' option from the 'Add Documents' right-click menu. The 'Export Object' dialog box displays. 3. Make sure the 'Export' check box is selected for the objects to export. 4. Select the method that gives a name to the exported file. 5. Click the browse button to select the directory into which the objects are exported. The 'Browse for Folder' dialog box displays. 6. Select a directory and then click the 'OK' button to return to the 'Export Object' dialog box. 7. Click the 'Export' button. After the file is exported, a dialog box displays to confirm the export succeeded. 8. Click the 'OK' button on the dialog box. Document Searches 103

104 How to copy objects Introduction You can copy the attribute information and repeat the information in a different object. This feature is a shortcut that ignores the Advanced Import and Index program and allows you to assign the attributes to an object that is not stored in the document vault. Revision Series A Revision Series is a set of documents contained in the Océ Engineering Exec archive in a single class that have the same values in the duplicated object key except for the document revision field. Copy Restrictions The 'Copy' option has the following restrictions. When the latest revision in a Revision Series is checked out, the 'Copy' option is not available for any document in that Revision Series. When the latest revision in a Revision Series is checked out, you cannot copy a document to that Revision Series. Note: One object attribute must change or a duplicate object is created. 104 Electronic Job Ticket

105 Illustration [39] Copy Object dialog box [39] Copy Object dialog box Copy an object 1. Select an object from the search results grid in the 'Add Documents' dialog box. 2. Select 'Copy' from the 'Document' menu. Note: You can also access the 'Copy' option from the 'Add Documents' right-click menu. The 'Copy Object' dialog box displays. 3. Change at least one attribute that is part of the object name and add any additional attributes. 4. Click the Browse button to select the object to receive the copied attributes. The 'Open' dialog box displays. 5. Select an object and click the 'Open' button to return to the 'Copy Object' dialog box. 6. Click the 'Approve' button. A confirmation dialog box displays. 7. Click the 'OK' button. The copied object displays in the 'Add Documents' search results grid. Document Searches 105

106 How to revise objects Introduction When you have the 'Edit Objects' permission, you can create revisions of an object that is stored in the Océ system. The original object always appears in red text in the search results grid to indicate that a another version exists. Revision Series A Revision Series is a set of documents contained in the Océ Engineering Exec archive in a single class that have the same values in the duplicated object key except for the document revision field. Revise Restrictions The 'Revise' option has the following restriction. When the latest revision in a Revision Series is checked out, the 'Revise' option is not available for any document in that Revision Series. Illustration [40] Revise Object dialog box [40] Revise Object dialog box 106 Electronic Job Ticket

107 Revise Object 1. Select the object to revise from the search results grid in the 'Add Documents' dialog box. 2. Select 'Revise' from the 'Document' menu. Note: You can also access the 'Revise' option from the 'Add Documents' right-click menu. The 'Revise Object' dialog box displays. 3. Edit the revision number of the object in the 'Document_Revision' field. 4. Click the Browse button to select the file that is a revision of the current object. The 'Open' dialog box displays. 5. Select the file and click the 'Open' button to return to the 'Revise Object' dialog box. 6. Click the 'Approve' button. A confirmation message displays. 7. Click the 'OK' button. An ECN revision notice displays. 8. To have the system create an Electronic Change Notice, ECN, for this revision, click the 'Yes' button. Complete the correct fields in the 'Create ECN' dialog box. Click the 'OK' button. 9. The revised object displays in the 'Add Documents' search results. Document Searches 107

108 How to delete objects Introduction When you have the correct permission, you can delete the objects returned in a search. The objects are not permanetly removed from the database system when you delete the objects. The objects are marked deleted and are not returned in a search. When an object is deleted, the connected links are deleted. If an object is deleted in error, you can 'Undelete' the object. Revision Series A Revision Series is a set of documents contained in the Océ Engineering Exec archive in a single class that have the same values in the duplicated object key except for the document revision field. Delete Restrictions The 'Delete' option has the following restriction. When the latest revision in a Revision Series is checked out, the 'Delete' option is not available for any document in that Revision Series. To delete an object 1. From the search results grid of the 'Add Documents' dialog box, select the object to delete. 2. Select 'Delete' from the 'Document' menu. Note: You can also access the 'Delete' option from the 'Add Documents' right-click menu. A confirmation dialog box displays. 3. To delete the selected objects, click the 'Yes' button. A dialog box displays that asks if you require the references deleted. 4. If you require the references deleted, click the 'Yes' button. 108 Electronic Job Ticket

109 How to undelete objects Introduction The 'Add Documents' dialog box allows you to undelete an object that was deleted from the system. To undelete an object you must complete the following requirements. Confirm that the object to undelete does not have duplicate information for another object in the system. Change a search or create a new search with the Obj_Status attribute selected as a query. Create an Obj_Status filter with a value that equals deleted. Save the search. Revision Series A Revision Series is a set of documents contained in the Océ Engineering Exec archive in a single class that have the same values in the duplicated object key except for the document revision field. Undelete Restrictions The 'Undelete' option has the following restriction. When the latest revision in a Revision Series is checked out, the 'Undelete' option is not available for any document in that Revision Series. Undelete an object 1. Search for deleted objects. 2. Select the object to undelete from the search results grid. 3. Select 'Undelete' from the 'Document' menu. Note: You can also access the 'Undelete' option from the 'Add Documents' right-click menu. A confirmation dialog box displays. 4. Click the 'Yes' button to undelete the document or click the 'No' button to leave the Obj_Status deleted. Document Searches 109

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111 Océ Engineering Exec Manual Chapter 6 Check In / Check Out 111

112 Overview of Check In / Check Out Introduction The 'Check In / Check Out' features provide users with the capability to lock a document in the Engineering Exec system while the user makes changes to the document. These features help to protect the integrity of the document vault. The Engineering Exec system keeps a log of all 'Check In', 'Check Out', and 'Undo Check Out' processes. Centralized Check In / Check Out System In a 'Centralized' system, the 'Check In' process and approval of the image for import are separate actions. After a user checks in a document through 'Add Documents' or the web client, the Engineering Exec system puts the document in 'Advanced Import and Index' for review. Another user approves and imports the document from 'Advanced Import and Index'. Normally, one user checks the document in and a different user approves and imports the image. Decentralized Check In / Check Out System When a user checks in a document in a 'Decentralized' system, the approval and import of the document into the vault is immediate. Check Out A user can check out a document from the Engineering Exec vault and make changes to the image. The other users can view, print and export a checked out document, but cannot make changes. The users can only check out the current revision of a document. 'Check Out' processes occur from Web Clients and 'Add Documents' in the 'Doc Exec Pro Client', 'Electronic Job Ticket' and 'Set Print Manager'. The Engineering Exec system provides an annotation feature that the system administrator sets for the 'Check Out' process. The annotation feature assigns what a user sees when the user views, prints or exports a checked out document. 112 Electronic Job Ticket

113 Annotation Process In the Engineering Exec system, an annotation is a note that overlays the image of a document that is checked out of the vault. When a user accesses a checked out document from an Engineering Exec product and the system administrator assigned an annotation, the user receives a copy of the image with the annotation. The system administrator manages the annotations from the 'System Settings' utility. File Conversions When the system administrator selects an annotation setting that requires file conversion, the conversion or annotation process can fail. The processes can fail for the following reasons. The file format is not supported The document does not exist The document is in use An error occurs with the application of the annotation Note: If an error occurs during the annotation process, a blank page with the error message 'The document is checked out. The file conversion failed' displays. Accessing images during the annotation process When a user views, prints or exports a document that is in the 'Check Out' process and the annotation process is not complete, the user receives a message to tell the user that the image is not available and the image is in the annotation process. Check In When all changes are complete on a checked out document, an administrator or the user who checked out the document can check the document back into the system. You can replace the image of the document, revise the image or save the image as a new document in the vault. 'Check In' processes occur from the Web Clients and 'Add Documents' in the 'Doc Exec Pro Client', 'Electronic Job Ticket' and 'Set Print Manager'. Check In / Check Out 113

114 Undo Check Out When a user checks out a document from the vault by accident, that user or an administrator can undo the 'Check Out'. The 'Undo Check Out' process reverses the 'Check Out' process. The document attributes and image do not change. 114 Electronic Job Ticket

115 How to Check Out documents Introduction A user with 'Check Out' permission can check out a document stored in the Engineering Exec vault from the 'Add Documents' dialog box in an Engineering Exec client application or from the 'Vault Search' page of the Web client. You can check out the following types of documents. Documents that are in the 'Documents' class or classes created from a base of the 'Documents' class The most current revision of a document Right Click menu options for checked out documents You can use the right click menu in 'Add Documents' to view and add document comments, undo the 'Check Out' and check in the checked out documents. You cannot do the following while a document is checked out. Edit the attributes in the duplicate object key of the document Copy the document Revise the document Delete the document Undelete the document Check In / Check Out 115

