SILENTPRINT3 BATCH PRINTING SOFTWARE USER GUIDE

Transcription

1 SILENTPRINT3 BATCH PRINTING SOFTWARE USER GUIDE

2 Funasset Limited Foundry House Foundry Road Taunton Somerset TA1 1JJ United Kingdom Tel: +44 (0) funasset.com / silentprint.com Copyright 2015 Funasset Limited. All rights reserved. Last Updated: 23/12/2015

3 Foreword In this section the following information is included: About this Guide and Help Terminology Sub-headings SILENTPRINT3 USER GUIDE iii

4 FOREWORD About this Guide and Help Printing The SilentPrint3 user guide and help provide detailed instruction about how to operate SilentPrint3. From installing and licensing, to configuring and operating, they are an everyday reference for beginners and experts alike. Both assume you have a working knowledge of the Windows operating system and its conventions, including how to use a mouse, how to run applications, and how to copy, cut and paste. For help with any of these techniques please refer to your Windows documentation or help. The SilentPrint3 help is primarily designed for on-screen reference. Even though the help can be printed, it is the SilentPrint3 user guide that is better suited for this purpose. The layout of the user guide is designed for duplex (back to back) printing. If your printer has a duplex facility, please ensure it is set prior to printing. iv SILENTPRINT3 USER GUIDE

5 FOREWORD Terminology The table below provides details about the terminology used throughout the SilentPrint3 user guide and help. Term Click / Left-click Double-click Right-click Description Press the left-hand mouse button. Press the left-hand mouse button twice. Press the right-hand mouse button. SILENTPRINT3 USER GUIDE v

6 FOREWORD Sub-headings The following sub-headings are used to indicate cautions, examples, notes and where further information about a topic can be found: CAUTION: EXAMPLE: NOTE: MORE: Identifies where an action or omission may cause damage to equipment, software or data. Provides an example of what has just been described. Provides additional information or hints to assist in performing a task or understanding the current topic. Indicates where further information about the current topic can be found. vi SILENTPRINT3 USER GUIDE

7 Contents To help you quickly find information about a SilentPrint3 topic, the following contents are provided: At a Glance Concise SILENTPRINT3 USER GUIDE vii

8 CONTENTS At a Glance Foreword... iii Contents... vii Introduction Getting Started Tasks Batch Jobs Job Files Log Files Known Issues Index viii SILENTPRINT3 USER GUIDE

9 CONTENTS Concise Foreword... iii About this Guide and Help... iv Printing... iv Terminology... v Sub-headings... vi Contents... vii At a Glance... viii Concise... ix Introduction Overview Products Supported Documents Getting Started The Client System Requirements Installing Launching (Running) Windows Logon Icon States Accessing Features Tray Status Interface Overview Opening Closing Refreshing Specifying Preferences Exiting Uninstalling The Service System Requirements Installing Starting and Stopping Configuring the Location Licensing Activating and Deactivating Online Activating and Deactivating Offline Watermark Uninstalling SILENTPRINT3 USER GUIDE ix

10 CONTENTS Viewing Licence, Product and Version Information Outputting Documents Updating Upgrading Product Legacy Configuration File Notable Options Getting Help User Guide and Help Knowledge Base Support Ticket Log Files Tasks Overview Selecting Configuration Options General Input Output Adding Editing Deleting Starting Individually Collectively Stopping Individually Collectively Viewing the Status Performing a Health Check Starting and Stopping Components Clearing Errors and Files Processed Totals How Documents are Sorted Using Triggers Text File Processing Preferences Batch Jobs Overview Configuration Options Adding Editing x SILENTPRINT3 USER GUIDE

11 CONTENTS Deleting Starting Performing Actions on Documents Adding Deleting Manually Specifying the Order of Output Summary Sheet Job Files Overview Creating Specifying Documents Copy Count Order of Output Collation of Output Log Files Overview Configuring Tracing Levels Saving a Task Log File Saving Client Log Files Known Issues Unable to Use Remote Resources When Windows is Logged Off Images and CSS Not Considered with HTM/HTML Documents Protected Documents Not Processed Client Becomes Unresponsive or Displays an Error When Offline Unable to Find the Service Folder Not Deleted in Watched Folder Index SILENTPRINT3 USER GUIDE xi

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13 Introduction In this section the following information is included: Overview Products Supported Documents SILENTPRINT3 USER GUIDE 13

14 INTRODUCTION Overview SilentPrint3 is a batch printing solution developed for the Windows environment. It comprises two components a Client and a Service. The Client provides an interface (Fig. 6) for managing configurations known as Tasks. Each Task consists of a file system folder called a Watched Folder, and a printer driver. The Watched folder is where documents that require printing or converting to PDF are placed. The Service monitors Watched Folders for supported documents. When identified, it batches and sorts them then uses the associated printer driver to output them. Multiple Service products are available to cater for different batch printing and PDF production requirements. The solution allows individuals and entire organisations to quickly and easily print documents or convert them to PDF (using SilentPrint3 s own Convert to PDF driver). Fig. 1 SilentPrint3 Operation All documents are processed silently without further user intervention no manual opening of an associated application and no more repeated clicking of a print or convert to PDF button. 14 SILENTPRINT3 USER GUIDE

15 INTRODUCTION Products There are currently four Service products, each with different levels of functionality: Home Office Business Enterprise Print Volume Low Medium High Extreme Number of Tasks Unlimited PDF Production No Yes Yes Yes Batch Jobs No Yes Yes Yes Triggers No No Yes Yes Offline Licensing No No Yes Yes All products operate as fully functional evaluations that add a watermark to output until a licence is purchased then activated for the associated Service. NOTE: The functionality documented in this user guide and help refers to all products unless otherwise stated. SILENTPRINT3 USER GUIDE 15

