- Océ PRISMAaccess Stay in Control o User manual Web Submission
Copyright 2009 Océ 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 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 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. Edition: 1.0
Trademarks Trademarks Adobe, Acrobat, Reader and Distiller are registered trademarks of Adobe Systems Incorporated. PostScript 3 is a registered trademark of Adobe Systems Incorporated. Microsoft, Windows, Windows NT, Windows 98, Windows 2000, Windows XP, Windows Server 2003 are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Xerox, DigiPath, DocuSP and DocuTech are registered trademarks of the Xerox Corporation in the U.S. and/or other countries. Fiery, Command WorkStation and EFI are registered trademarks of Electronics for Imaging (EFI ), Inc. Products in this publication are referred to by their general trade names. In most, if not all cases, these designations are claimed as trademarks or registered trademarks of their respective companies. 3
Contents Contents Chapter 1 Introduction...5 Introduction...6 Chapter 2 'Login'/'Logout'...7 'Login'...8 'Logout'...9 Chapter 3 Services...11 Submit an order...12 Chapter 4 Orders...17 Orders overview...18 Change the sorting order...20 Preview documents...21 Accept or reject the proof PDF...22 Change the order...24 Delete an order...25 Chapter 5 Links...27 <user name> link...28 'Support' link...30 'Logout'...31 4
Chapter 1 Introduction
Introduction Introduction Definition The Web Submission service offers a digital solution for the print room (or print shop). It allows you to send your jobs (orders) to the print room, where the orders can be processed / printed digitally. When you send your order you fill in the job ticket (order specification). This order specification allows you to define job settings like covers, binding and delivery date. When you have defined the order and click 'Submit', the job is sent to the print room operator. The operator can process the order according to the settings you have entered in the order specification. Web Submission allows you to estimate the cost of the job. The 'Services' section shows the services that you can select. The 'Orders' section shows an overview of your orders. You can 'Open' or 'Delete' an order. When you open the order, you can change the order and view the document(s) in the order. You can 'View' an order when your order contains one PDF document. You cannot preview an order with multiple files. The print room operator must merge these files into one PDF document first. Web Submission You can start Web Submission: From an application Click the 'Print' option in the application. Select the printer 'Web Driver' and click '&OK'. The Web Submission is started in your default Web browser. From a Web browser Enter the Web Submission address in your Web browser. For easy access, you are advised to add the Web Submission page to your personal bookmarks. 6 Chapter 1 - Introduction
Chapter 2 'Login'/'Logout'
'Login' 'Login' Introduction Depending on the application configuration, it may be necessary to identify yourself. You have to enter your user name and password. Select 'Remember my user name and password.' to avoid manually logon. You must enable cookies in the browser to support this option. 'Login' 1. Enter your user name. 2. Enter your password. 3. Select 'Remember my user name and password.' to log on next time, without entering your user name and password. You must enable cookies in the browser to support this option. 4. Click 'Log in'. For easy access, you are advised to add the Web Submission page to your personal bookmarks. When you log on for the first time, the 'Preferences' dialog will appear. You must specify your preferences before you can continue. The operator in the print room needs your preferences. 8 Chapter 2 - 'Login'/'Logout'
'Logout' 'Logout' Introduction Depending on the application configuration, the 'Logout' link can be available for users. You are strongly advised to use the 'Logout' link to exit Web Submission. If you don't use the 'Logout' link, other users on your system may be able to access your jobs. 'Logout' 1. Click the 'Logout' link to exit Web Submission. The 'Login' dialog box appears. Chapter 2 - 'Login'/'Logout' 9
'Logout' 10 Chapter 2 - 'Login'/'Logout'
Chapter 3 Services
