Installing, Configuring, and Using

Installing, Configuring, and Using
RICOH TotalFlow DocEnhancer
Installing, Configuring,
and Using
Version 1.2.0
Overview
1
Planning for installation
2
Installing Ricoh TotalFlow DocEnhancer
3
Using Ricoh TotalFlow DocEnhancer
4
TotalFlow DocEnhancer Postal Enablement feature
5
TotalFlow DocEnhancer Ticketer feature
6
TotalFlow DocEnhancer Verification feature
7
Troubleshooting
8
Accessibility
9
For information not in this
manual, refer to the Help
System in your product.
Read this manual carefully and keep it handy for future reference.
Notices
Note:
Before using this information and the product it supports, read the information in the Notices section.
Fifth edition (September 2015)
This edition applies to Ricoh TotalFlow DocEnhancer for Windows, Version 1 Release 2 Modification 0
Fix Pack 0 and to all subsequent releases and modifications until otherwise indicated in new editions.
This edition replaces G550-20241-03.
Internet
Visit our home page: http://rpp.ricoh-usa.com/
You can send comments by e-mail to p r in t pu b li c at i on @ ri c oh - u sa . co m or by mail to:
Ricoh Company, Ltd.
6300 Diagonal Hwy 004
Boulder, CO 80301-9270
U.S.A.
This product is or contains commercial computer software and commercial computer software
documentation developed exclusively at private expense. As specified in Federal Acquisition Regulation
12.212 in the case of civilian agencies and Defense Federal Acquisition Regulation Supplement
227.7202 in the case of military agencies, use, duplication and disclosure by agencies of the U.S.
Government shall solely be in accordance with the accompanying Software License Agreement in case
of software products and in accordance with the licensing terms specified in the product's documentation
in the case of hardware products.
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TABLE OF CONTENTS
About this publication
1 Overview
Page groups........................................................................................................................................... 7
Document properties .............................................................................................................................. 8
Conditional processing........................................................................................................................... 8
Markup.................................................................................................................................................. 8
Control files............................................................................................................................................ 9
PDF output files....................................................................................................................................... 9
Features ................................................................................................................................................. 9
2 Planning for installation
Hardware and software requirements .................................................................................................. 11
Migrating from Adobe Acrobat Professional version X or XI to version DC............................................ 12
3 Installing Ricoh TotalFlow DocEnhancer
Introduction.......................................................................................................................................... 13
Running the installation program .......................................................................................................... 13
Downloading and installing license keys for Ricoh TotalFlow DocEnhancer .......................................... 13
Installing features ................................................................................................................................. 15
Installing Ricoh printer drivers............................................................................................................ 15
Installing the TotalFlow DocEnhancer verification tool........................................................................ 16
Uninstalling Ricoh TotalFlow DocEnhancer ........................................................................................... 16
Uninstalling the TotalFlow DocEnhancer verification tool ................................................................... 16
4 Using Ricoh TotalFlow DocEnhancer
Adding the plug-in icon to the Acrobat quick launch bar ...................................................................... 19
Preferences .......................................................................................................................................... 19
Units of measure................................................................................................................................... 23
User interface....................................................................................................................................... 23
Working with control files..................................................................................................................... 26
Previewing markup............................................................................................................................... 27
Modifying markup definitions ............................................................................................................... 28
Defining a page group......................................................................................................................... 29
Working with document properties....................................................................................................... 31
Defining a document property........................................................................................................... 32
Defining multiple document properties............................................................................................... 36
Defining an address block ................................................................................................................ 40
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Viewing document property values ................................................................................................... 42
Saving document property values ..................................................................................................... 43
Working with rules ............................................................................................................................... 43
Pre-defined rules............................................................................................................................... 44
Conditional triggers .......................................................................................................................... 45
Using document properties in rules.................................................................................................... 45
Using statistics in rules ....................................................................................................................... 46
Defining a rule .................................................................................................................................. 47
Defining a conditional trigger............................................................................................................ 49
Managing rules ................................................................................................................................ 50
Adding markup to a PDF file................................................................................................................. 50
Adding a barcode to a PDF file......................................................................................................... 50
Adding OMR marks to a PDF file ...................................................................................................... 56
Adding an image to a PDF file .......................................................................................................... 58
Hiding an area in a PDF file .............................................................................................................. 60
Adding text to a PDF file.................................................................................................................... 61
Inserting pages from another PDF file ................................................................................................... 66
Generating a PDF output file ................................................................................................................ 67
5 TotalFlow DocEnhancer Postal Enablement feature
Overview............................................................................................................................................. 69
Exchanging data with postal software .................................................................................................. 70
Defining an address file configuration................................................................................................... 72
Replacing addresses ............................................................................................................................ 74
Exporting addresses to postal software................................................................................................. 77
Importing addresses from postal software............................................................................................. 78
Viewing the report................................................................................................................................ 79
6 TotalFlow DocEnhancer Ticketer feature
Overview............................................................................................................................................. 81
Configuring media ............................................................................................................................... 82
Defining media ................................................................................................................................. 82
Managing the media catalog ........................................................................................................... 83
Importing media................................................................................................................................ 83
Configuring printers.............................................................................................................................. 84
Defining printers................................................................................................................................ 84
Managing printers ............................................................................................................................ 85
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Working with media and finishing ........................................................................................................ 85
Managing media and finishing options ............................................................................................. 85
Selecting media and finishing options................................................................................................ 86
Printing................................................................................................................................................. 88
Importing a JDF job ticket ..................................................................................................................... 90
Supported Ricoh printers ...................................................................................................................... 91
7 TotalFlow DocEnhancer Verification feature
Overview............................................................................................................................................. 95
Adding a verification bar code to a PDF file ......................................................................................... 97
Generating a verification resource file and PDF output file .................................................................... 99
8 Troubleshooting
Determining the version and license status of Ricoh TotalFlow DocEnhancer and its features ...............103
You see About information when you click an option..........................................................................103
Page groups do not display correctly .................................................................................................104
You do not see markup on the correct pages in Preview.....................................................................104
Text selections show small boxes instead of text..................................................................................104
Fonts, images, or other resources are missing .....................................................................................104
A font is not on the drop-down list when you add text to a PDF file.....................................................104
Fonts with alternate letter forms do not display correctly .....................................................................105
QR barcode does not print Japanese data .........................................................................................105
Error message tells you to check memory settings ...............................................................................105
Your printer does not select media that you specified..........................................................................105
You cannot select the Import JDF function ...........................................................................................106
You click a menu option, but you do not see the window for that option.............................................106
Preview encounters errors when displaying Postal Enablement markup...............................................106
Postal software has problems with exported data ...............................................................................107
Documents do not match up with data from postal software ...............................................................107
Documents have incorrect data from postal software..........................................................................108
Documents are missing markup with data from postal software...........................................................108
You do not get the documents you expect when you filter by return codes..........................................109
9 Accessibility
INDEX
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About this publication
This publication is for customers who need to install and configure Ricoh TotalFlow DocEnhancer so they
can enhance a PDF file and print it. This publication assumes that you know how to work with your
operating system and Adobe® Acrobat Professional, and that you have an understanding of your
production print processes.
Abbreviations
AFP
Advanced Function Presentation
OMR
Optical Mark Recognition
PDF
Portable Document Format
Related information
For information about our products, see:
• Ricoh Production Print Web site (http://rpp.ricoh-usa.com)
• Information Center (http://info.rpp.ricoh-usa.com/help/index.jsp)
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1 . Overview
•Page groups
•Document properties
•Conditional processing
•Markup
•Control files
•PDF output files
•Features
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Ricoh TotalFlow DocEnhancer is an Adobe Acrobat Professional plug-in that you use to define, display,
publish, and save enhancements to a PDF file.
Enhancements include barcodes, OMR marks, images, hidden areas, and text. The enhancements that
you define while displaying a PDF source file are not saved in the PDF source file. They are saved in a
PDF output file that you generate. You can save the definitions for the enhancements in a control file.
Then you can load the control file for use with other PDF source files that need the same markup.
To extend markup capabilities, Ricoh TotalFlow DocEnhancer provides page groups, document
properties, and conditional processing.
Page groups
A page group is a set of pages that make up a single document, such as a mailpiece or customer
statement, within a PDF file. In Ricoh TotalFlow DocEnhancer, a document is a page group. A single PDF
file can contain many documents. If an entire PDF file is treated as a single page group, the PDF file
represents one document.
You should define a page group before you add markup. After you define a page group, you can apply
markup to specific pages in each document. For example, you can add a barcode to the first page of
each document, an image to all front-facing pages of each document, or text to the first back-facing
page of each document.
You can define a page group in these ways:
• As the entire PDF file.
• As a fixed number of pages.
• Based on text you select that is in the same location on the first page of each page group.
Ricoh TotalFlow DocEnhancer uses the repeated text to determine the first page of each page group.
For example, you have 100,000 customer statements in one PDF file. Each statement has three or
more pages. To define a page group, you select P a g e 1 o f , which is in the same location on the first
page of each statement.
• Based on a specific key word or phrase that appears on the first page of a document within a region
of text. The surrounding text might change, but the key word or phrase remains the same.
• Based on text you specify that is on the first page of each page group. When you type the text, you
can include wildcard characters. Ricoh TotalFlow DocEnhancer interprets the wildcard characters as
any character.
• Based on Java regular expressions that you define to specify text on the first page of each page
group.
For example, you define a Java regular expression so that Ricoh TotalFlow DocEnhancer starts a
new page group each time it finds the English text P a g e 1 o f or the Spanish text P á g i n a 1 d e .
• When text in a selected area changes.
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1 Overview
For example, you draw a box around the account name on a statement in a PDF file. Whenever the
text in the box changes, that page becomes the first page of a new page group. The location of the
box on every page must encompass only the text to evaluate or white space (no text).
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Use the Page Group Navigator to see a list of the pages in each page group. After you verify that the
page groups are correct, save your control file, which contains your new page group definition.
Document properties
A document property is data, such as a customer name or postal code, extracted from a specific location
on a page within a document. Using document properties, you can add markup based on variable
information. For example, you can add a different image to documents sent to different states or
provinces.
Ricoh TotalFlow DocEnhancer has an advanced address block parsing tool to help you extract city, state
or province, postal code, and other document properties from complex, variable line addresses.
Click D o c E n h a n c e r → V i e w D o c u m e n t P r o p e r t y V a l u e s to verify that document property values are
extracted correctly.
If you want to use document property values with an external program, you can save the values to a tabdelimited text file.
Con dition al pr oc e ssin g
When you add markup to a PDF file using Ricoh TotalFlow DocEnhancer, you can create conditional
processing rules to place the markup on specific pages.You also can use conditional processing rules to
specify the pages from which Ricoh TotalFlow DocEnhancer extracts document property values. If you
have installed the TotalFlow DocEnhancer Ticketer feature, you can use conditional processing rules to
apply media and finishing options.
Rules can specify conditions based on pages within documents, such as All Front Pages, as well as on
document properties, statistics, and conditional triggers (text that determines whether a condition is met).
For example, you want the word I n v o ic e at the top of the first page of a statement to trigger the
placement of a barcode. First, you select the word I n v o i c e and define it as a conditional trigger. Then
you define a rule that specifies the conditional trigger. When you add a barcode to a PDF file, you
specify this rule to control placement of the barcode. The barcode only prints on the pages where the
word I n v o ic e appears in the location specified by the conditional trigger.
Markup
Ricoh TotalFlow DocEnhancer supports five types of markup: barcodes, OMR marks, images, text, and
hidden areas.
For each type of markup, you assign a name that identifies the markup contents. Then you assign values
for location, placement, and other properties. You can define document properties and conditional
processing for markup using data that varies by document within the PDF source file.
When Ricoh TotalFlow DocEnhancer displays a PDF source file, your markup appears as a set of boxes
with names. The PDF source file is not altered. The M a r k u p N a v i g a t o r lets you locate and edit markup
that is hidden under other markup.
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Control files
To view and verify the content and placement of your markup on specific pages, you preview the PDF
file. See Previewing markup, p. 27 for more information.
Con tr ol f ile s
A control file saves your page group definition, document properties, conditional triggers, and markup
independently of a PDF file. When you save your work in a control file, you can use it with another PDF
source file.
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For example, each month you print a PDF file with a set of account statements. You can mark up the
statements in the first PDF source file, save your work to a control file, and load the control file for use
with the PDF source file containing the next month’s statements.
Saving your PDF file by clicking F il e → S a v e or F i l e → S a v e A s does not save your Ricoh TotalFlow
DocEnhancer page groups, document properties, or markup.
PDF output f iles
A PDF output file saves the changes produced by your markup as part of the PDF file.
For example, you add a bar code to the first page of each document in the PDF file and a message with
an image to the last page of each document. You then generate a PDF output file with the bar codes and
messages. See Generating a PDF output file, p. 67 for more information.
Features
Ricoh TotalFlow DocEnhancer features provide additional functions. The modular design of Ricoh
TotalFlow DocEnhancer lets you add features as your business needs change. The features are
integrated seamlessly into the user interface.
Features are copied to your system when you install Ricoh TotalFlow DocEnhancer, but are not fully
installed until you use D o c E n h a n c e r → A b o u t F e a t u r e s to install them.
Features are initially installed in trial mode. To continue using a feature after the trial period, you must
purchase the feature and install a license key for it. If you do not install a license key, the feature stops
working at the end of the trial period.
TotalFlow DocEnhancer Postal Enablement feature
The TotalFlow DocEnhancer Postal Enablement feature lets you extract mailing address data from the
documents in a PDF file and prepare the data for processing by third-party postal software. After the
postal software processes the data, the TotalFlow DocEnhancer Postal Enablement feature can import the
processed data from the postal software and update the documents in the PDF file. For more information,
see TotalFlow DocEnhancer Postal Enablement feature, p. 69.
TotalFlow DocEnhancer Ticketer feature
The TotalFlow DocEnhancer Ticketer feature lets you specify job-level and page-level media and
finishing options in your PDF source files. When specifying page-level options, you can apply conditional
processing. The feature lets you print a PDF file with media and finishing instructions on supported Ricoh
printers. You can use the A d o b e P D F print option to generate a PDF output file and a Job Definition
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1 Overview
Format (JDF) job ticket. You can then send the PDF output file and JDF job ticket to a printer that accepts
them as input. For more information, see TotalFlow DocEnhancer Ticketer feature, p. 81.
TotalFlow DocEnhancer Verification feature
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The TotalFlow DocEnhancer Verification feature lets you place a verification bar code on every piece of
mail in a print job. At the end of your production print process, you scan the verification bar codes. The
TotalFlow DocEnhancer Verification feature uses the scanned information to verify the production of each
mail piece. For more information, see TotalFlow DocEnhancer Verification feature, p. 95.
2 . Planning for installation
•Hardware and software requirements
•Migrating from Adobe Acrobat Professional version X or XI to version DC
Before you install Ricoh TotalFlow DocEnhancer, you must obtain required hardware and install required
software.
Your software installs in trial mode. The trial license expires after 30 days. For more information about
obtaining and installing license keys, see Downloading and installing license keys for Ricoh TotalFlow
DocEnhancer, p. 13.
2
Hardware and sof tware requiremen ts
This section describes the hardware and software requirements for the computer that you install Ricoh
TotalFlow DocEnhancer on. If you install Ricoh TotalFlow DocEnhancer features on the same computer, it
might need more memory or storage space.
Hardware requirements
The system hardware requirements for the computer that Ricoh TotalFlow DocEnhancer is installed on
are:
• Monitor resolution of 1024 by 768 pixels or higher
• A minimum of 2 GB RAM
Features installed on the same computer as Ricoh TotalFlow DocEnhancer have their own hardware
requirements.
The TotalFlow DocEnhancer Ticketer feature includes Ricoh printer drivers. The drivers require a minimum
of 1 GB RAM in addition to the RAM required for Ricoh TotalFlow DocEnhancer and other features.
The TotalFlow DocEnhancer Verification feature includes the TotalFlow DocEnhancer verification tool, a
standalone program. The tool requires:
• Scanning equipment to produce scan files with ASCII encoding and one bar code per line
• A minimum of 2 GB RAM
If the tool is installed on the same computer as Ricoh TotalFlow DocEnhancer, the tool requires a
minimum of 2 GB RAM in addition to the RAM required for Ricoh TotalFlow DocEnhancer and other
features.
Depending on the number of documents you process, additional free hard-drive space and memory
might be required.
Operating system and software requirements
Ricoh TotalFlow DocEnhancer requires one of these operating systems:
• Windows 7 Professional or above with Service Pack 1 (32 or 64 bit)
• Windows 8
Ricoh TotalFlow DocEnhancer requires this software:
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2 Planning for installation
• Java™ Runtime Environment (JRE) (Version 1.8) as your system default version of JRE
When both 32-bit and 64-bit versions of JRE are installed, Ricoh TotalFlow DocEnhancer uses the
64-bit version. If the 64-bit version is JRE 1.7 and the 32–bit version is JRE 1.8, you see an error
message because the 1.7 version of the JRE is invalid. Install the 64-bit version of JRE 1.8.
• Adobe® Acrobat X (Version 10.1.1 or higher), XI, or DC Professional
2
Acrobat cannot be installed in a directory path that contains non-English Unicode characters.
Migrating from Adobe Ac robat Prof essional version X or XI to
version DC
If you have installed Ricoh TotalFlow DocEnhancer on Adobe Acrobat X or XI Professional, follow this
process to install Ricoh TotalFlow DocEnhancer on Adobe Acrobat DC Professional.
To migrate to Adobe Acrobat DC Professional:
1. Uninstall Ricoh TotalFlow DocEnhancer from Adobe Acrobat X or XI Professional.
See Uninstalling Ricoh TotalFlow DocEnhancer, p. 16 for more information.
2. Install Ricoh TotalFlow DocEnhancer on Adobe Acrobat DC Professional.
See Introduction, p. 13 for more information.
Your plug-in settings for Adobe Acrobat Professional version X or XI are retained on version DC.
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3 . Installing Ricoh TotalFlow DocEnhancer
•Introduction
•Running the installation program
•Downloading and installing license keys for Ricoh TotalFlow DocEnhancer
•Installing features
•Uninstalling Ricoh TotalFlow DocEnhancer
In troduction
This section describes how to install and uninstall Ricoh TotalFlow DocEnhancer.
Make sure the system on which you install Ricoh TotalFlow DocEnhancer meets the hardware and
software requirements. See Planning for installation, p. 11 for more information.If you have a previous
version of Ricoh TotalFlow DocEnhancer on the system, uninstall it.
3
Ricoh TotalFlow DocEnhancer is installed in trial mode. After the product is installed, you can download
and install product and maintenance license keys that you have purchased. See Downloading and
installing license keys for Ricoh TotalFlow DocEnhancer, p. 13 for more information.
Run ning the in stallation program
Follow these steps to install Ricoh TotalFlow DocEnhancer.
1. Insert the product CD into the drive. The installer starts automatically.
2. O p t i o n a l: For setup information including hardware and software requirements, click S e t u p
Guid e .
Adobe Acrobat must be closed during the installation process. Print these instructions if you want to
view them during installation.
3. Follow the prompts to complete the installation.
4. Depending on your current configuration, the installer might ask to update some Microsoft®
libraries.
5. Verify the installation by opening a PDF file using Adobe Acrobat. The Acrobat menu bar should
include the D o c E n h a n c e r menu.
Before you start using the plug-in to enhance PDF files, open Adobe Acrobat and click
D o c E n h a n c e r → H e l p . Review the topics about preferences and adding the plug-in icon to the Acrobat
quick launch bar. These topics describe how to tailor the plug-in to your environment.
Downloadin g and installing lice nse k eys f or Ricoh TotalFlow
DocEnhancer
If you have purchased Ricoh TotalFlow DocEnhancer or any feature, use this procedure to download
license keys and install them.
Before you begin this procedure:
• Install Ricoh TotalFlow DocEnhancer. You must run Ricoh TotalFlow DocEnhancer to generate a
system fingerprint. License keys can only be used on the Ricoh TotalFlow DocEnhancer system that
generated the system fingerprint.
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3 Installing Ricoh TotalFlow DocEnhancer
• If you have not already purchased the software, contact your local service representative or sales
representative.
After you purchase the software, Ricoh Production Print sends an email with EMS - Entitlement
Certificate in the subject line to the email address provided when the order was placed. This email
contains an Entitlement ID (EID).
• Follow all the steps in this procedure each time that you receive an email with an Entitlement ID for
Ricoh TotalFlow DocEnhancer components that you have purchased.
To download and install license keys:
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1. Run Adobe Acrobat as an administrator.
2. Click D o c E n h a n c e r → A b o u t , and then click L i c e n s e .
Ricoh TotalFlow DocEnhancer generates a system fingerprint and displays it in the L i c e n s e dialog.
3. Open the EMS - Entitlement Certificate email and click the link to the Entitlement Management
System Web site.
4. On the Web site, select E I D from the L o g i n U s i n g drop-down list.
5. Find the EID in the email and type or paste it into the E I D field.
6. Click L o g i n .
7. Review the entitlement information for your EID and then click A c t i v a t e .
You might need to click A s s o c ia t e d P r o d u c t a n d F e a t u r e s to see the A c t i v a t e button.
8. Type or paste the system fingerprint in the S y s t e m F i n g e r p r in t / L o c k in g D a t a field. Make sure to
include the asterisk (*) at the beginning of the system fingerprint.
9. Click G e n e r a t e .
The Entitlement Management System generates license keys and sends them in a file to the email
address shown in the Contact field.
If you see an error message that the license could not be generated because checksum validation
failed, you entered an incorrect system fingerprint.
10. Check the email address in the Contact field. If a copy of the email (including the license key file)
should be sent to a different email address, click E - m a il . Type the email address and click S e n d .
11. O p t i o n a l: If you want to save the license key file to your computer, click S a v e t o F i l e .
12. Log out from the Web site.
13. If you did not save the license key file to your computer, retrieve the file from the email and
transfer it to your computer.
14. Give the license key file a name that identifies the computer Ricoh TotalFlow DocEnhancer runs on.
15. Store the license key file in a convenient location (for example, C:\MyDocuments).
16. On the Ricoh TotalFlow DocEnhancer L i c e n s e dialog, click B r o w s e , select the license key file,
and click O p e n .
17. Review and accept the license agreement.
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Installing features
18. Click O K .
Ricoh TotalFlow DocEnhancer updates the product and maintenance license information at the top
of the L i c e n s e dialog.
The license keys for Ricoh TotalFlow DocEnhancer and all purchased features are now installed on the
Ricoh TotalFlow DocEnhancer computer. Any feature without a license key remains in trial mode until its
trial period ends.
In stalling f eatures
After you install Ricoh TotalFlow DocEnhancer, you can add features at any time.
3
All features are installed in trial mode. To continue using a feature after the trial period, you must
purchase the feature and install a license key for it. See Downloading and installing license keys for
Ricoh TotalFlow DocEnhancer, p. 13 for more information.
To install a feature:
1. Run Adobe Acrobat as an administrator.
2. Click D o c E n h a n c e r → A b o u t F e a t u r e s .
3. Click S t a r t T r i a l to the right of the feature name, version, and status. You see a confirmation
message.
Once a trial starts, you cannot cancel it. Make sure you have selected the feature you want. If not,
click C a n c e l.
4. Click O K .
Installing Ricoh printer drivers
After you install the TotalFlow DocEnhancer Ticketer feature, install Ricoh printer drivers.
To install Ricoh printer drivers:
1. Insert the product CD into the drive.
2. Open Windows Explorer and navigate to the CD drive, so you can see the contents of the CD.
3. Open the T i c k e t e r F e a t u r e folder.
4. Double-click Ricoh—printer-connector-driver-setup.exe .
An installer starts.
5. Follow the prompts to complete the installation.
At the C h o o s e I n s t a l l F o l d e r step, we recommend that you use the default installation directory
C:\Ricoh\Ricoh Printer Connector Driver. If you install Ricoh printer drivers in another
directory, you must have write permission to that directory.
6. When the installer finishes, eject the CD.
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3 Installing Ricoh TotalFlow DocEnhancer
If you have installed the TotalFlow DocEnhancer Verification feature, you can reprint all unverified
documents on a supported Ricoh printer. To do that, you must install the TotalFlow DocEnhancer
verification tool on the same system as Ricoh TotalFlow DocEnhancer and the Ricoh printer drivers.
Installing the TotalFlow DocEnhancer verification tool
After you install the TotalFlow DocEnhancer Verification feature, install the TotalFlow DocEnhancer
verification tool.
3
If you have installed the TotalFlow DocEnhancer Ticketer feature, you can reprint all unverified
documents on a supported Ricoh printer. To do that, you must install the TotalFlow DocEnhancer
verification tool on the same system as Ricoh TotalFlow DocEnhancer and the Ricoh printer drivers.
To install the TotalFlow DocEnhancer verification tool:
1. Insert the product CD into the drive.
2. Open Windows Explorer and navigate to the CD drive, so you can see the contents of the CD.
3. Open the V e r i f i c a t i o n F e a t u r e folder.
4. Double-click DocEnhancer-verification-tool-setup.exe.
An installer starts.
5. O p t i o n a l: For setup information including hardware and software requirements, click S e t u p
G u id e to display this publication.
6. Follow the prompts to complete the installation.
7. When the installer finishes, eject the CD.
To start the tool, do one of these:
• Click the D o c E n h a n c e r v e r i f i c a t i o n t o o l desktop icon.
• Click S t a r t → A l l P r o g r a m s → To t a l F l o w → T o t a lF lo w D o c E n h a n c e r → D o c E n h a n c e r
ve rif ic atio n to o l.
Uninstalling Ricoh TotalFlow DocEnhance r
If you need to uninstall Ricoh TotalFlow DocEnhancer, use your system's method to remove programs.
To uninstall Ricoh TotalFlow DocEnhancer:
1. Close all instances of Adobe Acrobat.
2. Log in to Windows as an administrator.
3. Locate R ic o h T o t a lF l o w D o c E n h a n c e r in your installed program list.
4. Select it and remove it.
Uninstalling the TotalFlow DocEnhancer verification tool
You can uninstall the TotalFlow DocEnhancer verification tool, a stand-alone program provided with the
TotalFlow DocEnhancer Verification feature.
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Uninstalling the TotalFlow DocEnhancer verification tool
To uninstall the TotalFlow DocEnhancer verification tool:
1. Close the TotalFlow DocEnhancer verification tool.
2. Log in to Windows as an administrator.
3. Locate the T o t a l F l o w D o c E n h a n c e r v e r i f i c a t i o n t o o l in your installed program list.
4. Select it and remove it.
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3
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4 . Using Ricoh TotalFlow DocEnhancer
•Adding the plug-in icon to the Acrobat quick launch bar
•Preferences
•Units of measure
•User interface
•Working with control files
•Previewing markup
•Modifying markup definitions
•Defining a page group
•Working with document properties
•Working with rules
•Adding markup to a PDF file
•Inserting pages from another PDF file
•Generating a PDF output file
You use this software to enhance a PDF file by adding markup, such as barcodes, and by defining
document properties using data in the PDF file.