16 INTRODUCTION Supported Documents Each Service product can print and convert to PDF* the following documents: Format BMP DOC / DOCX GIF HTM / HTML JOB JPG / JPEG MSG ODP ODS ODT PDF PNG PPT / PPTX PST RTF TIF / TIFF TXT XHTML XLS / XLSX ZIP Type Image bitmap Microsoft Word file Image bitmap Hypertext Markup Language web file SilentPrint3 Job File. Image bitmap Microsoft Outlook message file Open Office presentation file OpenOffice spreadsheet file OpenOffice document file Adobe Portable Document Format Image bitmap Microsoft PowerPoint file Personal Storage Table file Microsoft Word file Image bitmap Text file Extended Hypertext Markup Language web file Microsoft Excel file Compressed file *NOTE: SilentPrint3 Home does not support PDF production. 16 SILENTPRINT3 USER GUIDE

17 Getting Started In this section the following information is included: The Client The Service Viewing Licence, Product and Version Information Outputting Documents Updating Upgrading Configuration File Getting Help SILENTPRINT3 USER GUIDE 17

18 GETTING STARTED The Client System Requirements The Client is a Windows application that provides an interface (Fig. 6) for performing the following operations: Managing Tasks. Managing and starting Batch Jobs. Managing Log Files. Licensing. Specifying preferences. The Client has the following minimum system requirements: PC/server capable of running a Microsoft supported Windows operating system. 50MB of spare hard drive space..net 2.0 Framework (this may need to be installed for certain Windows installations).* *MORE: For details about installing Windows components, refer to your Windows documentation or help. Installing The Client is installed independently from the Service on the same or different PC/server. NOTE: It is advised you install the Service first then the Client. The Client installation program (SilentPrint3_Universal_Client_Setup.exe) is available for download from the following location: funasset.com/softwaredownloads NOTE: If a previous installation of the client is already running, exit it before installing a new one. Double-click the Client installation program to begin the installation process. Following this, the SilentPrint3 Client Setup Wizard (Fig. 2) opens which guides you through the installation process. 18 SILENTPRINT3 USER GUIDE

19 GETTING STARTED Launching (Running) Fig. 2 SilentPrint3 Client Setup Wizard Installation can be aborted at any time by clicking the Cancel button. By default, the Client is automatically launched on Windows logon. To launch the Client manually, use the SilentPrint3 Client option found in one of the following locations, or search for SilentPrint3 Client in Windows Search or Cortana: SilentPrint3 Client folder on the Windows Start menu Windows Start Menu Windows Desktop Windows Taskbar Following launch, the SilentPrint3 icon (Fig. 3) appears in the Windows Taskbar Tray. Fig. 3 SilentPrint3 icon Windows Logon To enable or disable launching the Client on Windows logon, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the Preferences menu option to open the Preferences page (Fig. 8). 3. In the General section, click the Launch Client on Windows Logon checkbox. Add a tick to enable. Remove the tick to disable. SILENTPRINT3 USER GUIDE 19

20 GETTING STARTED Icon States While the Client is running, the colour of the SilentPrint3 icon (Fig. 3) in the Windows Taskbar Tray changes to signify different SilentPrint3 operational states: Icon Description The Client and the Service are running normally. There is a problem with the Client or the Service. All Tasks are stopped and no processing is being performed by the Service. Accessing Features Many SilentPrint3 features are accessible from the Tray Menu (Fig. 4). Fig. 4 Tray Menu To access the Tray Menu, perform the following actions: 1. Launch the Client. 2. Right-click the SilentPrint3 icon (Fig. 3) in the Windows Taskbar Tray. Following this, the Tray Menu appears alongside the SilentPrint3 icon. The Tray Menu contains the following options: Option Description Manage Opens the interface (Fig. 6). Start/Stop All Tasks A fly-out menu that provides access to Start All Tasks and Stop All Tasks options. Service Settings Opens the Service Settings dialog (Fig. 10). Last Status Shows the last tray status. About Opens the About SilentPrint3 dialog (Fig. 12). Exit Exits the Client. Click an option to access the associated feature. 20 SILENTPRINT3 USER GUIDE

21 GETTING STARTED Tray Status A tray status (Fig. 5) appears near the Windows Task Bar Tray to provide notification about the following: Licence status updates Licence file save confirmations Service status updates Client error messages Interface Overview Fig. 5 Tray status To view the last status, click the Last Status option in the Tray Menu (Fig. 4). The Client has an interface (Fig. 6) that consists of the following components: No. Component Description 1 Header Contains buttons for opening the Home, User Account, Downloads, Knowledge Base and Support Ticket pages on the Funasset website (funasset.com), and opening the SilentPrint3 help. 2 Main Menu Contains buttons for accessing the main pages of the interface. 3 Page Where information and functionality appears. 4 Tasks Panel Contains Start All and Stop All Tasks buttons, a list of Tasks, and buttons for starting/stopping a Task, viewing the status of a Task, adding a Task, editing a Task, and deleting a Task 5 Status Bar Displays hints for components being hovered over in the interface, and contains the Refresh button (Fig. 7). SILENTPRINT3 USER GUIDE 21

22 GETTING STARTED Fig. 6 Client interface Opening To open the interface (Fig. 6), click the Manage option on the Tray Menu (Fig. 4). Closing To close the interface (Fig. 6) click the Close button (X) located top right of the interface window. Refreshing To ensure information on an interface (Fig. 6) page is up-to-date, click the Refresh button (Fig. 7) located on the Status Bar. Fig. 7 Refresh button Specifying Preferences To view and configure SilentPrint3 preferences, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the Preferences menu option to open the Preferences page (Fig. 8). 22 SILENTPRINT3 USER GUIDE

23 GETTING STARTED Fig. 8 Preferences page MORE: MORE: For details about specifying Text File Processing preferences, refer to Tasks > Text File Processing. For details about specifying Log Tracing Levels, refer to Log Files > Configuring Tracing Levels. Exiting To exit the Client (so it is no longer running), click the Exit option on the Tray Menu (Fig. 4). Uninstalling To uninstall the Client, search for Uninstall SilentPrint3 Client in Windows Search or Cortana, or perform one of the following actions: Select the Uninstall SilentPrint3 Client option in the SilentPrint3 Client folder on the Windows Start menu. Use the Windows Uninstall Programs feature and select the SilentPrint3 Client entry. SILENTPRINT3 USER GUIDE 23

