Document Manager 2.0 - OfficeMax Workplace

Document Manager 2.0 - OfficeMax Workplace
Document Manager 2.0
Corporate Administrator Guide
Introduction to the Corporate Administrator Guide
Document Manager 2.0 is the Web to Print ordering application for OfficeMax
ImPress. Many features and functionality are available to you as a user, including
the ability to store files in a personal filing cabinet and select contacts listed in a
personal address book. The ordering process is straightforward and gives you the
ability to order from your filing cabinet, upload adhoc files from your computer, and
order from a catalog of documents that may include variable data items. Users are
able to track their jobs and view their order history with ease. With a simple and
user-friendly, online interface, orders can be placed quickly and effortlessly.
For more information on placing an order using Document Manager 2.0 see the
Document Manager User Guide.
As a Corporate Administrator you will have the ability to make changes to
Document Manager 2.0. Among the changes that can be made are creating preconfigured items, creating personalized items, and managing user groups. This
guide will walk you through the options a Corporate Administrator has in
Document Manager 2.0.
Contents
Introduction to the Corporate Administrator Guide ............................................................................... 1
Corporate Account Contact Information...................................................................................................... 5
Add a Group............................................................................................................................................................. 7
Delete a Group ........................................................................................................................................................ 9
Creating Approvals in Document Manager .............................................................................................. 11
Creating Approvals in Document Manager Using a Threshold .................................................... 15
Map a Delivery Service..................................................................................................................................... 19
Upload File ............................................................................................................................................................ 19
Upload InDesign File ......................................................................................................................................... 26
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Upload a Zip File ................................................................................................................................................. 32
Delete a Filing Cabinet Item ........................................................................................................................... 38
Rename a Filing Cabinet File ......................................................................................................................... 42
Add a New Folder ............................................................................................................................................... 46
Copy a Filing Cabinet Item .............................................................................................................................. 50
Move a Filing Cabinet Item ............................................................................................................................. 54
Map a Filing Cabinet Item ............................................................................................................................... 58
Pre-Configured Item - Update File .............................................................................................................. 62
Pre-Configured Item - Rename ..................................................................................................................... 62
Create Kit ............................................................................................................................................................... 67
Creating a Pre-Configured Item .................................................................................................................... 72
The Document Information Tab ................................................................................................................... 73
Displaying File Information in Item Details ........................................................................................ 73
Changing the Page Size of a Document.................................................................................................. 73
Replace Existing Pre-Configured Item File .......................................................................................... 74
Replace Catalog Image ................................................................................................................................. 76
Item Details Tab.................................................................................................................................................. 78
Change Document Name ............................................................................................................................. 78
Add/Change Short Description ................................................................................................................ 79
Add/Change Long Description ................................................................................................................. 80
Setting Display Options for Document Name and Descriptions .................................................. 81
Add Tabs Tab ....................................................................................................................................................... 83
Inserting a Tab ................................................................................................................................................ 83
Inserting Tabs via a CSV File Upload...................................................................................................... 85
Pricing and Quantity Tab ................................................................................................................................ 89
Buyer Enters Quantity ................................................................................................................................. 89
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Buyer Chooses Quantity .............................................................................................................................. 90
Delete a Quantity from “Buyer Chooses Quantity” ........................................................................... 96
Add a Quantity to “Buyer Chooses Quantity” ...................................................................................... 99
Setting a Minimum Order Quantity ...................................................................................................... 104
Entering Production Notes ...................................................................................................................... 105
User Settings ...................................................................................................................................................... 106
Changing Users Contact Information ................................................................................................... 106
Deleting a User.............................................................................................................................................. 109
Viewing Users in a Group ......................................................................................................................... 110
Searching for a User .................................................................................................................................... 112
Adding a User(s) to a Group .................................................................................................................... 113
Deleting a User(s) from a Group ............................................................................................................ 115
Setting Address Book Access Roles ...................................................................................................... 117
Setting Filing Cabinet Access Roles ...................................................................................................... 120
Assigning Approvers .................................................................................................................................. 122
Order Templates............................................................................................................................................... 124
Creating an Order Template .................................................................................................................... 124
Deleting an Order Template .................................................................................................................... 127
Edit an Order Template ............................................................................................................................. 128
Personalized Products ................................................................................................................................... 129
What is a Personalized Product ............................................................................................................. 129
XMPie................................................................................................................................................................ 130
Adding a Microsoft Word or Microsoft Publisher Personalized Product .............................. 130
Adding an Adobe InDesign Personalized Product .......................................................................... 132
Deleting a Personalized Product............................................................................................................ 134
Introduction to the Web Form................................................................................................................ 135
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Add/Edit Title ........................................................................................................................................... 135
Add/Edit Long Description ................................................................................................................. 137
Set Item Identifier ................................................................................................................................... 139
Sections Introduction ............................................................................................................................ 141
Adding a Section ...................................................................................................................................... 141
Renaming a Section ................................................................................................................................ 143
Adding/Editing Instructional Text for a Section ......................................................................... 145
Rearrange Sections ................................................................................................................................. 147
Adding Fields to a Section .................................................................................................................... 148
Removing Fields from a Section ........................................................................................................ 150
Arranging Fields in a Section .............................................................................................................. 153
Creating a Field Group ........................................................................................................................... 156
Editing a Field Group ............................................................................................................................. 159
Deleting a Field Group ........................................................................................................................... 162
Creating Container Fields ..................................................................................................................... 164
Editing a Container Field ...................................................................................................................... 167
Deleting a Container Field.................................................................................................................... 169
Creating a Required Field Group ....................................................................................................... 172
Editing a Required Field Group ......................................................................................................... 175
Deleting a Required Field Group ....................................................................................................... 178
Delete a Field............................................................................................................................................. 180
Add Data Column Field.......................................................................................................................... 182
Field Types Introduction ...................................................................................................................... 184
Create/Edit a Text Field........................................................................................................................ 185
Create a Drop-down Field .................................................................................................................... 187
Creating a Radio Button Field............................................................................................................. 195
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Creating a Checkbox Field .................................................................................................................... 205
Setting Field Logic Options .................................................................................................................. 207
List Manager....................................................................................................................................................... 209
Add Drop-down/Radio Button List ...................................................................................................... 209
Upload a Drop-down/Radio Button List............................................................................................. 214
Add a Name/Value Combination to a List .......................................................................................... 220
Delete a Name/Value Combination to a List ..................................................................................... 223
Add Image List .............................................................................................................................................. 225
Copy List .......................................................................................................................................................... 229
Delete List ....................................................................................................................................................... 230
View List Usage............................................................................................................................................. 231
Appendix A: Print & Binding Specifications .......................................................................................... 233
Appendix B: Finishing Options ................................................................................................................... 235
Appendix C: Creating a Mail Merge in Microsoft Word, Microsoft Publisher, or Adobe
InDesign (Data Merge) ................................................................................................................................... 236
Corporate Account Contact Information
For each corporate account that is setup a main contact is also setup on the account. This
contact is the primary contact on the account and is the person we will contact for issues
on the site. To change the contact information on your corporate account, follow the steps
below.
1. From the Admin page click on Edit under Contact Info.
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2. Replace the information listed under the Address Information section with the
corporate account main contact information.
3. Click Save.
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Add a Group
To add a new group to your corporate account, follow the steps below.
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1. From the Admin page click on Edit under Group Settings.
2. In the Group Name field enter the name of the new group.
3. In the Group Type drop-down select Group.
4. Click Add Group.
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Delete a Group
To delete a group from your corporate account follow the steps below.
Important: Any files, pre-configured items, and address book recipients associated with
the group you are deleting will be deleted permanently from your corporate account.
Note: All users will need to be removed from the group before it can be deleted. See the
section on “Deleting a User” for more information on removing users from a group.
1. From the Admin page click on Edit under Group Settings.
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2. Select the checkbox(s) in the Select Column next to the group(s) that you would like
to delete.
3. Click Delete Selected.
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Creating Approvals in Document Manager
Approval payment methods allow you to require that a user’s order is approved before it is
sent to a producing location. Each time an order is placed using this payment method the
entire order will require approval. An email is sent to an approver asking them to review
the order and then approve or decline it. Once the order is approved the order is
automatically sent to the producing location. To create an approval payment method follow
the steps below.
Note: To assign an approver to an approval payment method see the section Users:
Assigning Approvers.
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group you would like to add the approval payment method to.
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3. Under the Master Admin section of the Manage Groups page click on Add Payment
Method.
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4. Enter the name of your Approval Payment method in the Payment Method Name
field.
5. Uncheck the checkbox for Display Account Textbox.
Important: If Display Account Textbox is checked users will not be able to place orders
using this payment method.
6. Under Approval select the radio button for Group Admin.
7. Click the Submit button.
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Creating Approvals in Document Manager Using a Threshold
To add an Approval Payment Method using a threshold follow the steps below.