4
Adding the plug-in ic on to th e Ac robat quic k launc h bar
Before you can mark up a PDF file, you must make the plug-in the active tool in Adobe® Acrobat.
Clicking the plug-in icon is a convenient alternative to clicking D o c E n h a n c e r → S e le c t in the menu bar.
You can permanently place the Ricoh TotalFlow DocEnhancer icon on the Adobe Acrobat quick launch
bar.
Follow these steps:
1. Open Adobe Acrobat Professional.
2. Click the T o o ls menu on the far right.
3. Click A d v a n c e d E d i t i n g .
4. Right-click the Ricoh TotalFlow DocEnhancer icon (
) and select A d d t o Q u ic k T o o ls . The
Ricoh TotalFlow DocEnhancer icon is permanently placed in the quick launch bar below the
Acrobat main menu.
When the plug-in is the active tool, its icon will be highlighted.
Preferences
You can set preferences for the plug-in, including memory usage, log settings, the number of pages to
process, the rendering intent and output location for the PDF file you generate, and the font for the labels
on the markup that you add to a PDF file.
To change your preferences, click D o c E n h a n c e r → P r e f e r e n c e s .
Fonts tab
Use the F o n t s tab to select the font and size. This font is applied to the name of the markup boxes you
draw in a PDF file. You use this option to change the font of the characters in your preferred language.
Selections for style, effects, color, and type of script are not applied to the name of the markup boxes.
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4 Using Ricoh TotalFlow DocEnhancer
Preview tab
Use the P r e v ie w tab to set values for these properties:
Pages to Proc ess
This value is used to determine the maximum number of pages to process when you preview markup,
export and view document properties, generate PDF output files, and use the Page Group Navigator.
The more pages you specify, the longer Ricoh TotalFlow DocEnhancer takes to preview markup and
view document properties.
Production Inte nt
This value determines:
• How Ricoh TotalFlow DocEnhancer interprets PDF source files
• The format of PDF output
4
Source file example: When the P r o d u c t i o n I n t e n t is S i m p l e x , S e c o n d F r o n t O n ly page placement
puts markup on the second page of each page group. When the P r o d u c t i o n I n t e n t is D u p le x ,
S e c o n d F r o n t O n l y page placement puts markup on the third page of each page group.
Output example: When the P r o d u c t io n I n t e n t is D u p l e x , Ricoh TotalFlow DocEnhancer adds a
blank page at the end of each page group that has an odd number of pages.
Generate tab
Use the G e n e r a t e tab to set values for these properties:
Generate Identifier
Ricoh TotalFlow DocEnhancer adds a period and this identifier to the default name of the generated
PDF output file, before the . P D F extension. For example, the name of a PDF source file is s a m p l e .
p d f , and the G e n e r a t e I d e n t i f ie r is 3 . The default name of the PDF output file is sample.3.pdf.
De f a ult PDF O utp ut Fo ld e r
U s e s o u r c e f i l e f o l d e r places the generated PDF output file in the same directory as the PDF source
file. U s e s p e c i f i e d f o l d e r places the file in a folder that you specify here. You can type the directory
path and folder, or you can click B r o w s e to select the folder.
De f a ult Ve r if ic a tio n R e so ur c e O utput Fo ld e r
You see this preference if you have installed the TotalFlow DocEnhancer Verification feature. U s e
s o u r c e f i le f o l d e r places the generated verification resource file and PDF output file in the same
directory as the PDF source file. U s e s p e c i f i e d f o l d e r places the files in a folder that you specify
here. You can type the directory path and folder, or you can click B r o w s e to select the folder.
Sta tus File O p tio n s
C r e a t e a s t a t u s f i l e tells Ricoh TotalFlow DocEnhancer to place messages in a status file while it
generates the PDF output file. The name of the status file is the name of the PDF output file with .log
appended to it. The status file is written to the same directory as the PDF output file. If Ricoh TotalFlow
DocEnhancer places messages in a status file, it can delete the status file if the PDF output file is
generated without errors.
I f n o e r r o r s , d e le t e t h e s t a t u s f i l e u p o n c o m p l e t i o n tells Ricoh TotalFlow DocEnhancer to delete
the status file if the PDF output file is generated without errors.
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Preferences
Address tab
Use the A d d r e s s tab to set a value for the D e f a u lt a d d r e s s b lo c k f o r m a t property. The default value is
displayed when you use the D e f i n e A d d r e s s B l o c k function.
If you have installed the Postal Enablement feature, the default value is also displayed when you use the
R e p l a c e A d d r e s s function.
If you have installed the Postal Enablement feature, use the tab to set values for these properties:
Ad d re ss f ile c o n f ig ura tion
The format of the exported file that contains documents for mailing address processing.
• G e n e r ic produces a tab-delimited text file that associates each of the first seven lines in an
address block with a single document property.
• M a i l P r e p a r e r produces a CSV (comma-separated value) file for use with the TEC Mailing
Solutions MailPreparer software.
4
• M a i l P r e p a r e r M L C produces a CSV file for use with the TEC Mailing Solutions MailPreparer
software with MailListCleaner options.
If you define custom address file configurations, their names appear in the drop-down list too. See
Defining an address file configuration, p. 72 for more information.
De f a ult imp o r t f o ld e r
The default directory path for Postal Enablement import files. You can type the directory path and
folder, or you can click B r o w s e to select the folder.
De f a ult e xp o r t f o ld e r
The default directory path for Postal Enablement export files. You can type the directory path and
folder, or you can click B r o w s e to select the folder.
Def ault return codes f or filterin g
The list of return codes for filtering documents during the G e n e r a t e function. If this field is empty,
documents are not filtered based on return codes. The field can contain a list of return codes
separated by commas, for example: E428, E429, E431. If a document contains one of the
specified return codes in the D o c . A d d r e s s . R e t u r n C o d e document property, the document is filtered
during the G e n e r a t e function.
Create log
Whether a Postal Enablement log is created when imported document mailing addresses are applied
to documents during the G e n e r a t e function. The name of each log file is the name of the import file
followed by the job ID and postalEnablement.log.
Log folder
The directory path for the Postal Enablement log files. After the Postal Enablement feature processes
the updated mailing addresses in the import file, the log file contains information about the results.
The system cannot create a log file if the directory path does not exist. You can type the directory
path and folder, or you can click B r o w s e to select the folder.
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4 Using Ricoh TotalFlow DocEnhancer
Logging tab
Ricoh TotalFlow DocEnhancer provides a log file in text format that you can customize to provide
different levels of historical information. Use the L o g g i n g tab to define these properties:
Lo g g in g L e ve l
The types of messages saved in the log file. T r a c e saves all six types. I n f o saves four types:
informational, warning, error, and fatal messages. F a t a l saves only fatal messages. O f f turns off
logging.
Log Output Folder
The directory path for the plug-in and Java log files that the system creates. The directory path must
exist when the system creates the first log file. If a file does not exist, the system creates it.
Plug -in L o g File
4
The file name for the plug-in log file that the system creates.
Ja va Lo g File
The file name for the Java log file that the system creates.
Ma ximum File Siz e
The upper size limit for the log. The minimum file size is 1 MB; the maximum file size is 10 GB. When
the file reaches the upper limit, the system closes the file, renames it to include a number at the end of
the name, and keeps it until the value in the N u m b e r o f L o g F i le s t o R e t a in property is reached. For
example, the log file name is Log.txt. Each renamed file is Log.n.txt, where n is a number from 1 to
the value in the N u m b e r o f L o g F i le s t o R e t a i n property. The most recent log remains Log.txt.
Numb e r of Lo g File s to R e ta in
The number of log files that the system keeps in addition to the current log file. When this limit is
reached, the system deletes the oldest log file after it creates a new log file. For example, you select
3 . The system keeps the current log file plus the three most recent log files.
Advanced tab
Use the A d v a n c e d tab to set values for these properties:
Port
The internal port number for communication between Ricoh TotalFlow DocEnhancer and its
background Java process. You need to restart Adobe Acrobat for this value to take effect. Edit this
field if you have software that uses the default port.
Heap Size (MB)
The number of megabytes for the desired minimum amount of memory in the Java Virtual Machine
allocation pool. You need to restart Adobe Acrobat for this value to take effect. You might need to
experiment with this value to tune it to the size and complexity of the PDF files you mark up. When
you experience delays while previewing, selecting text, using the Page Group Navigator, generating
output PDF files, or extracting and exporting document properties, you might improve performance
by increasing the number of megabytes. If you set the heap size to a value that is greater than the
available memory, you might not be able to use Ricoh TotalFlow DocEnhancer. In that case,
decrease the heap size value, restart Adobe Acrobat, and reactivate the plug-in.
Other JVM Options
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Units of measure
In addition to setting the minimum heap size, you can fine-tune other JVM memory settings. Edit this
field only on the advice of your support representative.
Units of measure
Ricoh TotalFlow DocEnhancer uses the units of measure from the P a g e s & R u le r U n i t s you set in Adobe
Acrobat preferences.
To see or change this setting, click E d i t → P r e f e r e n c e s → U n i t s & G u i d e s .
You define certain units of measure, such as those for the OMR marks, when you define the markup.
User interf ace
The plug-in user interface consists of the D o c E n h a n c e r menu added to Adobe Acrobat, a right mouse
button popup menu, a left mouse button popup menu, and windows that you use to perform Ricoh
TotalFlow DocEnhancer functions.
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D o c E n h a n c e r menu and right mouse button popup menu
The Table D o c E n h a n c e r and right click menu options, p. 23 describes the options you can select from
the D o c E n h a n c e r menu that is added to the Adobe Acrobat Pro menu bar and when you right click in a
PDF file.
Table 1. D oc Enhanc e r and right c lic k me nu options
Menu Option
Description
Select
Makes Ricoh TotalFlow DocEnhancer the active Adobe Acrobat tool. After
activating the plug-in, you can use the left mouse button to draw a box in an
area of the PDF file where you want to select specific text or add markup.
Add Markup
Displays the options on the left-mouse button menu.
V iew Markup
N a vig a to r
Displays a list of the markup, document property, and page group definitions
that have been added to the active PDF file. You can use this view to edit
markup and to locate markup that is hidden under other markup. Mark the
check box next to a name in the list to display the box for that markup.
Remove the check to hide the markup box. If you deselect the check box in
front of a markup type, you hide the boxes for all markup of that type.
View Page Group
N a vig a to r
Views the pages that belong to each page group. Click the + sign to expand
the page groups and click the − sign to collapse the page groups. You can
also use this view to navigate to specific pages in the PDF file. Click one of
the pages in a page group to make that the active page in Adobe Acrobat.
If you do not see the page groups you were expecting based on your page
group definition, you must edit the definition to obtain the correct
breakdown. If you do not see the correct breakdown of page groups in this
view, you cannot obtain correct print results when you generate PDF output
files.
Preview
Verifies that files are going to print as you expect when your markup is
applied to a print job. After you have examined the preview rendering of the
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4 Using Ricoh TotalFlow DocEnhancer
Menu Option
Description
PDF file, click X in the upper right corner of the PDF file to close the rendered
PDF file and to return to your original PDF file.
Preview Preferences
Sets or changes preview preferences. You can define: the maximum number
of pages to process, the rendering intent, and other settings.
Print
If you have installed the TotalFlow DocEnhancer Ticketer feature, you can
print a PDF source file on a supported Ricoh PDF printer, or you can select
the A d o b e P D F option to generate a PDF output file and a Job Definition
Format (JDF) job ticket. You can then send the PDF output file and JDF job
ticket to a printer that accepts them as input.
Generate
You can generate a PDF output file with your markup after you make
enhancements to a PDF source file.
4
If you have installed the TotalFlow DocEnhancer Verification feature:
• G e n e r a t e → P D F generates a PDF output file.
• G e n e r a t e → V e r if ic a t io n R e s o u r c e F i le generates a verification
resource file and a PDF output file.
For more information, see TotalFlow DocEnhancer Verification feature, p. 95.
24
View Document
Property Values
Views the values of the document properties that are defined in the loaded
control file. You can save the values to a tab-delimited text file.
Manage Rules
Displays your conditional processing rules. You can define new rules, and
you can edit or delete existing rules.
Manage Media
C atalog
If you have installed the TotalFlow DocEnhancer Ticketer feature, you can
manage a media catalog by defining media and editing the media
definitions.
M an a g e Pr in te r s
If you have installed the TotalFlow DocEnhancer Ticketer feature, you can
manage printers by defining them and editing their definitions.
Manage Inserts
Inserts pages from another PDF file before each document in a PDF file, after
each document, or both. The inserted pages are part of each document, and
markup can be applied to them.
M e dia a nd Fin ish in g
If you have installed the TotalFlow DocEnhancer Ticketer feature, you can
specify media and finishing options for your entire PDF file, for a range of a
pages, or for documents within your PDF file.
Import JDF
If you have installed the TotalFlow DocEnhancer Ticketer feature, you can
import a Job Definition Format (JDF) job ticket into Ricoh TotalFlow
DocEnhancer.
Mail
If you have installed the Postal Enablement feature, you can export mailing
address data to mail processing software and import updated mailing
address data from mail processing software. You must specify an A d d r e s s
F i le C o m p a t ib i l it y value in P r e f e r e n c e s before you export and import
mailing address data.
User interface
Menu Option
Description
L o a d C on tr o l File
Loads an existing control file. Ricoh TotalFlow DocEnhancer saves all page
group, document property, and markup definitions into one or more control
files. If you load a control file, you load all definitions in that control file. You
can only have one control file loaded at a time.
Save Control File
Stores any markup, document property, and page group definitions to a
control file. The Save Control File window displays the name and location of
the control file you are saving. You can enter a new name for the control file,
or keep the existing name to overwrite the control file you previously loaded
or saved.
C le a r M ar k up
Removes all markup, document property, and page group definitions from
the active PDF file. You use this option when you want to start over or create
a new control file that does not contain any of the markup from the prior
control file. If, after using this option, you add markup or other definitions to
the PDF file, you use the S a v e C o n t r o l F i l e option and save the definitions
with a new control file name.
Preferences
Sets or changes preferences, such as the default font used for the labels for
the markup you add to a PDF file; the maximum number of pages to process;
the rendering intent; the default folder for PDF output files; logging options;
and the maximum amount of memory (heap space) to reserve for Ricoh
TotalFlow DocEnhancer.
Help
Opens the publication Ricoh TotalFlow DocEnhancer: Installing, Configuring,
and Using.
About
Displays the version information for your Ricoh TotalFlow DocEnhancer
installation.
About Features
Displays the license status of features and lets you install them.
4
Left-mouse button menu
The Table Ricoh TotalFlow DocEnhancer left mouse menu, p. 25 describes the options you can select
from the Ricoh TotalFlow DocEnhancer menu that you see when you use the left mouse button to draw a
box in the PDF file. To use the left mouse button, you must first make Ricoh TotalFlow DocEnhancer the
active tool in Adobe Acrobat by either clicking the plug-in icon or by clicking D o c E n h a n c e r → S e le c t .
You draw a box in a PDF when you want to select text or define an area to place markup. To draw a
box, click the left mouse button, and without letting go of the mouse button, drag the cursor down and to
the right until you have either selected the text you want or have drawn a box the size that you want.
When you release the mouse button, a menu pops up with the following options.
Table 2. Ricoh TotalFlow DocEnhance r lef t mouse menu
Menu Option
Description
De f in e Pag e Gr o up
Defines a page group to break a PDF file into mailpieces, such as statements
or invoices. You must define the page group before you add markup or
define document properties.
De f in e C o n d itio n a l
Tr ig g e r
Defines a conditional trigger from text in the PDF. You use a conditional
trigger in a conditional placement rule that defines the pages on which
markup is printed or document properties are extracted. For example, you
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4 Using Ricoh TotalFlow DocEnhancer
Menu Option
Description
want to add a QR barcode only on the page where the word I n v o ic e
occurs near the top left of either the first or second page of a statement. You
first define the word I n v o ic e as a conditional trigger. Then, when you are
defining the QR barcode, you select that trigger as a conditional placement
rule on the QR barcode so it only prints on the pages where the word
I n v o i c e occurs in the location you selected.
De f in e Do c ume nt
Property
Defines a document property on any text that you want to extract from the
PDF file.
De f in e Multip le
Pro p e r tie s
Defines document properties from a block or multiline section of text.
D e f in e A d d r e s s B lo c k Defines document properties for an address block.
4
Hide Area
Creates a cover block to hide content in a PDF file. Hidden content does not
print and is not viewable in Ricoh TotalFlow DocEnhancer preview. You can
hide an area and then place other markup over the hidden area.
Add Barcode
Adds and configures a barcode. First you select the area where you want to
place the barcode. Then, you select a barcode type and add content. When
adding a barcode for downstream processing of mailpieces, you must
understand the precise optical marks required by your machinery and have
configuration specifications from your supplier.
Ad d V e rif ic a tio n
Barcode
If you have installed the TotalFlow DocEnhancer Verification feature, you
can add and configure a verification barcode. For more information, see
TotalFlow DocEnhancer Verification feature, p. 95.
Add OMR
Adds and configures optical markings to help manage downstream
processing of mailpieces in the PDF file. When adding an OMR, you must
have an understanding of the precise optical marks required by your
machinery and have configuration specifications from your supplier.
Add Image
Adds an RGB JPEG-formatted image to create new content or to cover
existing content.
Add Text
Adds text to any location in a PDF file. You designate the area where you
want the text to print and select content from a combination of options,
including typing text.
R e p la c e Ad d re ss
If you have installed the Postal Enablement feature, you can define document
properties in an address block in each document in a PDF file. After you
receive updated address data from third-party postal software, this function
automatically hides original addresses that have changed and replaces them
with updated addresses.
Workin g with control f ile s
As you use Ricoh TotalFlow DocEnhancer to mark up a PDF file, instead of saving markup in the PDF file
itself, you save markup to a control file. You can reuse the control file on another PDF file if needed.
26
Previewing markup
You use the D o c E n h a n c e r menu options L o a d C o n t r o l F i le and S a v e C o n t r o l F i l e to manage control
files. You can only have one control file loaded at a time.
Do not manually edit Ricoh TotalFlow DocEnhancer control files without advice from a software support
specialist.
In the control file you save the page group definition, document properties, and all markup. If you have
installed the TotalFlow DocEnhancer Ticketer feature, you also save media and finishing options. When
you preview a PDF file to verify where markup is going to print, you can view all markup in one view.
Previewing markup
After you add markup to a PDF file, you can preview markup placement. This lets you verify that the PDF
file is going to print as expected. If you have installed the TotalFlow DocEnhancer Ticketer feature,
Preview also lets you verify that media and finishing options are going to be applied as expected.
4
• You cannot edit a preview file.
• You must define a page group before you can preview markup. For more information, see Defining a
page group, p. 29.
• The P a g e s t o P r o c e s s Preference specifies the maximum number of pages that P r e v i e w processes.
The greater the P a g e s t o P r o c e s s value, the longer Ricoh TotalFlow DocEnhancer takes to preview
markup added to a PDF file. For more information, see Preferences, p. 19.
• The P r o d u c t i o n I n t e n t Preference determines how Ricoh TotalFlow DocEnhancer interprets PDF
source files. For more information, see Preferences, p. 19.
• When you define markup in a PDF file, you can use the values of document properties as content for
markup and in conditional placement rules. Preview uses values that are extracted from the PDF file.
To preview markup:
1. Click D o c E n h a n c e r → P r e v ie w .
Ricoh TotalFlow DocEnhancer generates and displays a new, temporary PDF file. Your PDF source
file remains open.
The temporary PDF file opens to the first page regardless of the page you are editing in the PDF
source file.
If a page has media and finishing options, you see an annotation labeled P r i n t O p e r a t i o n s in the
upper right corner. Hover the mouse pointer over P r i n t O p e r a t i o n s to see the media name and
finishing option. As an alternative, click C o m m e n t on the Adobe Acrobat toolbar. In the
C o m m e n t s pane, you see a comment for each page with media and finishing options.
2. When you have finished previewing the PDF file, you can close this temporary PDF file or leave it
open.
You can update the temporary PDF file by clicking D o c E n h a n c e r → P r e v i e w .
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4 Using Ricoh TotalFlow DocEnhancer
Modif ying markup de finition s
After you add markup to a PDF file, you might need to delete the markup, move it to a new location, or
modify its properties. Ricoh TotalFlow DocEnhancer provides several ways to edit and delete markup,
document properties, and a page group definition.
The most common methods to edit markup are to double-click the box you drew to display the markup
definition window or to click a box and move it to a new location. To edit markup layered under other
markup, you can use the Markup Navigator to select the markup you need to edit.
Ti p : Keep in mind that changes you make to markup in the active PDF file must be saved to the control
file to which you previously saved the markup definition. For example, if you added a barcode to a PDF
file and saved that definition to a control file, and you delete the barcode from the active PDF file, you
must save that change to the existing control file.
You can use any of the following methods to edit markup.
4
Table 3. Me thods to modif y markup
Method
Description
Double-click a Displays the property definition window for the markup box.
markup box
Right-click a
markup box
Displays a popup menu with options to edit the definition of the markup box or to
delete it.
Click and
Click any box for markup, document properties, or a page group definition. Resizing
drag to resize handles appear on the corners of the box. Click and drag a corner to change the
or move a box size of the box.
Click and drag the middle of a box to move it to a new location.
• If the markup is layered underneath other markup, click D o c E n h a n c e r → V ie w
M a r k u p N a v ig a t o r to isolate the markup you want to resize. Remove the
checkmark from the boxes in front of markup that blocks your access to the
markup you want to edit.
• You can use the horizontal and vertical coordinates, width, and height in the
markup definition window to change the location and size of the markup box.
• If you click, resize, or move either a page group definition or a conditional
trigger, make sure it is on the page that contains the data you are looking for.
These three actions resample the data for a page group definition or a
conditional trigger. If you do one of the actions on the wrong page, Ricoh
TotalFlow DocEnhancer asks whether it should accept your change. If you click
O K , the data changes to an incorrect value.
Left-click in the To highlight a markup box:
Markup
1. Click D o c E n h a n c e r → V i e w M a r k u p N a v ig a t o r .
Navigator
2. Click the markup you want to highlight.
T ip : You can keep the Markup Navigator window open as you add, modify, and
delete markup. The window automatically updates with your changes.
28
Defining a page group
Method
Description
Double-click
in the Markup
Navigator
To edit markup, document properties, or a page group definition:
1. Click D o c E n h a n c e r → V i e w M a r k u p N a v ig a t o r .
2. Double click the markup you want to edit.
Hide markup
using the
Markup
Navigator
To hide markup, document properties, or a page group definition so you can access
other markup:
1. Click D o c E n h a n c e r → V i e w M a r k u p N a v ig a t o r .
2. Toggle the check box on and off to show and hide:
• A box that you drew for markup, document properties, or a page group
definition.
• A group of markup. For example, remove the check from the I m a g e check
box to hide all image markup boxes.
4
Def ining a page group
A page group defines the pages ranges for each document in your PDF file. We recommend that you
define a page group before you add markup.
To define a page group:
1. Open a PDF file in Adobe Acrobat Professional and click D o c E n h a n c e r → S e l e c t to make the
plug-in the active tool.
2. To define a text-based page group, draw a box around the target text. Otherwise, draw a box
anywhere on the page.
3. Click D e f i n e P a g e G r o u p .
4. Either accept or change the default page group name. We recommend that you use the default
name, so that anyone working on the PDF file can easily see where the page group boundary is
defined. If you do change the name, do not use spaces or special characters (such @, #, $, and
%). You can use periods and underscores.
5. For text-based page groups, you can alter the location and size of the enclosing box by entering
values for H o r iz o n t a l and V e r t i c a l coordinates, W i d t h , and H e i g h t . The position and size of the
box are adjusted after you click O K .
6. From the P a g e G r o u p s drop-down list, select one of these options:
• T r e a t e n t ir e P D F a s a s i n g l e p a g e g r o u p : Creates a single page group that includes all
pages in the PDF file.
• C r e a t e f i x e d - l e n g t h p a g e g r o u p s : Creates page groups of specific lengths based on the
value of the P a g e G r o u p L e n g t h property. Page grouping starts on page 1 of the PDF file.
For example, select 5 to create page groups for pages 1–5, 6–10, 11–15, and 16–18 in an
18–page PDF file.
• B e g in p a g e g r o u p w h e n t h e s e l e c t e d t e x t i s f o u n d : Creates page groups based on text
that you select. Any page with the selected text inside the box you drew becomes the first
page of a new page group.
29
4 Using Ricoh TotalFlow DocEnhancer
For example, select P a g e 1 o f to create a new page group each time that Ricoh TotalFlow
DocEnhancer finds the text P a g e 1 o f inside the box you drew.
Characters in a PDF file have white space enclosing them. Make sure that the S e le c t e d T e x t
field does not include characters — such as white-space characters — that you do not want. If
it does, cancel the page group definition and redraw the box around the text.
• B e g in p a g e g r o u p w h e n t h e s p e c i f ie d t e x t i s f o u n d : Creates page groups based on text
that you specify. Any page with the specified text inside the box you drew becomes the first
page of a new page group. The text does not need to be on the same page as the box you
drew.
From the M a t c h m e t h o d drop-down list, select one of these options:
– M a t c h t e x t e x a c t ly : Matches the exact text that you specify.
4
– M a t c h t e x t c o n t a i n i n g : Matches the text that you specify to a portion of the text in the
box you drew. The text that you specify does not need to be in the same location on each
page.
For example, use this option to create a new page group each time that Ricoh TotalFlow
DocEnhancer finds the text P a g e 1 o f anywhere inside the box you drew. The box can
contain other text. P a g e 1 o f 4 and T h i s i s P a g e 1 o f 4 found in the box both match the
specified text P a g e 1 o f .
– M a t c h t e x t u s i n g w i l d c a r d s [ * o r ? ] : Matches the text that you specify, which includes
wildcard characters, by interpreting the wildcard characters as any characters. The
asterisk (*) matches zero or more characters. The question mark (?) matches a single
character.
For example, the first page of each mail piece has an account number that starts with A
followed by seven digits. The position of the account number varies on each statement.
You draw a box big enough to include the account number on all the statements and type
A??????? as the value of the S p e c i f y t e x t t o m a t c h property. Ricoh TotalFlow
DocEnhancer starts a new page group on each page with an account number like
A 1 2 6 5 5 8 1 or A 6 4 2 8 2 2 9 .
If you typed A??????* as the value of the S p e c i f y t e x t t o m a t c h property. Ricoh
TotalFlow DocEnhancer would start a new page group when it finds account numbers with
six or more digits.
– M a t c h t e x t u s i n g a J a v a r e g u l a r e x p r e s s io n : Matches the Java regular expression that
you specify.
For example, each mail piece is in one of two languages: English or Spanish. You type
(Page 1 of).*|(Página 1 de).* as the value of the S p e c i f y t e x t t o m a t c h property.