24 GETTING STARTED An Uninstall SilentPrint3 Client wizard guides you through the uninstall process. 24 SILENTPRINT3 USER GUIDE

25 GETTING STARTED The Service System Requirements Installing The Service is a Windows service that performs the following operations: Monitoring Watched Folders for supported documents. Batching documents then sorting them in a specified order. Outputting documents to a printer driver associated with a Watched Folder. The Service has the following minimum system requirements: PC/server capable of running a Microsoft supported Windows 64 bit operating system. Multi-core CPU recommended when using multiple Tasks. 4GB RAM (for Home and Office products), 8GB RAM (for Business and Enterprise products). 50MB of spare hard drive space for installation and 1GB for each configured Task..Net 4.0 Framework. Internet connection for licensing (offline licensing only supported by the Business and Enterprise products). The Service is installed independently from the Client on the same or different PC/server. The Service installation program (SilentPrint3_[product name]_service_setup.exe), is available for download from the following location: funasset.com/softwaredownloads NOTE: It is advised you install the Service first then the Client. Double-click the Service installation program to begin the installation process. Following this, the SilentPrint3 Service Setup Wizard (Fig. 9)opens which guides you through the installation process. SILENTPRINT3 USER GUIDE 25

26 GETTING STARTED Fig. 9 SilentPrint3 Service Setup Wizard Installation can be aborted at any time by clicking the Cancel button. Following installation, the Service is automatically started unless a previous installation was set to be started manually. NOTE: If the Service is installed on a different PC/server than the Client, port 7183 (the default port) must be opened on the Service PC/server. Starting and Stopping Following installation, the Service is automatically started and will automatically start by default on Windows startup. Use the Windows Services application to start and stop the Service manually or change whether it is started automatically or manually on Windows startup. Its name is SilentPrint3 Service. MORE: For further information about starting and stopping services, refer to your Windows documentation or help. Configuring the Location The following information must be configured so the Client knows where the Service is installed: Service IP Service Port This information will have been determined automatically or specified manually during the installation of the Client. However, if the IP and port 26 SILENTPRINT3 USER GUIDE

27 GETTING STARTED settings of the Service change or are incorrect, the information can be specified manually by performing the following actions: 1. Click the Service Settings option on the Tray Menu (Fig. 4) to open the Service Settings dialog (Fig. 10). 2. In the Service IP Address edit box, specify the IP address of the PC/server where the Service is installed. 3. In the Service Port edit box, specify the port the Service uses*. The default port is Click the Save button to save the changes and close the Service Settings dialog. Fig. 10 Service Settings dialog *MORE: To determine the port the Service uses, refer to Getting Started > Configuration File. Licensing All products are supplied as fully functional evaluations that place a watermark on all output until the associated Service licence is activated. NOTE: The Client does not require a licence. How a licence is activated or deactivated is dependent on whether the Service is installed on a PC/server with (online) or without (offline) Internet access. The licence status is viewed, and activating and deactivating a licence is performed, on the Licence page (Fig. 11) of the interface (Fig. 6). SILENTPRINT3 USER GUIDE 27

28 GETTING STARTED Fig. 11 Licence page Activating and Deactivating Online To activate or deactivate the Service licence online, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the Licence menu option to open the Licence page (Fig. 11). 3. Specify your Funasset user name and password in the associated edit boxes. If deactivating a licence the user name and password will already be specified and cannot be changed. 4. Click either the Activate SilentPrint3 button or the Deactivate SilentPrint3 button. If the user name and password are correct and a licence that matches the associated product is available in your user account, the licence is activated or deactivated. Activating and Deactivating Offline To activate or deactivate the Service licence offline, perform the following actions: 1. Open the interface (Fig. 6). 1. Click the Licence menu option to open the Licence page (Fig. 11). 2. Click the Create Licence File button to open a Browse dialog. 3. Navigate to where the licence file (default name: SilentPrint3 Licence.lic) is to be saved then click the Save button. 4. Attach the licence file to a support ticket then submit the support ticket. 28 SILENTPRINT3 USER GUIDE

29 GETTING STARTED 5. Funasset will send you another licence file attached to a support ticket reply. When done, save the new licence file in a place that is accessible to the Client. 6. On the Licence page, click the Import Licence File button to open a Browse dialog. 7. Locate and select the licence file received from Funasset then click the Open button. If the licence file is valid, the licence is activated or deactivated. NOTE: This functionality is only available to the Business and Enterprise products. Watermark If the Service licence is not activated, the following watermark appears on all output: Unlicensed Funasset software! Please purchase a licence from funasset.com Purchase a product licence then activate it to prevent the watermark appearing. Uninstalling To uninstall the Service, firstly deactivate its licence if activated. Following this, search for Uninstall SilentPrint3 in Windows Search or Cortana, or perform one of the following actions: Select the Uninstall SilentPrint3 option in the SilentPrint3 [product name] folder on the Windows Start menu, or Use the Windows Uninstall Programs feature and select the SilentPrint3 [product name] entry. An Uninstall SilentPrint3 wizard guides you through the uninstall process. SILENTPRINT3 USER GUIDE 29

30 GETTING STARTED Viewing Licence, Product and Version Information To view licence, product and version information for the Service, and version information for the Client, click the About SilentPrint3 option on the Tray Menu (Fig. 4). Following this, the About SilentPrint3 dialog (Fig. 12) is opened. Fig. 12 About SilentPrint3 dialog Alternatively, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the About menu option to open the About page (Fig. 13). Fig. 13 About page 30 SILENTPRINT3 USER GUIDE

31 GETTING STARTED Outputting Documents When at least one Task has been added, printing and conversion to PDF can begin. This is achieved in any of the following ways: By using a file management application such as Windows Explorer to copy or cut* supported documents, Job Files and folders^ (containing supported documents) then paste them in a Watched Folder. By using a document production application to save/write supported documents, Job Files and folders^ (containing supported documents) in a Watched Folder. By using a Batch Job. *CAUTION: ^NOTE: To avoid permanently losing a document, it is advised it is copied and not cut from its source location. If a document needs to be cut then pasted into a Watched Folder, ensure another copy is stored elsewhere or a Task s Post Printing configuration option is set to Archive. In order for the Service to process supported documents contained in a sub-folder of a Watched Folder, a Task s Sub Folders configuration option must be enabled. When placed in a Watched Folder, the Service detects each supported document, compiles them into a batch, sorts them then outputs them to the associated printer driver. Documents are then passed to the Windows print queue then printed or converted to PDF. MORE: MORE: For details about how documents are sorted prior to output, refer to Tasks > How Documents are Sorted. For details about using Windows Explorer, refer to your Windows documentation or help. SILENTPRINT3 USER GUIDE 31