An approval payment method with a threshold can be created which would require the
user to get approval if their order goes over a certain dollar threshold. For example, if a
payment method has a threshold of $500.00 and a user places an order over $500 the
approver for that payment method will need to approve the order. This is a per order
threshold and is not considered a budget for the user. Once the order is approved the order
is automatically sent to the producing location. To create an approval payment method
with a threshold follow the steps below.
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group you would like to add the approval payment method to.
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3. Under the Master Admin section of the Manage Groups page click on Add Payment
Method.
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4. Enter the name of your Approval Payment method in the Payment Method Name
field.
5. Uncheck the checkbox for Display Account Textbox.
Important: If Display Account Textbox is checked users will not be able to place orders
using this payment method.
6. Under Threshold Approval select the radio button for Group Admin.
7. Enter the threshold amount in the Max Threshold field.
8. Click the Submit button.
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Map a Delivery Service
All corporate accounts are setup with delivery options specific to the needs of your
company. For example, Pickup, Delivery, and Ground Delivery are common options. Please
don’t make changes to this area. To request changes, contact your OfficeMax ImPress
Account Manager.
Upload File
“Upload File” is used to upload file(s) that you would like to store in one of your Filing
Cabinets or folders within a filing cabinet.
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group you would like to add the file to.
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3. Click on the name of the Filing Cabinet.
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4. To upload your file(s), click on the link named “Upload File” listed under the section
named “Add Documents”.
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Note: Supported file types are listed under the section named “Preferred Applications and
File Types Include”.
5. Click on “Browse” under the section named “File Name” to begin the process of
uploading your file. Next, select the file that needs to be uploaded.
6. Include a description of the file if you would like.
7. Select the appropriate filing cabinet or folder within a filing cabinet to save your file
to by clicking on the drop-down arrow under “Save Files to File Cabinet”.
Note: You may upload up to six files at once, which includes zip files.
8. Click on the button named “Upload and Continue” at the bottom of the page.
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Note: Once the upload has been completed for your file(s), you may upload additional
batches of six files until you have completed the upload.
9. Your files will go through a conversion process, and if applicable, convert to Adobe
PDF. View your conversion results and click on “Continue”.
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10. The filing cabinet that you just uploaded file(s) to will display along with the file(s)
that are currently living inside that cabinet which will include the file(s) that you
have just uploaded.
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Upload InDesign File
“Upload InDesign Files” is used to upload InDesign file(s) that you would like to
store in one of your filing cabinets or folders within a filing cabinet.
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group you would like to add the InDesign File to.
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3. Click on the name of the Filing Cabinet.
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4. To upload InDesign files, click on the link named “Upload InDesign Files”
listed under the section named “Add Documents”.
5. In the section named “File Information,” click on the “Browse” button to
select your InDesign file for upload.
6. Next, in the section named “Zip of Supporting Files/Artwork,” click on the
“Browse” button to select your Zip file of supporting files or artwork, if
applicable.
Note: The zip file containing your supporting files should mimic the folder structure of the
folder containing your Adobe InDesign file. For example, if you have a folder called links,
the folder and all of its content should be in the zip file.
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7. Select the desired filing cabinet or folder within a filing cabinet to save your
file(s) to by clicking on the drop-down arrow under “Save Files To”.
8. Enter a description, if necessary.
9. Scroll to the bottom of the page and click on “Upload and Continue”.
Note: Notice the possible upload times for your file(s) listed under the section named
“Upload Times”.
Note: CS3, CS4, CS5 and CS5.5 files are only supported at this time.
10. Your files(s) will go through a conversion process. View your conversion
results and click on “Continue”.
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Note: If Document Manager 2.0 is unable to process your file an error message will be
displayed. This error message will help guide you in the steps you need to take to fix the
issue with your file.
11. The filing cabinet that you just uploaded InDesign file(s) to will display along
with the file(s) that are currently living inside that cabinet which will include
the file(s) that you have just uploaded.
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Upload a Zip File
If you have multiple files to load to a filing cabinet use a zip file containing those
files. Once the zip is uploaded Document Manager 2.0 will create a folder within
your filing cabinet containing all the files that you added to the zip. To upload a
zip file to your filing cabinet follow the steps below.
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group you would like to add the Zip File to.
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3. Click on the name of the Filing Cabinet.
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4. To upload your zip file, click on the link named “Upload File” listed under the section
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named “Add Documents”.
Note: Your zip file can contain any of the supported file types listed under the section
named “Preferred Applications and File Types Include”.
5. Click on “Browse” under the section named “File Name” to begin the process of
uploading your zip file. Next, select the file that needs to be uploaded.
6. Include a description of the file if you would like.
7. Select the appropriate filing cabinet or folder within a filing cabinet to save your file
to by clicking on the drop-down arrow under “Save Files to File Cabinet”.
Note: You may upload up to six zip files at once.
8. Click on the button named “Upload and Continue” at the bottom of the page.
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Note: Once the upload has been completed for your file(s), you may upload additional
batches of six files until you have completed the upload.
9. The files within your zip file will go through a conversion process, and if applicable,
convert to Adobe PDF. View your conversion results and click on “Continue”.
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10. A folder will display within the filing cabinet that was selected with the name of the
zip file that you uploaded. All the files within that zip will be available within the
folder that was created.
Delete a Filing Cabinet Item
There may be times when it becomes necessary to delete an item from a filing cabinet. An
item could be a file, pre-configured item, kit or folder. To delete an item from the filing
cabinet follow the steps below
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group you would like to delete an item from.
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3. Click on the name of the Filing Cabinet.
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4. Click on the selection box next to the item(s) name that you would like to delete.
5. If deleting a folder that contains files you must select the checkbox named “Delete
folders that contain files” next to the delete button.
6. Below the file and folder listing, in the area called “Delete Files/Folders,” click on
“Delete”.
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7. The page will refresh to display the items in the filing cabinet, minus the item(s) that
you just deleted.
Rename a Filing Cabinet File
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group containing the item you would like to delete.
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3. Click on the name of the Filing Cabinet.
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4. Click on the file name that you would like to rename. The “Manage
Document” page will display.
5. In the field named “File Name,” enter your new file name. (Note: File name
must still contain the appropriate file extension such as the following: .doc,
.xls, .ppt, etc.)
6. Click on the button named “Submit.”
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7. The page will refresh and display the files and folders in the filing cabinet,
along with the file that you just renamed.
Add a New Folder
To add a folder to an existing filing cabinet or an existing folder, follow the steps below.
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group you would like to add your folder to.
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3. Click on the name of the Filing Cabinet.
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4. Scroll down to the bottom of the page and enter the name of the folder that you
would like to create listed under “Add New Folder”.
5. Click on “Add” next to the folder name you just entered.
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6. The page will refresh and your new folder will display.
Copy a Filing Cabinet Item
There may be times when it may be beneficial to copy item(s) to another folder or filing
cabinet. To copy an item to another filing cabinet and/or folder follow the steps below.
Note: Any changes made to the item that was copied will not be reflected in the copied
item.
Note: You need the appropriate Read, Add, Edit and Delete privileges for the filing cabinet
you are copying from and to. See “Setting Filing Cabinet Access Roles” in User Settings for
more information on assigning privileges.
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group that the item you would like to copy is located in.
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3. Click on the name of the Filing Cabinet.
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4. Click on the selection box next to the item(s) that you would like to copy.
5. Below the file and folder listing, click on the drop-down arrow under “Copy Selected
Items To” and select the filing cabinet or folder that you wish to copy the selected
item(s) to.
6. Click on the button named “Copy”.
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7. The page will refresh and display the files and folders in the filing cabinet; including
the item(s) you just copied.
Move a Filing Cabinet Item
There may be times when it may be beneficial to move item(s) to another folder or filing
cabinet. To move an item to another filing cabinet and/or folder follow the steps below.
Note: You need the appropriate Read, Add, Edit and Delete privileges for the filing cabinet
you are copying from and to. See “Setting Filing Cabinet Access Roles” in User Setup for
more information on assigning privileges.
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group that the item you would like to move is located in.
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3. Click on the name of the Filing Cabinet.
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4. Click on the selection box next to the item(s) that you would like to move.
5. Below the file and folder listing, click on the drop-down arrow under “Move Selected
Items To” and select the filing cabinet or folder that you wish to move the selected
item(s) to.
6. Click on the button named “Move”.
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7. The page will refresh and display the files and folders in the filing cabinet; including
the item(s) you just moved.
Map a Filing Cabinet Item
Mapping filing cabinet items allows you to create a link or shortcut to the original filing
cabinet item in the mapped folder. Any changes made to the original document will also be
made to all of the mapped documents. This is different from copying an item. When a filing
cabinet item is copied, a separate copy of the item is made. Changes to one of the items,
will result in the other item not being revised.
Note: Changes made to the mapped items will also update the original document.
Note: Pre-configuring an item will break any links to that item.
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1. From the Admin page click on Edit under Group Settings.
2. Click the name of the group where the item you would like to map is locate.
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3. Click on the name of the Filing Cabinet.
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4. Select the checkbox(s) for each item(s) you would like to map.
5. In the Map Selected Items To drop-down menu select the location to map the item
to.