Ricoh TotalFlow DocEnhancer starts a new page group if the text found is P a g e 1 o f
followed by any number of characters or P á g i n a 1 d e followed by any number of
characters. Examples: P a g e 1 o f , P a g e 1 o f 6 , P á g i n a 1 d e 2 , or P á g i n a 1 d e 1 0 .
For more information, see the Java documentation for the java.util.regex.Pattern class.
30
Working with document properties
• B e g in p a g e g r o u p w h e n t e x t i n s e l e c t e d a r e a c h a n g e s : Creates page groups when text
inside the box you drew changes. The page with the changed text becomes the first page of a
new page group.
For example, you draw a box around an account name. Ricoh TotalFlow DocEnhancer
creates a new page group each time a new account name appears in the box you drew.
When you draw the box for this type of page group, make sure that the location of the box on
every page encompasses only the text to evaluate or white space (no text). If other text
appears in the box, unwanted page groups are identified. Pages that contain white space, in
the location of the box, do not start a new page group.
• B e g in p a g e g r o u p w h e n t e x t o r d r a w n o b je c t s a r e d e t e c t e d : Creates page groups when
either a graphic object or text is enclosed in the box you drew. If the box you drew does not
contain the text or entire graphic, then the page is not the start of a new page group.
4
Not all marks are graphics. Some marks are image data.
7. Click O K .
8. Click D o c E n h a n c e r → V i e w P a g e G r o u p N a v i g a t o r and verify that the page groups begin on
the correct pages.
If text-based page groups do not begin on the correct pages, the box you drew might not be the
correct size for the text you selected or specified. Inspect the page groups to see if you can find
the problem. Then redraw the box, make changes to the text, or both.
9. Edit the page group definition by double-clicking the box representing the page group, or by
clicking D o c E n h a n c e r → V ie w P a g e G r o u p N a v i g a t o r and then double-clicking the page
group name.
10. When you are ready to save all your enhancements to the PDF file, including the new page group
definition, click D o c E n h a n c e r → S a v e C o n t r o l F i le .
Workin g with documen t properties
You can define document properties from data in your PDF file that you want to use for later print
processing. For example, you can create document properties to extract data in each page group in a
PDF source file and define that data as the content of a barcode that prints on a page in the same page
group.
When you define a document property, you specify data in the PDF file. You can apply conditional
processing rules to tell Ricoh TotalFlow DocEnhancer where to extract the data from and when to extract
it. For example, you want to apply conditional processing rules that extract an account number from the
first page of every page group when an account is overdue. First you create a conditional trigger on text
that indicates the account is overdue. Then you define a rule with two conditions. One condition specifies
that the “overdue” text is present. The other condition specifies the pre-defined rule F i r s t F r o n t O n ly . You
choose to apply the new rule when all of its conditions are met. Finally you define the account number as
a document property and select the new rule in the Placement Conditions section. Ricoh TotalFlow
DocEnhancer extracts the account number from the first front page of each page group when the
“overdue” text is present.
Vie w in g d oc ume n t p ro p e rty value s
31
4 Using Ricoh TotalFlow DocEnhancer
After you define one or more document properties, you click D o c E n h a n c e r → V i e w D o c u m e n t
P r o p e r t y V a l u e s to see the values of the document properties in the active PDF file. You can verify that
the conditional processing rules and the text selected for each document property are correct. Use the
document property view to verify that none of the document property values are longer than the text
selection box you drew. Ricoh TotalFlow DocEnhancer truncates any text that extends beyond the text
selection box.
Ti p : The Document Property window is a useful tool for you to keep open as you define document
properties. After you create your first document property and view its values, you can click the U p d a t e
Ta b l e button in the Document Property window at any time to update the table with changes that you
made to the document properties.
Sa ving d o c ume nt p ro p e r ty va lue s
If you need to use document property values outside the product, click S a v e while viewing document
property values. Ricoh TotalFlow DocEnhancer saves the values to a tab-delimited text file.
4
Defining a document property
You can extract a document property from each document in a PDF file. After you define a document
property, you can extract and view the document property values or save them in a tab-delimited text
file.
To define a document property:
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group definition or define a page group.
2. Left-click just above the top left corner of the data that you want to capture. Drag the mouse to
draw a box around the data.
You can later view the extracted values to verify your selection.
T ip : Make the box big enough to capture the longest occurrence of the data in your PDF files.
Some characters in a PDF file have a larger white space buffer than other characters. For
example, the left edge of a large capital letter might have up to a tenth of an inch of white space
buffer that you might need to select in order to capture that letter.
3. Select D e f in e D o c u m e n t P r o p e r t y from the popup menu.
4. Type a document property name into the field. Do not use any special characters (such as @, #,
$, %, or - (dash)) or spaces. You can use periods and underscores.
When you define document properties, you can define a document property more than once. For
example, text in your PDF file might be variable, and you might need to mine the zip code from
two different locations. You can define your zip code document property twice — as long as you
define different conditional placement rules that specify the pages from which the property is
extracted. If you define the same document property in two different ways in the document, and
each of their conditions are met, then only the value extracted last is used.
5. Use the E x t r a c t i o n C o n d i t io n s section to specify the page in each document from which
document property data will be extracted. Do either of these:
32
Defining a document property
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is F i r s t F r o n t O n l y . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
The L a s t B a c k , L a s t F r o n t , and L a s t P a g e rules do not work with the extraction of document
property data.
• Select S p e c i f ic p a g e s and type the page in each document that you want.
If you specify multiple pages, Ricoh TotalFlow DocEnhancer extracts the document property
data from the last specified page in each document. Examples:
– You specify pages 2–4. If a document has four or more pages, the document property
data is extracted from page 4. If a document has three pages, the document property
data is extracted from page 3. If a document has two pages, the document property data
is extracted from page 2.
4
– You specify pages 2,4. If a document has four or more pages, the document property
data is extracted from page 4. If a document has 2–3 pages, the document property data
is extracted from page 2.
– You specify pages 2–n. Because n represents the last page, the document property data is
extracted from the last page if the document has two or more pages.
If you specify only page n, Ricoh TotalFlow DocEnhancer does not extract the document
property data from any page in a document.
6. O p t i o n a l: Select the edit icon ( ) to display a Modify Text window where you define one or
more modifier extraction rules to extract the exact document property you need.
1. Choose one of the following modifiers:
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4 Using Ricoh TotalFlow DocEnhancer
Ta ble 4 . Co n te n t m od if ie rs
Modifier
Action
Remove Character
Type one character or a blank character (use the space bar to
type a blank character) that you want to remove from the
value. The character is case-sensitive. Then select one of these
buttons:
• R e move all in stan c e s of th e c h ar ac te r
The specified character is removed from all positions in the
value.
For example, an account number is: 324-1443255-11.
You can type a - to remove all - characters from the value,
producing 324144325511.
4
• R e mo ve le a d in g c h a ra c te r s
The specified character is removed from the beginning of
the value. For example, if you type a blank character, all
blank characters are removed from the beginning of the
value.
• R e move tr ailing c h ar ac te rs
The specified character is removed from the end of the
value. For example, if you type a blank character, all blank
characters are removed from the end of the value.
• R e mo ve le a d in g a n d tr ailing c h a ra c te rs
The specified character is removed from the beginning and
end of the value. For example, if you type a blank
character, all blank characters are removed from the
beginning and end of the value.
Sub str ing b y Po sitio n
34
Select B e g i n n i n g o f L i n e or E n d o f L in e from the S t a r t i n g
F r o m list. Select a number for F ir s t P o s it i o n to indicate the
location of the first character in the text value. Select a number
for N u m b e r t o R e t a in to indicate how many characters are
retained.
Defining a document property
Modifier
Action
Substr ing by De limite r
Type a character or a blank character in the D e l i m i t e r field to
indicate where the text value is split into separate string
segments. The character and the text string are case-sensitive.
Select B e g i n n i n g o f L i n e or E n d o f L in e from the S t a r t i n g
F r o m drop-down menu.
Select a number for F ir s t P o s i t io n to define the position of the
delimiter in the text string.
Select a number for N u m b e r t o R e t a i n to define the number of
text string segments to retain.
These examples show how to select text string segments by
specifying a delimiter:
• For the account number 324-1443255-11 , you can use as the delimiter to split the value into these three text strings:
324, 1443255, and 11. Select B e g i n n i n g o f L i n e . To
select the second and third text strings (1443255 and 11),
select 2 for both F i r s t P o s i t i o n and N u m b e r t o R e t a i n .
4
• For the mailing address Eldorado Springs CO 80025,
you can use a blank character as the delimiter to split the
value into these four text strings: Eldorado, Springs, CO,
and 80025. Select E n d o f L i n e .
– To select the zip code, select 1 for both F i r s t P o s i t i o n
and N u m b e r t o R e t a in .
– To select the state, select 2 for F i r s t P o s i t i o n and 1 for
Numbe r to Re tain .
– To select the city, select 3 for F i r s t P o s it i o n and 1 0 for
N u m b e r t o R e t a i n . By specifying 1 0 for N u m b e r t o
R e t a in , you can select city names with up to ten words.
Pad with Ch aracter
Select B e g i n n i n g o f L i n e or E n d o f L in e from the P a d d i n g
L o c a t io n list. Enter a character or a blank character as the
padding character into the C h a r a c t e r t o P a d w i t h field.
Enter a number in the M i n i m u m P a d d e d T e x t L e n g t h field to
define the minimum length of the text string. If the number of
characters in the text string is less than this minimum length,
padding characters are added until the text string equals the
minimum length.
When you use a modifier to define a text extraction rule, the T e x t t o M o d i f y field at the top of
the Modify Text window contains the selected line plus any edits you make to the line. The
M o d i f i e d V a lu e field to the right of a modifier displays the text that results when that modifier
is applied to the text it received from either the modifier above it or the T e x t t o M o d if y field (if
you are defining the first modifier).
35
4 Using Ricoh TotalFlow DocEnhancer
2. Continue to apply modifiers until you extract the value you want from the selected line. Click
the
icon to add a new modifier. The F i n a l T e x t field below the list of modifiers displays the
final modified value, after all modifier extraction rules are applied.
For the selected modifier, the M o d i f i e r I n it i a l T e x t field at the bottom of the window displays
the value before the modifier is applied. The M o d i f i e d T e x t field displays the value after the
modifier is applied.
3. Use the modifier management icons near the top of the window to delete and reorder the
modifier extraction rules. Use the
icon to delete the selected modifier extraction rules. Use
the up and down arrow icons to reorder the rules. The rules are applied to the line in order
from top to bottom.
4. Click the O K button to save the line extraction rule.
7. Click O K to create the document property.
4
8. Click D o c E n h a n c e r → V i e w D o c u m e n t P r o p e r t y V a l u e s and scroll through several documents in
your PDF file to verify that Ricoh TotalFlow DocEnhancer is extracting the correct document
property values for each document.
9. When you are ready to save all your enhancements to the PDF file, including the new document
property definition, click D o c E n h a n c e r → S a v e C o n t r o l F i l e .
Defining multiple document properties
You can define multiple document properties in a block of data in a PDF file.
To define multiple document properties:
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group definition or define a page group.
2. Left-click just above the top left corner of the block of data that you want to capture. Drag the
mouse to draw a box around the block of data. You can later view the extracted values to verify
your selection.
T ip : Make the box you draw big enough to capture the longest occurrence with the most lines of
data in your PDF files. Some characters in a PDF file have a larger white space buffer than other
characters. For example, the left edge of a large capital letter might have up to a tenth of an inch
of white space buffer that you might need to select in order to capture that letter or line.
3. Select D e f in e M u l t ip l e P r o p e r t i e s from the popup menu.
4. Type a N a m e for the block of multiple document properties. Do not use spaces or special
characters (such as @, #, $, %, or - (dash)) in the name. You can use periods and underscores.
5. Use the E x t r a c t i o n C o n d i t io n s section to specify the page in each document from which
document property data will be extracted. Do either of these:
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is F i r s t F r o n t O n l y . You can also:
36
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
Defining multiple document properties
The L a s t B a c k , L a s t F r o n t , and L a s t P a g e rules do not work with the extraction of document
property data.
• Select S p e c i f ic p a g e s and type the page in each document that you want.
If you specify multiple pages, Ricoh TotalFlow DocEnhancer extracts the document property
data from the last specified page in each document. Examples:
– You specify pages 2–4. If a document has four or more pages, the document property
data is extracted from page 4. If a document has three pages, the document property
data is extracted from page 3. If a document has two pages, the document property data
is extracted from page 2.
– You specify pages 2,4. If a document has four or more pages, the document property
data is extracted from page 4. If a document has 2–3 pages, the document property data
is extracted from page 2.
– You specify pages 2–n. Because n represents the last page, the document property data is
extracted from the last page if the document has two or more pages.
4
If you specify only page n, Ricoh TotalFlow DocEnhancer does not extract the document
property data from any page in a document.
6. Use the Document Properties section of the definition window to select a document property and
define the property extraction rule. This section contains the full text of the first line of the text data
you selected. If you choose to edit an existing text block, this section contains all of the document
properties you have defined for the text block. Follow these steps to define a new document
property and the modifier extraction rule for it.
1. Click the add icon (
) to add a new document property definition row.
2. Type a document property name.
3. Select the L i n e of the text block from which you want to extract the selected document
property. You can select the line using a top-down or a bottom-up reference. To select a line
using a top-down reference, select 1 through n (where n is a positive whole number). To select
a bottom-up reference, select L a s t or select L a s t - x (where x is the number of rows up from
the last row). Instead of selecting the row value from the drop-down list, you can enter the row
number directly into the L i n e field.
4. Select the edit icon ( ) to display a Modify Text window where you define one or more
modifier extraction rules to extract the exact document property you need.
5. Choose one of the following modifiers:
37
4 Using Ricoh TotalFlow DocEnhancer
Ta ble 5 . Co n te n t m od if ie rs
Modifier
Action
Remove Character
Type one character or a blank character (use the space bar to
type a blank character) that you want to remove from the
value. The character is case-sensitive. Then select one of these
buttons:
• R e move all in stan c e s of th e c h ar ac te r
The specified character is removed from all positions in the
value.
For example, an account number is: 324-1443255-11.
You can type a - to remove all - characters from the value,
producing 324144325511.
4
• R e mo ve le a d in g c h a ra c te r s
The specified character is removed from the beginning of
the value. For example, if you type a blank character, all
blank characters are removed from the beginning of the
value.
• R e move tr ailing c h ar ac te rs
The specified character is removed from the end of the
value. For example, if you type a blank character, all blank
characters are removed from the end of the value.
• R e mo ve le a d in g a n d tr ailing c h a ra c te rs
The specified character is removed from the beginning and
end of the value. For example, if you type a blank
character, all blank characters are removed from the
beginning and end of the value.
Sub str ing b y Po sitio n
38
Select B e g i n n i n g o f L i n e or E n d o f L in e from the S t a r t i n g
F r o m list. Select a number for F ir s t P o s it i o n to indicate the
location of the first character in the text value. Select a number
for N u m b e r t o R e t a in to indicate how many characters are
retained.
Defining multiple document properties
Modifier
Action
Substr ing by De limite r
Type a character or a blank character in the D e l i m i t e r field to
indicate where the text value is split into separate string
segments. The character and the text string are case-sensitive.
Select B e g i n n i n g o f L i n e or E n d o f L in e from the S t a r t i n g
F r o m drop-down menu.
Select a number for F ir s t P o s i t io n to define the position of the
delimiter in the text string.
Select a number for N u m b e r t o R e t a i n to define the number of
text string segments to retain.
These examples show how to select text string segments by
specifying a delimiter:
• For the account number 324-1443255-11 , you can use as the delimiter to split the value into these three text strings:
324, 1443255, and 11. Select B e g i n n i n g o f L i n e . To
select the second and third text strings (1443255 and 11),
select 2 for both F i r s t P o s i t i o n and N u m b e r t o R e t a i n .
4
• For the mailing address Eldorado Springs CO 80025,
you can use a blank character as the delimiter to split the
value into these four text strings: Eldorado, Springs, CO,
and 80025. Select E n d o f L i n e .
– To select the zip code, select 1 for both F i r s t P o s i t i o n
and N u m b e r t o R e t a in .
– To select the state, select 2 for F i r s t P o s i t i o n and 1 for
Numbe r to Re tain .
– To select the city, select 3 for F i r s t P o s it i o n and 1 0 for
N u m b e r t o R e t a i n . By specifying 1 0 for N u m b e r t o
R e t a in , you can select city names with up to ten words.
Pad with Ch aracter
Select B e g i n n i n g o f L i n e or E n d o f L in e from the P a d d i n g
L o c a t io n list. Enter a character or a blank character as the
padding character into the C h a r a c t e r t o P a d w i t h field.
Enter a number in the M i n i m u m P a d d e d T e x t L e n g t h field to
define the minimum length of the text string. If the number of
characters in the text string is less than this minimum length,
padding characters are added until the text string equals the
minimum length.
When you use a modifier to define a text extraction rule, the T e x t t o M o d i f y field at the top of
the Modify Text window contains the selected line plus any edits you make to the line. The
M o d i f i e d V a lu e field to the right of a modifier displays the text that results when that modifier
is applied to the text it received from either the modifier above it or the T e x t t o M o d if y field (if
you are defining the first modifier).
39
4 Using Ricoh TotalFlow DocEnhancer
6. Continue to apply modifiers until you extract the value you want from the selected line. Click
the
icon to add a new modifier. The F i n a l T e x t field below the list of modifiers displays the
final modified value, after all modifier extraction rules are applied.
For the selected modifier, the M o d i f i e r I n it i a l T e x t field at the bottom of the window displays
the value before the modifier is applied. The M o d i f i e d T e x t field displays the value after the
modifier is applied.
7. Use the modifier management icons near the top of the window to delete and reorder the
modifier extraction rules. Use the
icon to delete the selected modifier extraction rules. Use
the up and down arrow icons to reorder the rules. The rules are applied to the line in order
from top to bottom.
8. Click the O K button to save the line extraction rule.
4
7. Continue to define the other document properties you need to extract from a line in the block. You
can select the same line that you used in another document property. If you need to delete a
document property or want to rearrange their order, place a check mark in the box in front of a
document property, and use the
icon and the up down arrow icons.
8. When you have finished defining document properties, click O K .
9. Click D o c E n h a n c e r → V i e w D o c u m e n t P r o p e r t y V a l u e s to verify that the properties have the
content you want.
10. Optional: You can edit the text block definition by double-clicking its box or by right-clicking the
box and selecting E d i t .
11. When you are ready to save all your enhancements to the PDF file, including the new document
properties definition, click D o c E n h a n c e r → S a v e C o n t r o l F i le .
Defining an address block
You can define document properties in an address block in each document in a PDF file. After you define
the document properties, you can extract and view them or save them in a text file.
Use the D e f i n e M u l t i p le P r o p e r t i e s function to define document properties for addresses if:
• The address components are not in block form.
• You want to give the document properties your own names.
• The D e f i n e A d d r e s s B lo c k function assigns one or more components of the address text to the
wrong document property.
To define an address block:
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group definition or define a page group.
40
Defining an address block
T ip : Before you select an address block, scan your PDF file for the most complicated and longest
example of addresses. For example, if the first document in your PDF file contains an address of
only three rows, and page 80 contains a five-row address, draw the box around the five-row
address so you can work with the most complicated address. When you view document property
values, you can verify that each document property in shorter address blocks has the proper
value.
2. Left-click just above the top left corner of an address area and drag the mouse to capture all rows
of the address.
3. Select D e f in e A d d r e s s B lo c k from the popup menu.
4. Examine the S e l e c t e d A d d r e s s section of the Define Address Block window. If you have not
captured all the lines in the address block, click C a n c e l and draw the box around the address
again. Repeat this step until the address you want is displayed in the rows of the S e l e c t e d
A d d r e s s table.
5. Type a N a m e for the address block.
4
6. Use the E x t r a c t i o n C o n d i t io n s section to specify the page in each document from which address
block data will be extracted. Do either of these:
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is F i r s t F r o n t O n l y . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
The L a s t B a c k , L a s t F r o n t , and L a s t P a g e rules do not work with address block extraction.
• Select S p e c i f ic p a g e s and type the page in each document that you want.
If you specify multiple pages, Ricoh TotalFlow DocEnhancer extracts the address block from
the last specified page in each document. Examples:
– You specify pages 2–4. If a document has four or more pages, the address block is
extracted from page 4. If a document has three pages, the address block is extracted from
page 3. If a document has two pages, the address block is extracted from page 2.
– You specify pages 2,4. If a document has four or more pages, the address block is
extracted from page 4. If a document has 2–3 pages, the address block is extracted from
page 2.
– You specify pages 2–n. Because n represents the last page, the address block is extracted
from the last page if the document has two or more pages.
If you specify only page n, Ricoh TotalFlow DocEnhancer does not extract the address
block from any page in a document.
7. Select an address type:
• Add r e ss lin e s 1 –7
This option defines seven document properties (D
Do c . A d d r e s s . 1 through D o c . A d d r e s s . 7 )
based on the first seven lines in the address block. Subsequent lines are ignored.
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4 Using Ricoh TotalFlow DocEnhancer
• U.S. addresses
This option defines eight document properties:
– Do c .Ad d re ss.FullN a me
– Doc.Address.Primary
– Doc.Address.Secon dary
– Doc.Address.Oth er
– Do c .Ad d re ss.C ity
– Doc.Address.State
– Doc.Address.ZipCode
– Do c .Ad d re ss.C ity Sta te Zip
4
Each component of address text in the S e l e c t e d A d d r e s s becomes a value for a document
property in the A d d r e s s D o c u m e n t P r o p e r t ie s area.
8. Check to make sure that each document property has the proper value.
9. Click O K to create the document properties for the address block.
10. Click D o c E n h a n c e r → V i e w D o c u m e n t P r o p e r t y V a l u e s to verify the properties have the content
you want.
11. Optional: You can edit the address block definition by double-clicking its box or by right-clicking
the box and selecting E d it .
12. When you are ready to save all your enhancements to the PDF file, including the new document
properties for the address block, click D o c E n h a n c e r → S a v e C o n t r o l F il e .
Viewing document property values
After you create a document property in a PDF file, you can view the data values for that property. You
view document property values to verify that you have selected the right location for the property and
defined the correct conditional extraction rules. You can click a document property value to go to the first
page of the page group that contains the value.
Follow these steps to view a table of extracted document property values.
1. Open a PDF file in Adobe® Acrobat Professional and load the control file that has the document
properties you want to view.
2. Click D o c E n h a n c e r → V i e w D o c u m e n t P r o p e r t y V a l u e s .
In the Document Property View window, you see document property values for the number of
pages that you defined in the P a g e s t o P r o c e s s preferences setting.
3. To view fewer or more document property values, change the N u m b e r o f p a g e s t o p r o c e s s and
click U p d a t e t a b le .
The more pages you specify, the longer Ricoh TotalFlow DocEnhancer takes to view document
property values.
4. Optional: Click any row in the document property table to go to the first page in the page group
that contains the document property value.
42
Saving document property values
T ip : Keep this window open as you define document properties, so you can update the values in
the table to verify you have correctly selected the property.
Saving document property values
After you create document properties in a PDF file, you can save the data values for those properties. For
example, you can save the account numbers in a PDF file that you plan on printing for an audit or printed
in the past for an audit.
To save document property values:
1. While viewing document property values, click S a v e .
2. Select a location for the file and type a name, or use the name and location of the PDF source file
with a .txt extension.
3. Click S a v e .
Ricoh TotalFlow DocEnhancer generates a tab-delimited text file containing the values.
4
Workin g with rules
A rule is a set of one or more conditions. You can apply the conditions specified by a rule to place
markup or extract data. If you have installed the TotalFlow DocEnhancer Ticketer feature, you can apply
the conditions specified by a rule to specify media and finishing options. You can also include a rule as a
condition within another rule.
For example, you can use a rule to:
• Place a barcode on the first page of each document in your PDF file
• Extract a customer’s name when the city in the mailing address is New York
• Specify gold media for the first page of each document for a Gold Club member
Each condition in a rule compares two values. The first value can be a P r e d e f in e d R u l e (a rule defined
by Ricoh TotalFlow DocEnhancer that specifies pages within documents), a C u s t o m R u le (a rule that you
have defined), a conditional trigger, a a document property, or a statistic. The choices for the second
value depend on the first value.
When you create a rule with multiple conditions, you can specify whether the rule requires all conditions
to be met or any condition to be met.
Rules can evaluate static and dynamic values. For example, a rule can evaluate whether the total number
of documents in a job is greater than 10. A rule can also evaluate whether the value of the D o c . B e g in .
Ba l a n c e document property is equal to the value of the D o c . E n d . B a l a n c e document property.
The Figure below shows a rule with five different types of conditions.
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4 Using Ricoh TotalFlow DocEnhancer
Fig ure 1. Rule with m ultip le c ond itions
4
Pre-defined rules
Ricoh TotalFlow DocEnhancer has 11 pre-defined rules that apply markup to or extract data from
specific pages within each document in a PDF file. For example, you can use a pre-defined rule to place
an image on all front pages in each document.
The table below describes each pre-defined rule.
Table 6. Pre-de fined rules
44
Rule
Definition
All Front Pages
All front-facing pages in each page group. If the rule is used to define a
document property, the value extracted is from the last front page in a page
group.
All Back Pages
All back-facing pages in each page group. This rule does not apply to a
simplex job. If the rule is used to define a document property in a duplex job,
the value extracted is from the last back page in a page group.
All Pages
Markup prints on all pages in each page group. Document properties values
are extracted from the last page (either front or back) in a page group. If a rule
Conditional triggers
Rule
Definition
does not have a condition with a pre-defined rule, Ricoh TotalFlow
DocEnhancer applies the rule to All Pages.
First Front Only
First page in each page group.
First Back Only
First back page in each page group. This rule does not apply to simplex jobs.
Second Front Only
Second front-facing page in each page group.
Second Back Only
Second back-facing page in each page group. This rule does not apply to
simplex jobs or to jobs that do not have a second back page.
Last Front Only
Last front-facing page in each page group.
Last Back Only
Last back of each page group. This rule does not apply to simplex jobs.
Last Page Only
Last page of each page group (front or back is not a factor).
No Pages
No pages. To keep a rule from being applied, you can add a condition with
No Pa g e s = Tr ue .
4
Conditional triggers
A conditional trigger is text that determines whether a condition is met.
If you want to place a barcode on a page whenever the word I n v o i c e appears at the top of the page,
you can define a conditional trigger for the word I n v o i c e , define a rule with the trigger as a condition,
and use the rule to apply the barcode.
If you have installed the TotalFlow DocEnhancer Ticketer feature, you can use special media when the
word O v e r d u e appears at the bottom of the page. You define a conditional trigger for the word
O v e r d u e , define a rule with the trigger as a condition, and use the rule to set the media.
If you want to extract the value of a document property whenever the words A c c o u n t S u m m a r y appear
on the right side of the page, you can define a conditional trigger for the words A c c o u n t S u m m a r y ,
define a rule with the trigger as a condition, and use the rule when you define the document property.
