Setting up a workflow that uses an external preferences file

To process documents based on information from an external preferences file, you set up a workflow that includes a step based on the ApplyPreferences step template. Additional steps and conditional processing (or additional workflows) might be required to handle the processing for each document based on the preference information.

Before you set up a workflow:

  • Define the values you are using from the external preferences file as RICOH ProcessDirector document properties.
  • Define a document property mapping object.
  • Decide how to make the preferences file available to RICOH ProcessDirector. For example:
    • You might submit a preferences file with each job.
    • RICOH ProcessDirector might retrieve a preferences file from a static location (either on the primary computer or from a mounted drive) and use that preferences file with multiple jobs.
  • Create an input device to receive the required files:
    • Job files, if RICOH ProcessDirector retrieves the preferences file from a static location
    • Job files and preferences files

To set up a workflow that uses a preferences file:
  1. Click the Workflow tab.
  2. Click the name of a workflow that you want to modify, or create a new workflow.
    For example, you might copy and modify the EnhancePDFDocuments supplied workflow.
  3. If you are editing an existing workflow, disable it.
  4. Add a step based on the ApplyPreferences step template to the workflow after the IdentifyPDFDocuments step and before the BuildPDFFromDocuments step.
    If you have the AFP Support feature installed and the workflow processes AFP files, add the ApplyPreferences step after the IdentifyDocuments step and before the BuildAFPFromDocuments step.
  5. Set values for the properties of the ApplyPreferences step:
    1. For the Preferences file property, specify the full path or symbolic name of the preferences file.
      • If you are placing the preferences file on the RICOH ProcessDirector server for use by multiple jobs, specify the full path and name of the file, for example: /aiw/aiw1/preferences/preferences.csv.
      • If you are submitting a preferences file with each job, specify the symbolic name of the file, for example: ${getFileName(pref,csv,read)}.
          Note:
        • To use the values in the example, you define pref as the value of the Spool file usage property and csv as the value of the Spool file type property on the Batching tab when you created the input device.
    2. For the Property mapping property, select the document property mapping object you created for this workflow.
  6. Optional: Add steps and connectors for conditional processing, if needed.

    The PreferencesSample supplied workflow contains conditional processing that might be used with values from an external preferences file.

  7. Save the workflow.
  8. Test the workflow:
    1. Enable the workflow.
    2. Enable and connect the input device that sends jobs to the workflow.
    3. Submit a preferences file and a job to the workflow:
      • If RICOH ProcessDirector is retrieving a preferences file from a static location, copy a sample preferences file to that location and then submit your job to the input device.
      • If you are submitting a preferences file with your job, submit both files to the input device.

Related information:

PreferencesSample
ApplyPreferences
PreferencesSample
Defining document properties for use with a preferences file
Making a preferences file available to the system
Defining document property mapping objects
Parent topic: Setting up the Preference Management feature