Submit an order Submit an order Introduction The 'Services' section shows the services that you can select. Execute the following steps to submit an order: Select the appropriate service. Select the original file(s). Select the file(s). In the print room, the file(s) are merged into one document. Fill in the order form. You can define how your order must be produced. Define the workflow. You can request information from the print room concerning the status of your order. Estimate the job cost. You can get an estimation of the costs for your order. Submit the order. Click 'Submit' to send your print job and the order form to the print room. Each order has a unique order number, that allows you to identify your order in the 'Orders' section. If Web Submission was launched from an application using the 'Print' option, the file is already added for this order. In this case, you cannot add other files to the order. Select the original file(s) 1. Select the original(s) for your order in 'Originals' section. Click the buttons to add your original file(s): 'Add digital file' The file types that can be added by the user are configured by the System Administrator. An error message will appear when you select a non-supported document type. 'Add paper original' The user submits a job ticket without an attached file to the Operator console. The user then sends the paper original to the print room, for example via internal mail. 12 Chapter 3 - Services
Submit an order 'Add other digital file' The user submits a job ticket without an attached file to the Operator console. This option can be used when the digital file cannot be added to the job yet. For example, a digital file on a CD. You must enter the file name for a paper original. You must enter a file name and extension for an other digital file. 2. Click 'Browse'. A dialog will appear that allows you to select the document that you want to use. 3. Browse to the document and click 'Open'. Step 3 applies to the 'Digital file' option only. 4. You can continue to add more file(s) to your order. 5. If you submit multiple files you must determine the order of your files. All files are combined into one document by the operator in the print room. Use the 'Up' and 'Down' buttons to set the order of your files. Use the 'Delete' button to remove a file. You can click the 'View' icon to preview a file. The file is opened in the appropriate application. If no application is associated to the document type that you want to view, the preview is not available. Fill in the order form 1. Fill in the order form in 'Output' section. When you submit the order, your 'Profile settings' are automatically added to the order form. Chapter 3 - Services 13
Submit an order Define the workflow 1. You can select option 'Notify me by email when:' 'The order is accepted.' You receive an email when the operator accepts your order. Your order can be accepted directly, or the operator can request you to change the order before the order can be produced. For example: You have requested 'Binding' = 'Wire-O-Bind' for the document. The operator can only staple the document. After you have submitted the changed order, the operator accepts the order. 'The order is ready.' You receive an email when the order is printed. 2. You can select option 'Send me a proof PDF.' This option is useful if your order contains multiple files. In the print room, these files are merged into one document. The operator sends you a proof PDF of the merged document. You can check the proof PDF to see if your order is correct. If the order is correct, you accept the order. If the order is incorrect, you can contact the operator and have the order corrected. 3. You can select option 'Copyright administration'. You must select this option to indicate that none of the submitted file(s) is copyright protected. The system administrator defines if these options are available to you. Estimate the job cost 1. Click the 'Job cost estimation' button. 2. Enter the total number of B&W pages and color pages of the order. The number of pages is used to estimate the job cost. 3. You can adjust the order form to adjust the job costs. The system administrator defines if the job cost estimation is available to you. 14 Chapter 3 - Services
Submit an order Submit the order 1. Click the 'Submit' button. The order is sent to the print room. The new order appears highlighted at the top of section 'Orders'. Each order has a unique order number, that allows you to identify your order in the 'Orders' section. Chapter 3 - Services 15
Submit an order 16 Chapter 3 - Services
Chapter 4 Orders
Orders overview Orders overview Introduction The 'Orders' section shows an overview of all your orders. You can perform the following actions: 'View' You can view the file of an order when your order contains one PDF document. You cannot preview an order with multiple files. The print room operator must merge these files into one PDF document first. 'Open' Use this option to change your order or to review a requested proof PDF. 'Delete' You can only delete orders with 'Order status': 'New', 'Change required' and 'Job is changed'. The active page can contain a number of orders. Click 'Next' or the specific page number to select another page. Columns The following columns are available # Column Icon 'Order number' 'Submission date' 'Delivery date' Description The icons represent the available order statuses. Displays the order number. Shows the date that the order was submitted. Shows the requested date and time that the order must be delivered to the customer. 18 Chapter 4 - Orders