116 Check Out Documents 1. Select one or more than one document from the search results grid of the 'Add Documents' dialog box. 2. Click the right mouse button. A pop-up menu displays. 3. Select 'Check Out'. The 'Check Out' dialog box displays. [41] Check Out dialog box [41] Check Out dialog box 4. Complete the 'Check Out' information for the documents. To enter different 'Export Information' for each document, you must select the individual document and enter the information. Note: The status bar displays the number of documents selected. 5. Select the document or documents to check out from the left side of the 'Check Out' dialog box. Note: To cancel the check out procedure and close the 'Check Out' dialog box, click the 'Cancel' button before you click the 'Check Out' button. 6. Click the 'Check Out' button. A message box displays to confirm the number of documents that checked out correctly. 7. Click the 'OK' button. The documents check out and remove the 'Check Out' dialog box. If documents do not remain in the 'Check Out' dialog box, the 'Check Out' dialog box automatically closes and you return to the 'Add Documents' dialog box. Note: If an error occurs during 'Check Out', correct the errors and check out the document again. 116 Electronic Job Ticket

117 Illustration [42] Check Out dialog box with errors [42] Check Out dialog box with errors Correct Check Out Errors 1. The documents with errors display in the left pane with an error icon. The labels of the fields with errors display in red. Select the document with errors. The information for the selected document displays in the 'Check Out' dialog box. 2. Enter the correct information and check out the document like normal. Enter Export Information 1. Select the document from the left side of the 'Check Out' dialog box. 2. Select the 'Export Image' check box. Note: If you do not select the 'Export Image' check box, the 'Export Path' and 'File Name' fields do not display. 3. Enter a valid export path in the 'Export Path' field or browse with the Browse button to the folder and select the folder. 4. Enter the name to give the exported file in the 'File Name' field. Check In / Check Out 117

118 Enter User Comments 1. The 'User Comments' can be required. If 'Required' displays with 'User Comments', you must enter information in the 'User Comments' field. If 'Optional' displays with 'User Comments', you can enter information or not enter information in the 'User Comments' field. 2. Click in the 'User Comments' field of the dialog box. 3. Enter the comments. Preview an image 1. If the 'Check Out' dialog box is maximized, select the minimize button in the upper-right corner before you preview an image. 2. Select the 'Preview' check box. The 'Preview' pane displays on the right side of the 'Check Out' dialog box. 3. Select a document from the left side of the 'Check Out' dialog box. The image displays in the 'Preview' pane. Note: When you select more than one document, the 'Preview' pane contains the message 'Only one object can be selected for this operation' and an image does not display. To remove the 'Preview' pane, remove the check mark from the 'Preview' check box. 118 Electronic Job Ticket

119 Illustration [43] Check Out dialog box with Preview Image [43] Check Out dialog box with Preview Image Remove documents from a 'Check In / Check Out' dialog box 1. Select one or more than one document from the left side of the dialog box. 2. Click the right mouse button. A pop-up menu displays. 3. Select 'Remove'. The document or documents remove from the process and dialog box. Check In / Check Out 119

120 Check Out Documents for Check Out The left side of the 'Check Out' dialog box displays the documents you selected from the search results of 'Add Documents'. Select a document to set the export and comment information for the document. When you select more than one document, only the 'Check Out Comments' section displays current information. Use the scroll bars or maximize the 'Check Out' dialog box as needed. Export Information When you 'Check Out' a document, you can export a copy of the image to a local or network drive. You must select the 'Export Image' check box to display the 'Export Information' fields. When you select more than one document and at least one document does not have 'Export Image' selected, the 'Export Information' fields do not display. Export Path The first time you export an image from 'Check Out', the 'Export Path' field is empty. You must enter a directory path or select the Browse button and browse to a directory. You receive an error if you enter a path that does not exist. After the first use, the 'Export Path' field automatically fills with the last 'Export Path' you entered. If you select more than one document and two or more of the export paths are different, the 'Export Path' displays 'Doc Specific'. To create different paths, you must select the documents individually. Export File Name The 'File Name' field fills automatically with the object name and the original extension of the document. You can change the file name. If you select more than one document, the 'File Name' displays '*.*'. To see or set each 'File Name', you must select the documents individually. 120 Electronic Job Ticket

121 System Comment for Check Out The Engineering Exec system generates the 'System Comment' in the 'Check Out Comments' section. You cannot change the 'System Comment'. The 'System Comment' contains the date, time and user name. The 'System Comment' contains additional information assigned by the export option you select. If you select one document and the 'Export Image' option, the 'System Comment' displays the export path and file name. If you select more than one document and the 'Export Image' option for all selected documents, the 'System Comment' displays the word 'Export'. If you select more than one document and different 'Export Image' options, the 'System Comment' does not display any export information. If you select one or more documents and do not select the 'Export Image' option for any selected documents, the 'System Comment' displays the words 'No Export'. After you click the 'Check Out' button, the date, time and export information update with current information for the individual documents. User Comments for Check Out The System Administrator can require a user to enter comments during a 'Check Out' procedure. If the 'User Comments' are required, 'Required' displays. If the 'User Comments' are not required, 'Optional' displays. The 'User Comments' apply to all documents selected for 'Check Out'. To apply different 'User Comments' to each document, you must add the 'User Comments' and 'Check Out' each document individually. Check Out Errors Only documents with correct 'Export Information' and 'Check Out Comments' check out. When an error occurs, the documents with the errors display with an error icon and the labels of the fields with errors display in red text. Note: Other errors can occur during a 'Check In / Check Out' process. You receive an error message for these errors. The error message provides information about the error and the action or actions needed to correct the error. Check In / Check Out 121

122 How to Check In Documents Introduction When a user finishes with a checked out document, the user must check in the document. A user with 'Check In' permission can check in a document from the 'Add Documents' dialog box in an Engineering Exec client application or from the 'Vault Search' page of the Web client. Check In from 'Add Documents' 1. Select one or more than one document from the search results grid of the 'Add Documents' dialog box. 2. Click the right mouse button. A pop-up menu displays. 3. Select 'Check In'. The 'Check In' dialog box displays. [44] Check In dialog box in a Centralized system [44] Check In dialog box in a Centralized system 122 Electronic Job Ticket

123 4. Select one document from the left side of the 'Check In' dialog box. Note: You check in one document at a time. 5. Complete the 'Check In' information. Note: To cancel the check in procedure and close the 'Check In' dialog box, click the 'Cancel' button before you click the 'Check In' button. 6. Click the 'Check In' button. A message box displays to confirm that the document checked in correctly. 7. Click the 'OK' button. The document checks in and removes from the 'Check In' dialog box. If documents do not remain in the 'Check In' dialog box, the 'Check In' dialog box automatically closes and you return to the 'Add Documents' dialog box. Note: If an error occurs during 'Check In', correct the errors and check in the document again. Illustration [45] Check In dialog box with errors [45] Check In dialog box with errors Check In / Check Out 123

124 Correct Check In Errors 1. The documents with errors display in the left side with an error icon. The labels of the fields with an error display in red. Select the document with errors. The information for the selected document displays. 2. Enter the correct information and check in the document like normal. Note: If the Engineering Exec system is a 'Centralized' system, after the 'Check In' procedure is complete the image moves to 'Advanced Import and Index'. The image has a 'Pending Approval' status. A user with 'Import' and 'Check In' permissions must complete the 'Check In' procedure from the 'Advanced Import and Index' application. Assign a Source Image 1. Select the document from the left side of the 'Check In' dialog box. 2. If the 'Source Image' field does not contain the correct path and image, browse to the file location and select the required file. Select a Check In Type 1. Select the radio button of the 'Check In Type'. Note: The 'System Settings' set by the System Administrator assign the 'Check In Type' that is available with 'Check In'. 2. If the 'Check In Type' allows, update the document attributes. If the 'Check In Type' is 'Revise', you can edit the 'Document_Revision' Attribute. If the 'Check In Type' is 'Replace', you cannot edit any of the of the key attributes. If the 'Check In Type' is 'Save As New', you can edit all 'Document Attributes'. Enter User Comments 1. The 'User Comments' can be required. If 'Required' displays with 'User Comments', you must enter information in the 'User Comments' field. If 'Optional' displays with 'User Comments', you can enter information or not enter information in the 'User Comments' field. 2. Click in the 'User Comments' field of the dialog box. 3. Enter the comments. 124 Electronic Job Ticket

125 Remove documents from a 'Check In / Check Out' dialog box 1. Select one or more than one document from the left side of the dialog box. 2. Click the right mouse button. A pop-up menu displays. 3. Select 'Remove'. The document or documents remove from the process and dialog box. Check In / Check Out 125