32 GETTING STARTED Updating SilentPrint3 is in constant development. In order to stay current with the latest improvements and fixes, enhance its processing ability, or increase the documents it supports, the Client and the Service should be kept up-todate. The latest Client and Service installation files can be downloaded from the following location: funasset.com/softwaredownloads Following download, the Client and Service must be installed. 32 SILENTPRINT3 USER GUIDE

33 GETTING STARTED Upgrading If the current product does not have the required functionality, or you want to move from a legacy release of SilentPrint to SilentPrint3, then it s time to upgrade. The following upgrades are available: Product Legacy Product Product upgrades are chargeable and allow you to benefit from the functionality of other products. EXAMPLE: You could upgrade SilentPrint3 Home to SilentPrint3 Office to benefit from more Tasks and PDF production. To benefit from a product upgrade, perform the following actions: 1. Deactivate the licence of your current Service installation. 2. Buy a product upgrade from the following location: funasset.com/silentprintupgrade 3. Use a support ticket to notify Funasset that a licence is required for the new product purchased. 4. Download the Service of the product you want to upgrade to, and if necessary the Client, from the following location: funasset.com/softwaredownloads 5. Install the Service and if necessary the Client. 6. Activate the licence. Legacy Legacy upgrades are chargeable and allow you to benefit from the features and functionality of SilentPrint3. EXAMPLE: You could upgrade from SilentPrint Office+ to SilentPrint3 Business. To benefit from a legacy upgrade, perform the following actions: 1. Optionally deregister the licence of your current SilentPrint legacy installation then uninstall it. 2. Buy a legacy upgrade from the following location: funasset.com/silentprintlegacyupgrade 3. Use a support ticket to notify Funasset that a licence is required for the new product purchased. 4. Download the Service of the product you want to upgrade to, together with the Client, from the following location: funasset.com/softwaredownloads SILENTPRINT3 USER GUIDE 33

34 GETTING STARTED 5. Install the Service and the Client. 6. Activate the licence. NOTE: Only users who have previously purchased a legacy SilentPrint product are eligible for a legacy upgrade. If you purchase a legacy upgrade without having previously purchased a legacy SilentPrint product you will be unable to licence SilentPrint3. 34 SILENTPRINT3 USER GUIDE

35 GETTING STARTED Configuration File On occasion it may be necessary to refer to the SilentPrint3 configuration file (Config.spc). The configuration file is XML and is stored in the following location on the PC/server where the Service is installed: C:\Program Data\SilentPrint3\ Open the file using a text editor such as Windows Notepad. MORE: For details about using Windows Notepad, refer to your Windows documentation or help. Notable Options The following configuration file options may need to be referred to: Option port description Description The port number the Service uses. This may need to be specified in the Service Settings dialog (Fig. 10) so the Client can communicate with the Service. The default value is CAUTION: It is advised you do not change configuration file content unless instructed to do so by Funasset support staff. SILENTPRINT3 USER GUIDE 35

36 GETTING STARTED Getting Help If you experience a problem while using SilentPrint3, the following resources are available to help you resolve it: User guide and help Knowledge base Support ticket NOTE: It is advised the Client and Service are updated to the latest version prior to seeking help. User Guide and Help The user guide and help are the first resources you should use if you experience a problem with SilentPrint3. The Known Issues section may be particularly useful. The help can be viewed by clicking the Help button (Fig. 14) on the Status Bar of the interface (Fig. 6). Knowledge Base Fig. 14 Help button Alternatively, use the following link: funasset.com/help/silentprint3/index.html The user guide is available as a PDF document and replicates the content of the help but in a printable format. It can be downloaded from the following location: funasset.com/documentdownloads Prior to requesting support it is advised you browse the Knowledge Base on the Funasset website for a solution to your problem. The Knowledge Base can be viewed by clicking the Knowledge Base button (Fig. 15) on the Status Bar of the interface (Fig. 6). Fig. 15 Knowledge Base button Alternatively, use the following link: 36 SILENTPRINT3 USER GUIDE

37 GETTING STARTED funasset.com/knowledgebase Support Ticket The Funasset support ticket system is the preferred method for requesting support. The support ticket system can be viewed by clicking the Support Ticket button (Fig. 16) on the Status Bar of the interface (Fig. 6). Fig. 16 Support Ticket button Alternatively, use the following link: funasset.com/supporttickets NOTE: A Funasset user account is required to access the support ticket system. Log Files It is likely a member of the Funasset support team will request one or more SilentPrint3 Log Files when trying to resolve an issue. These must be added to a zip file then attached to a support ticket. MORE: For details about saving Log Files, refer to Log Files > Saving a Task Log File and Saving Client Log Files. SILENTPRINT3 USER GUIDE 37

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39 Tasks In this section the following information is included: Overview Selecting Configuration Options Adding Editing Deleting Starting Stopping Viewing the Status How Documents are Sorted Using Triggers Text File Processing SILENTPRINT3 USER GUIDE 39

40 TASKS Overview A Task is a SilentPrint3 configuration that consists of the following main components: A Watched Folder. The Service continuously monitors a Watched Folder (if the associated Task is started) for supported documents that require printing or converting to PDF. A printer driver or Funasset s own PDF conversion driver (called Convert to PDF). This is where supported documents placed in a Watched Folder are output. Each Task can be configured for all or any one of the supported documents, and different output settings can be specified to facilitate almost any printing or PDF production requirement. Multiple Tasks can be added and configured up to the maximum supported by the product being used. Buttons for managing Tasks together with a list of all Tasks appear in the Tasks Panel of the interface (Fig. 6). 40 SILENTPRINT3 USER GUIDE