6. Click Map.
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Pre-Configured Item - Update File
To update an existing pre-configured item with a new file see the section “Replace Existing
Pre-Configured Item File”.
Pre-Configured Item - Rename
To rename an existing pre-configured item follow the steps below.
1. From the Admin page click on Edit under Group Settings.
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2. Click the name of the group where the item you would like to map is locate.
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3. Click on the name of the Filing Cabinet.
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4. Click the name of the item you would like to rename.
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5. From the Pre-Configured Item page click on the Item Details tab.
6. In the Name field change enter the new name for your document.
7. Click the Save Preconfigurations button.
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Create Kit
The Create Kit option allows users to select multiple filing cabinet items and combine them
into one item. Filing Cabinet Items need to be preconfigured prior to adding to a kit.
Warehouse items that are mapped to the Filing Cabinet can also be added to a kit.
To create a kit, follow the steps below.
Note: Individual items need to be uploaded to the filing cabinet prior to using the Create
Kit function.
1. From the Admin page click on Edit under Group Settings.
2. Click the name of the group where the item you would like to map is locate.
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3. Click on the name of the Filing Cabinet.
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4.
5.
6.
7.
Click the Create Kit icon.
In the Name field enter the Kit Name.
Enter a Description for the kit in the Description field.
To upload an icon click on “Browse” under the Icon section to begin the process of
uploading an icon. Next, select the file to be used for the icon.
Note: The only file type supported for the icon is a jpeg.
8. Click on Upload.
9. Click the Select Items button to locate the items that will be used with the kit.
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10. The Add Items to Kit page will display with the Corporate Default as your default
filing cabinet. From here select the filing cabinet containing the items you would like
to add to your kit.
11. Select the desired Filing Cabinet items by placing a check in the checkbox next to
each of the items you would like to add to the kit.
12. Click the Add Items button.
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13. Repeat steps 9 through 12 to add additional items from other filing cabinets.
14. The items that you selected are now displayed in the Items in Kit section.
15. Optional: You can assign different quantities for each item in the kit. This allows you
to specify the number of copies for a specific item for each quantity of the kit
ordered. To change a quantity on an individual item in the kit, enter the new
quantity in the text box under the Quantity column for each item.
For example, if your kit consists of two documents, a Instructor Guide and a
User’s Guide, you set them up so for a quantity of 1 ordered on the kit the
user will receive 1 Instructor Guide and 25 User’s Guides.
16. Click the Map Kit to Filing Cabinets button.
17. Select the desired Filing Cabinet(s) for your kit by selecting the checkbox in the
Select column next to each of the filing cabinets.
18. Click the Map to Cabinet(s) button.
19. Optional: Add any Advanced Finishing Options - Order Level items required for your
kit.
20. Optional: Add any Production Charges - Order Level items required for your kit.
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Note: Depending on your corporate account setup you may or may not see order level
finishing items or production charge items.
21. Click the Save button.
Creating a Pre-Configured Item
A pre-configured item is an item that has been made available by a corporate
administrator, placed into your catalog and includes production instructions. This allows
you to setup standard documents that are then made available to users on the site. Users
placing an order for a catalog item would not be prompted to enter print production
instructions as they have already been configured.
The minimum steps required to setup a basic pre-configured item are shown below. The
following sections will walk you through the advanced features when pre-configuring an
item.
1. From the Item Configuration tab you can set the print production instructions for
your catalog item.
2. In the Format drop-down you will need to select either Black and White or Color
print. Along with that selection you will also need to indicate if your copies are
single sided or double sided. For example, if you want to print in color double sided
you would select “Color - Double Sided”.
3. In the Paper drop-down menu select a paper. Paper is associated with the format
you select and will change based on the selection you make for format. In some
cases (i.e. Bright, Bright Covers, Pastel and Pastel Index) you will need to choose a
color from the Color drop-down menu.
4. Optional: Select your binding and covers.
Note: See Appendix A for more details on Print and Binding Options
5. Optional: Use the Page Exception feature if one or more pages in your document
require different print options.
6. Optional: Click on Finishing Options to select any required finishing items such as
laminating or cutting.
Note: See Appendix B for the available Finishing Options.
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7. Click the Save Preconfigurations button.
The Document Information Tab
The document information tab displays information about your file, such as file name,
number of pages in the file and the file page size.
Displaying File Information in Item Details
To display either the number of pages or the file page size in the item details follow the
steps below.
1. From the Document Information tab select the checkbox next to Display in Item
Detail for either pages or page size.
2. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
Changing the Page Size of a Document
It is possible to change the pre-configured page size of your document. This will not enlarge
or reduce the actual file. This is used to change the size of the paper that your file will print
on. To change the page size, follow the steps below.
1. From the Document Information tab select the page size from the Page Size dropdown.
Note: Changes to the page size may affect the papers that are available on the Item
Configuration tab. Also, your document will now price at the new page size.
2. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Replace Existing Pre-Configured Item File
To update an existing pre-configured item with a new file follow the steps below.
1. From the Document Information tab, click on the Update Document button.
2. From the Manage Documents page click on “Browse” to begin the process of
replacing your file. Next, select the file that needs to be uploaded.
3. Click the Upload button.
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4. On the Conversion Results page click the Continue button.
5. Click on the Submit button.
6. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Replace Catalog Image
The catalog image is the image that displays to the user while viewing the item in the
catalog. By default this image is the first page of your file. If you would like to change the
catalog image, follow the steps below.
1. From the Document Information tab, click on the Replace Product Image button.
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2. Select the file that you would like to use as the new catalog image by clicking the
Browse button.
Note: The following file types are supported: JPG, PNG, GIF
3. Click the Upload button.
4. Click the Save button on the bottom of the page.
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5. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
Item Details Tab
Change Document Name
To change the name of your pre-configured item, as it is displayed in the catalog, follow the
steps below.
Note: When doing a search in your catalog, Document Manager 2.0 will use the Document
Name field to do its search.
1. From the Item Details tab, enter the new name of your file in the Name field.
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Note: This will not change the name of the file you uploaded to your pre-configured item.
2. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
Add/Change Short Description
The short description is a description that can be added to your pre-configured item to
relay more information about that document to the end user. The short description appears
directly under the Title in both the catalog view and the thumbnail view. To add or change
a short description, follow the steps below.
Note: The short description is limited to 50 characters.
1. From the Item Details tab, enter the short description in the Product Short
Description text field.
2. Optional: You can make changes to the way your text will display by using the tools
in the Product Short Description tool bar. For instance you can change your text to
bold or blue.
3. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Add/Change Long Description
The long description is a description that can be added to your pre-configured item to relay
more information about that document to the end user. The long description appears
directly under the short description thumbnail view only. To add or change a long
description, follow the steps below.
Note: The long description is limited to 1013 characters.
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1. From the Item Details tab, enter the long description in the Product Long
Description text field.
2. Optional: You can make changes to the way your text will display by using the tools
in the Product Long Description tool bar. For instance you can change your text to
bold or blue.
3. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
Setting Display Options for Document Name and Descriptions
The display of the document name, short description and long description can be turned on
or off in the thumbnail preview. To turn on or off the document name, short description or
long description in the thumbnail preview, follow the steps below.
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Note: The document name, short description and long description will continue to display
in the catalog view.
1. From the Item Details tab, check or un-check the Display in Item Detail checkbox
for each of the display options you want to turn on or off.
2. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Add Tabs Tab
Inserting a Tab
To add tabs to your pre-configured document follow the steps below.
1. From the Item Details tab, click the Insert button after the page where you
want to insert the tab.
Note: If your document is double sided, the tabs can only be inserted after the back side.
2. In the Type drop-down select the type of tabs you would like to insert.
3. In the Font Choice drop-down select the font you would like on your tabs.
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4. In the Line 1 field enter the text for line 1.
5. In the Line 2 field enter the text for line 2.
6. In the Line 3 field enter the text for line 3.
Note: The maximum number of characters per line is 19.
7. Click Insert.
8. Repeat steps 2-8 for each tab that should be inserted.
9. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Inserting Tabs via a CSV File Upload
If you have a large amount of tabs to add to your document it may be more efficient to use a
CSV file. To add tabs by CSV file follow the steps below.
1. From the Item Details tab, click the Add Tabs by CSV button.
2. Click on the Template link in the first bullet that reads “Upload a list of tabs by
downloading the template, adding the…”.
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3. Download the CSV Template.
Note: The recommended format to use when uploading your tabs is CSV.
4. Open the CSV file that you just downloaded. You will see 4 columns:
Document Index (Column A): This column indicates which file the tab
should be associated with. When creating a pre-configured item this should
always be set to 1.
Insert Tab After Page (Column B): This column indicates what page you
want the tab to go after.
Line 1 (Column C): This column indicates what you want the first line of
text on the tab to be. The maximum number of characters is 19.
Line 2 (optional) (Column D): If necessary, this column indicates what you
want the second line of text on the tab to be. The maximum number of
characters is 19.