126 Check In Introduction The 'Check In' dialog box has two possible titles 'Check In' 'Check In Pending Approval' Check In dialog box When the Engineering Exec system is setup as a 'Decentralized' system, a user checks in the document with 'Add Documents' or the Web client and the import occurs immediately. The title of the dialog box is 'Check In'. Check In Pending Approval dialog box When the Engineering Exec system is setup as a 'Centralized' system, a user checks in a document with 'Add Documents' or the Web client, but the approval for 'Check In' and import occurs from 'Advanced Import and Index'. The title of the dialog box is 'Check In Pending Approval'. Documents for Check In The left side of the 'Check In' dialog box displays the documents you selected from the search results of 'Add Documents'. You must select one document before you change the 'Check In' information and 'Check In' the document. You cannot 'Check In' more than one document at the same time. Use the scroll bars or maximize the 'Check In' dialog box as needed. Source Image If you exported the document during the 'Check Out' procedure, the 'Source Image' automatically fills with the 'Export Path' and 'File Name' entered during 'Check Out'. When the 'Source Image' field is empty, you must browse to the location of the document image and select the image file. 126 Electronic Job Ticket

127 Check In Type The 'Revise' and 'Replace' options display when 'Duplicate Checking' and 'Revision Checking' are enabled. The 'Save As New' and 'Replace' options display when 'Duplicate Checking' and 'Revision Checking' are disabled. Note: If the System Administrator has disabled 'Replace' in 'System Settings', the 'Replace' option is not available. Revise Select 'Revise' to add the new image to the vault and keep all of the key attribute values except the 'Document_Revision'. You must enter a new value in the 'Document_Revision' field in the 'Document Attributes' section. Replace Select 'Replace' to replace the original document in the vault with the new image. You cannot change any of the key attributes. If the system administrator disabled the 'Replace' option, the option displays, but is not available to select. Save As New Select 'Save As New' to add the new image to the vault. You can change any of the attribute values in the 'Document Attributes' section. System Comment for Check In The Engineering Exec system generates the 'System Comment' in the 'Check In Comments' section. You cannot change the 'System Comment'. The 'System Comment' contains the date and time the dialog box displayed, the user name, and the path of the 'Source Image'. When you click the 'Check In' button, the date and the time update with current information. User Comments for Check In The System Administrator can require a user to enter comments during a 'Check In' procedure. If the 'User Comments' are required, 'Required' displays. If the 'User Comments' are not required, 'Optional' displays. Check In / Check Out 127

128 Document Attributes The 'Document Attributes' section shows the current values of the attributes for the selected document. You can update the attribute values according to the limits of the 'Check In Type'. Check In Errors Only documents with correct information check in. When an error occurs, the document with the error displays with an error icon and the label for the field with the error displays in red text. Note: Other errors can occur during a 'Check In / Check Out' process. You receive an error message for these errors. The error message provides information about the error and the action or actions needed to correct the error. 128 Electronic Job Ticket

129 How to Undo a Check Out Undo Check Out 1. Select one or more than one document from the search results grid of the 'Add Documents' dialog box. 2. Click the right mouse button. A pop-up menu displays. 3. Select 'Undo Check Out'. The 'Undo Check Out' dialog box displays. [46] Undo Check Out dialog box [46] Undo Check Out dialog box 4. Select one or more than one document from the left side of the 'Undo Check Out' dialog box. Note: The status bar displays the number of documents selected. 5. Complete the 'Undo Check Out Comments' section. Note: To cancel the undo procedure and close the 'Undo Check Out' dialog box, click the 'Cancel' button before you click the 'Undo Check Out' button. 6. Click the 'Undo Check Out' button. A message box displays to confirm the number of documents that processed correctly. 7. Click the 'OK' button. The 'Check Out' status removes from the document in the Engineering Exec system and the document removes from the 'Undo Check Out' dialog box. If documents do not remain in the 'Undo Check Out' dialog box, the 'Undo Check Out' dialog box automatically closes and you return to the 'Add Documents' dialog box. Note: If an error occurs during the 'Undo Check Out' process, correct the errors and undo the 'Check Out' again. Check In / Check Out 129

130 Illustration [47] Undo Check Out dialog box with errors [47] Undo Check Out dialog box with errors Enter User Comments 1. The 'User Comments' can be required. If 'Required' displays with 'User Comments', you must enter information in the 'User Comments' field. If 'Optional' displays with 'User Comments', you can enter information or not enter information in the 'User Comments' field. 2. Click in the 'User Comments' field of the dialog box. 3. Enter the comments. Remove documents from a 'Check In / Check Out' dialog box 1. Select one or more than one document from the left side of the dialog box. 2. Click the right mouse button. A pop-up menu displays. 3. Select 'Remove'. The document or documents remove from the process and dialog box. 130 Electronic Job Ticket

131 Undo Check Out Introduction The 'Undo Check Out' feature allows you to remove the checked out status from a document. When you undo a 'Check Out', the status of the document in the vault changes to 'Checked In'. Changes do not occur to the image in the vault or the attributes. Only the user that checked out the document or an administrator can undo the 'Check Out' of the document. Documents for Undo Check Out The left side of the 'Undo Check Out' dialog box displays the documents you selected from the search results of 'Add Documents'. Use the scroll bars or maximize the 'Undo Check Out' dialog box as needed. Undo Check Out Errors When an error occurs, the process fails. The documents with errors display with an error icon and the label for 'User Comments' displays in red text. Note: Other errors can occur during a 'Check In / Check Out' process. You receive an error message for these errors. The error message provides information about the error and the action or actions needed to correct the error. System Comment for Undo Check Out The Engineering Exec system generates the 'System Comment' in the 'Undo Check Out Comments' section. You cannot change the 'System Comment'. The 'System Comment' contains the date, time and user name. When you click the 'Undo Check Out' button, the date and the time update with the current information. Check In / Check Out 131

132 User Comments for Undo Check Out The System Administrator can require a user to enter comments during an 'Undo Check Out'. If the 'User Comments' are required, 'Required' displays. If the 'User Comments' are not required, 'Optional' displays. The 'User Comments' apply to all documents selected for 'Undo Check Out'. To apply different 'User Comments' to your documents, you must add the 'User Comments' and undo the 'Check Out' of each document separately. 132 Electronic Job Ticket

133 View Comments Dialog Box Introduction You access the 'View Comments' dialog box from the 'Check Out', 'Check In' and 'Undo Check Out' dialog boxes. To access the 'View Comments' dialog box, click the right mouse button on a document and select 'View Comments' from the pop-up menu. View Comments The 'View Comments' dialog box displays the comments added with the 'Add Comments' function and the 'User Comments' and 'System Comment' added for 'Check In', 'Check Out' and 'Undo Check Out'. The comments for the current revision display. The comments of the older revisions of the document do not display. You can use the standard Windows Copy and Paste functions to copy information from the 'View Comments' dialog box to another location. Use the scroll bars to move through the comments of the selected document. Check In / Check Out 133

134 How to view comments for a document View Comments from a 'Check In / Check Out' dialog box 1. Select a document from the left side of the dialog box. Note: You look at the comments for one document at a time. 2. Click the right mouse button. A pop-up menu displays. 3. Select 'View Comments'. The 'View Comments' dialog box displays. Note: Only the comments for the revision of the selected document display. To see comments for revisions use the 'Document Comments' function. 4. When you finish with the 'View Comments' dialog box, click the 'Close' button. 134 Electronic Job Ticket

135 Océ Engineering Exec Manual Chapter 7 Customize Electronic Job Ticket 135

136 How to change default settings Introduction Default settings are established values for many print job parameters. Each user can assign the default values that are used when the user creates and submits a print job. Illustration [48] Default Settings dialog box [48] Default Settings dialog box Change default settings 1. Select 'Default Settings' from the Electronic Job Ticket pop-up menu. The 'Default Settings' dialog box displays. 2. Make any necessary changes to the default values. 3. Click the 'Apply' button to apply the settings immediately. Click the 'OK' button to close the dialog box and to have the settings applied when the next print job or print session starts. 136 Electronic Job Ticket

137 The default setting options Queue to Submit Job Tickets You define the queue where you send the print job from the 'Queue to Submit Job Tickets' field. Print jobs are submitted to a printer or to the 'Pickup' queue which enables another user to get the print job from the system. Media Size The 'Media Size' selects the size of the media on which the documents prints. When the 'Media Size' is 'Original', the documents print on the paper size for which the documents were intended. The selections in the 'Media Size' drop-down list depend on the sizes of media available and installed on your system. Examples of 'Media Size' values include the following. 'Original' 'A ANSI', 'B ANSI', 'C ANSI', 'D ANSI' and 'E ANSI' 'A ARCH', 'B ARCH', 'C ARCH', 'D ARCH' and 'E ARCH' 'A0-A4' Custom sizes Media Type The 'Media Type' is the type of media on which the documents print. Make sure the selected media is installed on your printer. Examples of 'Media Type' values include the following. 'Cover Stock' 'Drilled' 'Paper' 'Precut Tab' 'Transparency' 'Vellum' Customize Electronic Job Ticket 137