Orders overview Column 'Order status' 'Actions' Description Shows the order status: 'Incoming' 'New' 'Accepted' 'Request for job change' 'Job is changed' 'Proof PDF sent' 'Proof PDF accepted' 'Ready' 'Finalized' 'Failed' 'View' You can view the file of an order when your order contains one PDF document. You cannot preview an order with multiple files. The print room operator must merge these files into one PDF document first. 'Open' Use this option to change your order or to review a requested proof PDF. 'Delete' You can only delete orders with 'Order status': 'New', 'Change required' and 'Job is changed'. Chapter 4 - Orders 19
Change the sorting order Change the sorting order Introduction The 'Orders' section shows an overview of all your orders. By default the orders are sorted by order number. You can sort, for example, all orders on submission date. Change the sorting order 1. Click the column header to apply ascending sorting or descending sorting. Sorting will take place on all your orders, not just the ones that are visible on the active page. 20 Chapter 4 - Orders
Preview documents Preview documents Introduction The 'View' button allows you to view the document that is attached to a specific order. A new window will appear that shows the document. You cannot preview an order with multiple files. The print room operator must merge these files into one PDF document first. If you have checked the 'Send me a proof PDF.' option you will receive an e-mail when the operator has merged the files. Preview documents 1. Click the 'View' button of the order for which you want to preview the attached document. A new window will appear that shows you the attached document. Web Submission will use your default viewer to open the documents, for example Adobe Reader. If no application is associated to the document type that you want to view, the preview is not available. 2. Close the window to return to the 'Orders' overview. Chapter 4 - Orders 21
Accept or reject the proof PDF Accept or reject the proof PDF Introduction You can request information from the print room concerning the status of your order. For example, you can select option 'Send me a proof PDF.' This option is useful if your order contains multiple files. In the print room, these files are merged into one document. The operator sends you a proof PDF of the merged document. You can check the proof PDF to see if your order is correct. If the order is correct, you accept the order. The operator in the print room can now print your order. If the order is incorrect, you can contact the operator and have the order corrected. Web Submission will use your default viewer to open the documents, for example Adobe Reader. If no application is associated to the document type that you want to view, the preview is not available. Accept or reject the proof PDF 1. Check the proof PDF via the link in the received email: # Step 1 Action Click the link in the email to preview the PDF document. If you have checked the 'Send me a proof PDF.' option you will receive an email when the operator has merged the files. Follow the directions in the email to preview the PDF document. or Check the proof PDF via the section 'Orders': # Step 1 2 or: Action Go to the order with 'Order status' = 'Proof PDF sent'. Click the 'View' button. The proof PDF opens. 22 Chapter 4 - Orders
Accept or reject the proof PDF # Step 1 2 3 Action Go to the order with 'Order status' = 'Proof PDF sent'. Click the 'Open' button. The 'Order information' dialog opens. Click the icon in the bottom-right quadrant in the 'Order information' dialog. The proof PDF opens. 2. If the order is correct, you accept the order. The 'Order status' becomes 'Proof PDF accepted'. The operator in the print room can now print your order. You must open the order, to accept the proof PDF. 3. If the order is incorrect, you can contact the operator and have the order corrected. Chapter 4 - Orders 23