Line 3 (optional) (Column E): If necessary, this column indicates what you
want the third line of text on the tab to be. The maximum number of
characters is 19.
5. Complete the Excel spreadsheet with your tab labels and save it to your computer.
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6. In the Tab Type drop-down menu select the desired type of tab.
7. In the Font Choice drop-down select the font you would like to use for your tabs.
Note: The Tab Type and Font Choice selection will apply to all tabs in your CSV file.
8. Click the Browse button next to Upload Bulk Spreadsheet.
9. Click the Upload button.
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10. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
Note: If you have uploaded the CSV and want to change the order of your tabs, you will
need to manually delete each tab first, and then upload the revised CSV.
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Pricing and Quantity Tab
Buyer Enters Quantity
When your pre-configured item is set to “Buyer Enters Quantity” the end user placing the
order will be presented with a text field where they will be able to enter any quantity for
that pre-configured item. To change your pre-configured item to Buyer Enters Quantity,
follow the steps below.
Note: Pre-configured items default to Buyer Enters Quantity.
1. From the Pricing & Quantity tab in the Quantity Options drop-down select Buyer
Enters Quantity.
2. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Buyer Chooses Quantity
When your pre-configured item is set to “Buyer Chooses Quantity” the end user placing the
order will be presented with a drop-down menu of quantity choices where they will be able
to select a quantity for that pre-configured item. To change your pre-configured item to
“Buyer Chooses Quantity” follow the steps below.
Note: When using Buyer Chooses Quantity the user is restricted to the values you enter and
will not have the ability to enter a quantity outside the available quantities in the quantity
drop-down.
1. From the Pricing & Quantity tab in the Quantity Options drop-down select Buyer
Chooses Quantity.
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2. The Add/Edit Specific Quantities dialog box will display. To enter your new
quantities, use one of the options listed below.
Quantity Tiers – Use this option if you have four or less quantities to add.
Enter each of your quantities into one of the available text boxes in the
Quantity Tiers section.
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New Quantities – Quantities can be added by typing the quantities in the
text box, separated by a comma, and clicking the +Add Quantity button. The
quantities are displayed in the Quantity Tiers section.
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Equal Increments – Enter the Min Start Quantity, Max End Quantity, and
Increments Of in the appropriate text boxes. For example to build a quantity
drop-down with values of 25, 50, 75 and 100 enter a value of 25 for the Min
Start Quantity, enter a value of 100 for the Max End Quantity and a value of
25 for the Increments Of. Click the Generate Quantities button. The
quantities are displayed in the Quantity Tiers section.
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3. In the Quantity Tiers section set the default value by selecting the radio button, in
the Default column, next to the quantity you would like to be the default.
4. Click the Apply button.
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5. The quantities you entered will display under Current Quantities on the Pricing &
Quantity tab.
6. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Delete a Quantity from “Buyer Chooses Quantity”
To delete a quantity from an existing buyer chooses quantity drop-down follow the steps
below.
1. From the Pricing & Quantity tab click on Edit next to the Current Quantities
section.
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2. The Add/Edit Specific Quantities dialog box will display.
3. In the Quantity Tiers section click the Delete button next to each of the quantities
you would like to delete.
Note: If you delete the default quantity the next value in the list will become the default
value. To change the default to a new value, select the radio button, in the Default column,
next to the new default value.
4. Click the Apply button.
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5. Your new quantities will display under Current Quantities on the Pricing & Quantity
tab.
6. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Add a Quantity to “Buyer Chooses Quantity”
To add a quantity from to an existing buyer chooses quantity drop-down follow the steps
below.
1. From the Pricing & Quantity tab click on Edit next to the Current Quantities
section.
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2. The Add/Edit Specific Quantities dialog box will display. To enter your new
quantities, use one of the options listed below.
New Quantities – Quantities can be added by typing the quantities in the
text box, separated by a comma, and clicking the +Add Quantity button. The
new quantities are added to the existing quantities and then displayed in the
Quantity Tiers section.
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Equal Increments – Enter the Min Start Quantity, Max End Quantity, and
Increments Of in the appropriate text boxes for the new quantities. For
example to build add to the quantity drop-down the values of 100, 200, 300,
400 and 500 enter a value of 100 for the Min Start Quantity, enter a value of
500 for the Max End Quantity and a value of 100 for the Increments Of. Click
the Generate Quantities button. The new quantities are added to the
existing quantities and then displayed in the Quantity Tiers section.
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3. If you need to change the default quantity in the Quantity Tiers section, set the
default value by selecting the radio button in the Default column, next to the
quantity you would like to be the default.
4. Click the Apply button.
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5. The new quantities you entered will display along with the previously entered
quantities under Current Quantities on the Pricing & Quantity tab.
6. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Setting a Minimum Order Quantity
To set the minimum order quantity on a pre-configured item, follow the steps below.
1. From the Pricing & Quantity tab enter the minimum order quantity in the Minimum
Order text box.
2. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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Entering Production Notes
To add special instructions or production notes to your pre-configured item follow the
steps below.
Note: You may incur additional charges on your order for services requested in production
notes. These charges will be added to your order by the producing location.
1. From the Pricing & Quantity tab enter your production notes in the Production
Notes text box.
2. If you have completed making changes to your pre-configured item click the Save
Preconfigurations button. Else, click on the next tab to make further configuration
changes.
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User Settings
The Users link of the Document Manager 2.0 Admin page will allow you to do several things
including changing a user’s contact information, adding and removing Users from an
existing group, and setting access rights for a group’s filing cabinet and address book.
Changing Users Contact Information
When a user is initially created in Document Manager 2.0 their contact information is
loaded from OfficeMax Solutions (www.officemaxsolutions.com). End users have the ability
to change this information from the My Account link. If you need to make these changes on
behalf of the user follow the steps below.
Note: Changes made to contact information in Document Manager 2.0 will not be reflected
in OfficeMax Solutions.
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1. From the Admin page click Edit under User Settings.
2. Locate the user and click on their username in the Login Name column.
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3. Make the appropriate changes to the address fields that display.
Note: Fields in bold are required fields.
Note: Changes made to the username field will not be retained. Users will not be able to
login using the new username and will need to login with their original OfficeMax Solutions
username. The first time that user logs in to their account the username will reset back to
their OfficeMax Solutions username. To change a username, the user needs to login in to
OfficeMax Solutions and make the change to their username in the Your Profile tab.
4. Click Submit.
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Deleting a User
There is functionality within Document Manager 2.0 that allows you to delete users.
Although users can be deleted, the next time they login from OfficeMax Solutions the user
will be added back to Document Manager 2.0. To delete a user from OfficeMax Solutions
contact OfficeMax Web Account Maintenance or your company’s primary contact.
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Viewing Users in a Group
To see what users are assigned to a group, follow the steps below.
1. From the Admin page click Edit under User Settings.
2. Under Filter Group Settings, select the group to view from the drop-down.
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3. A list of all the users in that group will display, along with their Access Roles.
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Searching for a User
To search for a specific user on the site follow the steps below.
1. From the Admin page click Edit under User Settings.
2. In the “Search/Filter Column” section, select the criteria to search on from the dropdown. There are several fields you can search on, including First Name, Last Name,
and Username.
3. In the text field next to the search criteria drop-down enter the text to search on.
Note: The text entered for the search does not have to be exact and a search will return any
user containing the search text. For example, searching on Last Name with the text of
“Smith” could return Smith and Smithson.
4. Click the Search button.
Note: Switching to a new group will not remove your search criteria. To reset your search
criteria click All.
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Adding a User(s) to a Group
To add a user(s) to a group follow the steps below.
1. From the Admin page click Edit under User Settings.
2. In the Select column, select the checkbox for each user you would like to add to a
group.
3. In the Selected Users to Group drop-down select the group you would like to add
the user(s) to.
4. Assign appropriate Access Roles in the Access Roles Section.
Address Book: Allows the storage of frequently used addresses/contacts available
only to that group. The addresses/contacts can then be used during the ordering
process. Users will always have access to their own Personal Address Book.
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Filing Cabinet: Allows for the storage of items, such as files or pre-configured items
available only to that group. Users will always have access to their own Personal
Filing Cabinet that they can use for the storage of files.
Payment Methods: If there are any Approval Payment Methods setup for the group,
the user must have Read selected under payment methods in order to receive those
Approval Payment Methods.
Read (R): Allows the user to see and use the items associated with that group.
Add (A): Allows the user to add items to that group.
Edit (E): Allows the user to make changes (i.e. copy, move, pre-configure) to items
in that group.
Delete (D): Allows the user to delete items from that group.
Note: In order to pre-configure a file a Corporate Administrator needs to have at least
Read, Add and Edit access for that group.
Note: There may be situations where you are not ready to assign access roles. If this is the
case step 4 can be skipped. See the section on Setting Address Book and Filing Cabinet
Access roles to set the appropriate access roles at a later date.
5. Click the Add button.
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6. Once the users are added to the group you will see the message “User(s)
successfully added to group” located at the top of the page.
Deleting a User(s) from a Group
To delete a user(s) from a group follow the steps below.