138 Finishing The 'Finishing' controls the final form of the printed document. The values of the 'Finishing' option include the following. 'Flat' 'Folded' 'Z Folded' 'Rolled' 'Fold Afnor' 'Fold Ericsson' Recipient Name The recipient name indicates the user assigned to receive the printed job. The 'Recipient Name' field defaults to the name of the user logged on to Electronic Job Ticket. To change the name of the recipient displayed in the 'Recipient Name' field, click the down arrow and select a name from the drop-down list. If the name of the recipient does not appear in the drop-down list, you need to add the recipient. Account Number The 'Account Number' field enables you to assign an account number to your print job. This feature is often used to make sure clients and departments are billed for printed documents. The account numbers can be a maximum of 20 alphanumeric characters. The account numbers are not checked, any number is accepted. You must enter a number that is correct. Note: The system administrator can require that an account number is defined for any job submitted to a defined print queue. When a job is submitted and an account number is not provided, an error message is displayed. Cover Page A cover page is a printed page that identifies a print job, shows each document that is in the print job, and separates more than one job. You can select a cover page to separate your job by recipient, set, or job. A cover page is an option. 138 Electronic Job Ticket

139 Job Name Prefix The 'Job Name Prefix' enables the automatic generation of job names. For example, when your 'Job Name Prefix' is Mary and you create 7 print jobs, the names of the jobs are Mary1, Mary2, Mary3, Mary 4, Mary5, Mary 6 and Mary7. The 'Job Name Prefix' can be a maximum of 120 characters. Note: If a job name is assigned in the 'Job Name' field in the Electronic Job Ticket dialog box, the 'Job Name Prefix' and automatic generation of the job name are cancelled. Clear Documents After Printing The 'Clear Documents After Printing' option removes all documents in the Electronic Job Ticket document grid after your job is submitted to the indicated queue. To activate this option, click the 'Clear Documents After Printing' check box. Inches and Millimeters The 'Inches' and 'Millimeters' radio buttons enable you to assign the units your margin and edges settings display. Customize Electronic Job Ticket 139

140 How to add recipients Introduction You can add a recipient any time while you are logged on the application. All users defined in Print Exec Pro are available as recipients. All recipients that are added to the People class are available to any user logged on to Electronic Job Ticket or Set Print Manager. Note: Only the users with 'Create Object' permission can add recipients permanently. The 'Add Permanently' option makes the recipient available for more than one session of Electronic Job Ticket. If this option is not selected, the added recipient is available only for your current session. After you log off the program, the recipient is deleted from the system. To delete a recipient who was permanently added, the System Administrator uses the People Administration utility. Illustration [49] Add Recipient dialog box [49] Add Recipient dialog box 140 Electronic Job Ticket

141 Add a recipient 1. Select 'Add Recipients' from the Electronic Job Ticket pop-up menu. 2. Enter a first name and a last name for the new recipient in the 'First Name' and 'Last Name' fields. Note: You must assign a first name and a last name before a recipient is added to the database. 3. Enter any additional information in the 'Personal Information' and 'Company Information' sections. 4. To permanently add the recipient to the database, select the 'Add Permanently' check box. If 'Add Permanently' is not checked, the recipient is available only for use within the current Electronic Job Ticket session. 5. Click the 'Add' button. 6. Continue to add recipients. 7. When all the needed recipients are added, click the 'Exit' button. Customize Electronic Job Ticket 141

142 How to edit recipients Introduction You can add and adjust the recipient information for a recipient attached to the current job ticket. The changes made do not change the information in the database for the recipient. Note: To edit the recipient information in the database, the System Administrator uses the People Administration utility. To delete a recipient who was permanently added, the System Administrator uses the People Administration utility. Illustration [50] Edit Recipient dialog box [50] Edit Recipient dialog box 142 Electronic Job Ticket

143 Edit a recipient 1. Select 'Edit Recipient' from the Electronic Job Ticket pop-up menu. The 'Edit Recipient' dialog box displays. 2. Select the 'General Info' tab. 3. Edit all necessary fields. 4. Click the 'OK' button. Customize Electronic Job Ticket 143

144 How to create stamps Introduction A stamp contains information that identifies your print job. You can create a stamp that appears automatically in the margin of your printed documents. Stamp text can include the date and time the job was printed, the name of the job, and the orientation. Illustration [51] Stamp Setup tab of the Edit Recipient dialog box [51] Stamp Setup tab of the Edit Recipient dialog box 144 Electronic Job Ticket

145 Create a stamp 1. Select 'Edit Recipient' from the Electronic Job Ticket pop-up menu. 2. Select the 'Stamp Setup' tab from the 'Edit Recipient' dialog box. 3. Enter the text for the stamp. Use the variables or enter information in the 'Stamp Text' list box. 4. Select the size, location, and color of your stamp from the drop-down lists. 5. Click the 'OK' button. Customize Electronic Job Ticket 145

146 The Stamp Setup options Stamp Text The 'Stamp Text' is the information contained in the stamp. Select the variables and the document attributes from the 'Variables' list or enter alphanumeric characters, like spaces and commas, into the 'Stamp Text' list box. You can use a collection of variables and text. To include the variables or the document attributes in your stamp, double-click the required entry in the 'Variables' list. To enter text, click in the 'Stamp Text' list box and enter the information. Variables System variables are defined document parameters that you can include in your stamp. The attributes that appear in the 'Variables' list change according to the class attributes that are assigned to your document class. You can add both the system variables and class attributes to your stamp text. Double-click the variable or attribute to add the selection to the 'Stamp Text' list box. 146 Electronic Job Ticket

147 System Variables Each variable corresponds to an Engineering Exec option. [10] System Variables Variable ALIGNMENT CURRENT_DOC_SEQ CUT_TYPE DOC_NAME IMAGE_SCALING IMAGE_SIZE JOB_NAME MEDIA_SIZE MEDIA_TYPE OBJ_CHANGE_STATUS Description The value of the 'Image Alignment' option The order the document prints compared to the other documents in the print job The value of the 'Cut Type' option. The name of the document The value of the 'Image Scaling' option The value of the 'Image Size' option The name of the print job The value of the 'Media Size' option The value of the 'Media Type' option The text as entered in the 'Object Change Status' ORIENTATION PRINT_DATE PRINT_TIME RECIPIENT_NAME REVISED_AS ROLL_SELECT SET_COPIES SUBMIT_DATE SUBMIT_TIME SUBMITTER_NAME TOTAL_DOCS TOTAL_RECIPS The value of the 'Print Orientation' option The date the document printed The time the document printed The name of the print job recipient The revision value of the document. The value of the 'Roll / Tray Select' option The number of copies of the document to print The date the print job was submitted The time the print job was submitted The name of the user that submitted the print job The number of documents in the print job The number of recipients in the print job [10] System Variables Customize Electronic Job Ticket 147

148 [11] Class Attributes Attribute DOCUMENT_ DESCRIPTION DOCUMENT_ NAME DOCUMENT_ NUMBER DOCUMENT_ REVISION DOCUMENT_ TYPE FRAMENUM RELATEDDOCID SHEETNUM User input value A description entered for the document by the user The name assigned to the document by the user The number assigned to the document by the user The revision number assigned to the document by the user The image type assigned to the document by the user The frame number assigned to the document by the user The related document identification assigned to a document of the electronic change notice class The sheet number assigned to the document by the user [11] Class Attributes Stamp Settings The 'Stamp Settings' section sets the size, location, and color of the stamp. Stamp Size The 'Size' field of the 'Stamp Settings' section sets the font size of the characters in the stamp. The 'Size' can be a minimum of 5 points and a maximum size of 72 points. 148 Electronic Job Ticket

149 Location The 'Location' field of the 'Stamp Settings' section sets where in the margin of the document the stamp appears. The values of the 'Location' option include the following. 'Top Left', 'Top Center', 'Top Right' 'Bottom Left', 'Bottom Center', 'Bottom Right' 'Left Center' 'Right Center' 'Upper Left', 'Upper Right' 'Lower Left', 'Lower Right' Color The 'Color' field of the 'Stamp Settings' section sets the shade of the stamp. The values of the 'Color' option include the following. 'Black' 'Gray' 'Dark Gray' 'Light Gray' Save As Default You can save the settings as the default settings. The default settings are used each time you print, unless you change the settings for the current print job. To save the settings as the default, select the 'Save as Default' check box. Customize Electronic Job Ticket 149