Ti p : If you know that the word you want to define as a conditional trigger occurs on a specific page in
every page group, you can use the S t a t . C u r r e n t P a g e I n D o c u m e n t statistic instead of a conditional
trigger.
Using document properties in rules
You can compare a document property to a static value, such as a number or word, or to a dynamic
value, such as a document property or statistic.
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4 Using Ricoh TotalFlow DocEnhancer
Using statistics in rules
You can compare a statistic to a static value, such as a number or word, or to a dynamic value, such as
a document property or statistic.
For example, you want to create a barcode on the third page of every document. You select the S t a t .
C u r r e n t P a g e I n D o c u m e n t statistic, select = as the mathematical symbol, and type 3 in the T e x t field. The
fifth condition in the Figure Rule with multiple conditions, p. 44 specifies a statistic.
The table below describes the available statistics.
Ta ble 7. S ta tistic s o ptio n s f or r u le s
4
Keyword
Level
Definition
Stat.TotalDocumentsInJob
Print job
The total number of documents in the current
print job.
Stat.TotalSheetsInJob
Print job
The total number of sheets in the current print job.
Stat.TotalPagesInDocument
Document
The total count of pages in the current document.
Stat.TotalSheetsInDocument
Document
The total count of sheets in the current document.
Stat.CurrentDocumentInJob
Document
The number of the current document in its print
job, starting at 1. For example, the value of Stat.
CurrentDocumentInJob for the third document is
3.
Stat.CurrentPageInDocument
Page
The number of the current page in its document,
starting at 1. For example, the value of Stat.
CurrentPageInDocument for the second page in
a document is 2.
Stat.CurrentSheetInDocument
Page
The number of the current sheet in its document,
starting at 1.
Stat.CurrentPageInJob
Page
The number of the current page in its print file,
starting at 1 and always from the Start page of
the job. For example, the value of Stat.
CurrentPageInJob for the tenth page in the print
file is 10.
Stat.CurrentSheetInJob
Page
The number of the current sheet in its print file,
starting at 1 and always from the Start page of
the job.
Although some statistics describe job-level values, Ricoh TotalFlow DocEnhancer evaluates each page in
a document when determining whether or not to apply markup or extract the value of a document
property.
46
Defining a rule
Defining a rule
You can define rules that specify conditions for markup. You can also define rules to extract data. If you
have installed the TotalFlow DocEnhancer Ticketer feature, you can define rules to set media and
finishing options.
Before you define a rule, make sure you have defined each custom rule, document property, and
conditional trigger that you want to use as conditions in the rule.
To define a rule:
1. Click D o c E n h a n c e r → M a n a g e R u l e s .
2. Click the
icon.
Rules are shown alphabetically by name.
4
T ip : In a markup dialog, you can define a rule by clicking the
the
icon and edit a rule by clicking
icon.
3. Type a N a m e for the rule. You can use alphanumeric characters, periods, underscores, spaces,
and special characters (such as @, #, $, or %).
4. Optional: Type a D e s c r ip t i o n .
5. Specify whether Ricoh TotalFlow DocEnhancer should apply the rule when any or all of its
conditions are met.
6. Specify the first condition.
1. Click the down arrow for the N o t s e t drop-down list.
2. Click the + icon next to P r e d e f i n e d R u le , C u s t o m R u l e , T r i g g e r , D o c u m e n t P r o p e r t y , or
S t a t i s t i c and select the item you want for the first part of the condition.
If no custom rules, conditional triggers, or document properties have been defined, those
choices are grayed out.
To display all items with a word in their names, type the word and press the down arrow key
on your keyboard. You can also type the word and click the down arrow for the drop-down
list.
3. Select a mathematical symbol, such as = (equals) or ≠ (does not equal), to compare the two
parts of the condition.
4. Specify the second part of the condition:
• For a rule, select Tr u e or F a l s e .
• For a conditional trigger, verify that the condition has the value you want. If not, select a
new conditional trigger.
• For a document property or statistic, type a value. You can also select any document
property or statistic as the value.
7. For a rule with multiple conditions, click the
icon and specify the next condition.
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4 Using Ricoh TotalFlow DocEnhancer
Repeat this step until you have defined all the conditions in the rule.
8. Click O K to create the rule and add it to the R u l e s M a n a g e r .
E xa mp le s
R ule w ith o n e c o n ditio n : a p re -d e f in e d rule
To place markup on the first front page of each document, define a rule with a pre-defined rule as its
only condition: First Front Only = True
Th r e e rule s th at e a c h h ave o n e c o n ditio n : a d o c ume n t p ro p e r ty
A job contains sales statements for members at three different levels based on sales performance:
Bronze, Silver, and Gold. You want to identify each membership level.
• In Ricoh ProcessDirector, define a document property: d o c . m e m b e r . l e v e l .
4
• In Ricoh TotalFlow DocEnhancer, define three rules:
– Gold Level
doc.member.level = GOLD
– Silve r Le ve l
doc.member.level = SILVER
– Br on z e Le vel
doc.member.level = BRONZE
R ule w ith multip le c on d ition s
A job contains sales statements for members at three different levels based on sales performance:
Bronze, Silver, and Gold. You want to print a reward coupon on the first page of each statement for
Gold and Silver members. This example uses three rules defined in the previous examples:
• First Front Only
• Gold Level
• Silve r L e ve l
First, define a T o p S a l e s rule with two conditions, which you apply when any condition is met:
• Gold Level = True
• Silver Level = True
Next, define a T o p S a l e s — F i r s t F r o n t rule with two conditions, which you apply when all
conditions are met.
• First Front Only = True
• Top Sales = True
Finally, select the A d d I m a g e option. Apply settings by clicking P a g e s / d o c u m e n t s b a s e d o n
c o n d it i o n s and selecting the T o p S a l e s — F ir s t F r o n t rule. Specify the path to the image.
R ule w ith o n e c o n ditio n : a jo b p ro p e r ty
To print V O I D : D O N O T M A I L on each page of a test job:
• Define a T e s t J o b rule with a job property as its only condition: Job.TestJob = Yes
48
Defining a conditional trigger
• Select the A d d T e x t option. Apply settings by clicking P a g e s / d o c u m e n t s b a s e d o n c o n d i t i o n s
and selecting the T e s t J o b rule. Select T e x t as the C o n t e n t T y p e and type VOID: DO NOT MAIL
for the value.
R ule w ith a c o n d itio n th a t use s d y na mic d a ta
When a statement has different addresses for billing and shipping, you want to print O r d e r s e n t t o
s h i p p in g a d d r e s s on the statement:
• Define two document properties: doc.shipping.address and doc.billing.address.
• Define a S e n t t o S h i p p i n g A d d r e s s rule with this condition: doc.shipping.address ≠ doc.
billing.address
• Select the A d d T e x t option. Apply settings by clicking P a g e s / d o c u m e n t s b a s e d o n c o n d i t i o n s
and selecting the S e n t t o S h i p p in g A d d r e s s rule. Select T e x t as the C o n t e n t T y p e and type
Order shipped to shipping address for the value.
4
Defining a conditional trigger
You can define text in a PDF file as a trigger to control whether markup is applied to a page. The text can
also control whether document properties are extracted from a page. If you have installed the TotalFlow
DocEnhancer Ticketer feature, the text can control whether media and finishing options are applied to a
page.
If you are experimenting to determine which text to use as a conditional trigger, you do not have to save
the conditional trigger in a control file before you use preview mode. For preview mode, Ricoh TotalFlow
DocEnhancer generates a temporary control file.
To define a conditional trigger:
1. Open a PDF file in Adobe® Acrobat Professional and load a control file that contains the page
group definition.
2. Left-click slightly above and to the left of the text that you want to use as a conditional trigger.
Drag the mouse to draw a box around the text.
If you draw a box around an area with no text, the conditional trigger determines that its condition
is met whenever the area has no text. The condition is also met when the area has an image or
other markup but no text.
3. Select D e f in e C o n d i t io n a l T r ig g e r .
4. Verify that the T r i g g e r box has the text that you selected. If not, click C a n c e l and select the text
again.
5. Type a N a m e for the trigger. Do not use spaces or special characters (such as @, #, $, or %) in
the name. You can use periods and underscores.
6. Click O K to create the trigger.
The conditional trigger is now available on the drop-down list for specifying conditions when
defining rules.
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4 Using Ricoh TotalFlow DocEnhancer
E xa mp le
You want to extract a customer account number for every page group. Each invoice in your PDF file
contains the word A c c o u n t near the upper left of the first or second page of every document. Each
customer account number is printed to the right of that word. The longer invoices also have the customer
account number on the third page.You draw a box around the first occurrence of the word A c c o u n t in
the PDF file you are enhancing, and you name the trigger acct_trg.
Next, you create a rule with a condition that specifies the trigger: acct_trg = Account.
Finally, you define a document property that applies the rule.
Managing rules
4
The R u l e s M a n a g e r dialog shows information about your rules. You can define new rules, and edit or
delete existing rules.
For each rule, the dialog shows the rule name and description. Rules appear on the list in alphabetical
order by name.
To define a new rule, click the
icon.
To work with a rule, select it. Click the
icon to modify the rule or the
icon to delete it.
Adding markup to a PDF f ile
You mark up a PDF file by drawing a box around existing content or by drawing a box to add new
markup. You can preview the PDF file as you add markup to verify its content and placement on specific
pages. When you are done enhancing the PDF file, you save your changes to a control file so you can
reuse the changes in other PDF files if needed.
Before you add markup to a PDF file, you must define the page grouping for the documents in the PDF
file. See Defining a page group, p. 29 for more information.
Ricoh TotalFlow DocEnhancer applies markup in this order:
• Hidden areas
• Images
• Text
• OMR marks
• Barcodes
Adding a barcode to a PDF file
You can add a barcode to a PDF file by selecting the area where you want to place the barcode,
specifying a barcode type, and adding content. You can limit the placement of a barcode to specific
pages in each page group by specifying a rule or typing page numbers.
Ricoh TotalFlow DocEnhancer supports the following barcode types:
50
Adding a barcode to a PDF file
• 2Of5
• Code39
• Datamatrix
• IMB
• QR code
• RM4SCC
You can create a barcode from content within the PDF file. For example, if your processing extracts the
customer account number for every mailpiece you print, you can create a barcode from the account
number. You first need to create a document property for the account number. You can then select that
document property when defining the barcode content.
If you want to use text in the PDF file to trigger placement of a barcode on a specific page in a page
group, you first create a conditional trigger on that text and define a rule with the trigger as a condition.
You can then select that rule when defining the barcode.
4
To add a barcode:
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group definition or define a page group.
2. Use the left mouse button to draw a box where you want the barcode to print. You do not need to
draw the box to the exact size of the barcode.
The barcode is not resized to fit within the box. If you draw a box to the approximate size of the
barcode, you can see its position relative to all the markup you add to the PDF file.
3. Click A d d B a r c o d e .
4. Type a N a m e for the barcode. Do not use spaces or special characters (such as @, #, $, or %) in
the name. You can use periods and underscores.
5. Optional: Use the Location section of the definition window to change the placement of the
barcode by entering new H o r i z o n t a l and V e r t i c a l coordinates. These coordinates specify the
distance between the top left corner of the page and the top left corner of the barcode, before
any rotation. If your manufacturing equipment has a specification for the location of the barcode,
use these coordinates to set a precise location.
W id t h and H e ig h t change the size of the markup box but do not affect the location or size of the
barcode.
6. Select the clockwise R o t a t i o n ( d e g r e e s ) . The reference point for rotating a barcode is its top left
corner.
7. Use the Placement Conditions section to specify the pages to place the barcode on. Do either of
these:
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is A ll P a g e s . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
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4 Using Ricoh TotalFlow DocEnhancer
• Select S p e c i f y p a g e s and type the pages in each page group that you want. You can:
– Use a hyphen to separate the first and last pages in a page range.
– Use a comma to separate page selections.
– Type n to specify the last page.
Example: a PDF file has two page groups. The first has four pages, and the second has
seven pages. Specifying pages 3–n places markup on pages 3–4 in the first page group,
and pages 3–7 in the second.
.
8. Use the Barcode Configuration section to define the mechanical attributes and type of the
barcode.
4
1. Use the B a r c o d e T y p e drop-down list to select one of the following barcodes: 2 O f 5 ,
C o d e 3 9 , D a t a m a t r ix , Q R c o d e , I M B , or R M 4 S C C , U S P S 4 .
2. Optional: Click the S e t t i n g s button to set the mechanical attributes of the barcode.
The Table Barcode mechanical attributes, p. 52 describes the settings for each barcode type.
Ta ble 8 . B ar c od e me c h a n ic a l a ttrib u te s
Barcode type
Attribute and description
2Of5 and
Code39
The unit of measure for the numeric attributes for these barcode types is
millimeters.
b a r H e i g h t This attribute determines the vertical height of each bar.
c h e c k s u m M o d e This attribute determines the behavior of checksums:
• Enter a d d to automatically add the checksum to the message.
• Enter c h e c k to check the checksum when rendering the barcode.
• Enter i g n o r e to disable checksum processing.
• Enter a u t o to enable the default barcode behavior.
m o d u l e W id t h This attribute is the width of the narrow element
w id t h F a c t o r This attribute is the multiplier for the wide element or how
many times wider it is than the narrow element.
Datamatrix
The unit of measure for the numeric attributes of this barcode type is
millimeters.
m a x S iz e This attribute determines the maximum number of modules in both
X and Y directions.
m in S i z e This attribute determines the minimum number of modules in both X
and Y directions.
m o d u l e W id t h This attribute determines the size of each pixel element.
s h a p e The F O R C E _ S Q U A R E value forces the use of square symbols. No
other values are supported.
IMB and
RM4SCC
52
The unit of measure for the numeric attributes for these barcode types is
millimeters.
Adding a barcode to a PDF file
Barcode type
Attribute and description
a s c e n d e r H e i g h t This attribute defines the height of both the ascender and
descender sections of long bars.
in t e r c h a r G a p W i d t h This attribute defines the width of each gap. The value
you enter must be between 0.38 and 0.63 and must be the same as the
m o d u l e W id t h value.
m o d u l e W id t h This attribute defines the width of each bar and must be
between 0.38 and 0.63.
t r a c k H e ig h t This attribute defines the height each short track or center bar
and must be a value between 1.02 and 1.52.
QR code
The unit of measure for the numeric attribute of this barcode type
(m
mo d u l e W i d t h ) is inches.
e n c o d in g This attribute defines the encoding type of the QR barcode.
Enter A u t o to specify UTF-8 encoding.
Enter S h if t _ J I S or another supported type of Shift JIS code points,
such as sjis or x-sjis, to specify that the Unicode data is output in that
format.
4
The input data for the barcode must always be Unicode character points.
Do not use S h i f t _ J I S or any other non-Unicode input data.
e r r o r c o r r e c t io n This attribute defines the capability to restore the data in a
damaged QR barcode.
Enter L to specify that 7% of the code can be restored.
Enter M to specify that 15% of the code can be restored.
Enter Q to specify that 25% of the code can be restored.
Enter H to specify that 30% of the code can be restored.
m o d u l e W id t h This attribute determines the size of each pixel element.
v e r s io n Do not change this attribute; it is reserved for future use.
9. Select one of the following from the C o n t e n t T y p e list.
Document Property
Select a document property whose value you
want to include in the barcode.
Sta tistic
Select a statistic whose value you want to include
in the barcode.
Text
Enter text that you want to include in the barcode.
Line Break
Select this content type when you want force a
line break. The break occurs after the last
character of the prior barcode content.
Script
Only select this option on the advice of your
software support representative.
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4 Using Ricoh TotalFlow DocEnhancer
1. Optional: If you selected a document property or statistic C o n t e n t T y p e , you can apply text
modifier rules to the value of the property or statistic. Click the
icon to display a Modify
Text window for defining one or more modifier extraction rules to extract the exact value you
need.
2. Enter text into the T e x t t o M o d i f y field. The modifier rule is a template that is applied to all
values of the content type that you selected. For example you may need to print only the last
eight digits of customer account number, and you have stored the entire number into a
document property. You select D o c u m e n t P r o p e r t y as the C o n t e n t T y p e , and select the
account document property as the C o n t e n t V a lu e . You define two R e m o v e C h a r a c t e r text
modifier rules to strip dashes and spaces from the number to make them all uniform, and then
you define a S u b s t r in g b y P o s i t i o n rule to retain only the last eight digits. You do not need to
know any single value of a document property to create modifier rules; you need to know only
the possible formats that could occur in your PDF files.
4
3. Choose one of these modifiers:
Ta ble 9 . Co n te n t m od if ie rs
Modifier
Action
Remove Character
Type one character or a blank character (use the space bar to
type a blank character) that you want to remove from the
value. The character is case-sensitive. Then select one of these
buttons:
• R e move all in stan c e s of th e c h ar ac te r
The specified character is removed from all positions in the
value.
For example, an account number is: 324-1443255-11.
You can type a - to remove all - characters from the value,
producing 324144325511.
• R e mo ve le a d in g c h a ra c te r s
The specified character is removed from the beginning of
the value. For example, if you type a blank character, all
blank characters are removed from the beginning of the
value.
• R e move tr ailing c h ar ac te rs
The specified character is removed from the end of the
value. For example, if you type a blank character, all blank
characters are removed from the end of the value.
• R e mo ve le a d in g a n d tr ailing c h a ra c te rs
The specified character is removed from the beginning and
end of the value. For example, if you type a blank
character, all blank characters are removed from the
beginning and end of the value.
Sub str ing b y Po sitio n
54
Select B e g i n n i n g o f L i n e or E n d o f L in e from the S t a r t i n g
F r o m list. Select a number for F ir s t P o s it i o n to indicate the
location of the first character in the text value. Select a number
Adding a barcode to a PDF file
Modifier
Action
for N u m b e r t o R e t a in to indicate how many characters are
retained.
Substr ing by De limite r
Type a character or a blank character in the D e l i m i t e r field to
indicate where the text value is split into separate string
segments. The character and the text string are case-sensitive.
Select B e g i n n i n g o f L i n e or E n d o f L in e from the S t a r t i n g
F r o m drop-down menu.
Select a number for F ir s t P o s i t io n to define the position of the
delimiter in the text string.
Select a number for N u m b e r t o R e t a i n to define the number of
text string segments to retain.
These examples show how to select text string segments by
specifying a delimiter:
4
• For the account number 324-1443255-11 , you can use as the delimiter to split the value into these three text strings:
324, 1443255, and 11. Select B e g i n n i n g o f L i n e . To
select the second and third text strings (1443255 and 11),
select 2 for both F i r s t P o s i t i o n and N u m b e r t o R e t a i n .
• For the mailing address Eldorado Springs CO 80025,
you can use a blank character as the delimiter to split the
value into these four text strings: Eldorado, Springs, CO,
and 80025. Select E n d o f L i n e .
– To select the zip code, select 1 for both F i r s t P o s i t i o n
and N u m b e r t o R e t a in .
– To select the state, select 2 for F i r s t P o s i t i o n and 1 for
Numbe r to Re tain .
– To select the city, select 3 for F i r s t P o s it i o n and 1 0 for
N u m b e r t o R e t a i n . By specifying 1 0 for N u m b e r t o
R e t a in , you can select city names with up to ten words.
Pad with Ch aracter
Select B e g i n n i n g o f L i n e or E n d o f L in e from the P a d d i n g
L o c a t io n list. Enter a character or a blank character as the
padding character into the C h a r a c t e r t o P a d w i t h field.
Enter a number in the M i n i m u m P a d d e d T e x t L e n g t h field to
define the minimum length of the text string. If the number of
characters in the text string is less than this minimum length,
padding characters are added until the text string equals the
minimum length.
10. Click the
icon to add a new content definition row. After you have added all content types and
modifier rules to the barcode, you can place a check mark in the box next to a content type and
use the up and down arrows to reorder the content. Use the
icon to delete selected content.
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4 Using Ricoh TotalFlow DocEnhancer
11. If you defined multiple lines of text and you want Ricoh TotalFlow DocEnhancer to remove lines
that only contain white space, click the R e m o v e b l a n k l i n e s check box to select it.
12. Click O K to create your barcode configuration.
13. Click D o c E n h a n c e r → P r e v ie w to verify the barcode has the content and page placement you
intended.
14. Optional: You can edit the barcode definition by double-clicking the barcode box or by rightclicking the box and clicking E d i t .
15. When you are ready to save all your enhancements to the PDF file, including the new barcode
definition, click D o c E n h a n c e r → S a v e C o n t r o l F i le .
Adding OMR marks to a PDF file
4
You can add a variety of OMR marks of different height, width, and pitch to a PDF file. You can limit the
placement of OMR marks to specific pages in each page group by specifying a rule or typing page
numbers.
To add OMR marks:
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group definition or define a page group.
2. Use the left mouse button to draw a box where you want the OMR marks to print. You do not
need to draw the box to the exact size of the OMR marks.
The OMR marks are not resized to fit within the box. If you draw a box to the approximate size of
the OMR marks, you can see their position relative to all the markup you add to the PDF file.
3. Select A d d O M R .
4. Type a N a m e for the OMR marks. Do not use spaces or special characters (such as @, #, $, or
%). You can use periods and underscores.
5. Optional: Use the Location section of the definition window to change the placement of the OMR
marks by entering new H o r iz o n t a l and V e r t i c a l coordinates. These coordinates specify the
distance between the top left corner of the page and the top left corner of the OMR marks. If your
manufacturing equipment has a specification for the location of the OMR marks, use these
coordinates to set a precise location.
W id t h and H e ig h t change the size of the markup box but do not affect the location or size of the
OMR mark.
6. Use the Placement Conditions section to specify the pages to place the OMR marks on. Do either
of these:
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is A ll P a g e s . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
• Select S p e c i f y p a g e s and type the pages in each page group that you want. You can:
56
Adding OMR marks to a PDF file
– Use a hyphen to separate the first and last pages in a page range.
– Use a comma to separate page selections.
– Type n to specify the last page.
Example: a PDF file has two page groups. The first has four pages, and the second has
seven pages. Specifying pages 3–n places markup on pages 3–4 in the first page group,
and pages 3–7 in the second.
.
7. Use the Physical Configuration section to define the OMR content and form. If the O M R C o n t e n t
drop-down list has the name of the configuration you need, select it from the list. OMR
configuration files have a .omr extension and are saved by default in the Ricoh TotalFlow
DocEnhancer application data directory. If you need a different configuration than the one that is
selected, click the M a n a g e C o n t e n t button.
T ip : You can view the application data directory location for the current user by typing % a p p d a t a
% in Windows® R u n command line and clicking O K . On a Windows 7 system, type % a p p d a t a %
into the S e a r c h P r o g r a m s a n d F i le s field from the Widows S t a r t menu.
4
1. If you do not want to modify the selected OMR configuration file, click N e w or C o p y .
2. Use the A d d and R e m o v e buttons to manage the OMR content in the C h o s e n M a r k s box.
Use the M o v e U p , M o v e D o w n , and R e v e r s e buttons to specify the order in which the marks
are printed.
The Table Available OMR marks, p. 57 describes the marks you can add to your OMR
definition.
Ta ble 1 0. A va ila ble OM R mark s
OMR mark name
Description
Blank
Leaves a space equal to the OMR pitch value plus the OMR
height value.
Collate
Indicates that the current group of pages need to be
enveloped. This mark normally appears only on the first or last
sheet of a page group.
Feeder
Defines the location for a feeder station mark. There can be
multiple occurrences of this mark.
Gate
Sometimes used to mark the start of an OMR set. If requested,
this mark is always present.
Parity
Used to bring the total number of bars up to the required
parity, either even or odd.
Safety
Sometimes used to mark the end of an OMR set. If requested,
this mark is always present.
Sequence
Displays a sequence using from one to three bars or from one
to four bars.
Void
Leaves a space equal to the OMR Pitch value.
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4 Using Ricoh TotalFlow DocEnhancer
3. In the OMR Configuration section of the Add OMR window, first select your U n i t s of measure.
Enter numeric values into the H e i g h t and L e n g t h fields to define the height and width of each
OMR mark. Enter a numeric value into the P it c h field to define the distance between each
OMR mark.
4. In the Parity section, select whether your inserter uses O d d or E v e n parity checking.
5. Select F ir s t P a g e or L a s t P a g e collation.
6. If you select a sequence bar type, use the Sequence Range section to specify 1 t h r o u g h 7 for
three bars or 1 t h r o u g h 1 5 for four bars.
7. If you select a sequence bar type, use the Sequence section to define the bit order of the
sequence bars. Select U p to print the bars in a 1, 2, 4 order (three bars) or in 1, 2, 4, 8 order
(four bars). Select D o w n to print the bars in 4, 2, 1 order or in 8, 4, 2, 1 order.
4
If the sequence is U p , a bar in the first position represents 1, a bar in the second position
represents 2, bars in the first and second positions represent three, a bar in the fourth position
represents 4, bars in the first and fourth positions represent 5, and so on.
8. After you have defined the OMR content and structure definition click S a v e and then click
C a n c e l to return to the main OMR configuration window.
8. Use the I n s e r t s field to select a fixed set of inserts for an entire job. You enter either a 0 or a 1 to
tell the inserter which inserts to pull for every document in a job. For example, on a six station
inserter with stations numbered from one to six, if you want to add the inserts from stations two and
four, you enter the value 0 1 0 1 0 0 into the I n s e r t s field.
9. Click D o c E n h a n c e r → P r e v ie w to verify the OMR has the structure and page placement you
intended.
10. Optional: You can edit the OMR definition by double clicking the OMR box or by right-clicking
the box and selecting E d it .
11. When you are ready to save all your enhancements to the PDF file, including the new OMR marks
definition, click D o c E n h a n c e r → S a v e C o n t r o l F i le .
T ip : When you save an OMR configuration, the OMR definition is saved to an OMR configuration
file in the InfoPrint directory in your application data directory. When you mark up a PDF file,
add OMR marks, and save a control file, the OMR configuration is also saved into the control file.
Adding an image to a PDF file
You can add JPEG images, such as a logo or an advertisement, to the PDF file. You can limit the
placement of an image to specific pages in each page group by specifying a rule or typing page
numbers. Ricoh TotalFlow DocEnhancer can process only JPEG files that are in RGB format; the CMYK
format is not supported.
To add an image:
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group or define a page group.
2. Use the left mouse button to draw a box where you want the image to print. You can also place
an image over a hidden area markup box.
58
Adding an image to a PDF file
The image is not resized to match the size of the box. If you draw a box to the approximate size of
the image, you can see its position relative to all the markup you add to the PDF file.
3. Click A d d I m a g e .
4. Use the Location section of the definition window to change the placement of the image by
entering new H o r i z o n t a l and V e r t ic a l coordinates. These coordinates specify the distance
between the top left corner of the page and the top left corner of the image.
W id t h and H e ig h t change the size of the markup box but do not affect the location or size of the
image.
5. Type a N a m e for the image. Do not use spaces or special characters (such as @, #, $, or %). You
can use periods and underscores.