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1. From the Admin page click Edit under User Settings.
2. Under Filter Group Users select the group to remove the user(s) from by using the
drop-down.
3. In the Select column, select the checkbox for each user you would like to delete
from the group.
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4. Click the Remove button.
Setting Address Book Access Roles
To set or change the Address Book Access Roles for users in a specific group follow the
steps below.
1. From the Admin page click Edit under User Settings.
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2. Under Filter Group Users select the group you want to set Address Book Access
Roles in by using the drop-down.
3. In the Select column, select the checkbox for each user.
4. Assign the appropriate Access Roles in the “AB(R|A|E|D)” column.
Address Book: Allows the storage of frequently used addresses/contacts available
only to that group. The addresses/contacts can then be used during the ordering
process. Users will always have access to their own Personal Address Book.
Read (R): Allows the user to see and use the Address Book associated with that
group.
Add (A): Allows the user to add contacts to the Address Book in that group.
Edit (E): Allows the user to make changes (i.e. copy, or move) to items in the
Address Book in that group.
Delete (D): Allows the user to delete contacts from the Address Book in that group.
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5. Click the Update Access Roles button
6. The page will refresh and you will see the new access roles for the users that were
changed.
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Setting Filing Cabinet Access Roles
To set or change the Filing Cabinet Access Roles for users in a specific group follow the
steps below.
1. From the Admin page click Edit under User Settings.
2. Under Filter Group Users select the group you want to set Filing Cabinet Access
Roles in by using the drop-down.
3. In the Select column, select the checkbox for each user.
4. Assign the appropriate Access Roles in the “FC(R|A|E|D)” column.
Filing Cabinet: Allows for the storage of items, such as files or pre-configured items
available only to that group. Users will always have access to their own Personal
Filing Cabinet that they can use for the storage of files.
Read (R): Allows the user to see and use the Filing Cabinet associated with that
group.
Add (A): Allows the user to add items to the Filing Cabinet in that group.
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Edit (E): Allows the user to make changes (i.e. copy, move, pre-configure) to items
in the Filing Cabinet in that group.
Delete (D): Allows the user to delete items from the Filing Cabinet in that group.
Note: In order to pre-configure a file a Corporate Administrator needs to have at least
Read, Add and Edit access for that group.
5. Click the Update Access Roles button.
6. The page will refresh and you will see the new access roles for the users that were
changed.
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Assigning Approvers
To assign an approver to a group follow the steps below.
Note: An Approval Payment Method must be setup in the group you are assigning
approvers to in order for approvals to work. For more information, see the section
“Creating Approvals in Document Manager”.
1. From the Admin page click Edit under User Settings.
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2. Under Filter Group Users select the group you want to assign an approver to.
3. In the Approver column, select the checkbox for each user that should be assigned
as an approver for that group.
4. Click the Update Access Roles button.
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5. The page will refresh and you will see the users in that group with the newly
assigned Approver role.
Order Templates
Order templates are used to define specific production characteristics for an order. This
gives users the ability to define standard templates specific to their needs. Users can then
upload or select from their filing cabinet multiple files and then easily configure them. For
example: A brochure order template can be created to support all orders that should be
produced in black and white on Lunar Blue paper with a letter fold.
Users can choose from the order templates in Step 1 of the Upload and Print workflow.
Note: Order templates must be enabled on your account by OfficeMax before users will see
any templates that have been created. To have this enabled contact your OfficeMax ImPress
Account Manager.
Creating an Order Template
To create an order template follow the steps below.
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1.
2.
3.
4.
5.
From the Admin page, click Edit under Order Templates.
Click the Add Order Template button.
Use the Name field to specify a name for the order template.
Enter a description for the order template in the Description field.
In the Print Centers and Page Sizes section, click the Change button.
6. Select the print centers from the Print Center list that will be available to this order
template.
Note: Use the CTRL or Shift keys to select multiple print centers.
7. Select the page sizes from the Page Sizes list that will be available to this order
template.
Note: Use the CTRL or Shift keys to select multiple print centers.
8. Click Apply.
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9. Under Print Options select all the print options that apply to this template. At a
minimum you need to set a format and paper.
Note: If you have selected multiple page sizes you will only receive the print options that
are available for all the page sizes you selected.
Note: For each option listed in the print option section you can only make one choice. For
example: In Format you can only select Black & White - (Letter) Single Sided. You could not
select Black & White - (Letter) Single Sided and Black & White - (Letter) Double Sided.
•
Use the Format drop-down menu to choose the format method. For example
Black & White - (Letter) Double Sided.
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•
•
•
•
•
•
Use the Paper Stock and adjacent Color drop-down menu to select the paper
type and color. For example Bright - (Letter), Lunar Blue.
Use the Binding drop-down menu to choose a binding. For example Black
Coil Bind - Up to 40 pgs - (Letter)
Use the Front Cover and Back Cover and adjacent Color drop-down menus
to select covers. For example Clear Cover - (Letter), Clear
Select the Allow user to add/modify tabs checkbox if you would like users
to have the ability to add tabs to the document during the ordering process.
Use the Advanced Finishing Options: Order Level fields to select specific
finishing options to be applied at the order level (i.e., for all documents in the
order as a whole). The Note field beside some of the finishing options can be
used to enter any special notes or instructions.
Use the Order Level, Binder Level and Document Level Finishing Options
fields to select specific finishing options to be applied at the individual
document level. The Note field beside some of the finishing options can be
used to enter any special notes or instructions.
10. Click the Save button.
Deleting an Order Template
To delete an order template follow the steps below.
1. From the Admin page, click Edit under Order Templates.
2. In the select column check the checkbox(s) next to the order template(s) you want
to delete.
3. Click Delete.
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Edit an Order Template
To edit an order template follow the steps below.
1. From the Admin page, click Edit under Order Templates.
2. Click the name of the order template that needs to be changed.
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3. Make the necessary changes.
Note: To change the Print Center or Page Size click the Change button in the Print Centers
and Page Sizes section.
4. Click Save.
Personalized Products
What is a Personalized Product
Personalized products are items on which variable text and images may be placed, such as
business cards, brochures, direct mail, and other types of documents that have a template
form overlaid with variable content.
Personalized products can be created with Microsoft Word®, Adobe InDesign®, or
Microsoft Publisher®. You must first design the document in one of these applications.
Once the design is complete, data needs to be associated with your document by using the
mail merge features of the application. The document is then uploaded to Document
Manager 2.0, where you will create a web form. The web form is a page presented to the
end user when ordering a personalized product. It is used to collect the variable
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information for the personalized product. Once the web form is created the personalized
product is then pre-configured to make it available for ordering.
XMPie
Document Manager 2.0 templates created using the Adobe InDesign XMPie plug-in allows
for advanced template customization such as resizing text dynamically, dynamically
showing and hiding layers, and automatically deleting blank lines. In order to create
templates powered by XMPie, you will need to install the XMPie uDirect Designer software
available from XMPie.
Adding a Microsoft Word or Microsoft Publisher Personalized Product
To create a personalized product using either Microsoft Word or Microsoft Publisher follow
the steps below.
1. From the Admin page click Edit Under Personalized Products.
2. Click Add Template.
3. In the File Information field click Browse and upload the variable template.
4. Select the filing cabinet to save the document to in the Save Files To… drop-down.
5. Click Upload and Continue.
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6. Click Continue.
7. Upload the sample data source by clicking on Browse and then uploading your file.
Note: Your sample file should be either a Microsoft Excel or CSV file.
8. Click Upload and Continue.
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9. Verify that all your fields have loaded into Section 1 and then click Product
Configuration. For more information on pre-configuring a document see the section
“Creating a Pre-Configured Item”.
10. Once complete with pre-configuring the item, click the Save Preconfigurations
button.
Adding an Adobe InDesign Personalized Product
To create a personalized product using Adobe InDesign follow the steps below.
1. From the Admin page click Edit Under Personalized Products.
2. Click Add Template.
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3. In the File Information field click Browse and upload the Adobe InDesign File.
4. In the ZIP of supporting files/artwork field click Browse and upload the Adobe
InDesign supporting files, including images and fonts.
5. Select the filing cabinet to save the document to in the Save Files To… drop-down.
6. Click Upload and Continue.
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7. Click Continue.
8. Upload the sample data source by clicking on Browse and then upload your file.
Note: Your sample file should be a CSV file.
9. Click Upload and Continue.
10. Verify that all your fields have loaded into Section 1 and then click Product
Configuration. For more information on pre-configuring a document see the section
“Creating a Pre-Configured Item”.
11. Once complete with pre-configuring the item, click the Save Preconfigurations
button.
Deleting a Personalized Product
To delete a personalized product follow the steps below.
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1. From the Admin page click Edit Under Personalized Products.
2. In the Select column, check the checkbox for the file you would like to delete.
3. Click Delete Checked.
Introduction to the Web Form
After the Personalized Product has been uploaded to Document Manager 2.0, settings
need to be specified for the web form. This will be used to collect data from the user during
the ordering process. The sections below will walk you through the various options that
can be added to the Web Form.