150 How to create watermarks Introduction You can define a watermark that is put automatically in an assigned location on a document in your print job. Watermark text can include the information that defines your print job, like the date and time printed, document name, revision number, and sheet number. Illustration [52] Watermark Setup tab of the Edit Recipient dialog box [52] Watermark Setup tab of the Edit Recipient dialog box 150 Electronic Job Ticket

151 Create a watermark 1. Select 'Edit Recipient' from the Electronic Job Ticket pop-up menu. 2. Select the 'Watermark Setup' tab from the 'Edit Recipient' dialog box. 3. Enter the text for the watermark. Use the variables or enter information in the 'Watermark Text' list box. 4. Select the size, location, and color of your watermark from the drop-down lists. 5. Click the 'OK' button. Customize Electronic Job Ticket 151

152 The Watermark Setup options Watermark Text The 'Watermark Text' is the information contained in the watermark. Select the variables and the document attributes from the 'Variables' list or enter alphanumeric characters, like spaces and commas, into the 'Watermark Text' list box. You can use a collection of variables and text. To include the variables or the document attributes in your watermark, double-click the required entry in the 'Variables' list. To enter text, click in the 'Watermark Text' list box and enter the information. Variables System variables are defined document parameters that you can include in your watermark. The attributes that appear in the 'Variables' list change according to the class attributes that are assigned to your document class. You can add both the system variables and class attributes to your watermark text. Double-click the variable or attribute to add the selection to the 'Watermark Text' list box. 152 Electronic Job Ticket

153 System Variables Each variable corresponds to an Engineering Exec option. [12] System Variables Variable ALIGNMENT CURRENT_DOC_SEQ CUT_TYPE DOC_NAME IMAGE_SCALING IMAGE_SIZE JOB_NAME MEDIA_SIZE MEDIA_TYPE OBJ_CHANGE_STATUS ORIENTATION PRINT_DATE PRINT_TIME RECIPIENT_NAME REVISED_AS ROLL_SELECT SET_COPIES SUBMIT_DATE SUBMIT_TIME SUBMITTER_NAME TOTAL_DOCS TOTAL_RECIPS Description The value of the 'Image Alignment' option The order the document prints compared to the other documents in the print job The value of the 'Cut Type' option. The name of the document The value of the 'Image Scaling' option The value of the 'Image Size' option The name of the print job The value of the 'Media Size' option The value of the 'Media Type' option The text as entered in the 'Object Change Status' The value of the 'Print Orientation' option The date the document printed The time the document printed The name of the print job recipient The revision value of the document. The value of the 'Roll / Tray Select' option The number of copies of the document to print The date the print job was submitted The time the print job was submitted The name of the user that submitted the print job The number of documents in the print job The number of recipients in the print job [12] System Variables Customize Electronic Job Ticket 153

154 [13] Class Attributes Attribute DOCUMENT_ DESCRIPTION DOCUMENT_ NAME DOCUMENT_ NUMBER DOCUMENT_ REVISION DOCUMENT_ TYPE FRAMENUM RELATEDDOCID SHEETNUM User input value A description entered for the document by the user The name assigned to the document by the user The number assigned to the document by the user The revision number assigned to the document by the user The image type assigned to the document by the user The frame number assigned to the document by the user The related document identification assigned to a document of the electronic change notice class The sheet number assigned to the document by the user [13] Class Attributes Watermark Settings The 'Watermark Settings' section sets size, location, and color of the watermark. Watermark Size The 'Size' field of the 'Watermark Settings' section sets the size of the characters in the watermark. The 'Size' can be a minimum of 5 points and a maximum of 864 points. 154 Electronic Job Ticket

155 Location The 'Location' field of the 'Watermark Settings' section sets where on the document the watermark appears. The values of the 'Location' option include the following. 'Top Left to Bottom Right' 'Top Left', 'Top Center', 'Top Right' 'Bottom Left to Top Right' 'Bottom Left', 'Bottom Center', 'Bottom Right' 'Left Center' 'Right Center' 'Upper Left', 'Upper Right' 'Lower Left', 'Lower Right' Color The 'Color' field of the 'Watermark Settings' section sets the shade of the watermark. The values of the 'Color' option include the following. 'Black' 'Gray' 'Dark Gray' 'Light Gray' Save As Default You can save the settings as the default settings. The default settings are used each time you print, unless you change the settings for the current print job. To save the settings as the default, select the 'Save as Default' check box. Customize Electronic Job Ticket 155

156 The Pens and Layers Pens and Layers If you use files with more than one layer, like.dwg,.dgn,.dxf, or pen-based vector formats, like HPG, PLT, the Pens and Layers feature of Electronic Job Ticket is a useful tool. The pens feature enables you to create the pen sets that define the pattern and the thickness of the lines and the text in your file. The layers feature enables you to define the layer sets that select which layers in your file are printed. There are two steps in the process to apply pen and layer sets to your documents. First you must create the layer sets or the pen sets in the 'Pens/Layers Setup' application. Then you must apply the correct set to your document. Pens The pen sets apply the pen definitions, which indicate the width and the pattern, to vector-based files. The selected files are checked for defined pen numbers. Pens that are detected have a check mark in the 'On/Off' column in the 'Pens' grid. The following are the pen set options. 'Default' indicates that the default widths and patterns are applied. 'None' indicates that the default widths and patterns are applied. Neither the embedded pen definitions in the file name or a pen table are used. 'Pens in File' indicates that the embedded pen definitions in the file are used. A pen table is not applied. 156 Electronic Job Ticket

157 Layers All layers in the documents with many layers print as a default. The 'Layers' tab of the 'Pens/Layers Setup' dialog box enables you to turn off the layers in the file that are not required to print. The files that are selected in the pens and layers setup are checked for the existence of layers and the names from a file. The following are the layer set options. 'Default' indicates that the layer set defined for the print queue at the setup is used. 'None' indicates that no layer set is used even when a layer set was set when the queue was defined. Customize Electronic Job Ticket 157

158 How to access the Pens tab Introduction The pen sets apply the pen definitions, which indicate the width and the pattern, to vector-based files. The selected files are checked for defined pen numbers. Pens that are detected have a check mark in the 'On/Off' column in the 'Pens' grid. Note: Not all file types support pen sets. Access the Pens tab 1. Select a document from the document grid section in the Electronic Job Ticket dialog box. Note: Select only the files with vector-based formats. 2. Click the right mouse button to display the pop-up menu and select 'Pens/Layers Setup'. The 'Pens/Layers Setup' dialog box displays. [53] Pens/Layers Setup dialog box [53] Pens/Layers Setup dialog box 158 Electronic Job Ticket

159 The Pens tab options Introduction The following options appear on the 'Pens' tab of the 'Pens/Layers Setup' dialog box. To select a value for an option, click the drop down arrow and select a value from the drop-down list Documents The 'Documents' field displays all the documents selected from the document grid. Pen Set Name The 'Pen Set Name' is the name of the pen set that is applied to the document. Until a 'Pen Set Name' is defined, the only values that appear in the 'Pen Set Name' drop-down list are 'Default', 'None' and 'Pens in File', or 'None' and 'Pens in File'. On/Off If the 'On/Off' column contains a check, then the setting for the path is saved. This column indicates if a pen is in use in a selected file. Pen The 'Pen' column contains the number for the pen patterns. You cannot change the pen numbers. Width The 'Width' column indicates the width of each line in your document. The 'Width' settings range from 0.00 to 1.0 in inches or 25.4 mm. The units for the pen width are set in inches or millimeters. The default width is inches. To change the pen width, double-click the 'Width' value and enter the new value. To apply a width to all pens in the file, double-click the 'Width' column header and the 'Apply to All' dialog box displays. Enter a width in the edit field and click the 'OK' button. Customize Electronic Job Ticket 159

160 Pattern The 'Pattern' column indicates the pattern of the pens in your files. There are 272 patterns that you can apply to pens. The default pattern is 'Solid Black'. The 'Auto' option that appears in the 'Pattern' drop-down list applies a dithering pattern. To select a different pen pattern, click the down arrow and select a pattern from the drop-down list. To apply a pattern to all pens in the file, double-click the 'Pattern' column header and the 'Apply to All' dialog box displays. Select a pattern from the 'Select Pattern' drop-down list and click the 'OK' button. Use Oce pen patterns The 'Use Oce pen patterns' option uses the same pen patterns as the Océ device. 160 Electronic Job Ticket