6. Use the Placement Conditions section to specify the pages to place the image on. Do either of
these:
4
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is A ll P a g e s . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
• Select S p e c i f y p a g e s and type the pages in each page group that you want. You can:
– Use a hyphen to separate the first and last pages in a page range.
– Use a comma to separate page selections.
– Type n to specify the last page.
Example: a PDF file has two page groups. The first has four pages, and the second has
seven pages. Specifying pages 3–n places markup on pages 3–4 in the first page group,
and pages 3–7 in the second.
.
7. Select B r o w s e , click the JPEG image file you want to add to the PDF file, and click O p e n . When
you save this image definition to a control file, the image file is embedded in the control file.
8. Click O K to create the image configuration.
9. Optional: Click D o c E n h a n c e r → P r e v ie w to verify that the image has the page placement you
intended.
10. Optional: You can edit the image definition by double-clicking the image box or by right-clicking
the box and selecting E d it .
11. When you are ready to save all your enhancements to the PDF file, including the new image
definition, click D o c E n h a n c e r → S a v e C o n t r o l F i le .
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4 Using Ricoh TotalFlow DocEnhancer
Hiding an area in a PDF file
You can hide an area of a PDF file by defining a cover block to keep an area on a page from being
shown or printed. You can limit the placement of a hidden area to specific pages in each page group by
specifying a rule or typing page numbers.
Typically you hide areas of a PDF file that contain images, text, barcodes, or other types of optical marks
that are no longer needed. For example, if you want to replace an existing optical mark with a smaller
Datamatrix barcode, you draw a box over the area that contains the old marks to hide them. You then
place a new Datamatrix barcode on top of the hidden area. Ricoh TotalFlow DocEnhancer applies all
hidden areas before applying other markup.
To hide an area:
4
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group or define a page group.
2. Use the left mouse button to draw a box around the area of the PDF file that you want to hide.
3. Click H i d e A r e a .
4. Optional: Use the Location section of the definition window to change the placement and size of
the hidden area. The H o r i z o n t a l and V e r t i c a l coordinates specify the distance between the top
left corner of the page and the top left corner of the hidden area. The W id t h and H e ig h t specify
the size of the hidden area.
5. Type a N a m e for the hidden area. Do not use spaces or special characters (such as @, #, $, or
%). You can use periods and underscores.
6. Use the Placement Conditions section to specify the pages to place the hidden area on. Do either
of these:
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is A ll P a g e s . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
• Select S p e c i f y p a g e s and type the pages in each page group that you want. You can:
– Use a hyphen to separate the first and last pages in a page range.
– Use a comma to separate page selections.
– Type n to specify the last page.
Example: a PDF file has two page groups. The first has four pages, and the second has
seven pages. Specifying pages 3–n places markup on pages 3–4 in the first page group,
and pages 3–7 in the second.
.
7. Click O K to create the hidden area definition.
8. Click D o c E n h a n c e r → P r e v ie w to verify the hidden area has the page placement you intended.
9. Optional: You can edit the hidden area definition by double-clicking the hidden area box or by
right-clicking the box and selecting E d it .
60
Adding text to a PDF file
10. When you are ready to save all your enhancements to the PDF file, including the new hidden area
definition, click D o c E n h a n c e r → S a v e C o n t r o l F i le .
Adding text to a PDF file
You can add fixed text or variable text to a PDF file. You also can combine fixed and variable text in one
text box. Fixed text is text that you type. Variable text is data from document properties or statistics.
To add text:
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group or define a page group.
2. Use the left mouse button to draw a box in the area where you want to add text.
Ricoh TotalFlow DocEnhancer uses the upper left corner of the text box to position the text. All the
text you specify is printed at the size you specify, even if the text does not fit inside the box.
4
3. Click A d d T e x t .
4. Optional: Use the Location section of the definition window to change the placement of the text by
entering new H o r i z o n t a l and V e r t ic a l coordinates. These coordinates specify the distance
between the top left corner of the page and the top left corner of the text box.
W id t h and H e ig h t change the size of the markup box but do not affect the location or size of the
text.
5. Type a N a m e for the text box. Do not use spaces or special characters (such as @, #, $, or %) in
the name. You can use periods and underscores.
6. Select a value from the A l ig n w it h e n c l o s e d t e x t drop-down list:
• If you want to align the text that you are adding with the first occurrence of existing text
enclosed by the box you drew, select F i r s t o c c u r r e n c e . Ricoh TotalFlow DocEnhancer
maintains that position each time that it adds the text.
• If you want to align the text that you are adding with each occurrence of existing text enclosed
by the box you drew, select E a c h o c c u r r e n c e .
• If you do not want the text aligned, use the default value D i s a b l e d .
Aligning new text with enclosed text is the most precise way to replace existing text.
• The A l i g n w i t h e n c l o s e d t e x t function works best when the new text and the existing text are
in the same font. If the fonts are different, Ricoh TotalFlow DocEnhancer aligns the baselines of
the fonts.
• Ricoh TotalFlow DocEnhancer always aligns the first line of the new text with the first line of the
existing text.
• If the enclosed text is not left-justified, Ricoh TotalFlow DocEnhancer aligns the new text with
the left-most line of the existing text.
7. Select the clockwise R o t a t i o n ( d e g r e e s ) . The reference point for rotating a text box is its top left
corner.
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4 Using Ricoh TotalFlow DocEnhancer
8. Use the Placement Conditions section to specify the pages to place the text on. Do either of these:
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is A ll P a g e s . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
• Select S p e c i f y p a g e s and type the pages in each page group that you want. You can:
– Use a hyphen to separate the first and last pages in a page range.
– Use a comma to separate page selections.
– Type n to specify the last page.
4
Example: a PDF file has two page groups. The first has four pages, and the second has
seven pages. Specifying pages 3–n places markup on pages 3–4 in the first page group,
and pages 3–7 in the second.
9. Use the Font section to select the font, size, and color.
The font drop-down list includes all fonts available to Adobe Acrobat except for fonts that do not
permit embedding in a PDF file.
• To make a font available to Ricoh TotalFlow DocEnhancer, install it in the Windows F o n t s
folder.
• Ricoh TotalFlow DocEnhancer does not support alternate letter forms, including ligatures,
swashes, and letter forms that vary according to where they appear in a word. Right-to-left
languages, such as Hebrew and Arabic, are rendered incorrectly. However, the font dropdown list shows all fonts installed in the Windows F o n t s folder, including fonts for right-to-left
languages and fonts with unsupported alternate letter forms.
• When a font is added to a control file, it is the user’s responsibility to make sure that the font is
licensed on all machines that use the control file to process a PDF document.
10. Define the content of the text you are adding:
1. Select the first C o n t e n t T y p e from the drop-down list. You can select as many of the following
types as you need to define the text content:
Table 11. Te x t markup c onte nt type s
62
Content Type
Description
Text
Type text that you want to print.
Document Property
Select a document property whose value
you want to print.
Line Break
Select this content type to force a line break.
The break occurs after the last character of
any prior text content.
Adding text to a PDF file
Content Type
Description
Statistic
Select a statistic whose value you want to
print.
Script
Only select this option on the advice of your
software support representative.
2. Select the C o n t e n t V a l u e . The drop-down list has the available values for the selected
Content Type.
3. Optional: You can apply text modifier rules to the value of a document property or job statistic
C o n t e n t T y p e . Click the
value you need.
icon to define one or more text modifier rules to extract the exact
4. Type text in the Te x t t o M o d i f y field. The modifier rule is a template that is applied to all
values of the content type that you selected. For example, you might need to print only the last
four digits of a credit card number, and you have stored the entire number in a document
property. You select D o c u m e n t P r o p e r t y as the C o n t e n t T y p e , and select the credit card
document property as the C o n t e n t V a l u e . You define two R e m o v e C h a r a c t e r text modifier
rules to strip dashes and spaces from the number to make them all uniform, and then you
define a S u b s t r in g b y P o s i t i o n rule to retain only the last four digits. You do not need to know
any single value of a document property to create modifier rules, you need to know only the
possible formats that could occur in your PDF files.
4
5. Choose one of the following modifiers:
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4 Using Ricoh TotalFlow DocEnhancer
Ta ble 1 2. Con te n t mo dif ie rs
Modifier
Action
Remove Character
Type one character or a blank character (use the space bar to
type a blank character) that you want to remove from the
value. The character is case-sensitive. Then select one of these
buttons:
• R e move all in stan c e s of th e c h ar ac te r
The specified character is removed from all positions in the
value.
For example, an account number is: 324-1443255-11.
You can type a - to remove all - characters from the value,
producing 324144325511.
4
• R e mo ve le a d in g c h a ra c te r s
The specified character is removed from the beginning of
the value. For example, if you type a blank character, all
blank characters are removed from the beginning of the
value.
• R e move tr ailing c h ar ac te rs
The specified character is removed from the end of the
value. For example, if you type a blank character, all blank
characters are removed from the end of the value.
• R e mo ve le a d in g a n d tr ailing c h a ra c te rs
The specified character is removed from the beginning and
end of the value. For example, if you type a blank
character, all blank characters are removed from the
beginning and end of the value.
Sub str ing b y Po sitio n
64
Select B e g i n n i n g o f L i n e or E n d o f L in e from the S t a r t i n g
F r o m list. Select a number for F ir s t P o s it i o n to indicate the
location of the first character in the text value. Select a number
for N u m b e r t o R e t a in to indicate how many characters are
retained.
Adding text to a PDF file
Modifier
Action
Substr ing by De limite r
Type a character or a blank character in the D e l i m i t e r field to
indicate where the text value is split into separate string
segments. The character and the text string are case-sensitive.
Select B e g i n n i n g o f L i n e or E n d o f L in e from the S t a r t i n g
F r o m drop-down menu.
Select a number for F ir s t P o s i t io n to define the position of the
delimiter in the text string.
Select a number for N u m b e r t o R e t a i n to define the number of
text string segments to retain.
These examples show how to select text string segments by
specifying a delimiter:
• For the account number 324-1443255-11 , you can use as the delimiter to split the value into these three text strings:
324, 1443255, and 11. Select B e g i n n i n g o f L i n e . To
select the second and third text strings (1443255 and 11),
select 2 for both F i r s t P o s i t i o n and N u m b e r t o R e t a i n .
4
• For the mailing address Eldorado Springs CO 80025,
you can use a blank character as the delimiter to split the
value into these four text strings: Eldorado, Springs, CO,
and 80025. Select E n d o f L i n e .
– To select the zip code, select 1 for both F i r s t P o s i t i o n
and N u m b e r t o R e t a in .
– To select the state, select 2 for F i r s t P o s i t i o n and 1 for
Numbe r to Re tain .
– To select the city, select 3 for F i r s t P o s it i o n and 1 0 for
N u m b e r t o R e t a i n . By specifying 1 0 for N u m b e r t o
R e t a in , you can select city names with up to ten words.
Pad with Ch aracter
Select B e g i n n i n g o f L i n e or E n d o f L in e from the P a d d i n g
L o c a t io n list. Enter a character or a blank character as the
padding character into the C h a r a c t e r t o P a d w i t h field.
Enter a number in the M i n i m u m P a d d e d T e x t L e n g t h field to
define the minimum length of the text string. If the number of
characters in the text string is less than this minimum length,
padding characters are added until the text string equals the
minimum length.
11. Click
to add a new content definition row. After you have added all content types and
modifier rules to the text you are adding to the PDF file, you can place a check mark in the box
next to a content type and use the up and down icons to reorder the content. Use the
delete selected content.
icon to
12. If you defined multiple lines of text and you want Ricoh TotalFlow DocEnhancer to remove lines
that only contain white space, click the R e m o v e b l a n k l i n e s check box to select it.
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4 Using Ricoh TotalFlow DocEnhancer
13. Click O K to create the text configuration.
14. Click D o c E n h a n c e r → P r e v ie w to verify the text has the content and page placement you
intended.
15. Optional: You can edit the text definition by double-clicking its box or by right-clicking the box
and clicking E d i t .
16. When you are ready to save all your enhancements to the PDF file, including the new text
definition, click D o c E n h a n c e r → S a v e C o n t r o l F i le .
In serting pages f rom anothe r P DF f ile
You can insert pages from another PDF file before each document in a PDF file, after each document, or
both. The inserted pages are part of each document, and markup can be applied to them. They increase
the number of pages in each document.
4
To insert pages from another PDF file:
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group or define a page group.
2. Click D o c E n h a n c e r → M a n a g e I n s e r t s .
3. To insert pages before each document in the PDF file:
1. In the I n s e r t b e f o r e e a c h d o c u m e n t section, click B r o w s e . Navigate to the PDF file
containing the pages for insertion and select it. Click O p e n .
As an alternative, type the full directory path to the insert PDF file.
2. Select the A l l P a g e s radio button to insert all pages into the PDF file.
Select the S p e c i f i c p a g e s radio button to specify the pages for insertion. You can:
• Use a hyphen to separate the first and last pages in a page range.
• Use a comma to separate page selections.
• Type n to specify the last page.
For example, type 8-n,5,2 to insert the pages from 8 to the end of the insert file,
followed by pages 5 and 2.
4. To insert pages after each document in the PDF file, follow the instructions for inserting pages
before each document in the PDF file, but use the I n s e r t a f t e r e a c h d o c u m e n t section.
5. Click O K to insert the pages from the insert PDF file into the PDF file.
6. Optional: Click D o c E n h a n c e r → P r e v ie w to verify that the pages have been inserted as you
intended.
7. When you are ready to save all your enhancements to the PDF file, including the new page
insertions, click D o c E n h a n c e r → S a v e C o n t r o l F i l e .
Ricoh TotalFlow DocEnhancer embeds the insert PDF file in the control file.
Each time that you save the control file, Ricoh TotalFlow DocEnhancer tries to replace the insert
PDF file that is embedded in the control file with the insert PDF file at the location you specified.
When you preview or generate a PDF file with page insertions, Ricoh TotalFlow DocEnhancer checks
whether the insert PDF file is at the location you specified.
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Generating a PDF output file
• If it is, Ricoh TotalFlow DocEnhancer inserts the pages from the PDF file at that location.
• If it is not, Ricoh TotalFlow DocEnhancer inserts the pages from the PDF file that is embedded in the
control file.
If Ricoh TotalFlow DocEnhancer cannot find an embedded PDF file:
• The preview function displays a warning message and continues without inserting the pages.
• The generate function displays an error message. The function will not work until it can access the
insert PDF file or you remove the page insertion instructions.
Gene rating a PDF output f ile
You can generate a PDF output file with your markup after you make enhancements to a PDF source file.
To generate a PDF output file:
1. Click D o c E n h a n c e r → G e n e r a t e .
4
If you have installed the TotalFlow DocEnhancer Verification feature, click
Doc Enhancer→Generate→PDF.
2. If you did not define a page group, Ricoh TotalFlow DocEnhancer gives you two choices:
• To choose a page group option, click C a n c e l to exit G e n e r a t e . Then click
Do c E n h a nc e r→ De f in e Pa g e Gr oup .
• To define the entire PDF file as a page group, click O K .
3. Specify a name and folder for the PDF output file or use the default values.
The default name is the source file name with an identifier, such as .1, appended to it. The
identifier is specified on the G e n e r a t e tab in P r e f e r e n c e s . The default location is the folder
specified on the G e n e r a t e tab.
4. Specify the P r o d u c t io n I n t e n t .
This value determines:
• How Ricoh TotalFlow DocEnhancer interprets the PDF source file.
• The format of the PDF output file.
Source file example: When the P r o d u c t i o n I n t e n t is S i m p l e x , S e c o n d F r o n t O n ly page
placement puts markup on the second page of each page group. When the P r o d u c t io n I n t e n t is
D u p l e x , S e c o n d F r o n t O n l y page placement puts markup on the third page of each page
group.
Output example: When the P r o d u c t i o n I n t e n t is D u p l e x , Ricoh TotalFlow DocEnhancer adds a
blank page at the end of each page group that has an odd number of pages.
5. Specify the number of pages in the PDF source file to include in the PDF output file.
The page range of the generated PDF output file always starts on the first page of the PDF source
file.
6. If you have installed the TotalFlow DocEnhancer Postal Enablement feature and you have
imported address data, you can filter documents with specified return codes. Do these steps:
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4 Using Ricoh TotalFlow DocEnhancer
1. Click a radio button to select a filtering option.
If you click D o n o t f il t e r , documents are not filtered.
If you click E x c l u d e , documents with specified return codes are excluded from the generated
PDF file when Ricoh TotalFlow DocEnhancer applies imported address data.
If you click I n c l u d e , only documents with specified return codes are included in the generated
PDF file when Ricoh TotalFlow DocEnhancer applies imported address data.
2. If you clicked E x c l u d e or I n c l u d e , type a list of return codes separated by commas, for
example: E428, E429, E431.
4
If you specify a list of return codes in the D e f a u lt r e t u r n c o d e s f o r f il t e r i n g entry field on the
A d d r e s s tab in P r e f e r e n c e s , the return codes appear in this entry field. You can use them or
type your own.
7. Click O K .
You see a P r o g r e s s dialog with a progress bar and status messages while Ricoh TotalFlow
DocEnhancer generates a PDF output file. The dialog remains open, and the file-generation
process continues in the background, even if you close Adobe Acrobat. To cancel the filegeneration process, click C a n c e l .
The file does not appear in the PDF output file folder until it has been generated. You can use
Adobe Acrobat and Ricoh TotalFlow DocEnhancer while the PDF output file is being generated, or
you can close Adobe Acrobat.
Ricoh TotalFlow DocEnhancer can create a G e n e r a t e status file in the PDF output file folder. The
file name is the PDF output file name with .log appended to it. While Ricoh TotalFlow
DocEnhancer generates the PDF output file, it updates the status file with status messages. If you
want these status files, click D o c E n h a n c e r → P r e f e r e n c e s and then click G e n e r a t e . Click the
C r e a t e a s t a t u s f i l e check box.
When file generation is complete, you see a green check mark. If an error occurs, you see a red
alert symbol and an error message.
8. Click C lo s e .
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5 . TotalFlow DocEnhancer Postal Enablement feature
•Overview
•Exchanging data with postal software
•Defining an address file configuration
•Replacing addresses
•Exporting addresses to postal software
•Importing addresses from postal software
•Viewing the report
This section describes the TotalFlow DocEnhancer Postal Enablement feature and explains how to use its
functions.
Overvie w
The TotalFlow DocEnhancer Postal Enablement feature lets you extract mailing address data from the
documents in a PDF file and prepare the data for processing by third-party postal software. After the
postal software processes the data, the TotalFlow DocEnhancer Postal Enablement feature can import the
processed data from the postal software and update the documents in the PDF file.
Th ird -p a rty p o sta l so f tw a r e
TotalFlow DocEnhancer Postal Enablement does not provide third-party postal software. The feature can
be configured for various third-party postal applications. It includes a configuration for use with the TEC
Mailing Solutions MailPreparer software and supports the MailPreparer MailListCleaner (MLC) options.
5
If a postal software application removes duplicate addresses from the TotalFlow DocEnhancer Postal
Enablement data, Ricoh TotalFlow DocEnhancer removes the matching documents when it generates a
PDF output file. If some of your customers have two accounts with the same mailing address and the
postal software removes one of the duplicate addresses, Ricoh TotalFlow DocEnhancer is going to
remove the matching documents. Those customers are going to receive only one statement.
New preferences and functions
TotalFlow DocEnhancer Postal Enablement adds A d d r e s s preferences that let you:
• Set a default address block format for defining document properties that are used to extract data
from mailing addresses.
• Select an address file configuration for exchanging data with the TEC Mailing Solutions MailPreparer
software or with the TEC Mailing Solutions MailPreparer software with MailListCleaner (MLC)
options.
• Select an address file configuration that produces a tab-delimited text file that associates each of the
first seven lines in an address block with a single document property.
• Define your own custom address file configuration.
• Specify default folders that you can use to export or import address data.
• Specify return codes that are used by default to filter documents when you generate a PDF file with
the G e n e r a t e function.
• Create log files when imported document mailing addresses are applied to documents during the
G e n e r a t e function. The log file contains information about the application of imported address data
to the PDF file.
TotalFlow DocEnhancer Postal Enablement adds three functions to Ricoh TotalFlow DocEnhancer:
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5 TotalFlow DocEnhancer Postal Enablement feature
• Replace Address
This function lets you define document properties that are used to extract data from an address block
in each document in a PDF file. After you receive updated addresses from third-party postal software,
this function automatically hides original addresses that have changed and replaces them with
updated addresses.
• Export addresses
This function lets you extract mailing address data from documents in a PDF file and export the data
to third-party postal software that sorts the addresses and improves their quality.
• Import addresses
After third-party postal software has processed the mailing addresses, this function lets you import the
mailing address data into Ricoh TotalFlow DocEnhancer.
TotalFlow DocEnhancer Postal Enablement adds a return code filter to the G e n e r a t e function that lets
you:
5
• Exclude documents with specified return codes from a generated PDF file when imported address
data is applied.
• Include only documents with specified return codes in a generated PDF file when imported address
data is applied.
If you define your own address file configuration, you must map the file column heading for the return
code data provided by your postal software to the D o c . A d d r e s s . R e t u r n C o d e document property.
Exc hanging data with postal sof tw are
This task lists the high-level steps in the process of exchanging data with postal software.
For detailed instructions, see specific tasks in this chapter.
To exchange data with postal software:
1. Select your postal software.
2. Determine what data needs to be exported from your PDF files and sent to the postal software.
3. Determine what data is going to be returned by the postal software and should be imported into
Ricoh TotalFlow DocEnhancer.
4. Check the Ricoh TotalFlow DocEnhancer address file configurations to see if they export and
import data in the format that you need.
The address file configurations are on the A d d r e s s tab in P r e f e r e n c e s :
• Ge n e r ic Ad d re ss lin e s 1-7
• TE C Ma ilin g So lutio n s' M a ilPr e p a re r
• TE C Ma ilin g So lutio n s' M a ilPr e p a re r M LC
5. If one of the address file configurations exports and imports data in the format that you need,
select it.
6. If none of the address file configurations exports and imports data in the format that you need,
create a custom address file configuration. This function is available on the A d d r e s s tab in
P r e f e r e n c e s . Click the
70
icon.
Exchanging data with postal software
The address file configuration must include the D o c . S i g n a t u r e property, all document properties
whose address values you are exporting to your postal software, and all document properties
whose values you are importing. You must assign each document property to a file column
heading in the exported file and the imported file. You must also specify the type of file (CSV or
tab delimited) to export and import.
Before you define a custom address file configuration, define temporary markup with the R e p l a c e
A d d r e s s and D e f i n e A d d r e s s B l o c k functions so you can see the document properties that the
functions use to extract address data. You might want to use these document properties in your
export and import lists.
7. If you want to filter documents based on return codes from your postal software, you can provide
a list of default return codes on the A d d r e s s tab in P r e f e r e n c e s .
The list of default return codes can be used to exclude the documents with these return codes from
the output or to print only the documents with these return codes.
If you use a custom address file configuration, you have to map the column heading for your
postal software’s return codes to the D o c . A d d r e s s . R e t u r n C o d e document property.
If you use the G e n e r i c A d d r e s s l i n e 1 - 7 address file configuration, Ricoh TotalFlow
DocEnhancer expects the return codes to be listed in a column with a heading of D o c . A d d r e s s .
ReturnCode.
5
If you use one of the TEC Mailing Solutions address file configurations, the STD_ERRSTT or FNL_
ERRSTT column is mapped to the D o c . A d d r e s s . R e t u r n C o d e document property.
8. Open a PDF file in Adobe Acrobat and use the D e f i n e P a g e G r o u p function to define
documents.
9. Define document properties for extracting mailing address data.
Ricoh TotalFlow DocEnhancer supports two address block formats that divide each address block
into document properties for you: A d d r e s s li n e s 1 – 7 and U . S . a d d r e s s e s . The R e p l a c e
A d d r e s s and D e f i n e A d d r e s s B l o c k functions let you select either address block format. You can
set the default address block format on the A d d r e s s tab in P r e f e r e n c e s .
Use the R e p l a c e A d d r e s s function if you want to replace the existing address with address data
that is in the imported address file.
Use the D e f i n e A d d r e s s B l o c k function if you want to extract the address block data, but you do
not want to replace the address.
If you need to divide each address block into document properties that differ from those in the
default address block formats, you can use the D e f i n e M u l t ip l e P r o p e r t i e s function with content
modifier rules to define your own document properties.
10. O p t i o n a l: Add any additional markup.
Examples:
• Use the A d d B a r c o d e function to define a barcode with data from your postal software.
• You want to replace the addresses, but the address formats provided with the R e p l a c e
A d d r e s s function do not work for your addresses. Use the H i d e A r e a function to cover the
original addresses. Use the A d d T e x t function (specify content modifier rules, if needed) to
insert the new addresses and format them in the way that you want.
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5 TotalFlow DocEnhancer Postal Enablement feature
11. Use the S a v e c o n t r o l f i l e function to save your work.
12. Use the E x p o r t a d d r e s s e s function to generate a file with exported mailing address data.
Between the time when you use the E x p o r t a d d r e s s e s function and the time when you use the
I m p o r t a d d r e s s e s function, do not change:
• Any of the markup objects that affect document properties that are exported.
• The list of exported document properties in the address file configuration.
• The address file configuration that you are using.
If you make any of these changes, document address data in the imported address file might not
correctly match up with documents in the PDF source file.
13. Submit the file to your postal software.
14. In the Ricoh TotalFlow DocEnhancer import folder, put the output files from your postal software
that you want to process.
5
15. For each output file that you want to process, do this:
1. Use the I m p o r t a d d r e s s e s function to import updated mailing address data.
2. O p t io n a l : Use the P r e v i e w function to preview updated addresses from your postal software.
In preview, documents are not sorted or excluded based on TotalFlow DocEnhancer Postal
Enablement settings or on imported address data.
3. Use the G e n e r a t e function to generate a PDF file with imported address data.
The documents are sorted to match the order of their addresses in the imported file. If the
address for a document in the original PDF file is not in the imported file, the document is not
included in the generated PDF file.
If you used the R e p la c e A d d r e s s function to define document properties for extracting mailing
address data, the G e n e r a t e function hides the original address area and replaces the original
address data with updated address data.
4. If the C r e a t e l o g preference is set to Y e s , Ricoh TotalFlow DocEnhancer creates a log file.
You can review the log to see how the address data in the PDF file was modified. For
example, you can see if documents were excluded.
The log contains information about how Ricoh TotalFlow DocEnhancer applies the imported
address data to the documents in the PDF source file. If you specified a subset of the pages in
the PDF source file when you generated the PDF output file, the document information in the
log might not correspond to the documents in the PDF output file.
Def ining an addre ss f ile conf iguration
You can define a custom address file configuration to use when you export mailing address data to
postal software and import updated data from postal software.
Before you define a custom address file configuration, you must associate Ricoh TotalFlow DocEnhancer
document property names with corresponding data fields expected by the postal software.