Add/Edit Title
A title can be added above the personalize interface that the end user will see when placing
an order.
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Note: This is not the document name and will not display when viewing pre-configured
documents.
To add or edit a title follow the steps below.
1. From the Admin page click Edit Under Personalized Products.
2. In the Name column click on the document you want to add/edit a title.
3. Click Edit Title.
4. A dialog box will appear. In the Title field enter the title for the document.
5. Click Save.
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Note: The character limit is 60 characters.
Add/Edit Long Description
A long description can be added above the personalize interface that the end user will see
when placing an order for personalized products. The long description can be used to relay
brief instructions or information about the document to the end user.
To add or edit a long description, follow the steps below.
1. From the Admin page click Edit Under Personalized Products.
2. In the Name column click on the document you want to add/edit a Long Description.
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3. Click Edit Long Description.
4. A dialog box will appear. In the Long Description field enter the description for the
document.
5. Click Save.
Note: The character limit is 300 characters.
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Set Item Identifier
The shopping cart displays the Item Short Description for each item placed in the cart. This
can be confusing for an end user if they are ordering multiple items of the same product for
different people. Setting the item identifier will add additional identifying text to the short
description in the shopping cart. For example: If you are ordering “Employee Business
Card” for John Doe and Suzy Smith, it will show “Employee Business Card” twice in the
shopping cart. If you want to edit or remove only one of the cards from the shopping cart,
you may not know which one to choose as there is no identifier between the two items.
To set an item identifier, on a personalized product, follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to set an item
identifier.
3. Click Set Item Identifier.
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4. Select up to two fields in the Available Fields section.
Note: Multiple fields can be selected by holding down the CTRL key while clicking.
5. Click the Right Arrow Button.
Note: The order of the fields can be changed by clicking on the up and down arrow buttons
after adding the fields.
6. Select a Field Separator by selecting the radio button next to the appropriate field
separator.
7. Click Save.
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Sections Introduction
Sections are used to segment fields into like groups during the ordering process. For
example, a section could be created to hold the address fields (address, city, state and zip)
in a personalized document.
Adding a Section
To add a section to a personalized document, follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click on the document you want to add/edit a Section.
3. Click Add Section.
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4. In the dialog that appears, enter the section name in the Name field.
5. In the Instructional Text field, enter any instructions for that section on the
Instructional Text field.
6. Click Save.
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Note: If there are available fields, you can add those fields at this point by clicking on
“Arrange, Add or Remove Fields From The Section.” For instructions on adding fields, see
“Adding Fields to a Section” in this document.
Renaming a Section
To rename a section in a personalized product follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to rename a section
in.
3. Directly above the section you want to rename click Edit.
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4. A dialog box will appear. In the Name field enter the new name of the section.
5. Click Save.
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Adding/Editing Instructional Text for a Section
To add instructional text to a field, follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. Click on the document you want to add/edit instructional text located under the
Name column.
3. Directly above the section you want to add/edit the instructional text, click Edit.
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4. A dialog box will appear. In the Name field enter the new name of the section.
5. Click Save.
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Rearrange Sections
To rearrange the sections of your personalized product follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. Click on the document you want to rearrange sections of in the Name column.
3. In the gray bar for each section, there is a field that indicates the position of the
current section. For each section that needs to be rearranged enter the new position
in that field.
4. Click the Rearrange button.
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Adding Fields to a Section
To add fields to a section, follow the steps below.
Note: If this is the first section that you are adding to a document all the fields will be part
of the original section created. To remove fields from the original section and make them
available to the new section you are creating see the section “Removing Fields from a
Section”.
1. From the Admin page under Personalized Products click Edit.
2. Click the name of the document you want to add/edit instruction text located under
the Name column.
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3. Directly above the section you want to add fields to, click Edit.
4. A dialog box will appear, click Arrange, Add or Remove Fields From The Section.
5. The fields that are available will appear in the Available Fields box on the left side.
Select the fields you would like to move to Added Fields.
Note: You can CTRL+click or Shift+click to select multiple fields.
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6. Click the Right Arrow Button.
7. The fields will be moved to the Added Fields box on the right. If you need to add
additional fields follow steps 7-8 again.
8. Click Save.
Removing Fields from a Section
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to remove fields from
a section.
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3. Directly above the section you want to remove the field(s) click Edit. In this example,
we will remove a field from Section 1.
4. A dialog box will appear, click Arrange, Add or Remove Fields From The Section.
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5. The fields that are part of that section will appear in the Added Fields box on the
right side. Select the fields you would like to move to Available Fields.
Note: You can CTRL+click or Shift+click to select multiple fields.
6. Click the Left Arrow Button.
7. The fields will be moved to the Available Fields box on the left. If you need to
remove additional fields follow steps 7-8 again.
8. Click Save.
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Arranging Fields in a Section
The order of the fields in a section can be changed by following one of the two options
below.
Option 1:
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to rearrange the
fields in a section.
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3. Use the text boxes on the right side of the page to re-organize the fields sequentially.
4. Click Rearrange.
Option 2:
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to rearrange the
fields in a section.
3. Directly above the section you want to rearrange the fields in click Edit.
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4. Click on Arrange, Add Or Remove Fields From The Section.
5. Under Added Fields select the field you would like to rearrange.
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6. Click either the up or down arrows to move the field to the correct position.
7. Click Save.
Creating a Field Group
Field groups allow you to set a rule that only a defined number of fields out of the total
fields indicated can be entered. For example: You could have 6 fields, but you set a rule to
only allow 5 out of 6 fields to be entered because your product brand only allows 5 lines to
fit.
To create a field group, follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to create a field
group.
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3. Directly above the section you want to create the field group in, click Edit.
4. Click Field Groups.
5. Click Add Field Group.
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6. In the Name field enter the name of the field group.
7. In the Maximum field enter maximum number of fields that can be completed for
this group.
8. In the Available Fields box on the left, select each of the fields you want to add to the
field group.
Note: You can CTRL+click or Shift+click to select multiple fields.
9. Click the Right Arrow Button
box on the right.
10. Click Save.
to move the selected fields to the Added Fields
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Editing a Field Group
To edit a field group follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to edit a field group.
3. Directly above the section you want to edit the field group click Edit.
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4. Click Field Groups.
5. Click Edit next to the field group you want to edit.
6. To change the field group name, change the name in the Name field.
7. Adjust the maximum number of fields in the Maximum field.
8. To add fields to the fields group:
a. In the Available Fields box on the left, select each of the fields you want to
add to the field group.
Note: You can CTRL+click or Shift+click to select multiple fields.
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b. Click the Right Arrow Button to move the selected fields to the Added Field
box on the right.
9. To remove fields from the fields group:
a. In the Added Fields box on the right select each of the fields you want to
remove from the field group.
Note: You can CTRL+click or Shift+click to select multiple fields.
b. Click the Left Arrow Button
Available Fields box on the left.
10. Click Save.
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11. Click Save.
Deleting a Field Group
To delete a field group follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to delete a field
group.
3. Directly above the section you want to delete the field group, click Edit.
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4. Click Field Groups.
5. Click Delete next to the field group you want to delete.
6. Click OK.
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7. Click Save.
Creating Container Fields
Container fields allow you to create a single row with multiple fields displayed. This is
often used for Phone Prefixes and Phone Numbers, or City, State Zip.
To create container fields follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to create a container
field.
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3. Directly above the section you want to create container fields in, click Edit.
4. Click Container Fields.
5. Click Add Container Field.
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6. In the Name field enter the name of the container field.
7. In the Available Fields box on the left select each of the fields you want to add to the
field group.
Note: You can CTRL+click or Shift+click to select multiple fields.
8. Click the Right Arrow Button
box on the right.
9. Click Save.
to move the selected fields to the Added Field
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Editing a Container Field
To edit a container field follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to edit a container
field.
3. Directly above the section you want to edit the container field in, click Edit.
4. Click Container Fields.
5. Click Edit next to the container field you want to edit.
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6. To change the container field name enter the new name in the Name field.
7. To add fields to the fields group:
a. In the Available Fields box on the left, select each of the fields you want to
add to the container field.
Note: You can CTRL+click or Shift+click to select multiple fields.
b. Click the Right Arrow Button
Fields box on the right.
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8. To remove fields from the fields group:
a. In the Added Fields box on the right select each of the fields you want to
remove from the container field.
Note: You can CTRL+click or Shift+click to select multiple fields.
b. Click the Left Arrow Button
Available Fields box on the left.
9. Click Save.
to move the selected fields to the
10. Click Save.
Deleting a Container Field
To delete a container field follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to delete a container
field.
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3. Directly above the section you want to delete the container field, click Edit.
4. Click Container Fields.
5. Click Delete next to the container field you want to delete.
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6. Click OK.
7. Click Save.
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Creating a Required Field Group
When setting up a variable data template, system administrators can set field(s) in a group
and require them to be entered based on a key field being entered.