161 How to edit a range of pens Introduction Use this procedure to change the width and the pattern of selected pens. Illustration [54] Edit Pens dialog box [54] Edit Pens dialog box Edit a pen set 1. Use one of the following options to select the pens to change. To select one pen, select the row that contains the pen to change To select a range of pens, hold down the Shift key and select the first row in your range and then hold down the Shift key and select the last row in your range. All rows in between are selected. You can also select the first row in your range and hold down the left mouse button, drag the mouse to the last row in your range. Release the left mouse button when your range is selected. To select many pens, hold down the Ctrl key and click all the pens in the table to change. 2. After you select the pen or pens to change, right-click in the pen table. The 'Edit Pens' dialog box displays. 3. Make the changes you require. 4. Click the 'OK' button. Customize Electronic Job Ticket 161

162 The Edit Pens dialog box options Introduction The following options are available from the 'Edit Pens' dialog box. Selected Pens The 'Selected Pens' field indicates the range of pen numbers to apply to your file. Pen Settings The 'Pen Settings' section indicates if your pen settings are turned on or off. If this box is not checked the pen definitions are not saved in the pen table. Instead, the pen definitions embedded in the file that is submitted are used for these selected pen numbers. Width The 'Width' option of the 'Pen Settings' section indicates the width of the lines in your document. The units for the pen width are set in inches or millimeters. Pattern The 'Pattern' option of the 'Pen Settings' section indicates the pattern of the pens in your files. 162 Electronic Job Ticket

163 How to work with pen sets Introduction You can define and give a name to a pen set with defined settings. Later, you can select and apply the defined pen sets to documents in your print job. If you do not need a pen set, delete the pen set to prevent access to the pen set by other users. After pen sets are defined, the pen sets are applied to your documents. The pen sets apply to the whole document, not each layer or page in the document. The pen sets indicate how the pens in the documents are rendered according to color and thickness. Create a pen set 1. On the 'Pens' tab of the 'Pens/Layers Setup' dialog box, click the 'New' button. 2. Select the 'Pattern' and 'Width' settings for the required pens. 3. Click the 'Save' button. The 'Pen Set Name' dialog box displays. [55] Pen Set Name dialog box [55] Pen Set Name dialog box 4. Enter the name of your new pen set in the field. 5. Click the 'OK' button. Your pen set appears in the 'Pen Set Names' drop-down list. Customize Electronic Job Ticket 163

164 Pen View 1. The 'Preview' window and the 'Pen View' window enable you to see the documents selected from the 'Documents' drop-down list. The 'Preview' window, like a thumbnail, shows a small version of the selected document. The 'Pen View' window is available when you click the 'Larger View' button and shows an increased version of the document. [56] Pen View dialog box [56] Pen View dialog box Note: The applied pen sets do not display. 164 Electronic Job Ticket

165 Edit a pen set 1. Use one of the following options to select the pens to change. To select one pen, select the row that contains the pen to change To select a range of pens, hold down the Shift key and select the first row in your range and then hold down the Shift key and select the last row in your range. All rows in between are selected. You can also select the first row in your range and hold down the left mouse button, drag the mouse to the last row in your range. Release the left mouse button when your range is selected. To select many pens, hold down the Ctrl key and click all the pens in the table to change. 2. After you select the pen or pens to change, right-click in the pen table. The 'Edit Pens' dialog box displays. 3. Make the changes you require. 4. Click the 'OK' button. Apply a pen set 1. Select the documents in the document grid that you require to apply a pen set. 2. Right-click in the display. A pop-up menu displays. 3. Select 'Edit Documents'. 4. On the 'Format' tab, select a pen set from the 'Pen Set Name' drop-down list. 5. Click the 'OK' button. When you send the document to print, Print Spooler checks the document while the document is processed to see if a pen set is assigned. If a pen set is detected, the pen set loads and the file processes with the pens mapped to the defined patterns and thicknesses. Import a pen set 1. From the 'Pens' tab of the 'Pens/Layers Setup' dialog box, click the 'Import' button. 2. On the 'Import' dialog box, move to the location of the pen table and select the pen set to import. 3. Click the 'Open' button. The 'Pen Set Name' dialog box displays. 4. Enter the name of the imported pen set. 5. Click the 'OK' button. The imported pen set is available to apply to documents. Customize Electronic Job Ticket 165

166 Delete a pen set 1. Select the pen set to delete from the 'Pen Set Names' drop-down list. 2. Click the 'Delete' button. A warning dialog box displays to confirm the deletion of the pen set. 3. To permanently delete the pen set, click the 'Yes' button. 166 Electronic Job Ticket

167 How to access the Layers tab Introduction All layers in the documents with many layers print as a default. The 'Layers' tab of the 'Pens/Layers Setup' dialog box enables you to turn off the layers that are not required to print for a file. The selected files are checked for the existence of layers and the names from a file. Access the Layers tab 1. Select a document from the documents grid in the Electronic Job Ticket dialog box. 2. Right click to display the pop-up menu and select 'Pens/Layers Setup'. The 'Pens/Layers Setup' dialog box displays. [57] Layers tab of the Pens/Layers Setup dialog box [57] Layers tab of the Pens/Layers Setup dialog box 3. The layers that are found are added to the list box on the right side of the 'Layers' tab. You can select the layers to include in your layer set. Customize Electronic Job Ticket 167

168 Include and activate a layer set 1. Use one of the following procedures to select the layers from the list box and move the layers to the 'Layer Name' table. To move one layer from the available list to the 'Layer Name' table, highlight the layer and click the '<' button. To move all layers from the available list to the 'Layer Name' table, click the '<<' button. 2. After you select the layers for your layer set, activate the layers that you require printed. To activate the layers in the drawing, click the gray check box to the left of the layer name. A red check mark appears in the box. To deactivate the layers in the drawing, click the red check mark to the left of the layer name. [58] Pens/Layers Setup dialog box with an activated layer [58] Pens/Layers Setup dialog box with an activated layer Note: By default, when the layers are moved from the available list to the 'Layer Name' table, the layers are activated. 168 Electronic Job Ticket

169 How to work with layer sets Introduction A layer set with specific settings is defined and supplied with a name. The defined layer sets are later selected and applied to your documents. You can select the layers from different documents and add the layers to a layer set. You can add new layers to the layer sets that exist. The new layers are added from a file, or you activate and deactivate the layers. If you do not need a layer set, delete the layer set to prevent access by other users to the layer set. After a layer set is defined, you can apply the layer set to your documents. Create a layer set 1. On the 'Layers' tab of the 'Pens/Layers Setup' dialog box, click the 'New' button. 2. Select from the layers in the list box. 3. As an option, you can double click in the blank field of the 'Layer Name' grid, enter the new name, and press the Enter key. 4. Click the 'Save' button. The 'Layer Set Name' dialog box displays. [59] Layer Set Name dialog box [59] Layer Set Name dialog box 5. Enter the name of your new layer set in the field. 6. Click the 'OK' button. The layer set appears in the 'Layer Set Name' drop-down list. Customize Electronic Job Ticket 169

170 Layer View 1. The 'Preview' window, found in the upper-right corner of the 'Layers' tab and the 'Layer View' window, enables you to check how the documents selected look with the current layer set applied. Note: The applied pen sets do not display. 2. The 'Preview' window, like a thumbnail, shows a small version of the selected document. When a layer set is activated or deactivated, the 'Preview' window automatically updates. 3. The 'Layer View' window is available when you click the 'Larger View' button. An increased version of the document displays. Like the 'Preview' window, the 'Layer View' window automatically updates when a layer set is activated or deactivated. [60] Layer View dialog box [60] Layer View dialog box 170 Electronic Job Ticket

171 Change a layer set that exists 1. Select the layer set to change from the 'Layer Set Name' drop-down list in the 'Pens/Layers Setup' dialog box. 2. Make the changes to the layer set. To deactivate layers, click the red check mark to the left of the layer name. To activate layers, click the gray check box to the left of the layer name. 3. Click the 'Save' button. The 'Layer Set Name' dialog box displays and shows the name of the layer set you changed. 4. To cancel the current version of the layer set with the changes you made, click the 'OK' button. Note: To save the changes you made as a new layer set, enter a unique name in the 'Layer Set Name' field and then click the 'OK' button. Apply a layer set to a document 1. Select the document or documents in the document grid to apply a layer set. 2. Right click and a pop-up menu displays. 3. Select 'Edit Documents'. 4. On the 'Format' tab, select a layer set from the 'Layer Set Name' drop-down list. 5. Click the 'OK' button. When you send the document to print, Print Spooler checks the document while the document is processed to see if a layer set is assigned. If a layer set is detected, all layers are turned on or turned off according to the visible set for each layer. After a document processes, all the layers are turned on by default. Delete a layer set 1. Select the layer set to permanently delete from the 'Layer Set Names' drop-down list. 2. Click the 'Delete' button. A warning dialog box displays to confirm the deletion of the layer set. [61] Layers and Pens Setup dialog box [61] Layers and Pens Setup dialog box 3. To permanently delete the layer set, click the 'Yes' button. Customize Electronic Job Ticket 171