72
Defining an address file configuration
If you want to use the R e p l a c e A d d r e s s function with a custom address file configuration, you must map
your imported mailing address data to specific Ricoh TotalFlow DocEnhancer document properties in the
required order. This table lists the document properties for the A d d r e s s l in e s 1 – 7 and U . S . a d d r e s s e s
default address block formats. The U . S . a d d r e s s e s format can be used with zip codes returned as one
value (either zip or zip-zip4) or two values (5–digit zip code and 4–digit expanded zip code).
A d d ress lines 1-7
U. S . a d d r e s s e s
(z ip cod es returned a s one
value)
U. S . a d d r e s s e s
(z ip cod es returned a s two
values)
Doc.Address.1
Doc.Address.FullName
Doc.Address.FullName
Doc.Address.2
Doc.Address.Other
Doc.Address.Other
Doc.Address.3
Doc.Address.Secondary
Doc.Address.Secondary
Doc.Address.4
Doc.Address.Primary
Doc.Address.Primary
Doc.Address.5
Doc.Address.City
Doc.Address.City
Doc.Address.6
Doc.Address.State
Doc.Address.State
Doc.Address.7
Doc.Address.ZipCode
Doc.Address.Zip
5
Doc.Address.Zip4
To define an address file configuration:
1. Click D o c E n h a n c e r → P r e f e r e n c e s .
2. Click the A d d r e s s tab.
3. Click the
icon.
You see the Address File Configuration dialog.
To work with an existing address file configuration, select it on the drop-down list. Click the
icon to modify the address file configuration or the
icon to delete it.
We recommend that you do not modify or delete the address file configurations provided with the
TotalFlow DocEnhancer Postal Enablement feature.
4. Type a name in the C o n f ig u r a t i o n n a m e field.
You cannot use the name of an existing address file configuration.
5. Select a file type: CSV (comma-separated values) or tab-delimited.
6. Click E x p o r t S e t t i n g s , and map document properties to file column headings in the exported file.
1. Click the F i l e c o l u m n h e a d i n g s column to the right of the D o c . S ig n a t u r e document property
and type the name of the file column heading.
The D o c . S i g n a t u r e document property is required.
2. Select a document property on the drop-down list and click the
icon.
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5 TotalFlow DocEnhancer Postal Enablement feature
The document property appears at the end of the document property mapping table.
If a document property is not on the drop-down list, click the entry field on the drop-down list
and type any document property name that you want. Then click the
the document property when you mark up a PDF file.
icon. You can define
3. Type the name of the file column heading in the F il e c o l u m n h e a d i n g s column to the right of
the document property.
4. Repeat these steps for each document property associated with a file column heading, until all
such document properties have been mapped to their file column headings in the exported file.
The order, top to bottom, of the rows in the document property mapping table determines the
order of the columns, left to right, in the exported file. If you need to reorder the rows, use the
up and down arrow icons.
5. To delete a row, select it and click the
5
icon.
7. Click I m p o r t S e t t i n g s , and map document properties to file column headings for fields in the
imported file, as described above for E x p o r t S e t t i n g s .
To filter documents with specified return codes when you generate a PDF file with the G e n e r a t e
function, map the D o c . A d d r e s s . R e t u r n C o d e document property to the file column heading for
return codes in the imported file. For example, you are importing mailing address data from TEC
Mailing’s MailPreparer® mailing software, and you want to exclude documents based on return
codes for errors. Map the D o c . A d d r e s s . R e t u r n C o d e document property to F N L _ E R R S T T .
8. Click O K to create the address file configuration.
The name of the new address file configuration appears on the A d d r e s s f il e c o n f i g u r a t i o n dropdown list.
Re plac ing addresses
You can define document properties in an address block in each document in a PDF file. After you
receive updated address data from third-party postal software, this function automatically hides original
addresses that have changed and replaces them with updated addresses.
This function combines the D e f i n e A d d r e s s B l o c k , H i d e A r e a , and A d d Te x t functions.
If this function assigns one or more components of the address text to the wrong document property, use
the D e f in e M u l t i p l e P r o p e r t ie s function to define document properties. Use the H i d e A r e a and A d d
Te x t functions to replace the addresses. You should also use the D e f in e M u l t ip l e P r o p e r t i e s , H i d e
A r e a , and A d d T e x t functions to replace address data if:
• The address components are not in block form.
• You want to give the document properties your own names.
To replace addresses:
74
Replacing addresses
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group definition or define a page group.
Before you select an address block, scan your PDF file for the most complicated and longest
example of addresses. For example, if the first document in your PDF file contains an address of
only three rows, and page 80 contains a five-row address, draw the box around the five-row
address so you can work with the most complicated address. When you view document property
values, you can verify that each document property in shorter address blocks has the proper
value.
2. Left-click just above the top left corner of an address area and drag the mouse to capture all rows
of the address.
This box defines the area of the PDF file that you want to hide. Make sure that it covers all the
addresses in the PDF file. The hidden area is not going to cover any portion of an address that
extends beyond the box.
3. Select R e p la c e A d d r e s s from the popup menu.
5
4. Examine the S e l e c t e d A d d r e s s section of the Define Address Block window. If you have not
captured all the lines in the address block, click C a n c e l and draw the box around the address
again. Repeat this step until the address you want is displayed in the rows of the S e l e c t e d
A d d r e s s table.
5. Type a N a m e for the address block.
6. Select a value from the A l ig n w it h e n c l o s e d t e x t drop-down list:
• If you want to align the text that you are adding with the first occurrence in the PDF file of
existing text enclosed by the box you drew, select F i r s t o c c u r r e n c e . Ricoh TotalFlow
DocEnhancer uses that alignment each time that it adds the text to a new page.
• If you want to align the text that you are adding with each occurrence of existing text enclosed
by the box you drew, select E a c h o c c u r r e n c e .
• If you do not want the text aligned, use the default value D i s a b l e d .
Aligning new text with enclosed text is the most precise way to replace existing text.
Notes
• The A l i g n w i t h e n c l o s e d t e x t function works best when the new text and the existing text are
in the same font. If the fonts are different, Ricoh TotalFlow DocEnhancer aligns the baselines of
the fonts.
• Ricoh TotalFlow DocEnhancer always aligns the first line of the new text with the first line of the
existing text.
• If the enclosed text is not left-justified, Ricoh TotalFlow DocEnhancer aligns the new text with
the left-most line of the existing text.
7. Use the E x t r a c t i o n C o n d i t io n s section to specify the page in each document from which address
block data will be extracted. Do either of these:
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5 TotalFlow DocEnhancer Postal Enablement feature
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is F i r s t F r o n t O n l y . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
The L a s t B a c k , L a s t F r o n t , and L a s t P a g e rules do not work with address block extraction.
• Select S p e c i f ic p a g e s and type the page in each document that you want.
If you specify multiple pages, Ricoh TotalFlow DocEnhancer extracts the address block from
the last specified page in each document. Examples:
– You specify pages 2–4. If a document has four or more pages, the address block is
extracted from page 4. If a document has three pages, the address block is extracted from
page 3. If a document has two pages, the address block is extracted from page 2.
5
– You specify pages 2,4. If a document has four or more pages, the address block is
extracted from page 4. If a document has 2–3 pages, the address block is extracted from
page 2.
– You specify pages 2–n. Because n represents the last page, the address block is extracted
from the last page if the document has two or more pages.
If you specify only page n, Ricoh TotalFlow DocEnhancer does not extract the address
block from any page in a document.
8. Select an address type:
• Add r e ss lin e s 1 –7
This option defines seven document properties (D
Do c . A d d r e s s . 1 through D o c . A d d r e s s . 7 )
based on the first seven lines in the address block. Subsequent lines are ignored.
• U.S. addresses
This option defines eight document properties:
– Do c .Ad d re ss.FullN a me
– Doc.Address.Primary
– Doc.Address.Secon dary
– Doc.Address.Oth er
– Do c .Ad d re ss.C ity
– Doc.Address.State
– Doc.Address.ZipCode
– Do c .Ad d re ss.C ity Sta te Zip
Each component of address text in the S e l e c t e d A d d r e s s becomes a value for a document
property in the A d d r e s s D o c u m e n t P r o p e r t ie s area.
9. Check to make sure that each document property has the proper value.
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Exporting addresses to postal software
10. Use the Font section to select the font, size, and color.
The font drop-down list includes all fonts available to Adobe Acrobat except for fonts that do not
permit embedding in a PDF file.
Notes
• To make a font available to Ricoh TotalFlow DocEnhancer, install it in the Windows F o n t s
folder.
• Ricoh TotalFlow DocEnhancer does not support alternate letter forms, including ligatures,
swashes, and letter forms that vary according to where they appear in a word. Right-to-left
languages, such as Hebrew and Arabic, are rendered incorrectly. However, the font dropdown list shows all fonts installed in the Windows F o n t s folder, including fonts for right-to-left
languages and fonts with unsupported alternate letter forms.
• When a font is added to a control file, it is the user’s responsibility to make sure that the font is
licensed on all machines that use the control file to process a PDF document.
11. Click O K to create the document properties for the address block.
12. Click D o c E n h a n c e r → V i e w D o c u m e n t P r o p e r t y V a l u e s to verify that the properties have the
content you want.
5
13. Optional: You can edit the address block definition by double-clicking its box or by right-clicking
the box and selecting E d it .
14. When you are ready to save all your enhancements to the PDF file, including the new document
properties for the address block, click D o c E n h a n c e r → S a v e C o n t r o l F il e .
When you use the G e n e r a t e function, Ricoh TotalFlow DocEnhancer adds a hidden area to the PDF file
and replaces original address data with updated address data. If Ricoh TotalFlow DocEnhancer cannot
find an imported file with updated address data, it displays a warning message.
The TotalFlow DocEnhancer Ticketer feature adds the P r i n t function to Ricoh TotalFlow DocEnhancer.
When you use the P r i n t function, Ricoh TotalFlow DocEnhancer adds a hidden area to the PDF file and
replaces original address data with updated address data.
Exportin g addresse s to postal sof tware
You can extract mailing address data from documents in a PDF file and export the data to third-party
postal software that sorts the addresses and improves their quality.
Before you export mailing addresses, you must define document properties for the data fields expected
by the third-party postal software.
To export addresses:
1. Open a PDF file in Adobe® Acrobat Professional and load the control file that has the document
properties for the data fields expected by the postal software.
2. The first time that you export mailing address data to third-party postal software and each time that
you change your postal software, set the A d d r e s s preferences:
1. Click D o c E n h a n c e r → P r e f e r e n c e s .
2. Click the A d d r e s s tab.
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5 TotalFlow DocEnhancer Postal Enablement feature
3. Select a value for the D e f a u lt a d d r e s s b lo c k f o r m a t property.
For example, you are exporting addresses for the United States Postal Service. Select U . S .
addresses.
The default value is displayed when you use the D e f i n e A d d r e s s B l o c k and R e p l a c e
A d d r e s s functions.
4. Select the A d d r e s s f i l e c o n f i g u r a t io n property value for the postal software.
For example, you are exporting addresses for the TEC Mailing Solutions MailPreparer
software with MailListCleaner options. Select M a i l P r e p a r e r M L C .
5. Click O K .
3. Click D o c E n h a n c e r → M a il → E x p o r t a d d r e s s e s .
4. Specify a name and folder for the output file or use the default values.
The default name is the source file name with the file type extension, such as .csv, appended to it.
The default folder is specified on the A d d r e s s tab in P r e f e r e n c e s .
5. Click S a v e .
5
Ricoh TotalFlow DocEnhancer creates a .csv or .txt file containing document property values for all the
documents in the PDF file. Submit the file to the third-party postal software.
Importin g addresse s f rom postal sof tw are
After third-party postal software has sorted mailing addresses and improved their quality, you can import
the mailing address data into Ricoh TotalFlow DocEnhancer.
To import addresses:
1. Open a PDF file in Adobe® Acrobat Professional and load the control file that has the document
properties for the data fields processed by the postal software.
2. The first time that you import mailing address data from third-party postal software and each time
that you change your postal software, set the A d d r e s s preferences:
1. Click D o c E n h a n c e r → P r e f e r e n c e s .
2. Click the A d d r e s s tab.
3. If you want to set default return codes for filtering documents during the G e n e r a t e function,
type the return codes as a comma-separated list in the D e f a u l t r e t u r n c o d e s f o r f i l t e r i n g
field.
4. If you want Ricoh TotalFlow DocEnhancer to create a Postal Enablement log, click the Ye s
radio button for the C r e a t e l o g preference.
When imported document mailing addresses are applied to documents during the G e n e r a t e
function, the log file contains information about the results. The name of each log file is the
name of the input file followed by the job ID and postalEnablement.log. The L o g f o l d e r
preference specifies the directory path to the log files.
5. Click O K .
3. Click D o c E n h a n c e r → M a il → I m p o r t a d d r e s s e s .
4. Specify the folder and name of the input file.
The default folder is specified on the A d d r e s s tab in P r e f e r e n c e s .
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Viewing the report
5. Click O p e n . You see a confirmation message.
6. Click O K .
Ricoh TotalFlow DocEnhancer imports the values of all document properties specified in the address file
configuration.
The document property values are not saved in the control file. If you load a new control file, clear
markup in the PDF file, or close the PDF file, Ricoh TotalFlow DocEnhancer discards the imported mailing
address data.
Notes
• When you use the G e n e r a t e function, Ricoh TotalFlow DocEnhancer sorts the documents to match
their order in the imported file. If a document in the original PDF file is not specified in the imported
file, the document is not included in the generated PDF file.
• If you are using the TotalFlow DocEnhancer Ticketer feature, the P r i n t function sorts documents and
excludes documents in the same way as the G e n e r a t e function.
• In preview, documents are not sorted or excluded based on TotalFlow DocEnhancer Postal
Enablement settings or on imported address data.
5
View ing th e report
When you generate a PDF output file with updated address data from postal software, you can view the
TotalFlow DocEnhancer Postal Enablement report, which contains information about the results.
To view the report:
1. On the A d d r e s s tab in P r e f e r e n c e s , set the C r e a t e l o g preference to Y e s .
2. After you generate a PDF file with imported address data, navigate to the TotalFlow DocEnhancer
Postal Enablement log folder.
The L o g f o l d e r preference on the A d d r e s s tab in P r e f e r e n c e s specifies the directory path and
folder name for TotalFlow DocEnhancer Postal Enablement log files.
3. Open the TotalFlow DocEnhancer Postal Enablement log file with a text editor.
The name of the log file is the name of the PDF source file followed by the Job ID and
postalEnablement.log.
The report shows the location of the PDF output file. The report also shows the number of
documents:
• In the PDF source file.
• In the PDF source file that Ricoh TotalFlow DocEnhancer did not find in the imported address
file.
• In the PDF source file with updated data in the PDF output file.
• In the PDF output file.
• Excluded from the PDF output file.
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5 TotalFlow DocEnhancer Postal Enablement feature
• TotalFlow DocEnhancer Postal Enablement log files always show information about the results of
processing the entire PDF source file. For example, if you specify the pages to include in the PDF
output file, the log shows the results of processing all the pages in the PDF source file — not the results
of processing the specified pages.
• The number of documents in the PDF source file with updated data in the PDF output file counts a
document only if one or more if its document property values have changed between the E x p o r t
function and the I m p o r t function. If the address file configuration does not map the values for
document properties in the E x p o r t S e t t i n g s into the same document properties in the I m p o r t
S e t t i n g s , documents with updated values for those document properties might not be counted in the
number of documents with updated data in the PDF output file.
5
80
For example, the TEC Mailing MailPreparer address file configurations map zip code values for one
document property, D o c . A d d r e s s . Z ip C o d e , to one file column heading in the E x p o r t S e t t i n g s . In
the I m p o r t S e t t i n g s , the MailPreparer address file configurations map zip code values in two file
column headings to two document properties, D o c . A d d r e s s . Z i p and D o c . A d d r e s s . Z i p 4 . If a
document has an updated zip code but no other updated data, that document is not counted in the
number of documents in the PDF source file with updated data in the PDF output file.
• The number of documents excluded from the PDF output file is important because these documents
are included in reports that your postal software generates for you to submit to your postal service.
Make sure you account for the documents that were excluded when you generated the PDF output
file.
6 . TotalFlow DocEnhancer Ticketer feature
•Overview
•Configuring media
•Configuring printers
•Working with media and finishing
•Printing
•Importing a JDF job ticket
•Supported Ricoh printers
This section describes the TotalFlow DocEnhancer Ticketer feature and explains how to use its functions.
Overvie w
The TotalFlow DocEnhancer Ticketer feature lets you specify job-level and page-level media and
finishing options in your PDF source files. When specifying page-level options, you can apply conditional
processing. The feature lets you print a PDF file with media and finishing instructions on supported Ricoh
printers. You can use the A d o b e P D F print option to generate a PDF output file and a Job Definition
Format (JDF) job ticket. You can then send the PDF output file and JDF job ticket to a printer that accepts
them as input.
Conf iguring the fe ature
To configure the TotalFlow DocEnhancer Ticketer feature, you set up your media catalog and define
printers.
6
Me d ia
The media catalog for the TotalFlow DocEnhancer Ticketer feature contains media objects that represent
physical media, which are defined in the media catalog for each of your printers. When you define a
media object, you give it a name and specify its size. You can specify other attributes such as weight,
type (bond, cardstock, or letterhead), color, recycled content, preprinted, coating, and input tray.
Media objects with different names in the media catalog for the TotalFlow DocEnhancer Ticketer feature
can have the same attributes.
When the same media has different names in the printer media catalogs, you can define a different
media object for each printer. For example, you can define two different media objects, named L E T T E R
and 8 . 5 x 1 1 , for letter-size, 80 gsm, white paper. You can then specify L E T T E R media for PDF files sent
to one printer and 8 . 5 x 1 1 media for PDF files sent to another printer.
By defining media objects with attributes that distinguish them from one another, you can use the
TotalFlow DocEnhancer Ticketer feature to send information to a printer that lets the printer select a tray
holding the media required to print a PDF file.
Another way to define media objects is to import them from an EFI Fiery printer controller’s media
catalog.
Printers
Before you can print a PDF source file with media and finishing options on a supported Ricoh printer, you
must use the TotalFlow DocEnhancer Ticketer feature to define a printer. You give the printer a name,
select a model, and specify either the printer’s IP address or its hostname and port.
If you have installed the TotalFlow DocEnhancer Verification feature, the TotalFlow DocEnhancer
verification tool can receive verification resource files that include media and finishing instructions. If the
tool is installed on the same system as the TotalFlow DocEnhancer Ticketer feature and Ricoh printer
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6 TotalFlow DocEnhancer Ticketer feature
drivers, you can reprint unverified documents to printers that you have defined with the TotalFlow
DocEnhancer Verification feature. You can also use the A d o b e P D F print option to generate a PDF
output file and a JDF job ticket.
U sing the f e ature
Once you have set up your media catalog and defined your printers, you can specify job-level media
and finishing options for a PDF file. In addition, you can define media and finishing page exceptions. For
example, you can specify blue paper for pages 1-2 and stapling for pages 1-4 of each document in the
PDF file. You can use conditional processing rules to specify page-level media and finishing options in the
same way that you use conditional processing rules to place markup. For example, you can specify gold
paper for every page with the words P r e m i e r m e m b e r in the upper right corner.
After you have marked up a PDF file and added media and finishing options, you can print the file on a
supported Ricoh printer, or you can generate a PDF output file and a JDF job ticket. For an individual
print job, the Print dialog lets you override job-level media and finishing options specified in the PDF file.
Con f igur in g me dia
Before you can specify media for an entire PDF file or media exceptions for specific pages within a PDF
file, you must define media in your media catalog.
6
After you define media, you can manage the media definitions in the media catalog.
Defining media
When you install the TotalFlow DocEnhancer Ticketer feature, its media catalog does not have any
media definitions. You define media to populate the media catalog. You can also define media
whenever you need a media definition with different attributes (such as size, weight, type, or color) than
the media definitions in your media catalog.
To define media:
1. Click D o c E n h a n c e r → M a n a g e M e d i a C a t a l o g and then click the
icon.
2. Type a name for the new media definition.
Different media definitions can have the same attributes but they cannot have the same name.
3. Do one of these:
• Select a value from the media S i z e list.
• Create a new media size:
1. Select C u s t o m from the media S iz e list.
2. Select a unit of measurement from the U n i t s list.
3. Type values for W i d t h and H e i g h t .
4. O p t i o n a l: Type the media We ig h t in grams per square meter (gsm).
If you do not type a value, N o t s e t appears in the media catalog.
5. O p t i o n a l: Select values from the media T y p e and C o lo r lists.
If you do not select a value, N o t s e t appears in the media catalog.
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Managing the media catalog
6. O p t i o n a l: Select a value from the I n p u t T r a y list.
If you do not select a value, N o t s e t appears in the media catalog.
If your printer can automatically select an input tray by matching the media loaded in a tray with
the media requested for the print job, select A u t o S e le c t . Otherwise, select a specific tray.
To get the printer to select the tray specified in the media definition, you might need to clear all
settings on the printer console except size and tray.
7. O p t i o n a l: Click A d v a n c e d S e t t in g s :
1. Type a value for R e c y c l e d C o n t e n t ( % ) .
2. Select values for any combination of the following media attributes: P r e p r in t e d , P r e p u n c h e d ,
T e x t u r e , C o a t i n g , O p a c i t y , and S t o c k .
8. Click O K to create the media definition and add it to the media catalog.
Managing the media catalog
The M a n a g e M e d ia C a t a lo g dialog shows information about the media definitions in your media
catalog. You can create, edit, and delete media definitions.
6
For each media definition, the media catalog shows the N a m e , S i z e , W e ig h t , T y p e , and C o lo r .
To define new media, click the
icon.
To work with an existing media definition, select it. Click the
icon to modify the media definition or the
icon to delete it.
Importing media
You can import media objects into the Ricoh TotalFlow DocEnhancer media catalog from an EFI Fiery
printer controller.
Before you import media objects, export them from the EFI Fiery printer controller in an .xml file.
To import media objects:
1. Click D o c E n h a n c e r → M a n a g e M e d i a C a t a l o g and then click I m p o r t .
2. Navigate to the .xml file containing the media catalog that you want to import. Select the file and
click O p e n .
If the media catalog that you are importing has media with duplicate names, you see an error
message with the names of the duplicate media. Click O K to cancel the import. Remove the
duplicate media with a text editor or other software and then re-import the media catalog.
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6 TotalFlow DocEnhancer Ticketer feature
3. If any media in the imported .xml file have the same name, but different attributes, as media in the
Ricoh TotalFlow DocEnhancer media catalog, you see a message listing the names of these
duplicate media. Select an option:
Option
Description
Keep
Keeps the media objects in theRicoh TotalFlow DocEnhancer media
catalog.
R e p la c e
Replaces the media objects in theRicoh TotalFlow DocEnhancer media
catalog with the imported media objects.
C anc el
Does not import any of the media objects in the .xml file.
4. Click C lo s e .
Con f igur in g pr in te rs
Before you can print to a supported Ricoh PDF printer or to a PDF file, you must install printer drivers and
define printers.
After you define printers, you can manage them.
6
Defining printers
You define printers to make them available to Ricoh TotalFlow DocEnhancer.
To define printers:
1. Click D o c E n h a n c e r → M a n a g e p r i n t e r s and then click the
icon.
2. Type a name and description for the new printer.
3. Select the model number of the printer.
4. Type either the network IP address or the host name of the printer.
5. Type the port number of the printer.
6. Specify the printer’s finishing capabilities.
7. O p t i o n a l: To optimize printer throughput, you can split large PDF files into segments.
1. Specify the size of the segments in pages.
Notes
• To obtain the best throughput on your printer, try different values for segment sizes until
you discover which values work best.
• Ricoh TotalFlow DocEnhancer adjusts segment sizes to account for duplex printing, staple
groups, and other constraints.
2. O p t io n a l : Specify the size of the first segment in pages.
If the first segment is smaller than the other segments, the printer can start printing the first
segment sooner because processing the segment requires less time.
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Managing printers
When PDF source files are split into segments, the printer receives the pages for each segment as
an independent print job. Ricoh TotalFlow DocEnhancer provides progress information for printing
the entire PDF source file. It does not provide progress information for printing each of the
independent print jobs.
8. Click O K to create the printer definition and add the printer to the list on the Print dialog.
Selecting a printer on the Print dialog displays the finishing capabilities that you specified when the
printer was defined. Ricoh TotalFlow DocEnhancer does not verify that the printer has these
capabilities. PDF files that contain finishing options are sent to the printer regardless of whether you
specified that the printer supports those capabilities.
Managing printers
The M a n a g e P r i n t e r s dialog shows information about the printers that you have defined. You can
create, edit, and delete printer definitions.
For each printer definition, the printer manager shows the N a m e , D e s c r ip t i o n , M o d e l , I P A d d r e s s ,
P o r t , and C a p a b i l it i e s .
To define a new printer, click the
icon.
To work with an existing printer definition, select it. Click the
the
icon to modify the printer definition or
6
icon to delete it.
Workin g with media and f inishin g
You can specify media and finishing options for your entire PDF file or apply them as page exceptions to
the job-level media and finishing options.
You can apply page-level media and finishing options to a range of pages or to the documents (page
groups) within a PDF file. When applying media and finishing options to documents, you can use predefined rules or custom rules. For example, you can use a pre-defined rule to print the first page of each
document on blue paper. You can define a custom rule so that each page with the words P r e m i e r
M e m b e r in the upper right corner prints on gold paper.
You can preview the PDF file as you add media and finishing options to verify that they have been
applied to the intended pages.
Your media and finishing options are saved in the Ricoh TotalFlow DocEnhancer control file, and are
automatically applied when Ricoh TotalFlow DocEnhancer generates a PDF output file.
Managing media and finishing options
The M e d i a a n d F i n i s h in g dialog shows information about your media and finishing options for a PDF
file. You can set job-level options for the entire PDF file and make exceptions for specific pages. For
page-level exceptions, you can edit and delete options, select new media and finishing options, and set
the order in which Ricoh TotalFlow DocEnhancer applies the options to a PDF file.
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6 TotalFlow DocEnhancer Ticketer feature
The J o b l e v e l s e t t i n g s section shows the current media and finishing options for the entire PDF file. You
can change the options.
The P a g e l e v e l e x c e p t i o n s section shows the current media and finishing options for specific pages.
For each page-level media or finishing option, the R a n g e column shows the page selection or the name
of the rule that Ricoh TotalFlow DocEnhancer uses to apply the option to documents in the PDF file. The
P a p e r s u b s t i t u t io n column shows media options, and the S u b s e t f i n i s h i n g column shows finishing
options.
To specify a new page-level media or finishing option, click the
icon.
To work with a page-level media or finishing option, select it. Click the
the
icon to modify the option or
icon to delete it.
To revise the order in which page-level media and finishing options are applied to the PDF file, select an
option. Then click the up or down arrow to move it.