Required field groups can be created to force a user to fill in specified fields when another
field has been completed. For example: If a building # field is filled in, then the room # field
must be filled in to proceed. Or, if a first name field is filled in, then the last name field must
be filled in also.
To create a required field group, follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to create a required
field group.
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3. Directly above the section you want to create a required field group in, click Edit.
4. Click Required Field Group.
5. Click Add Required Field Group.
6. Enter the name in the Name field for the required field group.
7. In the Available Fields box on the left, select each of the fields you want to add to the
required field group.
Note: You can CTRL+click or Shift+click to select multiple fields.
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8. Click the Right Arrow Button
to move the selected fields to the Added Field
box on the right.
9. In the Key Field drop-down select the key field. When ordering, if a user enters data
into this field, it will require all the other fields to be completed.
10. Click Save.
11. Click Save.
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Editing a Required Field Group
To edit a required field group follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. Under Personalized Products click Edit. the Name column click the name of the
document you want to create a required field group.
3. Directly above the section you want to edit a required field group in, click Edit.
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4. Click Required Field Group.
5. Click Edit next to the required field group you want to edit.
6. In the Name field make changes to the required field group.
7. To add fields to the required fields group:
a. In the Available Fields box on the left, select each of the fields you want to
add to the required field group.
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Note: You can CTRL+click or Shift+click to select multiple fields.
b. Click the Right Arrow Button
Fields box on the right.
to move the selected fields to the Added
8. To remove fields from the required field group:
a. In the Added Fields box on the right, select each of the fields you want to
remove from the required field group.
Note: You can CTRL+click or Shift+click to select multiple fields.
b. Click the Left Arrow
Available Fields box on the left.
Button to move the selected fields to the
9. Click Save.
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10. Click Save.
Deleting a Required Field Group
To delete a required field group follow the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to delete a required
field group.
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3. Directly above the section you want to delete the required field group from, click
Edit.
4. Click Required Field Groups.
5. Click Delete next to the required field group you want to delete.
6. Click OK.
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7. Click Save.
Delete a Field
To delete a field from your document follow the steps below.
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1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to delete a field.
3. Directly above the field you want to delete click Delete.
4. Click OK.
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Add Data Column Field
An additional web form field that collects data for the order can be added. This may be
used to collect information from the end user that doesn’t populate into the product
template.
To add an additional data column field follow, the steps below.
1. From the Admin page under Personalized Products click Edit.
2. In the Name column click the name of the document you want to add a data column
field to.
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3. Click View Data Source.
4. A window will open. Click Add Data Column Field.
5. Enter the name of the new field.
6. Click Save.
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Note: To add your new field to the web form, follow the steps in the section “Adding Fields
to a Section”.
Field Types Introduction
Various types of fields can be created within the web form. Below is a list of field types that
can be created.
•
•
•
•
•
Text – user enters text into a text box field.
Drop-down – user selects text from a drop-down list.
Radio Button – user selects a choice from a list of radio buttons.
Checkbox – user checks a box for predefined data.
Image Select – user selects an image or uploads their own image.
Note: Depending on the field type chosen, the applicable options for that type will be
displayed. If you change field types, a warning message may alert you that any previous
settings will be lost.
A description of the display options is listed below.
•
•
•
•
Name: the field label that will display to the end user.
Required: end user must choose or enter data for the field in order to preview
and/or add the item to the order.
Width: The pixel width of the field.
Multi-Line Text: configurable text area for paragraph type content entry. This has a
maximum of 2000 characters. Text field type only.
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•
•
•
•
•
Height: configure the height of a multi-line text field. Text field type only. This option
displays only when multi-line text is selected.
Instructional Text: Information that is displayed to the end user below the field label.
Error Message: Not applicable in this version.
Hide: The field will not display to the end user, but any data mapped or defaulted
will be used in the process.
Allow User Entry: the end user can choose an item from the drop-down list or they
can enter in their own “custom value” if that is chosen from the drop-down list.
Drop-down field type only.
Create/Edit a Text Field
The default field type when a new personalized product is created is a text field. To change
a field to a text field, follow the steps below.
1. Under Personalized Products click Edit.
2. In the Name column click the name of the document you want to create or edit a text
field in.
3. Click the Edit button directly above the field you want to change to a text field.
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4. Change the Type drop-down to “Text”.
5. Click Save.
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Create a Drop-down Field
To create a field as a drop-down, follow the steps below.
1. Under Personalized Products click Edit.
2. In the Name column click the name of the document you want to create a dropdown field in.
3. Click the Edit button directly above the field you want to create as a drop-down.
4. Change the Type drop-down field to “Drop-down”. The page will refresh.
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5. Click List Builder.
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6. You can create the list using an Existing List, or Create a New List
Use and Existing List
a. To use an existing list, select the “Use an Existing List” radio button.
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b. From the Select List drop-down select the name of the list you want to use.
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Create a New List
a. Click Create a New List. The page will refresh.
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b. Enter the name of the list in the New List Name field.
c. Enter a Description in the Description field.
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d. For each list item enter a Name/Value combination by entering the name in
the Name field and the value in the Value field.
Note: The name is what will be displayed in the list to the end user. The value is the actual
data to be used when that name is selected from the list.
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e. Click the Right Arrow Button
to add the combination to the list.
f. Repeat steps d and e for each value that needs to be added.
7. Click Save.
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Creating a Radio Button Field
To create a field as a radio button, follow the steps below.
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1. Under Personalized Products click Edit.
2. In the Name column click the name of the document you want to create a radio
button field in.
3. Click the Edit button directly above the field you want to create as a Radio Button.
4. Change the Type drop-down field to “Radio Button”. The page will refresh.
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5. Click List Builder.
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6. You can create the list using an Existing List, or Create a New List
Use and Existing List
a. To use an existing list, select the “Use an Existing List” radio button.
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b. From the Select List drop-down select the name of the list you want to use.
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Create a New List
a. Click Create a New List. The page will refresh.
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b. Enter the name of the list in the New List Name field.
c. Enter a Description in the Description field.
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d. For each list item enter a Name/Value combination by entering the name in
the Name field and the value in the Value field.
Note: The name is what will be displayed in the list to the end user. The value is the actual
data to be used when that name is selected from the list.
e. Click the Right Arrow Button
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f. Repeat steps d and e for each value that needs to be added.
7. Click Save.
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Creating a Checkbox Field
A checkbox field can be used to enter pre-defined values into your document. The value of
the field is determined by the field either being checked or unchecked. For example, adding
a specified fax number to your document. To create a field as a checkbox, follow the steps
below.
1. Under Personalized Products click Edit.
2. In the Name column click the name of the document you want to create or edit a
drop-down field in.
3. Click the Edit button directly above the field you want to create as a Radio Button.
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4. Change the Type drop-down field to “Checkbox”. The page will refresh.
5. Default Entry controls if the field is checked or unchecked when displayed in the
web form. To display the field as checked select checked for Default Entry, otherwise
select unchecked.
6. In the Checked Value text field enter the value that will be displayed if the checkbox
is selected.
7. In the Unchecked Value text field enter the value that will be displayed if the
checkbox is not selected.
Note: The checked and unchecked values are not displayed in the web form, but will
appear in the document preview.
8. Click Save.
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Setting Field Logic Options
The Field Logic section for a variable field will allow you to set options such as field
validations, field defaults, and whether a field is editable. To set field logic options on a field
follow the steps below.
1. Under Personalized Products click Edit.
2. Click the name of the document you want to set field logic for located under the
Name column.
3. Click the Edit button directly above the field.
4. Click Field Logic.
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5. Complete the required Field Logic fields as listed below.
•
•
•
•
•
•
Profile Mapping: Profile mapping allows you to set a field so that the data for that
field is driven from the user’s profile. To add, remove or make changes to how
these fields function contact your OfficeMax ImPress representative.
Default Entry: Data entered here is populated into the web form field and
displayed to the end user in the field.
Lock: The data in this field is locked for editing. Typically used in conjunction
with Default Entry and/or Profile Mapping.
Validation: Only used with text fields, and allows for their validation. To add or
remove a validation, contact your OfficeMax ImPress representative.
Mask Type: Only used with text fields. Adds a mask to the field guiding the user
on how to enter data in that field. The masks that are available are phone
number, zip code and date.
Mask: Only used with text fields. Used in conjunction with Mask Type to display
the format for the mask. For example: (999) 999-9999 or 999-999-9999.
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•
Show data on Job Ticket – Item Details: This allows you to display the user’s data
on the job ticket used by both the OfficeMax producing location and customer
service.
• Show Alert on Job Ticket if Data is Not Null: Displays an alert to the producing
location with the user’s data from that field.
6. Click Save.
List Manager
Lists can be created that can be reused in the web forms for drop-down lists, radio button
lists, and images. This provides the ability for a Corporate Administrator to create
commonly used lists only once and reuse it on many web form fields and products. This
also allows for the easy editing of lists when data in that list changes. A data file or zip file
can be used to upload the list for a quick and easy setup.
Add Drop-down/Radio Button List
To add a drop-down or radio button list follow the steps below.