172 172 Electronic Job Ticket

173 Océ Engineering Exec Manual Chapter 8 Job Manager 173

174 Access Job Manager Introduction In this chapter you learn the basic features of Job Manager. These features include how to look at the print job status, add queues and add media definitions. You can open Job Manager from Electronic Job Manager, Set Print Manager or the Job Manager program. Job Manager enables both the users and the administrators to look at the status of the print jobs submitted from Electronic Job Ticket, Set Print Manager, and defined types of queues. If you are a user, you can look at the status and change the print order of your jobs. If you are an administrator or a user with print administrator permission, you can change the job settings, change the order in which jobs print and create queues. Open Job Manager from Electronic Job Ticket or Set Print Manager 1. Open 'Electronic Job Ticket' or open 'Set Print Manager'. 2. Right click on the dialog box of the program you opened. A pop-up menu displays. 3. Select 'Job Manager'. The 'Job Manager' dialog box displays. 174 Electronic Job Ticket

175 Illustration [62] Job Manager dialog box [62] Job Manager dialog box Open Job Manager from Windows 1. Select 'Programs' on the Windows Start menu. 2. Select Oce Engineering Exec. 3. Select 'Job Manager'. The 'Logon Océ Application' dialog box displays. 4. Enter your user name and password. 5. Click the 'OK' button. The 'Job Manager' dialog box displays. Job Manager 175

176 The permissions in Job Manager Introduction Many of the options in the 'Job Manager' dialog box are only available to administrators and the users with print administrator permissions. The print administrator can define the users who have access to each queue. When you open the 'Job Manager' dialog box, you see only the queues that you have the correct permissions to access. Administrative and User permissions [14] Job Manager permissions Permission View own print job View all print jobs Rearrange the order of own print jobs Rearrange the order of all print jobs Edit own print jobs Delete own print jobs Delete all print jobs, queues and devices Resubmit own print jobs Resubmit all print jobs Create new print jobs Auto Refresh Move print jobs to a new printer Rename all print jobs, queues and devices Edit print jobs and queue settings Add and Edit queues, groups and devices Define media View the system log Permission Type User and Administrative Administrative User and Administrative Administrative User and Administrative User and Administrative Administrative User and Administrative Administrative User and Administrative Administrative Administrative Administrative Administrative Administrative Administrative Administrative [14] Job Manager permissions 176 Electronic Job Ticket

177 The structure of Job Manager Introduction From Job Manager, a user can look at the status and change the print location of the print jobs that the user submits. An administrator and a user with print administrator permission can change the settings of the print job, change the print location of jobs and create the queues. The Job Manager dialog box The 'Job Manager' dialog box has four main windows. The job Manager window The jobs window The documents window The recipients window. The Job Manager Window The 'Job Manager' window is organized in a tree structure. You double click on an icon in the tree to expand the tree structure. A user sees only the queues the user has the correct permission to view. A user sees only the jobs the user creates. An administrator sees all the queues and the print jobs. You look at the print jobs by the device, the queue or the print job. Select the correct view from the view menu of the 'Job Manager' dialog box. The color defines the status of the print jobs in both the 'Job Manager' window and the jobs window. [15] Print Job Status Text color Black Red Blue Yellow Status of Job Released Error Paused Pending [15] Print Job Status Job Manager 177

178 The Jobs Window The jobs window shows the information about the print jobs in a selected queue. From the 'Filter' menu select a status. All print jobs in the queue with the selected status display in the jobs window. The status a print job can have are shown in the list. Errored Paused Pending Processing Released The Documents Window The documents window displays all documents in a selected print job. Checked Out documents A document icon displays for each document. The icon represents the 'Check Out' status. The following table describes each icon. [16] Check Out status icons Component Function A document icon with a green check mark displays for a document that is checked out of the Océ Engineering Exec vault and all processes associated with the check out completed successfully. In a centralized system, a document icon with a yellow check mark displays for a document that is checked out of the Océ Engineering Exec vault and has a pending check in approval status in 'Advanced Import and Index'. A document icon with a red check mark displays for a document that is checked out of the Océ Engineering Exec vault and the file conversion process failed. [16] Check Out status icons The Recipients Window The recipient window shows the recipients of a selected print job. 178 Electronic Job Ticket

179 Refresh the Job Manager dialog box [17] Refresh Methods Method Press the F5 key on the keyboard Click the 'Refresh' button. Select the 'Auto Refresh' box and indicate the time interval in the 'Interval' list. Who can use the method All Users Administrators and users with the print administration permission Administrators and users with the print administration permission [17] Refresh Methods Job Manager 179

180 Understand queues, groups and devices Introduction When you use 'Job Manager', you must understand the differences between Groups, Queues and Devices. Queues A 'Queue' is a temporary area to hold the data. 'Group' queues and 'Device' queues are examples of queues. Groups A 'Group' queue is a type of queue that helps organize the other print queues. You cannot print a job to a 'Group' queue. 'Group' queues are organizational tools. Devices A device defines the method in which a printer connects to the system. Pickup Queues A 'Pickup' queue is a type of queue that holds the print job until the recipient makes the decision to print the job. When a job is created in 'Electronic Job Ticket' or in 'Set Print Manager', you can submit the job to the 'Pickup' queue. You assign a password to the print job. When the recipient logs on to the system, the recipient is told that there is a print job in the 'Pickup' queue. The users with print administrator permission can view all jobs. The recipient of the job or the print administrator can drag the job from the 'Pickup' queue to the print queue to print the job. Before a job moves from the 'Pickup' queue, the recipient must enter the password assigned in 'Electronic Job Ticket' or 'Set Print Manager'. There is one 'Pickup' queue per system. From 'Job Manager', the user sees the print jobs submitted to the user only. 180 Electronic Job Ticket

181 Array Queues Many devices connect to an 'Array' queue. The print jobs submitted to an 'Array' queue have the total number of document sets equally divided between the connected devices. Job Manager 181

182 How to manage print jobs Introduction You can manage all of your system print jobs in 'Job Manager'. View the details of a print job 1. Open 'Job Manager'. 2. Expand the icon of the queue or the device to see print jobs in the 'Job Manager' window. The print jobs for the queue or the device display in the jobs window. 3. Select a print job in the jobs window. The details of the documents display in the documents window. The details of the recipients display in the recipients window. Illustration [63] Details of a Print Job [63] Details of a Print Job 182 Electronic Job Ticket

183 Delete a print job 1. Select the print job in the jobs window to delete the print job. 2. Do one of the following. Right click the print job. A pop-up menu displays. Select 'Delete' from the pop-up menu. Press the Delete key on the keyboard. A confirmation dialog box displays. 3. Click the 'Yes' button to complete the delete process. Click the 'No' button to cancel the delete process. View a document in a print job 1. View the details of the print job. 2. Double click the document in the documents window. 3. The 'Océ File Viewer' opens with a view of the document. View a document with the pop-up menu of the documents window 1. View the details of the print job. 2. Select the document in the documents window. 3. Click the right mouse button to display the pop-up menu. 4. Select 'View'. The 'Océ File Viewer' opens with a view of the document. Job Manager 183

184 How to resubmit print jobs Introduction The users and the administrators can resubmit a previous print job that printed with success. A user can resubmit the print jobs that the user submitted. A user cannot resubmit a print job that another user submitted. An administrator can resubmit any print job. The 'Resubmit Print Job' dialog box displays the following information about the print jobs. 'Job Name' The name of the print job 'Submitted By' The name of the user who submitted the print job 'Date Printed' The original date the job printed 'Queue Name' The name of the queue where the job was submitted. Note: You can print checked out documents. If the system administrator does not enable the 'Alert user when printing a checked out image' setting, you do not receive a warning message before the documents print. See your system administrator for information about how your system is set up. 184 Electronic Job Ticket

185 Illustration [64] Resubmit Print Job dialog box [64] Resubmit Print Job dialog box Resubmit a print job 1. Open 'Job Manager'. 2. Click the 'Resubmit' button. The 'Resubmit Print Job' dialog box displays. 3. Use one of the following methods to select the jobs to resubmit. Select a print job from the 'Archived Jobs' list. Click the '>' button to move the job to the 'Jobs to Resubmit' list. Double click a print job in the 'Archived Jobs' list. The job moves to the 'Jobs to Resubmit' list. Hold down the CTRL key on the keyboard and click the print jobs in the 'Archived Jobs' list. Click the '>' button to move all selected jobs to the 'Jobs to Resubmit' list. Click the '>>' button to move all print jobs from the 'Archived Jobs' list to the 'Jobs to Resubmit' list. 4. Click the 'OK' button to return to the 'Job Manager' dialog box. Note: You can remove the print jobs from the 'Jobs to Resubmit' list with the '<' button and the '<<' button. Job Manager 185