Ricoh TotalFlow DocEnhancer applies the page-level options to the PDF file in the order that they appear
on the list, from top to bottom. If two page-level options specify conflicting selections for the same page
(for example, two different types of media), Ricoh TotalFlow DocEnhancer applies the option that is
lower on the list.
6
For example, the first option specifies Letter Blue media for the first page of each document in the PDF
file. The second option specifies Letter Gold media for the first page of each document for a Gold Club
member. When the PDF file is printed, the first page of every document for a Gold Club member prints
on Letter Gold media. The first page of every other document prints on Letter Blue media. If the option for
Letter Blue media is below the option for Letter Gold media, the first page of every document prints on
Letter Blue media. No first pages print on Letter Gold media.
The order of media options does not affect how Ricoh TotalFlow DocEnhancer applies finishing options,
and vice versa.
Selecting media and finishing options
You can select media and finishing options for an entire PDF file. You can also select media and finishing
options for specific pages in each page group by specifying a rule or typing page numbers. For
example, you can specify that pages 1–4 of each page group are stapled. You can also specify that the
first page of each page group prints on gold paper.
Before you can select media, you must define media in the media catalog.
To select media and finishing options:
1. Click D o c E n h a n c e r → M e d ia a n d F i n i s h i n g .
2. Select a job-level media option.
If you do not want to specify a job-level media option, select N o t s e t .
3. Select job-level finishing options for staple, punch, bind, and fold.
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Selecting media and finishing options
If you do not want to specify a job-level finishing option, select N o t s e t .
4. To specify page-level media and finishing options, click the
icon.
5. Select a media option on the P a p e r s u b s t i t u t i o n drop-down list or a stapling option on the
S u b s e t f in i s h i n g drop-down list.
6. To specify the pages for the media or finishing option, do either of these:
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is A ll P a g e s . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
• Select S p e c i f y p a g e s and type the pages that you want. Media and finishing options are
applied to these pages in each page group. You can:
– Use a hyphen to separate the first and last pages in a page range.
– Use a comma to separate page selections.
– Type n to specify the last page in each page group.
For example, a PDF file has two page groups. The first has four pages, and the second has
seven pages. Specifying pages 3–n places markup on pages 3–4 in the first page group,
and pages 3–7 in the second.
6
7. Click O K .
The option that you specified appears on the media and finishing list.
8. If you have multiple paper substitution or subset finishing options, select the new option and use
the up and down arrows to move it into the proper position in the ordered list of options.
Ricoh TotalFlow DocEnhancer applies the page-level options to the PDF file in the order that they
appear on the list, from top to bottom. If two page-level options specify conflicting selections for
the same page (for example, two different types of media), Ricoh TotalFlow DocEnhancer applies
the option that is lower on the list.
9. When you finish, click C lo s e .
10. To verify that Ricoh TotalFlow DocEnhancer has applied media and finishing options to the
intended pages:
1. Click D o c E n h a n c e r → P r e v i e w .
If a page has media and finishing options, you see an annotation labeled P r in t O p e r a t i o n s in
the upper right corner.
2. Hover the mouse pointer over P r i n t O p e r a t i o n s to see the media name and finishing option.
For example:
Media = Blue Letter
Stapling = Top left (#1)
(#1) indicates the sequence of the page in the finishing option. If you specify stapling for
pages 5–8, page 5 is #1 and page 8 is #4.
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6 TotalFlow DocEnhancer Ticketer feature
As an alternative, click C o m m e n t on the Adobe Acrobat toolbar. In the C o m m e n t s pane, you
see a comment for each page with media and finishing options.
11. When you are ready to save all your enhancements to the PDF file, including the new media and
finishing options, click D o c E n h a n c e r → S a v e C o n t r o l F i le .
Prin ting
You can print a PDF source file on a supported Ricoh PDF printer, or you can select the A d o b e P D F
option to generate a PDF output file and a Job Definition Format (JDF) job ticket. You can then send the
PDF output file and JDF job ticket to a printer that accepts them as input.
To print a PDF source file or to generate a PDF output file and JDF job ticket:
1. Click D o c E n h a n c e r → P r in t .
2. If you did not define a page group, Ricoh TotalFlow DocEnhancer gives you two choices:
• To define the entire PDF file as a page group, click O K . Go to the next step.
• To choose a page group option, click C a n c e l to exit P r i n t . Then define a page group.
3. Select a Ricoh printer or A d o b e P D F .
6
If you want to define a printer, select A d d a p r i n t e r . You see the D e f in e a P r in t e r dialog. When
you finish defining a printer, Ricoh TotalFlow DocEnhancer selects it for you.
4. Specify a page range and the number of copies.
5. Specify the P r o d u c t io n I n t e n t .
This value determines:
• How Ricoh TotalFlow DocEnhancer interprets the PDF source file.
• The format of the PDF output.
Source file example: When the P r o d u c t i o n I n t e n t is S i m p l e x , S e c o n d F r o n t O n ly page
placement puts markup on the second page of each page group. When the P r o d u c t io n I n t e n t is
D u p l e x , S e c o n d F r o n t O n l y page placement puts markup on the third page of each page
group.
Output example: When the P r o d u c t i o n I n t e n t is D u p l e x , Ricoh TotalFlow DocEnhancer adds a
blank page at the end of each page group that has an odd number of pages.
6. O p t i o n a l: To override job-level media and finishing options in the control file, specify different
options.
The right side of the dialog shows document-level exceptions based on rules and exceptions for
specific pages. You cannot override the exceptions.
7. If you have installed the TotalFlow DocEnhancer Postal Enablement feature and you have
imported address data, you can filter documents with specified return codes. Do these steps:
1. Click a radio button to select a filtering option.
If you click D o n o t f il t e r , documents are not filtered.
If you click E x c l u d e , documents with specified return codes are excluded from the generated
PDF file when Ricoh TotalFlow DocEnhancer applies imported address data.
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Printing
If you click I n c l u d e , only documents with specified return codes are included in the generated
PDF file when Ricoh TotalFlow DocEnhancer applies imported address data.
2. If you clicked E x c l u d e or I n c l u d e , type a list of return codes separated by commas, for
example: E428, E429, E431.
If you specify a list of return codes in the D e f a u lt r e t u r n c o d e s f o r f il t e r i n g entry field on the
A d d r e s s tab in P r e f e r e n c e s , the return codes appear in this entry field. You can use them or
type your own.
8. O p t i o n a l: Click P r e v i e w to preview your output.
See Previewing markup, p. 27 for more information.
9. Click P r i n t .
• If you are printing to a Ricoh printer, you see a P r o g r e s s dialog with a progress bar and status
messages while Ricoh TotalFlow DocEnhancer generates input for the printer. The dialog
remains open even if you close Adobe Acrobat. To cancel the printing process, click C a n c e l .
Canceling a print job depends on how much of the print job has been received by the printer
and what level of job cancellation the printer supports. Depending on those factors, printing
might continue even after the print job has been canceled in Ricoh TotalFlow DocEnhancer. If
printing does continue, cancel the print job at the printer. If you are splitting large jobs for that
printer, you might have to cancel all the segments that have been received by the printer for
that job.
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• If you selected A d o b e P D F :
1. Specify a name and folder for the PDF output file or use the default values.
The default names of the PDF and JDF files are the source file name with an identifier, such
as .1, appended to them. The identifier is specified on the G e n e r a t e tab in P r e f e r e n c e s .
The default location is the folder specified on the G e n e r a t e tab.
2. If you do not want to generate a JDF file, clear the check box.
3. Click O K .
You see a P r o g r e s s dialog with a progress bar and status messages while Ricoh TotalFlow
DocEnhancer generates a PDF output file and a JDF job ticket. The dialog remains open
even if you close Adobe Acrobat. To cancel the file generation process, click C a n c e l .
The files do not appear in the PDF output file folder until they have been generated. You
can use Adobe Acrobat and Ricoh TotalFlow DocEnhancer while the files are being
generated, or you can close Adobe Acrobat. Ricoh TotalFlow DocEnhancer continues to
generate the files in the background.
Ricoh TotalFlow DocEnhancer can create a G e n e r a t e status file in the PDF output file
folder and update the file with status messages. If you want these status files, click
D o c E n h a n c e r → P r e f e r e n c e s and then click G e n e r a t e . Click C r e a t e a s t a t u s f i l e . The
file name is the PDF output file name with .log appended to it.
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6 TotalFlow DocEnhancer Ticketer feature
When printing or file generation is complete, you see a green check mark. If an error occurs, you
see a red alert symbol. If the print job was not submitted to the printer successfully, you see a R e t r y
button. To resubmit the print job, click R e t r y .
10. Click C lo s e .
Importin g a JDF job ticke t
When you generate a PDF file and a Job Definition Format (JDF) job ticket by printing with the A d o b e
P D F option, the JDF job ticket contains media and finishing instructions. If you want to reprint the PDF file
but did not save the media and finishing instructions in a control file, you can open the PDF file in Ricoh
TotalFlow DocEnhancer and import the JDF job ticket. You can then reprint the PDF file with the media
and finishing instructions that are defined in the imported JDF job ticket.
The I m p o r t J D F function is intended for importing JDF job tickets created by Ricoh TotalFlow
DocEnhancer. You can import other JDF job tickets, but they might have an adverse effect on your PDF
files.
To import a JDF job ticket:
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1. In Adobe® Acrobat Professional, open a PDF file that you generated by printing with the A d o b e
P D F option.
Defining markup — either through the user interface or through loading a control file — disables
the I m p o r t J D F function.
2. Click D o c E n h a n c e r → I m p o r t J D F .
3. Select the JDF file that was generated with the PDF file.
4. Click O p e n .
5. Click O K .
You can now print the PDF file on a supported Ricoh PDF printer with the media and finishing
instructions in the JDF job ticket.
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Supported Ricoh printers
When you mark up a PDF file using Ricoh TotalFlow DocEnhancer, you can create conditional
processing rules to place the markup on specific pages. For example, you can specify blue media
for the last page of each document in the PDF file by using the L a s t P a g e O n l y rule. You can then
save conditional processing rules in a control file. Note that conditions can refer to pages relative
to each document (for example, “last page”), rather than to page numbers for the entire PDF file
(for example, pages 9, 19, 30).
When you print the PDF file with the A d o b e P D F option, a JDF job ticket specifying which pages
should print on blue media is generated. This JDF job ticket converts conditional processing rules
(for example, L a s t P a g e O n l y ) to page numbers in the printed PDF file (for example, pages 9,
19, 30).
When you import a JDF job ticket into Ricoh TotalFlow DocEnhancer, the ticket’s media and
finishing instructions are imported as page numbers in the PDF file (for example, pages 9, 19, 30),
not as conditional rules (for example, L a s t P a g e O n l y ). If you save a control file after importing a
JDF job ticket, the control file also uses page numbers in the PDF file rather than conditional rules
to define media and finishing instructions. Media and finishing instructions in a control file are
applied per document. For example, “pages 9, 19, 30” refer to those page numbers in each
document.
By default, a control file saved from an imported JDF job ticket defines the entire PDF file as a
single document. Loading such a non-conditional control file with other PDF files might yield
unexpected results. For example, the page numbers listed in the control file might not match the
expected “last pages” of the documents in the PDF file.
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Supported Ricoh printers
The TotalFlow DocEnhancer Ticketer feature supports the following printers:
Aficio MP 1100
Aficio MP 1350
Aficio MP 9000
Aficio MP C6000
Aficio MP C6501
Aficio MP C7500
Aficio MP C7501
imagio MP 1100
imagio MP 1350
imagio MP 9000
imagio MP C6000
imagio MP C6001
imagio MP C7500
imagio MP C7501
IPSiO 9100Pro
IPSiO Aficio SP 9100DN
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6 TotalFlow DocEnhancer Ticketer feature
Linoprint C9100
Linoprint C9110
Pro 1106EX
Pro 1107
Pro 1107EXP
Pro 1107M
Pro 1356EX
Pro 1357
Pro 1357EXP
Pro 1357M
Pro 5110S
Pro 6100
Pro 6100HE
Pro 6100HT
Pro 8100EX
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Pro 8100S
Pro 8110
Pro 8110S
Pro 8120
Pro 8120S
Pro 906EX
Pro 907
Pro 907EXP
Pro 9100
Pro 9110
Pro C5100S
Pro C550EX
Pro C651EX
Pro C700EX
Pro C7100
Pro C7100S
Pro C7100SX
Pro C7100X
Pro C7110
Pro C7110S
Pro C7110SX
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Supported Ricoh printers
Pro C7110X
Pro C720
Pro C720S
Pro C751
Pro C751EX
Pro C900
Pro C900S
Pro C901
Pro C901S
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7 . TotalFlow DocEnhancer Verification feature
•Overview
•Adding a verification bar code to a PDF file
•Generating a verification resource file and PDF output file
This section describes the TotalFlow DocEnhancer Verification feature and explains how to use its
functions.
Overvie w
The TotalFlow DocEnhancer Verification feature lets you place a verification bar code on every piece of
mail in a print job. At the end of your production print process, you scan the verification bar codes. The
TotalFlow DocEnhancer Verification feature uses the scanned information to verify the production of each
mail piece.
A document might not be scanned for many reasons, for example, because an operator removed it to
inspect print quality, a printer jammed, or an inserter double-stuffed envelopes. Regardless of the reason,
you can use the TotalFlow DocEnhancer Verification feature to identify the unscanned document. The
TotalFlow DocEnhancer Verification feature generates a PDF file that contains unscanned documents so
that you can reprint them. The feature also generates a report that verifies production of the documents in
the print file.
The TotalFlow DocEnhancer Verification feature includes the TotalFlow DocEnhancer verification tool, a
standalone program. You can install the TotalFlow DocEnhancer verification tool on the same computer
as Ricoh TotalFlow DocEnhancer or on a different Windows computer.
The TotalFlow DocEnhancer Verification feature adds two functions to Ricoh TotalFlow DocEnhancer:
• Add Verification Barc ode
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A verification bar code lets the TotalFlow DocEnhancer verification tool verify the production of each
document in a print job.
• Gen erate Ve rification R esource File
A verification resource file contains information for identifying a job and the documents within a job.
You can generate this file after you define a page group for a PDF file and add a verification bar
code to each document in the PDF file.
The TotalFlow DocEnhancer verification tool receives two types of input files:
• A ve r if ic a tio n re so ur c e f ile
• A s c a n f i le , which contains a list of all documents that were verified by the scanning process for a
production run. For each scanned document, this file contains information that identifies the document
within a job and the job itself.
The TotalFlow DocEnhancer verification tool creates two types of output files:
• R e p r in t PDF f ile
This file contains only those documents in a job that were not verified by the scanning process.
• R e p o r t f ile
This file contains the v e r i f ic a t i o n r e p o r t . The report shows a summary of the total documents verified
in a job, the verification status of each document in each production run, and any document
properties for each document.
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7 TotalFlow DocEnhancer Verification feature
For more information about the TotalFlow DocEnhancer verification tool, see Ricoh TotalFlow
DocEnhancer: Installing, Configuring, and Using the TotalFlow DocEnhancer verification tool.
The Figure below shows an example of a production print verification process for jobs that are printed
and inserted into envelopes.
Fig ure 2. E xa mp le p rod uction p rint v erif ica tion p rocess
The example process has these steps:
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1. Using the TotalFlow DocEnhancer Verification feature, add a verification bar code to each document
in a PDF file.
2. Generate a verification resource file and a PDF file with markup including the verification bar codes.
3. Add the verification resource file to the TotalFlow DocEnhancer verification tool.
4. Print the documents in the PDF file and insert them into envelopes.
5. Create a scan file for the production run by scanning the documents in the envelopes.
6. Load the scan file to the TotalFlow DocEnhancer verification tool to verify that the documents were
scanned.
7. If documents need to be reprinted:
1) In the TotalFlow DocEnhancer verification tool, generate a reprint PDF file. This file includes only
the documents that were not verified.
2) Print the documents in the reprint PDF file and insert them into envelopes.
3) Create a scan file by scanning the documents in the envelopes.
4) Load the scan file to the TotalFlow DocEnhancer verification tool to verify that the documents
were scanned.
5) Repeat this process until all documents have been verified.
8. Generate a verification report to show that all documents have been verified.
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Adding a verification bar code to a PDF file
Adding a verif ication bar code to a PDF f ile
You can add a verification bar code to a PDF file by selecting the area where you want to place the bar
code and specifying a type of bar code. You can limit the placement of a verification bar code to
specific pages in each document by specifying a rule or typing page numbers.
The TotalFlow DocEnhancer Verification feature supports the following types of bar codes:
• 2Of5
• Code39
• Datamatrix
• IMB
• QR code
• RM4SCC
To add a verification bar code:
1. Open a PDF file in Adobe® Acrobat Professional and either load a control file that contains a
page group definition or define a page group.
2. Use the left mouse button to draw a box where you want the bar code to print. You do not need to
draw the box to the exact size of the bar code.
The bar code is not resized to fit within the box. If you draw a box to the approximate size of the
bar code, you can see its position relative to all the markup you add to the PDF file.
3. Click A d d V e r i f ic a t i o n Ba r c o d e .
7
4. Type a N a m e for the verification bar code. Do not use spaces or special characters (such as @,
#, $, or %) in the name. You can use periods and underscores.
5. Optional: Use the Location section of the definition window to change the placement of the bar
code by entering new H o r i z o n t a l and V e r t i c a l coordinates. These coordinates specify the
distance between the top left corner of the page and the top left corner of the bar code, before
any rotation. If your manufacturing equipment has a specification for the location of the bar code,
use these coordinates to set a precise location.
W id t h and H e ig h t change the size of the markup box but do not affect the location or size of the
bar code.
6. Select the clockwise R o t a t i o n ( d e g r e e s ) . The reference point for rotating a bar code is its top left
corner.
7. Use the Placement Conditions section to specify the pages to place the bar code on. Do either of
these:
• Select P a g e s b a s e d o n a r u l e , and then select a rule from the drop-down list. The default rule
is A ll P a g e s . You can also:
– Click the
icon to define a new rule. See Defining a rule, p. 47 for more information.
– Click the
icon to go to the Rules Manager.
• Select S p e c i f y p a g e s and type the pages in each page group that you want. You can:
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7 TotalFlow DocEnhancer Verification feature
– Use a hyphen to separate the first and last pages in a page range.
– Use a comma to separate page selections.
– Type n to specify the last page.
Example: a PDF file has two page groups. The first has four pages, and the second has
seven pages. Specifying pages 3–n places markup on pages 3–4 in the first page group,
and pages 3–7 in the second.
8. Use the Bar Code Configuration section to define the mechanical attributes and type of the bar
code.
1. Use the B a r c o d e T y p e drop-down list to select one of the following bar codes: 2 O f 5 ,
C o d e 3 9 , D a t a m a t r ix , Q R c o d e , I M B , or R M 4 S C C , U S P S 4 .
2. Optional: Click the S e t t i n g s button to set the mechanical attributes of the bar code.
The Table Bar code mechanical attributes, p. 98 describes the settings for each bar code type.
Table 13. Bar code me chanic al attribute s
Bar code type
Attribute and description
2Of5 and
Code39
The unit of measure for the numeric attributes for these bar code types is
millimeters.
b a r H e i g h t This attribute determines the vertical height of each bar.
c h e c k s u m M o d e This attribute determines the behavior of checksums:
7
• Enter a d d to automatically add the checksum to the message.
• Enter c h e c k to check the checksum when rendering the bar code.
• Enter i g n o r e to disable checksum processing.
• Enter a u t o to enable the default bar code behavior.
m o d u l e W id t h This attribute is the width of the narrow element
w id t h F a c t o r This attribute is the multiplier for the wide element or how
many times wider it is than the narrow element.
Datamatrix
The unit of measure for the numeric attributes of this bar code type is
millimeters.
m a x S iz e This attribute determines the maximum number of modules in both
X and Y directions.
m in S i z e This attribute determines the minimum number of modules in both X
and Y directions.
m o d u l e W id t h This attribute determines the size of each pixel element.
s h a p e The F O R C E _ S Q U A R E value forces the use of square symbols. No
other values are supported.
IMB and
RM4SCC
The unit of measure for the numeric attributes for these bar code types is
millimeters.
a s c e n d e r H e i g h t This attribute defines the height of both the ascender and
descender sections of long bars.
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Generating a verification resource file and PDF output file
Bar code type
Attribute and description
in t e r c h a r G a p W i d t h This attribute defines the width of each gap. The value
you enter must be between 0.38 and 0.63 and must be the same as the
m o d u l e W id t h value.
m o d u l e W id t h This attribute defines the width of each bar and must be
between 0.38 and 0.63.
t r a c k H e ig h t This attribute defines the height each short track or center bar
and must be a value between 1.02 and 1.52.
QR code
The unit of measure for the numeric attribute of this bar code type
(m
mo d u l e W i d t h ) is inches.
e n c o d in g This attribute defines the encoding type of the QR bar code.
Enter A u t o to specify UTF-8 encoding.
Enter S h if t _ J I S or another supported type of Shift JIS code points,
such as sjis or x-sjis, to specify that the Unicode data is output in that
format.
The input data for the bar code must always be Unicode character points.
Do not use S h i f t _ J I S or any other non-Unicode input data.
e r r o r c o r r e c t io n This attribute defines the capability to restore the data in a
damaged QR bar code.
Enter L to specify that 7% of the code can be restored.
Enter M to specify that 15% of the code can be restored.
Enter Q to specify that 25% of the code can be restored.
Enter H to specify that 30% of the code can be restored.
7
m o d u l e W id t h This attribute determines the size of each pixel element.
v e r s io n Do not change this attribute; it is reserved for future use.
9. Click O K to create your bar code configuration.
10. Click D o c E n h a n c e r → P r e v ie w to verify that the bar code has the content and page placement
you intended.
11. Optional: You can edit the bar code definition by double-clicking the bar code box or by rightclicking the box and clicking E d i t .
12. When you are ready to save all your enhancements to the PDF file, including the new definition of
the verification bar code, click D o c E n h a n c e r → S a v e C o n t r o l F i l e .
Gene rating a verif ication re source f ile and PDF output f ile
You can generate a verification resource file and PDF output file after you define a page group for a PDF
source file and add a verification bar code to each document in the PDF file.
To generate a verification resource file and PDF output file:
1. Click D o c E n h a n c e r → G e n e r a t e → P r i n t I n t e g r i t y F i l e .
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7 TotalFlow DocEnhancer Verification feature
2. If you did not define a page group, Ricoh TotalFlow DocEnhancer gives you two choices:
• To choose a page group option, click C a n c e l to exit G e n e r a t e . Then click
Do c E n h a nc e r→ De f in e Pa g e Gr oup .
• To define the entire PDF file as a page group, click O K .
3. Specify a name and folder for the PDF output file or use the default values.
The default name is the source file name with an identifier (such as .1 ) appended to it. The default
location is the folder specified on the G e n e r a t e tab in P r e f e r e n c e s .
4. Specify a name and folder for the verification resource file or use the default values.
The default name is the source file name with an identifier (such as .1 ) appended to it. The file
extension must be .vrf. The default location is the folder specified on the G e n e r a t e tab in
Preferences.
5. Select the P r o d u c t io n I n t e n t option that defines:
• How Ricoh TotalFlow DocEnhancer interprets the PDF source file
• The format of PDF output file
Source file example: When the P r o d u c t i o n I n t e n t is S i m p l e x , S e c o n d F r o n t O n ly page
placement puts markup on the second page of each page group. When the P r o d u c t io n I n t e n t is
D u p l e x , S e c o n d F r o n t O n l y page placement puts markup on the third page of each page
group.
7
Output example: When the P r o d u c t i o n I n t e n t is D u p l e x , Ricoh TotalFlow DocEnhancer adds a
blank page at the end of each page group that has an odd number of pages.
6. Specify the number of pages in the PDF source file to include in the PDF output file.
The page range of the generated PDF output file always starts on the first page of the PDF source
file.
7. Click O K .
You see a P r o g r e s s dialog with a progress bar and status messages while Ricoh TotalFlow
DocEnhancer generates a verification resource file and PDF output file. The dialog remains open,
and the file-generation process continues in the background, even if you close Adobe Acrobat. To
cancel the file-generation process, click C a n c e l .
The files do not appear in the output file folders until they have been generated. You can use
Adobe Acrobat and Ricoh TotalFlow DocEnhancer while the files are being generated, or you can
close Adobe Acrobat.
Notes
• Ricoh TotalFlow DocEnhancer can create a G e n e r a t e status file in the PDF output file folder.
The file name is the PDF output file name with .log appended to it. While Ricoh TotalFlow
DocEnhancer generates the PDF output file, it updates the status file with status messages. If
you want these status files, click D o c E n h a n c e r → P r e f e r e n c e s and then click G e n e r a t e . Click
the C r e a t e a s t a t u s f i le check box to select it.
When file generation is complete, you see a green check mark. If an error occurs, you see a red
alert symbol and an error message.
8. Click C lo s e .
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Generating a verification resource file and PDF output file
Now you can copy the verification resource file to the job hot folder used by the TotalFlow DocEnhancer
verification tool. As an alternative, you can use the A d d jo b function in the TotalFlow DocEnhancer
verification tool. For more information, see DocEnhancer Verification Tool: Installing and Using, G55020257.
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101
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102
8 . Troubleshooting
•Determining the version and license status of Ricoh TotalFlow DocEnhancer and its features
•You see About information when you click an option
•Page groups do not display correctly
•You do not see markup on the correct pages in Preview
•Text selections show small boxes instead of text
•Fonts, images, or other resources are missing
•A font is not on the drop-down list when you add text to a PDF file
•Fonts with alternate letter forms do not display correctly
•QR barcode does not print Japanese data
•Error message tells you to check memory settings
•Your printer does not select media that you specified
•You cannot select the Import JDF function
•You click a menu option, but you do not see the window for that option
•Preview encounters errors when displaying Postal Enablement markup
•Postal software has problems with exported data
•Documents do not match up with data from postal software
•Documents have incorrect data from postal software
•Documents are missing markup with data from postal software
•You do not get the documents you expect when you filter by return codes
If you encounter problems while you are working with Ricoh TotalFlow DocEnhancer, you might be able
to use these topics to help solve them.
Determining the version and lic e nse status of R ic oh TotalFlow
DocEnhance r and its f eatures
A b o u t information includes the version number of Ricoh TotalFlow DocEnhancer that you currently have
installed and the status of the product and maintenance licenses. A b o u t F e a t u r e s information includes
the version numbers of all installed features and the statuses of their licenses.
8
To determine the version and license status:
1. Open Adobe Acrobat Professional:
• Click D o c E n h a n c e r → A b o u t for information on Ricoh TotalFlow DocEnhancer.
• Click D o c E n h a n c e r → A b o u t F e a t u r e s for information on all the installed features.
2. After viewing the information, click C lo s e .
You see About inf ormation when you click an option
If you see A b o u t information the first time that you click a Ricoh TotalFlow DocEnhancer option each
day, a trial period for Ricoh TotalFlow DocEnhancer or its feature software has fewer than 30 days
remaining. If you see A b o u t information whenever you try to work with Ricoh TotalFlow DocEnhancer, its
trial license has expired or the system fingerprint has changed.