41 TASKS Selecting Before a Task can be edited, deleted, started, stopped, or its status viewed, it must first be selected from the Tasks Panel of the interface (Fig. 6). To select a Task, click its name in the Task Panel. When selected the background of the name is highlighted (in grey) and will remain selected until another Task is selected. SILENTPRINT3 USER GUIDE 41

42 TASKS Configuration Options Task configuration options appear on the Add/Edit Task page (Fig. 17) of the interface (Fig. 6). General Fig. 17 Add/Edit Task page The configuration options are separated into the following sections: General Input Output When adding or editing a Task, the following general configuration options are presented on the Add/Edit Task page (Fig. 17): Name Description Values/Format Required Task Name Determines the name of the Task. Specify a name in the edit box. Alphanumeric Maximum of n characters Yes Start Automatically Determines whether the Task is started automatically after it has been saved. Click the check box. Tick for Yes* Blank for No No 42 SILENTPRINT3 USER GUIDE

43 TASKS Input When adding or editing a Task, the following input configuration options are presented on the Add/Edit Task page (Fig. 17): Name Description Values/Format Required Watched Folder^ Determines the path and name of the folder that the Service monitors for supported documents and Job Files. Click the Browse button to open a Browse dialog where the folder can be located or created then selected. Click the OK button to close the dialog and add the path and folder name to the edit box. Valid path and folder name Yes Sub Folders Determines whether folders in the Watched folder are also monitored for supported documents. Tick for Yes* Blank for No Yes if Zip or PST files are selected for the File Types configuration option Sort By Determines the order in which documents placed in a Watched Folder are output. Select an option from the list box. For further details, refer to Tasks > How Documents are Sorted. Default* File Name (A-Z) File Name (Z-A) Date Modified (Oldest First) Date Modified (Newest First) File Size (Smallest First) Date Modified (Largest First) File Type (A-Z) File Type (Z-A) Yes File Types Determines the file types that the Service will look for in the Watched Folder. All other file types are ignored. Use the Select All and Deselect All buttons to select or deselect all file types. Tick for Yes Blank for No At least one Trigger Determines the Trigger that must be satisfied before the Service starts to process documents in the Watched folder. For further details, refer to Tasks > Using Triggers. None* Day Time Day/Time File Count File Name No SILENTPRINT3 USER GUIDE 43

44 TASKS Time Trigger option to determine the time when documents start to be processed. Click either the hours or the minutes then click the Minus (- ) or Plus (+) buttons to decrease or increase the time. n/a Yes if Time or Day/Time is selected for the Trigger configuration option Day Trigger option to determine the day when documents start to be processed. Select an option from the list box. Monday* Tuesday Wednesday Thursday Friday Saturday Sunday Yes if Day or Day/Time is selected for the Trigger configuration option No. of Files Trigger option to determine the number of documents that must be accumulated in the Watched Folder before documents start to be processed. Numeric 1 to n Yes if File Count is selected for the Trigger configuration option Name Contains Trigger option to determine the sequence of characters that must appear in a document s file name before documents start to be processed. Any character Maximum 256 characters Yes if File Name is selected for the Trigger configuration option *NOTE ^NOTE: Indicates the default value. If a Watched Folder is remote from the PC/server where the Service is installed, it may not be accessible when Windows is logged off. To resolve this, refer to Known Issues > Unable to Use Remote Resources When Windows is Logged Off. Output When adding or editing a Task, the following output configuration options are presented on the Add/Edit Task page (Fig. 17): Name Description Values/Format Required Printer^ Determines the printer driver where supported documents in an associated Watched Folder are output. For converting documents to PDF, use the Convert to PDF option. Other PDF drivers such as Adobe PDF and Foxit PDF Printer are unsupported. Select an option from the list box. Options (except Convert to PDF) are derived from the printer drivers installed in Windows on the PC/Server where the Service is installed. Yes 44 SILENTPRINT3 USER GUIDE

45 TASKS Print to File Determines whether documents are printed to file using the selected printer driver instead of being printed. Click the check box. Tick for Yes Blank for No* No Output Folder^ (Print to File) Determines the path and name of the folder where documents are printed when the Print to File option is selected. Click the Browse button to open a Browse dialog where the folder can be located or created then selected. Click the OK button to close the dialog and add the path and folder name to the edit box. Valid path and folder name Yes if the Print to File configuration option is enabled Overwrite Files (Print to File) Determines whether files with the same file name in the print to file output folder are overwritten. Click the check box. Tick for Yes Blank for No* No Output Extension Determines the file name extension given to files that are printed to file. Alphanumeric Maximum of n characters Yes Output Folder^ (Convert to PDF) Determines the path and name of the folder where PDF documents are saved when Convert to PDF is selected for the Printer configuration option. Click the Browse button to open a Browse dialog where the folder can be located or created then selected. Click the OK button to close the dialog and add the path and folder name to the edit box. Valid path and folder name Yes if Convert to PDF is selected for the Printer configuration option Duplex Determines whether documents are printed simplex (single sided) or duplex (double sided) (horizontal or vertical). Select an option from the list box. Not all printer drivers support this option. Default* Simplex Horizontal Vertical Yes SILENTPRINT3 USER GUIDE 45

46 TASKS Scale Images Determines whether imagebased (bitmap) documents either remain their original size, are stretched to the size of the page they are output on but with their ratio preserved, or are stretched to the size of the page they are output on without preserving their ratio. Select an option from the list box. None* Preserve Ratio Stretch Yes Orientation Determines the orientation of the output. Select an option from the list box. Portrait* Landscape Yes Copies Determines the number of copies that are output for each document processed. All pages in a multi-page document are output together before the next copy is output. A copy count specified for a document in a Job File is used instead of the Copies configuration option. Numeric 1 to Yes Paper Source Determines the tray in the associated printer where paper will be taken from (if applicable). Select an option from the list box. The options presented are applicable to the selected printer driver. Yes Summary Sheet Determines whether a summary sheet is printed for Batch Jobs. Click the check box. Tick for Yes Blank for No* No Post Printing Determines what happens to documents after they have been printed. Select an option from the list box. Delete* Archive Yes Archive Folder^ Determines the path and name of the folder where documents are archived when the Archive option is selected for Post Printing. Click the Browse button to open a Browse dialog where the folder can be located or created then selected. Click the OK button to close the dialog and add the path and folder name to the edit box. Valid path and folder name Yes Overwrite Files (Archive Folder) Determines whether documents with the same file name in the archive folder are overwritten. Click the check box. Tick for Yes Blank for No* No 46 SILENTPRINT3 USER GUIDE