186 How to edit print jobs Introduction An administrator or a user with the print administrator permission can change the settings for any print job that appears in 'Job Manager'. Illustration [65] Edit Job Ticket dialog box [65] Edit Job Ticket dialog box Edit the Job Settings 1. Open 'Job Manager'. 2. Right click the print job in the jobs window. A pop-up menu displays. 3. Select 'Properties'. The 'Edit Job Ticket' dialog box displays. 4. Make the changes you require. 5. Click the 'OK' button Note: A user can change the formatting, finishing, margins and edges of a document in a print job from 'Job Manager'. 186 Electronic Job Ticket

187 Illustration [66] Edit Documents dialog box [66] Edit Documents dialog box Edit the document settings of a print job 1. Open 'Job Manager'. 2. Select the print job in the jobs window. 3. Right click the document in the documents window. A pop-up window displays. 4. Select 'Properties'. The 'Edit Documents' dialog box displays. 5. Select the 'Format' tab, the 'Finishing' tab, the 'Margins' tab and the 'Edges' tab to make the changes. 6. Click the 'OK' button to return to 'Job Manager'. Note: A user can change the settings and the information for recipients from 'Job Manager'. Job Manager 187

188 Illustration [67] Edit Recipient Formatting dialog box [67] Edit Recipient Formatting dialog box Edit the recipient formatting settings of a print job 1. Open 'Job Manager'. 2. Select the print job in the jobs window. 3. Select a recipient or more than one recipient in the recipients window. 4. Right click your selection in the recipients window. A pop-up menu displays. 5. Select 'Edit Recipient Formatting'. The 'Edit Recipient Formatting' dialog box displays. 6. Select the 'Format' tab to make the changes. 7. Click the 'OK' button to return to 'Job Manager'. 188 Electronic Job Ticket

189 Illustration [68] Edit Recipients dialog box [68] Edit Recipients dialog box Edit the recipient settings of a print job 1. Select the print job in the jobs window. 2. Select a recipient or more than one recipient in the recipients window. 3. Right click your selection in the recipients window. A pop-up menu displays. 4. Select 'Properties'. The 'Edit Recipients' dialog box displays. 5. Select the 'General Info' tab, the 'Stamp Setup' tab, and the 'Watermark Setup' tab to make the changes. 6. Click the 'OK' button to return to 'Job Manager'. Job Manager 189

190 How to edit queues from Job Manager Introduction The permission of print administration gives the user the capability to edit the properties of a queue from 'Job Manager'. Illustration [69] Edit Queue dialog box [69] Edit Queue dialog box 190 Electronic Job Ticket

191 Edit a queue from Job Manager 1. Open 'Job Manager'. 2. Right click on the queue in the job manager window to edit the queue. A pop-up menu displays. 3. Select 'Edit'. The 'Edit Queue' dialog box displays. The 'Edit Queue' dialog box changes by the queue you select. 4. Select the correct tabs to make the changes to the queue. 5. Click the 'OK' button to return to 'Job Manager'. Job Manager 191

192 Additional functions of Job Manager Introduction From Job Manager, users can open Electronic Job Ticket and Set Print Manager to create a print job and connect to Queue Definition to create new queues. Create a new print job 1. Right click on the gray area of the 'Job Manager' dialog box. A pop-up menu displays. 2. Select 'Create New Print Jobs' to connect to 'Electronic Job Ticket' or select 'Create New Set Print Jobs' to connect to 'Set Print Manager'. 3. Create the new print job from the program you open. Add a queue 1. Right click on the gray area of the 'Job Manager' dialog box. A pop-up menu displays. 2. Select 'Queue Definition' to connect to 'Queue Definition'. Note: You must be an administrator or a user with the print administration permission to access 'Queue Definition'. The 'Queue Definition' dialog box displays. 3. Right click on a device to add a new queue. A pop-up menu displays. 4. Select 'Add Queue'. Note: For information about queues, refer to the System Administration manual. 192 Electronic Job Ticket

193 How to work with Media Definitions from Job Manager Introduction 'Media Definitions' allow you to define media with nonstandard sizes that you use on a normal basis. You must be an administrator or a user with the administrative permission to access 'Media Definitions'. Media Characteristics 'Media Size Name' This is the name given to the media size. 'Media Size Description' This is the description of the media size that is defined. 'Media Dimensions' The X and Y dimensions of the media size that is defined. 'Media as Scale %' The percentage of the media size that is first defined. This option is available in the 'Edit Media Definition' dialog box. 'Units as MM' This option changes the units of dimension to millimeters. This option is available in the 'Edit Media Definition' dialog box. Illustration [70] Media Definitions dialog box [70] Media Definitions dialog box Job Manager 193

194 Add a Media Definition 1. Right click on the gray area of the 'Job Manager' dialog box. A pop-up menu displays. 2. Select 'Media Definitions'. The 'Media Definitions' dialog box displays. 3. Click the 'Add' button. The 'Edit Media Definition' dialog box displays. 4. Enter the name of the media size in the 'Media Size Name' field. 5. Enter a description of the media size in the 'Media Size Description' field. 6. Enter the media dimensions in the X and Y fields. 7. Click the 'OK' button. Edit a Media Definition 1. Right click on the gray area of the 'Job Manager' dialog box. A pop-up menu displays. 2. Select 'Media Definitions'. The 'Media Definitions' dialog box displays. 3. Select the media definition from the 'Current Media Definition' list. 4. Click the 'Edit' button. The 'Edit Media Definition' dialog box displays. 5. Make changes to the fields of the 'Edit Media Definition' dialog box. 6. Click the 'OK' button. 194 Electronic Job Ticket

195 Illustration [71] Edit Media Definition dialog box [71] Edit Media Definition dialog box Delete a Media Definition 1. Right click on the gray area of the 'Job Manager' dialog box. A pop-up menu displays. 2. Select 'Media Definitions'. The 'Media Definitions' dialog box displays. 3. Select the media definition form the 'Current Media Definition' list. 4. Click the 'Delete' button. Note: The media definition is removed from the 'Current Media Definition' list. The media definition does not completely delete until you exit the 'Media Definitions' dialog box. Before you exit the 'Media Definitions' dialog box, a warning dialog box displays. The warning dialog box displays the message, 'the changes you have made are about to be permanently saved'. Click the 'OK' button to accept all changes. Click the 'Cancel' button to return to the 'Media Definitions' dialog box. Job Manager 195

196 View the System Log Introduction The 'System Log' provides the information about each transaction that occurs in the Océ system. The date and time of the transaction, any error that occurred while logged on to a module, and the program name are all shown in the 'System Log' dialog box. The 'System Log' is the primary diagnostic report in the system. To look at the system log, select 'View System Log' from the pop-up menu in Job Manager. The 'System Log' dialog box displays. System Log Information [18] System Log Option Date Time Severity Error No Application Version Module Function Component Version Description1 Description2 Description The date the transaction or error occurred. The time the transaction or error occurred. The severity of the error. The system error number. The program that ran when the transaction or error occurred. The version of the Engineering Exec application in operation. The module involved when the transaction or error occurred. The function that failed. A function is a relatively small block of code that performs a single task. The component that generated the error. If a component was not involved, then the program name is listed here. The version of the specific component in operation. A 255 character field that contains the start of the error message. A 255 character field that contains the continuation of the error message. 196 Electronic Job Ticket

197 Option Description3 User ClientID Description A 255 character field that contains the end of the error message. A combination of the three description fields displays in the detail section of the dialog box. The user logged on to the computer when the error occurred. The Engineering Exec ID for the computer that had the error. The list of Client IDs is available in the 'Computer Name' drop-down list. [18] System Log Job Manager 197

198 How to work with the system log Introduction You can generate a printed copy of the 'System Log'. The 'System Log' always collects information from the Engineering Exec system. The collection of information causes a large log file just from normal operation. If you need more disk space, delete all or a selection of the 'System Log'. Use the export function to save all or parts of the 'System Log' to a text file. The export function does not delete the information from the log file. You can send the text file to the support personnel for additional analysis and problem resolution. Print the System Log 1. Click the 'Print' button on the 'System Log' dialog box. 2. Continue as usual to send the log to the printer you selected. Delete all entries of the System Log 1. Click the 'Delete' button on the 'System Log' dialog box. The 'Log Deletion Criteria' dialog box displays. [72] Log Deletion Criteria dialog box [72] Log Deletion Criteria dialog box 2. Confirm that 'Delete All' is selected. This is the default. 3. Click the 'Delete' button. A confirmation dialog box displays. The confirmation dialog box indicates the number of records affected. 4. Click the 'OK' button on the confirmation dialog box. 5. Click the 'Cancel' button to close the 'Log Deletion Criteria' dialog box. 198 Electronic Job Ticket