To purchase a product license or to get a new license key if the system fingerprint has changed:
1. Click D o c E n h a n c e r → H e l p .
2. Click L i c e n s e .
3. Follow the instructions.
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8 Troubleshooting
Page groups do not display correctly
When page groups based on repeated text do not display as you expected in the Page Group
Navigator, you have not correctly selected or specified the text for the page group.
You might need to adjust the width of the box that you drew or change the text that you specified.
If you selected the B e g i n p a g e g r o u p w h e n t h e s e le c t e d t e x t i s f o u n d option, some characters in the
PDF file might include white space that you need to enclose in the box you drew.
You do not se e markup on the correct page s in Pre vie w
Preview shows markup based on the P r o d u c t io n I n t e n t property value in P r e v i e w P r e f e r e n c e s .
For example, when the P r o d u c t i o n I n t e n t property value is S i m p l e x and the page placement is S e c o n d
F r o n t O n l y , Preview shows markup on the second page of each page group. When the P r o d u c t i o n
I n t e n t property value is D u p l e x and the page placement is S e c o n d F r o n t O n l y , Preview shows markup
on the third page of each page group.
If you do not see markup on the correct pages in Preview:
1. Click D o c E n h a n c e r → P r e v ie w P r e f e r e n c e s .
2. Check the setting of the P r o d u c t io n I n t e n t property value.
Te xt sele c tions show small boxe s instead of text
If you select text in a PDF file (for example, if you select text for a page group or document property)
and the text you selected is represented by small boxes, your PDF file might be malformed. You cannot
enhance a malformed PDF file using Ricoh TotalFlow DocEnhancer.
8
Two ways to determine if your PDF file is malformed are:
• Use the Acrobat search tool to locate text that you see in the PDF file. For example, you see the
words "Account Number" on the first page of the PDF file. Type those words into the Acrobat search
tool and run the search. If Acrobat cannot locate the words, the PDF file could be malformed.
• Copy text from the PDF file and paste the text into the Acrobat search field. If the text you pasted in
the search field is different than the text you copied, your PDF file could be malformed.
Fonts, images, or other resources are missing
Your PDF files must embed all their resources, including fonts and images.
A f ont is not on the drop-down list whe n you add text to a PDF f ile
When you add text to a PDF file, the font drop-down list should include all fonts available to Adobe
Acrobat except for fonts that do not permit embedding in PDF files.
If the font drop-down list does not include a font that should be available:
1. Make sure that the font is installed in the Windows F o n t s folder or the Resource\Font folder of
your Adobe installation.
2. If the font is installed, set the logging level to warning messages:
1. Click D o c E n h a n c e r → P r e f e r e n c e s .
104
Fonts with alternate letter forms do not display correctly
2. On the L o g g in g tab, click W a r n in the L o g g i n g L e v e l section.
If certain installed fonts are not included in the fonts drop-down list when you add text to a PDF
file, Ricoh TotalFlow DocEnhancer issues a warning message with the reason. The message is
saved to the log file.
Fonts with alternate letter f orms do not display c orrec tly
This version of Ricoh TotalFlow DocEnhancer does not support alternate letter forms, including ligatures,
swashes, and letter forms that vary according to where they appear in a word. Right-to-left languages,
such as Hebrew and Arabic, are rendered incorrectly.
When you add text to a PDF file, the drop-down list of fonts shows all fonts in the Windows F o n t s folder.
The list might include fonts for right-to-left languages and fonts with unsupported alternate letter forms.
QR barc ode doe s not print Japan ese data
If the data within the QR barcode should be encoded in Shift JIS (SJIS):
1. Double-click the box you drew that defines the QR barcode.
2. Click S e t t i n g s and enter S h i f t _ J I S in the e n c o d i n g field.
The input data is always Unicode; however, this setting translates the Unicode characters into the
Shift JIS encoding for the content of the QR barcode.
Setting the encoding field to Shift_JIS or SJIS produces UTF-8 that is encoded in Shift JIS. This encoding is
not interpreted correctly on DoCoMo Imode phones (common in Japan). DoCoMo Imode phones are
compatible with encoding settings of: sjis, x-sjis, windows-31J, MS_Kanji, csShiftJIS, csWindows31J,
windows-932, cp943c, ibm-943. These encodings might produce different QR barcodes because they
have conflicting code points.
Error message tells you to check memory se ttings
8
If you are working with a large PDF source file and an error message tells you to check memory settings,
you might need to increase the Ricoh TotalFlow DocEnhancer memory allocation.
To increase the memory allocation:
1. Click D o c E n h a n c e r → P r e f e r e n c e s → A d v a n c e d .
2. Increase the H e a p S iz e ( M B ) .
3. Restart Adobe Acrobat.
Your printer does not sele ct media that you specif ied
If you have installed the TotalFlow DocEnhancer Ticketer feature and your printer does not select media
that you specified, you might need to change the attributes of the media object in your media catalog.
To get your printer to select the media:
1. Check the setting of the C o a t i n g ( f r o n t ) media attribute:
1. Click D o c E n h a n c e r → M a n a g e M e d i a C a t a lo g .
2. Select the media object and click the
icon.
105
8 Troubleshooting
3. Click A d v a n c e d S e t t i n g s .
4. If the C o a t i n g ( f r o n t ) media attribute is set to a value, specify N o n e .
5. Click O K .
6. Check to see if the printer now selects the specified media.
2. Make sure that the attributes of your media object match the attributes of the media on the printer
console.
For example, some printers do not let you combine the G l o s s y value for the C o a t i n g ( f r o n t )
attribute with a value for the R e c y c l e d C o n t e n t attribute. In this situation, either change the value
for the C o a t i n g ( f r o n t ) attribute or remove the value for the R e c y c l e d C o n t e n t attribute.
You cannot select th e I mport JDF f unction
The I m p o r t J D F function is part of the TotalFlow DocEnhancer Ticketer feature. If the function is grayed
out on the D o c E n h a n c e r menu, the PDF file that you have open in Adobe® Acrobat Professional
contains markup.
To make the I m p o r t J D F function active:
1. O p t i o n a l: If you want to save your markup, click D o c E n h a n c e r → S a v e C o n t r o l F i l e .
You can restore your markup later by clicking D o c E n h a n c e r → L o a d C o n t r o l F il e .
2. Click D o c E n h a n c e r → C l e a r M a r k u p .
3. Click Y e s .
You can now select the I m p o r t J D F function.
8
You click a me nu option, but you do n ot see the w indow for that
option
On some operating systems, new pop-up windows appear behind windows that are already open. For
example, if you have installed the TotalFlow DocEnhancer Ticketer feature,the pop-up window for the
Ricoh TotalFlow DocEnhancer Media and Finishing function might appear behind open windows.
If you do not see a window after you click a menu option, look for a pop-up window behind the open
windows on your desktop or for a new entry on the taskbar.
Preview encounte rs e rrors wh en displaying Postal Enablement
markup
If you have installed the TotalFlow DocEnhancer Postal Enablement feature, and Preview encounters an
error when you display documents from a PDF source file with address data imported from postal
software, a document included in the preview might not be referenced in the imported file.
For example, you add a barcode to the PDF source file and save the markup in a control file. The
barcode contains document property values from the imported address file. You preview the PDF source
file. One of the documents in the PDF source file is not referenced in the imported file. Ricoh TotalFlow
DocEnhancer cannot put a barcode on the document.
To eliminate this error:
1. Edit the rule that determines the pages to place the markup on.
106
Postal software has problems with exported data
If you are using a predefined rule, such as F ir s t F r o n t O n l y to place the markup, define a custom
rule. Edit the barcode markup to replace the predefined rule with the custom rule.
For example, define an A p p l y B a r c o d e rule with two conditions, which you apply when all
conditions are met:
• First Front Only = True
• Doc.MS.DestIntelligentMailbarocode ≠ No value
No value is specified by leaving the entry field empty.
2. Save the modified rule in the control file.
Postal sof tw are h as proble ms w ith e xported data
If you have installed the TotalFlow DocEnhancer Postal Enablement feature, and your postal software
encounters problems with the data that you exported from Ricoh TotalFlow DocEnhancer, you might
have defined a custom address file configuration incorrectly.
If you are using one of the address file configurations supplied with the TotalFlow DocEnhancer Postal
Enablement feature, your postal software should not have problems with exported data unless the
address file configuration that you are using does not match your postal software.
To fix a problem with data exported to postal software:
1. Click D o c E n h a n c e r → P r e f e r e n c e s .
2. Click the A d d r e s s tab.
3. Select your address file configuration and click the
icon.
4. Make sure that you are mapping document properties to file column headings correctly on the
E x p o r t S e t t in g s tab.
8
5. Check the markup in the PDF source file to make sure the names of the document properties that
you are using to extract address data match the names of the document properties on the E x p o r t
S e t t i n g s tab.
Documents do not match up with data f rom postal sof tware
If you have installed the TotalFlow DocEnhancer Postal Enablement feature, and your documents do not
match up with data from your postal software when you generate a PDF output file, you might have
made changes between the time when you exported address data and the time when you imported
address data.
For example, you open a PDF source file that contains 500 documents in Adobe Acrobat, and you use
Ricoh TotalFlow DocEnhancer to export the address data. After you export the data, you notice that the
address box you drew with the D e f i n e A d d r e s s B l o c k function is too small to capture all the address
data in 50 of the documents. You edit the address box to make it larger, and then you import address
data from the postal software. The imported data includes a document signature that is based on the
document property values that were extracted. When the address block is changed, the document
signature no longer matches for those 50 documents. When you use the G e n e r a t e function to produce
a PDF output file, those 50 documents do not match up with address data from the postal software.
To fix a problem with documents that do not match up with data from postal software:
107
8 Troubleshooting
1. Check to see if any of the following changes have occurred have between exporting addresses
and importing addresses:
• Markup objects that affect document properties that are exported.
• The list of exported document properties in the address file configuration.
• The address file configuration that you are using.
2. If any of these changes have occurred, use the E x p o r t a d d r e s s e s function to export the address
data.
3. Process the exported data with the postal software.
4. Use the I m p o r t a d d r e s s e s function to import the address data.
5. Use the G e n e r a t e function to generate a PDF output file.
Doc uments have inc orrec t data f rom postal sof tware
If you have installed the TotalFlow DocEnhancer Postal Enablement feature, and your documents have
incorrect data when you import addresses and then generate a PDF output file, you might have defined a
custom address file configuration incorrectly.
If you are using one of the address file configurations supplied with the TotalFlow DocEnhancer Postal
Enablement feature, documents should not have incorrect data unless the address file configuration that
you are using does not match your postal software.
To fix a problem with documents that have incorrect data from postal software:
1. Click D o c E n h a n c e r → P r e f e r e n c e s .
2. Click the A d d r e s s tab.
8
3. Select your address file configuration and click the
icon.
4. Make sure that you are mapping document properties to file column headings correctly on the
I m p o r t S e t t i n g s tab.
5. With a text editor, open the file containing imported address data. Make sure the column
headings in the file match the file column headings on the I m p o r t S e t t i n g s tab.
6. Check the markup in the PDF source file to make sure the names of the document properties that
you defined in markup that contains data from the postal software match the names of the
document properties on the I m p o r t S e t t i n g s tab.
Doc uments are missing markup with data f rom postal sof tw are
If you have installed the TotalFlow DocEnhancer Postal Enablement feature, and your documents are
missing markup when you import addresses and then generate a PDF output file, you might not have
specified the correct document property in the markup.
Examples:
• You add an Intelligent Mail barcode, but you select the wrong document property when you define
the barcode content. You have a rule specifying that the barcode is not applied to a document if the
document property does not have a value. Because the postal software does not return a value for
the document property, the barcode is not applied to any document.
108
You do not get the documents you expect when you filter by return codes
• You use the D e f i n e M u l t i p le P r o p e r t i e s function to define your own document properties for
replacing an address, but you select the wrong document property for the recipient name. None of
the replacement addresses are going to have a recipient name.
The R e p la c e A d d r e s s function specifies document properties for you. You should not have a
problem with incorrect document properties unless you are using a custom address configuration file
and have not mapped the data from the postal software into the correct document properties. For
more information, see Documents have incorrect data from postal software, p. 108.
To fix a problem with documents that are missing markup with data from postal software:
1. Edit the markup to check the names of the document properties.
2. If the name of a document property is incorrect, specify the correct document property.
You do not get the documents you expect when you f ilter by
return codes
If you have installed the TotalFlow DocEnhancer Postal Enablement feature, and your PDF output file
does not contain the documents that you expect when you filter by return codes, you might not have
mapped the return codes to the correct document property in your address file configuration.
If you are using one of the TE C M a i l i n g S o lu t i o n s ’ M a i l P r e p a r e r address file configurations, which
are supplied with the TotalFlow DocEnhancer Postal Enablement feature, the address file configuration
maps return codes to the D o c . A d d r e s s . R e t u r n C o d e document property. You should not have a
problem with filtering by return codes.
To fix a problem with filtering by return codes:
1. If you are using a custom address file configuration, do these steps:
1. Click D o c E n h a n c e r → P r e f e r e n c e s .
8
2. Click the A d d r e s s tab.
3. Select your address file configuration and click the
icon.
4. Make sure that you are mapping the file column heading for the return codes to the D o c .
A d d r e s s . R e t u r n C o d e document property on the I m p o r t S e t t in g s tab.
2. If you are using the G e n e r ic A d d r e s s l in e 1 – 7 address file configuration, open the imported
address file with a text editor. Make sure that the file column heading for the return codes is D o c .
Address.Return Code.
109
8
110
9. Ac cessibility
Ricoh Production Print strives to provide products with usable access for everyone, regardless of age or
ability. For more information about the commitment that we have made to accessibility, see:
http://www.ricoh-usa.com/about/accessibility/accessibility.aspx ?alnv=access
Accessibility features
Accessibility features help users who have disabilities, such as restricted mobility or limited vision, use
information technology products successfully.
The major accessibility features in this product let you:
• Use screen readers, screen magnifiers, and other assistive technologies.
• Use a keyboard instead of a mouse.
• Change attributes such as volume, color, contrast, and font size.
• Distinguish keys by touch without activating them.
• Attach alternative input and output devices such as special pointing devices and Braille displays.
In addition, the information center and the publications for the product are in an accessible format.
Ricoh TotalFlow DocEnhancer Markup Navigator shortcut keys
When a markup object that you defined has focus in the Markup Navigator, you can use these shortcut
keys:
Ta b l e 1 . M a r k u p N a v i g a t o r s h o r t c u t k e y s
Description
Key
Opens the E d i t dialog
Enter
Deletes a markup object
Delete
Keyboard navigation
9
This product uses standard Microsoft Windows navigation keys.
111
9
112
Notices
This information was developed for products and services offered in the U.S.A.
Ricoh may not offer the products, services, or features discussed in this document in other countries.
Consult your local Ricoh representative for information on the products and services currently available in
your area. Any reference to a Ricoh product, program, or service is not intended to state or imply that
only that Ricoh product, program, or service may be used. Any functionally equivalent product,
program, or service that does not infringe any Ricoh intellectual property rights may be used instead.
However, it is the user's responsibility to evaluate and verify the operation of any non-Ricoh product,
program, or service.
References in this document to Ricoh products, product features, programs or services do not imply that
Ricoh intends to make such products, product features, programs or services available in all countries in
which Ricoh operates or does business.
Ricoh may have patents or pending patent applications covering subject matter described in this
document. The furnishing of this document does not give you any license to these patents. You can send
license inquiries, in writing, to:
Ricoh Company, Ltd.
6300 Diagonal Hwy 004
Boulder, CO 80301-9270
U.S.A.
For license inquiries regarding double-byte (DBCS) information, contact the Ricoh Intellectual Property
Department in your country or send inquiries, in writing, to:
Ricoh Company, Ltd.
6300 Diagonal Hwy 004
Boulder, CO 80301-9270
U.S.A.
Th e f ollo win g p ar a g ra p h d o e s n o t a pp ly to th e U nite d Kin g d o m o r a n y o th e r c o un try wh e r e
s u c h p r o v is i o n s a r e in c o n s is t e n t w i t h l o c a l l a w : RICOH COMPANY, LTD. PROVIDES THIS
PUBLICATION "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF NON-INFRINGEMENT,
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer
of express or implied warranties in certain transactions, therefore, this statement may not apply to you.
This information could include technical inaccuracies or typographical errors. Changes are periodically
made to the information herein; these changes will be incorporated in new editions of the publication.
Ricoh may make improvements and/or changes in the product(s) described in this publication at any
time without notice.
Any references in this information to non-Ricoh Web sites are provided for convenience only and do not
in any manner serve as an endorsement of those Web sites. The materials at those Web sites are not part
of the materials for this Ricoh product and use of those Web sites is at your own risk.
Ricoh may use or distribute any of the information you supply in any way it believes appropriate without
incurring any obligation to you.
113
Licensees of this program who wish to have information about it for the purpose of enabling: (i) the
exchange of information between independently created programs and other programs (including this
one) and (ii) the mutual use of the information which has been exchanged, should contact:
Ricoh Company, Ltd.
6300 Diagonal Hwy 004
Boulder, CO 80301-9270
U.S.A.
Such information may be available, subject to appropriate terms and conditions, including in some
cases, payment of a fee.
The licensed program described in this document and all licensed material available for it are provided
by Ricoh under terms of the Ricoh Customer Agreement, Ricoh Software License Agreement or any
equivalent agreement between us.
Any performance data contained herein was determined in a controlled environment. Therefore, the
results obtained in other operating environments may vary significantly. Some measurements may have
been made on development-level systems and there is no guarantee that these measurements will be the
same on generally available systems. Furthermore, some measurement may have been estimated through
extrapolation. Actual results may vary. Users of this document should verify the applicable data for their
specific environment.
Information concerning non-Ricoh products was obtained from the suppliers of those products, their
published announcements or other publicly available sources. Ricoh has not tested those products and
cannot confirm the accuracy of performance, compatibility or any other claims related to non-Ricoh
products. Questions on the capabilities of non-Ricoh products should be addressed to the suppliers of
those products.
All statements regarding Ricoh's future direction or intent are subject to change or withdrawal without
notice, and represent goals and objectives only.
This information contains examples of data and reports used in daily business operations. To illustrate
them as completely as possible, the examples include the names of individuals, companies, brands, and
products. All of these names are fictitious and any similarity to the names and addresses used by an
actual business enterprise is entirely coincidental.
COPYRIGHT LICENSE:
This information contains sample application programs in source language, which illustrates
programming techniques on various operating platforms. You may copy, modify, and distribute these
sample programs in any form without payment to Ricoh, for the purposes of developing, using, marketing
or distributing application programs conforming to the application programming interface for the
operating platform for which the sample programs are written. These examples have not been thoroughly
tested under all conditions. Ricoh, therefore, cannot guarantee or imply reliability, serviceability, or
function of these programs.
Each copy or any portion of these sample programs or any derivative work, must include a copyright
notice as follows:
© (your company name) (year). Portions of this code are derived from Ricoh Sample Programs. ©
Copyright Ricoh Company, Ltd._enter the year or years_. All rights reserved.
If you are viewing this information softcopy, the photographs and color illustrations may not appear.
114
Ricoh and Ricoh ProcessDirector are not affiliated with NEC Corporation.
Trademarks
These terms are trademarks or registered trademarks of Ricoh Co., Ltd., in the United States, other
countries, or both:
• Advanced Function Presentation
• AFP
• Bar Code Object Content Architecture
• BCOCA
• InfoPrint
• Infoprint
• MO:DCA
• Ricoh
These terms are trademarks or registered trademarks of International Business Machines Corporation in
the United States, other countries, or both:
• AIX
• IBM
Adobe, the Adobe logo, PostScript, and the PostScript logo are either registered trademarks or
trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Java and all Java-based trademarks and logos are trademarks or registered trademarks of Oracle in the
U.S. and other countries.
Linux is a registered trademark of Linus Torvalds in the United States, other countries, or both.
Microsoft and Windows are trademarks of Microsoft Corporation in the United States, other countries, or
both.
SafeNet code: The license management portion of this Licensee Application is based upon one or more
of the following copyrights:
Sentinel ® RMS
Copyright 1989-2006 SafeNet, Inc.
All rights reserved.
Sentinel ® Caffe (TM)
Copyright 2008-2009 SafeNet, Inc.
All rights reserved.
Sentinel ® EMS
Copyright 2008-2009 SafeNet, Inc.
All rights reserved.
Other company, product, or service names may be trademarks or service marks of others.
115
116
INDEX
A
About information ...........................................103
accessibility.....................................................111
address data
exchanging with postal software ................... 70
address document properties ..................... 40, 74
address file configuration
custom .......................................................... 72
defining ........................................................ 72
addresses
exporting ...................................................... 77
importing ...................................................... 78
Adobe Acrobat Professional
migrating to a new version............................ 12
requirements ................................................. 11
B
barcode
adding.......................................................... 50
content types................................................. 50
determining page placement......................... 50
rotating ......................................................... 50
types............................................................. 50
C
conditional processing ........................................ 8
conditional trigger.........................................8, 45
defining ........................................................ 49
example ....................................................... 45
control file........................................................... 9
loading......................................................... 26
saving........................................................... 26
control files
previewing with multiple................................ 27
cover block
defining ........................................................ 60
D
data
extracting..................................................8, 31
saving........................................................... 43
viewing......................................................... 42
deleting markup................................................ 28
disability .........................................................111
document property ............................................. 8
defining ................................................. 31–32
defining address blocks................................. 40
defining extraction rules ...................31–32, 36
defining multiple............................................ 36
replacing addresses...................................... 74
saving values ................................................ 43
using in rule .................................................. 45
viewing values .............................................. 42
document property values
saving........................................................... 31
viewing......................................................... 31
documents .......................................................... 7
defining ........................................................ 29
incorrect data from postal software .............108
missing markup with postal data..................108
problems matching up with postal data .......107
return code filtering problem .......................109
E
enhancing PDF source file ................................. 50
exporting addresses.......................................... 77
F
features............................................................... 9
installing ....................................................... 15
Job Ticketer................................................... 81
Postal Enablement......................................... 69
uninstalling.................................................... 16
Verification ................................................... 95
finishing
managing ..................................................... 85
selecting ....................................................... 86
fonts
alternate letter forms ...................................105
Japanese font in QR barcodes ....................105
markup box labels ........................................ 19
missing........................................................104
not embedded ............................................104
not on drop-down list for Adding text..........104
right-to-left ..................................................105
117
G
logging settings................................................. 19
generate PDF output file.................................... 67
M
H
markup
adding to PDF file ......................................... 50
deleting ........................................................ 28
hiding ........................................................... 28
moving.......................................................... 28
navigator...................................................... 28
not on correct pages in Preview ..................104
previewing...................................................... 8
types of.....................................................8, 50
Markup Navigator.............................................. 8
Markup Navigator shortcut keys .....................111
media
defining ........................................................ 82
importing ...................................................... 83
managing ..................................................... 85
selecting ....................................................... 86
troubleshooting...........................................105
media catalog .................................................. 82
managing ..................................................... 83
memory
hardware requirements ................................. 11
settings................................................. 19, 105
monitor resolution ............................................. 11
hidden area
defining ........................................................ 60
hide area.......................................................... 60
hiding
markup ......................................................... 28
I
image
adding to PDF file ......................................... 58
missing........................................................104
supported types ............................................ 58
Import JDF function
not available...............................................106
importing a JDF job ticket .................................. 90
importing addresses.......................................... 78
importing media................................................ 83
inserting pages from another PDF file ................ 66
installer
file location................................................... 13
installing
features......................................................... 15
plug-in .......................................................... 13
printer drivers................................................ 15
tool............................................................... 16
J
JDF job ticket
importing ...................................................... 90
Job Ticketer feature
overview....................................................... 81
JRE required version.......................................... 11
K
keyboard........................................................111
keys, Markup Navigator.................................111
keys, shortcut ..................................................111
L
license key
installing ....................................................... 13
license status...................................................103
118
O
OMR marks
available marks ............................................ 57
defining ........................................................ 56
output file
generating .................................................... 67
overview............................................................. 7
P
page group ........................................................ 7
defining ........................................................ 29
page groups
incorrect .....................................................104
missing........................................................104
pages
number to process ........................................ 19
paper substitution
managing ..................................................... 85
selecting ....................................................... 86
PDF file
inserting pages from...................................... 66
PDF output file..................................................... 9
plug-in
Acrobat quick launch menu........................... 19
activating...................................................... 19
first time use .................................................. 19
installing ....................................................... 13
uninstalling.................................................... 13
port number
internal ......................................................... 19
Postal Enablement............................................. 79
Postal Enablement feature
overview....................................................... 69
postal software
data problems ............................................107
exchanging data with ................................... 70
pre-defined rules............................................... 44
preferences....................................................... 19
preview
markup ......................................................... 27
Preview
error with Postal Enablement.......................106
print
Adobe PDF ................................................... 88
Ricoh PDF printer .......................................... 88
print preview..................................................... 27
printer drivers
installing ....................................................... 15
printers
defining ........................................................ 84
managing ..................................................... 85
printing ............................................................. 88
production intent
generating a PDF file..................................... 67
simplex or duplex.......................................... 19
property
document...................................................... 31
Q
quick launch icon
plug-in .......................................................... 19
R
report ............................................................... 79
requirements
hardware...................................................... 11
memory ........................................................ 11
software........................................................ 11
resizing markup ................................................ 28
Rule Builder....................................................... 47
rules
defining ........................................................ 47
editing .......................................................... 50
managing ..................................................... 50
pre-defined................................................... 44
using document property .............................. 45
using statistic................................................. 46
working with ................................................. 43
Rules Manager ................................................. 47
S
saving
document property values............................. 43
Shift_JIS..........................................................105
shortcut keys ...................................................111
statistic
using in rule .................................................. 46
subset finishing
managing ..................................................... 85
selecting ....................................................... 86
T
text
adding to a PDF file ...................................... 61
content types................................................. 61
text selection
incorrect .....................................................104
tool
installing ....................................................... 16
TotalFlow DocEnhancer
license status...............................................103
version........................................................103
trigger
defining conditional ...................................... 49
119
troubleshooting...............................................103
U
uninstalling
features......................................................... 16
plug-in ................................................... 13, 16
units of measure ................................................ 23
user interface .................................................... 23
V
verification bar code
adding.......................................................... 97
Verification feature
overview....................................................... 95
verification resource file
generating .................................................... 99
version of TotalFlow DocEnhancer ..................103
viewing
data.............................................................. 42
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Copyright © 2012, 2015 Ricoh Company, Ltd. All rights reserved.
RICOH COMPANY, LTD.
8-13-1, Ginza, Chuo-ku, Tokyo 104-8222, Japan
http://www.ricoh.com
RICOH TotalFlow DocEnhancer
Installing, Configuring, and Using
EN US
EN GB
EN AU
9/2015
G550-20241-04
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