47 TASKS Failed Folder^ Determines the path and name of the folder where documents that fail to print are saved. Click the Browse button to open a Browse dialog where the folder can be located or created then selected. Click the OK button to close the dialog and add the path and folder name to the edit box. Valid path and folder name Yes Overwrite Files (Failed Folder) Determines whether documents with the same file name in the Failed Folder are overwritten. Click the check box. Tick for Yes Blank for No* No *NOTE ^NOTE: Indicates the default value. If a printer or folder is remote from the PC/server where the Service is installed, it may not be accessible by the Service when Windows is logged off. To resolve this, refer to Known Issues > Unable to Use Remote Resources When Windows is Logged Off. NOTE: MORE: The folder cannot be the same folder as the Watched Folder or a folder in a Watched Folder if the Sub Folders configuration option is selected. For details about specifying text file output settings, refer to Tasks > Text File Processing. SILENTPRINT3 USER GUIDE 47

48 TASKS Adding Following installation of the Client and Service there are no Tasks. This means at least one must be added before printing or conversion to PDF can begin. To add a Task, perform the following actions: 1. Open the interface (Fig. 6). 1. Click the Add Task menu option or click the Add Task button (Fig. 18) in the Tasks panel to open the Add Task page (Fig. 17). 2. Complete all the required configuration options. 3. Click the Save Task button. If all configuration options have been specified correctly a SilentPrint3 Alert appears notifying you that the Task has been added. Click the OK button to close the alert. Fig. 18 Add Task button MORE: For details about configuration options, refer to Tasks > Configuration Options. 48 SILENTPRINT3 USER GUIDE

49 TASKS Editing To edit a Task, perform the following actions: 1. Open the interface (Fig. 6). 2. Select the Task. 3. Click the Edit Task button in the Tasks Panel to open the Edit Task page (Fig. 17). 4. If a SilentPrint3 Confirmation appears asking to stop the Task, click the Yes button to stop it or the No button to leave it started. The Task cannot be saved until it is stopped. 5. Complete all the required configuration options. 6. Click the Save Task button. If all configuration options have been specified correctly, a SilentPrint3 Alert appears notifying you that the Task has been updated. Click the OK button to close the alert. Fig. 19 Edit Task button MORE: For details about configuration options, refer to Tasks > Configuration Options. SILENTPRINT3 USER GUIDE 49

50 TASKS Deleting To delete a Task, perform the following actions: 1. Open the interface (Fig. 6). 2. Select the Task. 3. Click the Delete Task button (Fig. 20). 4. In the SilentPrint3 Confirmation, click the Yes button to confirm the delete or the No button to cancel the delete. Fig. 20 Delete Task button Following deletion, a Task Deleted page opens to confirm this. 50 SILENTPRINT3 USER GUIDE

51 TASKS Starting If a Task is stopped it must be started before supported documents are processed. There are two methods for performing this, individually or collectively. Individually To start an individual Task, perform the following actions: 1. Open the interface (Fig. 6). 2. Select the Task. 3. Click the Start/Stop Task button (Fig. 21). Fig. 21 Start/Stop Task button MORE: For an alternative method of starting an individual Task, refer to Tasks > Viewing the Status > Performing a Health Check. Collectively To start all Tasks, perform the following actions: 1. Hover over the Start/Stop All Tasks option in the Tray Menu (Fig. 4). 2. Click the Start option in the Tray Menu flyout. Alternatively, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the Start All button in the Tasks Panel. SILENTPRINT3 USER GUIDE 51

52 TASKS Stopping To prevent a Task from processing supported documents or to save a Task being edited, it must be stopped. There are two methods for performing this, individually or collectively. NOTE: Stopping a Task is a way of accumulating documents that require printing or conversion to PDF so they are all batched and sorted together when the Task is started. Individually To stop an individual Task, perform the following actions: 1. Open the interface (Fig. 6). 2. Select the Task. 3. Click the Start/Stop Task button (Fig. 21). MORE: For an alternative method of stopping an individual Task, refer to Tasks > Viewing the Status > Performing a Health Check. Collectively To stop all Tasks, perform the following actions: 1. Hover over the Start/Stop All Tasks option in the Tray Menu (Fig. 4). 2. Click the Stop option in the Tray Menu flyout. Alternatively, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the Stop All button in the Tasks Panel. 52 SILENTPRINT3 USER GUIDE

53 TASKS Viewing the Status To view the status of a Task, perform the following actions: 1. Open the interface (Fig. 6). 2. Select the Task. 3. Click the Task Status button (Fig. 22) to open the Task Status page (Fig. 23). Fig. 22 Task Status button Fig. 23 Task Status page Performing a Health Check A health check displays information about the various components of a Task such as documents processed and the number of processing errors encountered. The ability to start and stop each component and clear errors and files processed totals is also provided. To perform a health check, click the Health Check button on the Task Status page (Fig. 23). The following Task components now appear: Task name Watch Folder input Batch In input Batch Sorter process SILENTPRINT3 USER GUIDE 53

54 TASKS Printer output Failed Files output Clean Up output To hide health check information, click the Task Summary button. Starting and Stopping Components To start or stop a component of a Task, click the associated Start or Stop button in the health check area of the Task Status page (Fig. 23). Clearing Errors and Files Processed Totals To clear errors and file processed totals for a component of a Task, click the associated Clear button in the health check area of the Task Status page (Fig. 23). 54 SILENTPRINT3 USER GUIDE