1. From the Admin page under List Manager, click Edit.
2. Choose the radio button of the list you want to add a Drop-down/Radio Button List
in the Select column.
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3. Click the Add Drop-down/Radio Button List button.
4. Enter the list name in the New List Name field.
5. Enter the list description in the Description field.
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6. Enter the name in the Name field. This is what will be displayed to the end user in
the web form.
7. Enter the value in the Value field. This is what will be entered into the document.
8. Click the Right Arrow Button.
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9. Follow steps 5-7 for each additional name/value combination that need to be added
to the list.
10. Values can be moved up or down in the list by selecting the Name/Value
combination and then clicking on the up or down arrows.
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11. To sort the list alphabetically use the A-Z or Z-A buttons
Note: The list will be sorted on the Name column.
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12. Click Save to List Manager.
Upload a Drop-down/Radio Button List
To upload a drop-down or radio button list follow the steps below.
1. From the Admin page under List Manager, click Edit.
2. Choose the radio button of the list you want to upload a Drop-down/Radio Button
List, in the Select column.
3. Click the Add Drop-down/Radio Button List button.
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4. Enter the list name in the New List Name field.
5. Enter the list description in the Description field.
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6. Click the Template button, and download the template to your computer.
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7. Open and complete the template you just downloaded with your Name/Value
Combinations.
Note: The file should be saved as a “Text (Tab delimited) (*.txt)” file.
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8. Click on Browse and browse for your file to upload.
9. Click Upload.
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10. Click Save To List Manager.
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Add a Name/Value Combination to a List
To add a Name/Value combination to an existing list, follow the steps below.
Note: Any modifications will affect all products that are using this list. Click View Usage in
order to know what will be affected when making changes.
1. From the Admin page under List Manager click Edit.
2. In the Select column choose the radio button of the list you want to Add a
Name/Value combination.
3. In the List Name column select the name of the list you want to add a Name/Value
combination.
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4. Enter the additional name in the Name field. This is what will be displayed to the
end user in the web form.
5. Enter the additional value in the Value field. This is what will be entered into the
document.
6. Click the Right Arrow Button.
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7. Follow steps 2-4 for each additional name/value combination that need to be added
to the list.
8. Click Save.
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Delete a Name/Value Combination to a List
To delete a Name/Value combination on an existing list, follow the steps below.
Note: Any modifications will affect all products that are using this list. Click View Usage in
order to know what will be affected when making changes.
1. From the Admin page under List Manager click Edit.
2. In the List Name column select the name of the list you want to delete a
Name/Value combination.
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3. Select the Name/Value Combination you want to delete from the list.
4. Click the Right Arrow Button.
5. Follow steps 2-3 for each additional name/value combination that needs to be
deleted from the list.
6. Click Save.
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Add Image List
To manually create a list of images follow the steps below.
Note: The following image types are supported: PNG, JPG, JPEG, GIF, BMP, TIF, PDF and
EPS.
1. From the Admin page under List Manager, click Edit.
2. In the Select column choose the radio button of the list you want to Add Image List.
3. Click the Add Image List button.
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4. Select the radio button for Create list and images individually.
5. Enter the list name in the New List Name field.
6. Enter the list description in the Description field.
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7. Browse for the image to add to the list in the Upload Image field.
8. Enter an image name in the Image Name field.
9. Optional: Enter any keywords in the Searchable Keywords field.
Note: You can enter up to five keywords per image by separating the keywords with
commas.
Note: A search field appears in the dialog box when an end user is selecting an image in a
personalized product.
10. Click Upload and Add.
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11. Follow steps 6-9 for each additional image that needs to be added to the list.
12. Set the default image by selecting the radio button below an image.
13. Click Save to List Manager.
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Copy List
To make a copy of an existing list follow the steps below.
1. From the Admin page under List Manager, click Edit.
2. In the Select column choose the radio button of the list you want to copy.
3. Click Copy.
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4.
5.
6.
7.
In the New List Name field enter the name of the copied list.
In the Description field enter the description of the copied list.
Make any other changes needed to the list.
Click Save To List Manager.
Delete List
To delete an existing list follow the steps below.
1. From the Admin page under List Manager, click Edit.
2. In the Select column choose the radio button of the list you want to delete.
3. Click Delete.
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4. In the New List Name field enter the name of the copied list.
View List Usage
To see what Personalized Products are using a specific list follow the steps below.
1. From the Admin page under List Manager, click Edit.
2. In the Select column choose the radio button of the list you want to View List Usage.
3. In the View Usage column click the View Usage button.
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The resulting report will show what personalized product templates are using the report
requested. A sample report is shown below.
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Appendix A: Print & Binding Specifications
Item
Format
Paper
Paper
Color
Binding
Front
Cover
Description
Allows you to change the print
color, either black and white or
color, and the size of the
document.
Allows you to change the paper.
Note some papers are grouped
which then allows you to choose
a paper color. For example:
Brights. Also, the available paper
choices are determined by the
format selection.
Allows you to select the paper
color for the paper selected.
Note that there may be no
selection or only one selection
depending on the paper that was
chosen.
Allows you to choose the type of
binding for your document. Note
that the available binding
selections are determined by the
size of your paper and the paper
selected.
The type of cover that will be
inserted as the front of your
document. Note that some
Document Manager 2.0 Corporate Administrator Guide
Examples
Black & White Single Sided
Black & White Double Sided
Color - Single Sided
Color - Double Sided
White 20#
Bright (Paper
Group)
NCR - 2 Part NCR
Lunar Blue
Martian Green
Blue
Yellow
Black Coil Bind
Black Comb Bind
D Ring Standard
Binder
Bright Cover
Clear Cover
Vinyl Cover
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Front
Cover
Color
Back
Cover
selections here will require a
selection from the Front Cover
Color drop-down.
The color selection for your
front cover.
The type of cover that will be
inserted as the back of your
document. Note that some
selections here will require a
selection from the Back Cover
Color drop-down.
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Black
White
Blue
Bright Cover
Clear Cover
Vinyl Cover
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Appendix B: Finishing Options
The finishing items shown below are standard finishing items. Finishing items may
vary depending on how your site is setup.
Finishing
Item
Cutting
Cutting Trim to
Size
Drilling
Folding
Laminate
Padding
Description
Allows for the
document to be cut to
specific sizes.
This allows you to cut
on all four edges of
the sheets and can be
used for bleed
applications. Note
Cutting - Trim to Size
is a selection on the
Cutting drop-down
menu.
Allows for the
document to be
drilled.
Allows for the folding
of the document.
Allows for the
lamination of the
document.
Allows for the
padding of the
document. In the
Quantity field enter
the quantity of pads
to be produced. In the
Sheets per Pad field
enter the number of
sheets in each pad.
Note that the
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Examples
Cutting - 1/2 (Yields 2)
Cutting - 1/3 (Yields 3)
Cutting - 1/4 (Yields 4)
Cutting - Trim to Size (Yields 1)
Cutting - Trim to Size (Yields 1)
Drilling - 2 Hole
Drilling - 3 Hole
Folding - Half Fold
Folding - Tri-Fold
Folding - Z-Fold
Laminate - 10 Mil LTR
Laminate - 5 Mil LTR
Example: To order 10 pads of a 50
sheet document that is 1-up the
following specifications should be
entered:
Copy Quantity: 500 (Pads x Sheets)
Quantity: 10
Sheets: 50
Example: To order 8 pads of 25
sheets of a document that is 4-up the
following specifications should be
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Shrinkwrap
Stapling
quantity on the
previous page should
be the number of
copies, not the
quantity of pads.
Allows for the
document to be
shrink-wrapped. In
the Quantity field
enter the quantity of
shrink-wraps. In the
Sheets per Shrinkwrap field enter the
number of sheets in
each shrink-wrap.
Note that the
quantity on the
previous page should
be the number of
copies, not the
quantity of shrinkwraps.
Allows for the
document to be
stapled.
entered:
Copy Quantity: 50 (Pads x Sheets /
Number Up)
Quantity: 8
Sheets per Pad: 25
Example: To order 10 shrink-wraps
with 100 sheets per shrink-wrap the
following specifications should be
entered.
Copy Quantity: 1000
Quantity: 10
Sheets: 100
Stapling - Double Left
Stapling - Landscape
Stapling - Portrait
Stapling - Saddle Stitch
Appendix C: Creating a Mail Merge in Microsoft Word, Microsoft
Publisher, or Adobe InDesign (Data Merge)
To prepare a document for personalized products in Microsoft Word, Microsoft Publisher
or Adobe InDesign follow one of the links below.
Microsoft Word:
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http://office.microsoft.com/en-us/word-help/mail-merge-step-1-choose-a-documenttype-and-main-document-HA001109549.aspx
Microsoft Publisher:
http://office.microsoft.com/en-us/publisher-help/create-a-mail-mergeHP001233050.aspx
Adobe InDesign:
http://help.adobe.com/en_US/InDesign/6.0/WSa285fff53dea4f8617383751001ea8cb3f6c3ca.html
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