Change the order Change the order Introduction You have submitted an order. Your order can be accepted directly, or the operator can request you to change the order before the order can be produced. For example: You have requested 'Binding' = 'Wire-O-Bind' for the document. The operator can only staple the document. You have submitted a password-protected file. The operator cannot open this file. After you have submitted the changed order, the operator accepts the order. If the operator requests that you change the order, the 'Order status' becomes 'Change required'. Change the order 1. Go to the order with 'Order status' = 'Change required'. 2. Click the 'Open' button. The 'Order information' dialog opens. 3. Change the order according to the remarks of the operator. You can add new files to the order. You can delete existing files from the order. You can change the order of the files. You can change the job ticket (order specification). You can click the 'View' icon to preview a file. The file is opened in the appropriate application. If no application is associated to the document type that you want to view, the preview is not available. 4. Click the 'Submit' button. The changed order is sent to the print room. The 'Order status' becomes 'Job is changed'. 24 Chapter 4 - Orders
Delete an order Delete an order Introduction The 'Orders' section shows an overview of all your orders. The 'Delete' option allows you to delete one or more orders from the list. Depending on the order status it may not be possible to delete orders. You can only delete orders with 'Order status': 'New', 'Change required' and 'Job is changed'. Delete an order 1. Go to the order that you want to delete from the list. 2. Click the 'Delete' button. The order will be deleted. Chapter 4 - Orders 25
Delete an order 26 Chapter 4 - Orders
Chapter 5 Links
<user name> link <user name> link Introduction The <user name> link allows you to specify your user information and settings, such as 'Language:' settings. Specify the 'Profile settings' 1. Click the <user name> link. 2. Click the 'Edit' button. The 'Edit profile' dialog opens. 3. 'User information': Define the 'Profile settings'. When you submit the order, your 'Profile settings' are automatically added to the order form. 4. 'Email notifications': You can select option 'Notify me by email when:' 'The order is accepted.' You receive an email when the operator accepts your order. Your order can be accepted directly, or the operator can request you to change the order before the order can be produced. For example: You have requested 'Binding' = 'Wire-O-Bind' for the document. The operator can only staple the document. After you have submitted the changed order, the operator accepts the order. 'The order is ready.' You receive an email when the order is printed. 5. 'Preferences': Select the display language. You can change your password of 'Web Submission': Click 'Change password'. The 'Change password' dialog opens. Type the existing password in field 'Old password:'. Type the new password in field 'New password:'. Confirm the new password in field 'Confirm new password:'. Click 'OK' to confirm the changes. 6. Click 'OK' to confirm the changes. 28 Chapter 5 - Links
<user name> link The system administrator defines if these options are available to you. Chapter 5 - Links 29
'Support' link 'Support' link The 'Help' link Click the 'Help' link to open the help file of Web Submission. 'Contact your printroom' This section contains the contact information for the print room. 'About' This section contains: The version information of this application 'Downloads' Click the 'Downloads' link to open the 'Downloads' dialog. 'In this section you can download applications and printer drivers.' In this section you can download the manual of 'Web Submission'. 30 Chapter 5 - Links
'Logout' 'Logout' Introduction Depending on the application configuration, the 'Logout' link can be available for users. You are strongly advised to use the 'Logout' link to exit Web Submission. If you don't use the 'Logout' link, other users on your system may be able to access your jobs. 'Logout' 1. Click the 'Logout' link to exit Web Submission. The 'Login' dialog box appears. Chapter 5 - Links 31
Index Index Add digital file Add digital file...12 Add other digital file Add other digital file...12 Add paper original Add paper original...12 C Change order Request for job change...24 Columns Columns...18 Contact your printroom Contact your printroom...30 D Delete Delete...25 Downloads Downloads...30 E Email Proof PDF...22 Email notifications Accept...28 Ready...28 J Job cost estimation Job cost estimation...12 L Login Login...8 Logout Logout...9, 31 O Open Proof PDF...22 Order Delete...18 Open...18 View...18 Order form Order form...12 Order number Order number...12 Orders Orders...6 Originals Originals...12 P Preferences Change password...28 Display language...28 Preview Preview...21 Multiple files...21 Print room Print room...6 Print shop Print shop...6 R Remember my user name and password Remember my user name and password...8 Request for job change Request for job change...24 S Sorting order Sorting order...20 Submit Submit...12 U User information Profile settings...28 32
Index W Workflow Workflow...12 33
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