55 TASKS How Documents are Sorted Unless a Batch Job is being used, the order in which documents are printed or converted to PDF is determined by a Task s Sort By configuration option. NOTE: Documents contained in a Batch Job are sorted using the Sort By configuration option specified for the Batch Job. When a Task is started, the Service continuously monitors its Watched Folder. When it detects supported documents or a Job File containing supported documents, it batches the documents, sorts them then outputs them. This means only documents simultaneously placed in a Watched Folder are sorted in their own batch, and subsequent documents are sorted in their own batches. EXAMPLE: A Task has its sort order configured for File Name (A-Z). It is also started and does not have a Trigger. The following documents are simultaneously placed in the associated Watched Folder: DocumentC.PDF DocumentA.PDF DocumentB.PDF These documents are immediately batched and sorted by file name (A to Z) then output in the following order: DocumentA.PDF DocumentB.PDF DocumentC.PDF The following documents are then simultaneously placed in the same Watched Folder while the other documents are being output: DocumentE.PDF DocumentF.PDF DocumentD.PDF These documents are immediately batched and sorted by file name (A to Z) then output after the previous documents in the following order: DocumentD.PDF DocumentE.PDF DocumentF.PDF As you can see, the two batches of documents are treated individually and are not sorted together. To overcome this, a Trigger can be used. Alternatively, the Task can be stopped then started again when all documents have accumulated in the Watched Folder. MORE: For details about using Triggers, refer to Tasks > Using Triggers. SILENTPRINT3 USER GUIDE 55

56 TASKS MORE: MORE: For details about starting and stopping Tasks, refer to Tasks > Starting and Stopping. For details about configuring the sort order for a Task, refer to Tasks > Configuration Options > Input. 56 SILENTPRINT3 USER GUIDE

57 TASKS Using Triggers Triggers are a way to prevent the Service immediately processing documents in a Watched Folder. This means documents can be accumulated until a certain Trigger allows them to be output. EXAMPLE: Documents could be printed at a specific time on a specific day. The advantage of using a Trigger is that all documents can be batched and sorted together (as opposed to being sorted in the batches they arrive in the Watched Folder), or printing can be performed during quiet periods or when a specified volume has accumulated. Triggers are determined by a Task s Trigger configuration option. MORE: For details about configuring a Trigger for a Task, refer to Tasks > Configuration Options > Input. SILENTPRINT3 USER GUIDE 57

58 TASKS Text File Processing If a Task is configured to process text files (TXT), preferences can be configured to determine how the output will appear. To configure text file processing preferences, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the Preferences menu option to open the Preferences page (Fig. 8). 3. Make the necessary changes to the text file processing preferences. 4. Click the Save Text File Preferences button. NOTE: Text file processing preferences affect all Tasks configured to process text files. Preferences The following text file processing preferences are provided: Option Description Value Default Font Name Output font. Select an option from the list box. Arial, Arial Black, Book Antiqua, Comic Sans MS, Courier, Georgia, Impact, Tahoma, Times New Roman, Trebuchet MS, Verdana Arial Font Size Size of font (points). Select an option from the list box. 8 to 72 9 Font Colour Colour of font. Select an option from the list box. Black, Blue, Brown, Gray, Green, Orange, Pink, Red, White, Yellow Black Top Margin Bottom Margin Left Margin Right Margin Size of top margin (mm). Specify a size in the edit box. Size of bottom margin (mm). Specify a size in the edit box. Size of left margin (mm). Specify a size in the edit box. Size of right margin (mm). Specify a size in the edit box. 0 to to to to SILENTPRINT3 USER GUIDE

59 Batch Jobs In this section the following information is included: Overview Configuration Options Performing Actions on Documents Adding Editing Deleting Starting Summary Sheet SILENTPRINT3 USER GUIDE 59

60 BATCH JOBS Overview Batch Jobs are lists of supported documents and/or Job Files that require printing or conversion to PDF. They are added, edited, deleted and started on the Batch Jobs page (Fig. 24) of the interface (Fig. 6). Fig. 24 Batch Jobs page 60 SILENTPRINT3 USER GUIDE

61 BATCH JOBS Configuration Options The following Batch Job configuration options appear on the Batch Jobs page (Fig. 24): Name Description Values/Format Required Name Determines the name of the Batch Job. Specify a name in the edit box. Alphanumeric Maximum of n characters Yes Sort By Determines the order in which documents contained in a Batch Job are output. Select an option from the list box. The Selection option uses the order in which the documents in the Batch Job are currently listed. Selection* File Name (A-Z) File Name (Z-A) Date Modified (Oldest First) Date Modified (Newest First) File Size (Smallest First) Date Modified (Largest First) File Type (A-Z) File Type (Z-A) Yes Task Determines the Task that will be used to process the Batch Job. Select an option from the list box. Names of available Tasks Yes Delete Documents^ Determines whether the documents in the Batch Job are deleted from their source location after they have been output. Click the check box. Tick for Yes Blank for No* No Delete Batch Job Determines whether the Batch Job is deleted after it has been successfully started. Click the check box. Tick for Yes Blank for No* No *NOTE: ^CAUTION: NOTE: Indicates the default value. Selecting the Delete Documents configuration option permanently deletes all documents from their source location following output. To avoid losing documents ensure other copies are stored elsewhere. A SilentPrint3 Alert appears after selecting the Delete Documents and Delete Batch Job configuration options. Click the OK button to close the alert. SILENTPRINT3 USER GUIDE 61

62 BATCH JOBS Adding To add a Batch Job, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the Batch Jobs menu option to open the Batch Jobs page (Fig. 24). 3. Click the New button. 4. Add documents to the Batch Job. 5. If necessary, delete documents from the Batch Job. 6. If necessary manually specify the order of output of documents in the Batch Job. 7. Complete the required configuration options. 8. Click the Save button to save the Batch Job. 62 SILENTPRINT3 USER GUIDE

63 BATCH JOBS Editing To edit a Batch Job, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the Batch Jobs menu option to open the Batch Jobs page (Fig. 24). 3. Click the Batch Jobs list box then click the name of the Batch Job to edit. 4. If necessary, add documents to the Batch Job. 5. If necessary, delete documents from the Batch Job. 6. If necessary manually specify the order of output of documents in the Batch Job. 7. If necessary edit the configuration options. 8. Click the Save button to save the Batch Job. SILENTPRINT3 USER GUIDE 63

64 BATCH JOBS Deleting To delete a Batch Job, perform the following actions: 1. Open the interface (Fig. 6). 2. Click the Batch Jobs menu option to open the Batch Jobs page (Fig. 24). 3. Click the Batch Jobs list box then click the name of the Batch Job to delete. 4. Click the Delete button. 5. In the SilentPrint3 Confirmation, click the Yes button to delete the Batch Job or the No button to cancel the delete. 64 SILENTPRINT3 USER GUIDE

65 BATCH JOBS Starting To start a Batch Job so the documents it contains are processed by the Service, click the Start button when adding or editing a Batch Job. Following this, a SilentPrint3 Alert appears notifying you that the Batch Job is being processed. Click the OK button to close the alert. SILENTPRINT3 USER GUIDE 65

66 BATCH JOBS Performing Actions on Documents Adding Deleting When adding or editing a Batch Job, the following actions can be performed on documents: Adding Deleting Manually specifying the order of output To add one or more documents to a Batch Job being added or edited, perform the following actions on the Batch Jobs page (Fig. 24): 1. Click the Add button to open a Browse dialog. 2. Locate a document to add then click it to select it. To select multiple documents, hold the CTRL key then click each document in turn, or hold the Shift key then click the first document then the last document to select both documents and all documents in between. 3. Click the Open button to close the Browse dialog and add the document(s) to the Batch Job. To delete a document from a Batch Job being added or edited, click the Delete button (Fig. 25) next to the document on the Batch Jobs page (Fig. 24). Fig. 25 Delete button CAUTION: No confirmation of this action is presented and the document is immediately deleted from the Batch Job (but not the source location). Manually Specifying the Order of Output When adding or editing a Batch Job, the Sort By configuration option sorts the documents in the Batch Job in a predetermined way. However, if a bespoke order is required, documents can be ordered manually on the Batch Jobs page (Fig. 24). Click the Up button (Fig. 26) next to a document to move the document up in the list. Fig. 26 Up button 66 SILENTPRINT3 USER GUIDE

67 BATCH JOBS Click the Down button (Fig. 27) next to a document to move the document down in the list. Fig. 27 Down button NOTE: The order of documents in a Batch Job overrides the associated Task s Sort By configuration option. SILENTPRINT3 USER GUIDE 67

68 BATCH JOBS Summary Sheet If the Summary Sheet configuration option is enabled for the Task being used by a Batch Job, a summary sheet containing the following information is output after all documents: Printer Batch (internal name of the Batch Job) Started: Date and Time Ended: Date and Time Elapsed: n Days, n Hours, n Minutes, n Seconds File name Pages: n Bytes: n File name Pages: n Bytes: n Repeat MORE: For details about the Summary Sheet configuration option, refer to Tasks > Configuration Options > Output. 68 SILENTPRINT3 USER GUIDE

69 Job Files In this section the following information is included: Overview Creating Copy Count Order of Output Collation of Output SILENTPRINT3 USER GUIDE 69

70 JOB FILES Overview A Job File is an ASCII text file. It lists the path and file name of each supported document that requires printing or converting to PDF by the Service. It is a Job File that is placed in a Watched Folder instead of the documents themselves. 70 SILENTPRINT3 USER GUIDE

71 JOB FILES Creating Job Files can be created using any application capable of saving ASCII text such as Windows Notepad. In order for the Service to recognise a Job File, it must have a.job extension and job must be selected for a Task s File Types configuration option. EXAMPLE: MORE: MORE: BatchPrint.job For details about the File Types configuration option, refer to Tasks > Configuration Options > Input. For details about using Windows Notepad, refer to your Windows documentation or help. SILENTPRINT3 USER GUIDE 71

72 JOB FILES Specifying Documents The file names of documents listed in a Job File may be optionally quoted with double quotes and network file names referred to either via a UNC path or a mapped drive letter. EXAMPLE: All of the following entries are valid in a Job file: \\server1\ntdata\ccflist.doc C:\Files To Print\Book1.xls "H:\Shared doc files\pdf\customer0974.pdf" \\Server4\Accounts\quarter01_2003.xls 72 SILENTPRINT3 USER GUIDE

73 JOB FILES Copy Count When using a Job File, the copy count can be specified by including a pipe character ( ) and the number required directly after each file name. EXAMPLE: \\server1\ntdata\ccflist.doc 5 Output five copies of CCFLIST.DOC EXAMPLE: C:\Files To Print\Book1.xls 10 Output ten copies of Book1.xls NOTE: MORE: The copy count specified in a Job File overrides the Copies configuration option specified for a Task. For details about the Copies configuration option, refer to Tasks > Configuration Options > Output. SILENTPRINT3 USER GUIDE 73

74 JOB FILES Order of Output The order in which documents are listed in a Job File does not determine the order they are output. Instead, a Task s Sort By configuration option determines this. MORE: MORE: For details about the Sort By configuration option, refer to Tasks > Configuration Options > Input. For details about how documents are sorted prior to output, refer to Tasks > How Documents are Sorted. 74 SILENTPRINT3 USER GUIDE

75 JOB FILES Collation of Output When multiple copies have been defined in a Job File for multi-page documents, the pages in each document are output together before the next copy is output. SILENTPRINT3 USER GUIDE 75

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77 Log Files In this section the following information is included: Overview Configuring Tracing Levels Saving a Task Log File Saving Client Log Files SILENTPRINT3 USER GUIDE 77

78 LOG FILES Overview XML-based Log Files record much of the processing performed by the Client and Service. They predominantly help Funasset support staff and developers resolve issues. The Preferences page (Fig. 8) of the interface (Fig. 6) provides options to configure Log File tracing levels, and the Logs page (Fig. 28) enables Task Log Files and Client Log Files to be saved so they can be presented to Funasset. Fig. 28 Logs page NOTE: When presenting Log Files to Funasset, they must be added to a zip file then attached to a support ticket. 78 SILENTPRINT3 USER GUIDE