TotalFlow BatchBuilder

TotalFlow BatchBuilder

1 RICOH TotalFlow BatchBuilder™

TotalFlow BatchBuilder provides pre-printing optimization and allows operators to group job fragments into printable job batches, increasing printing efficiency. TotalFlow BatchBuilder is an efficient job management solution for middle to high end commercial printing.

These publications are available for TotalFlow BatchBuilder:

1.1 Setup Guide

1.1.1 Introduction

1.1.1.1 Important

  • To the maximum extent permitted by applicable laws, in no event will the manufacturer be liable for any damages whatsoever arising out of failures of this product, losses of documents or data, or the use or non-use of this product and operation manuals provided with it.
  • Make sure that you always copy or have backups of important documents or data. Documents or data might be erased due to your operational errors or malfunctions of the machine. Also, you are responsible for taking protective measures against computer viruses, worms, and other harmful software.
  • In no event will the manufacturer be responsible for any documents created by you using this product or any results from the data executed by you.

1.1.1.2 Cautions Regarding this Guide and General Use of this Application

  • The contents of this document are subject to change without notice.
  • Some illustrations or explanations in this guide may differ from your application due to improvement or change in the application.
  • Some illustrations or explanations vary by product version and options selected.
  • This document explains how to use the user interface using examples and illustrations.
  • No part of this document may be duplicated, replicated, reproduced in any form, modified, or quoted without prior consent of the supplier.

1.1.1.3 Guides for this Application

The following guides are available for RICOH TotalFlow BatchBuilder .
Instruction Manuals

These instruction manuals are included:

  • Setup Guide (PDF)

    This guide explains planning and installation procedures for this application.

  • User's Guide (HTML/PDF)

    This guide explains the functions and basic operations of this application.

    The HTML version of the User's Guide is available from the Web browser-based user interface and provides quick navigation and search features.
  • Notify Addon Setup Guide (PDF)

    This guide explains setup and configuration procedures for the Notify Addon application.

Adobe Acrobat Reader or Adobe Reader is required to view the PDF documentation.

Field Help

The field help uses explanatory balloons to define various user interface elements. In this guide, this type of help is referred to as on-screen balloon help.

1.1.1.4 How to Read the Documentation

1.1.1.4.1 Before Using this Application

This manual contains instructions and cautions for correct use of this application. Before using this application, read this manual thoroughly and completely. Keep this manual handy for future reference.

1.1.1.4.2 How to Use the Manuals

To learn how to install and start this application
See the Setup Guide.
To learn about the functions and basic operations of this application
See the User's Guide.
To learn about configuring on-screen settings, correct entry, etc.
See the on-screen balloon help.
Displaying the Setup Guide, User’s Guide, and Notify Addon Setup Guide in PDF Format

The TotalFlow BatchBuilder publications are available in the installation package, so you can access them before you install the application.

After you install the application, you can access the TotalFlow BatchBuilder publications from the Windows Start menu.

Note: A PDF viewer, such as Adobe Acrobat Reader, is required to view the PDF documentation.
  • To display the Setup Guide (PDF), click the Start button, go to All Programs <Program Group> TotalFlow BatchBuilder , and select Setup Guide.
  • To display the User’s Guide (PDF), click the Start button, go to All Programs <Program Group> TotalFlow BatchBuilder , and select User’s Guide.
  • To display the Notify Addon Setup Guide (PDF), click the Start button, go to All Programs <Program Group> TotalFlow BatchBuilder , and select Notify Addon Setup Guide.
Note: The default Program Group for the TotalFlow BatchBuilder application is RICOH TotalFlow BatchBuilder. You can set a different Program Group during the installation process.

Displaying the User’s Guide in HTML Format

The HTML version of the User's Guide is available from the Web browser-based user interface.

To display the HTML User's Guide :

  • On the top menu bar of the TotalFlow BatchBuilder user interface, click , the help menu button and select Help .
  • If you are not logged in to TotalFlow BatchBuilder , enter this URL in the address bar of your browser:
    http://server.address:port.number/BatchBuilder
where server.address is the host name or IP address of the computer where TotalFlow BatchBuilder is installed and port.number is the web service port. The web service port can be set during installation and the default value is 19080.

1.1.1.4.3 Symbols

The following symbols are used in this manual to help you to identify content quickly.

Important:

This symbol indicates points to pay attention to when using the application. Be sure to read these explanations.

Note:

This symbol indicates supplementary information that you may find helpful, but not essential to completing a task.
[Bold]
Bold type inside square brackets indicates the names of menus, menu items, settings, field labels, buttons, and keys.
Italic
Italic type indicates variables that you must replace with your own information.
Monospace
Monospace type indicates computer input and output.
...
An ellipsis indicates that a series can continue.

1.1.1.5 Abbreviations

GUI
Graphical User Interface
PDF
Portable Document Format
IP
Internet Protocol
HTTP
Hyper Text Transfer Protocol
XML
Extensible Markup Language
XSLT
Extensible Stylesheet Language Transformations

1.1.1.6 Trademarks

Microsoft, Windows, Windows Server, Windows 7, Windows 8, Windows 10, Microsoft Edge, and Internet Explorer are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

Oracle and Java are registered trademarks of Oracle and/or its affiliates.

Firefox is a registered trademark of the Mozilla Foundation.

Google Chrome is a trademark of Google, Inc.

Safari is a registered trademark of Apple, Inc.

Adobe, Reader, and PostScript are either registered trademarks or trademarks of Adobe Systems, Inc in the United States and/or other countries.

Enfocus PitStop Server is a trademark of Enfocus BVBA. Enfocus is an Esko company.

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 product names used herein are for identification purposes only and might be trademarks of their respective companies. We disclaim any and all rights to those marks.

The proper names of the Windows operating systems are as follows:

  • Windows 7:
    • Microsoft Windows 7 Professional
    • Microsoft Windows 7 Ultimate
    • Microsoft Windows 7 Enterprise
  • Windows Server 2008 R2:
    • Microsoft Windows Server 2008 R2 Standard
    • Microsoft Windows Server 2008 R2 Enterprise
  • Windows Server 2012 R2:
    • Microsoft Windows Server 2012 R2 Standard
    • Microsoft Windows Server 2012 R2 Enterprise
  • Windows Server 2012:
    • Microsoft Windows Server 2012 Standard
    • Microsoft Windows Server 2012 Datacenter
  • Windows Server 2016 (Server with Desktop Experience):
    • Microsoft Windows Server 2016 Standard
    • Microsoft Windows Server 2016 Datacenter
  • Windows 8:
    • Microsoft Windows 8 Pro
    • Microsoft Windows 8 Enterprise
  • Windows 10:
    • Microsoft Windows 10 Pro
    • Microsoft Windows 10 Enterprise

1.1.2 Before Installation

1.1.2.1 Computer Requirements

To run TotalFlow BatchBuilder , your computer must meet these requirements. Before setup, make sure that all the requirements are met.

Server Requirements

This is a list of all the requirements for the computer where you want to install TotalFlow BatchBuilder :

Item Requirements
Computer
  • Server Class Computer
  • CPU: Quad Core Processor 2.7 GHz or higher (64–bit CPU)
  • Main memory: 8 GB RAM or higher (4 GB RAM minimum required)
Hard disk We recommend 250 GB of available disk space for the initial installation and up to 500 GB and beyond, depending on usage.
Note: The amount of space required varies greatly, depending on the size and number of orders and jobs and on the specific processes that are set within TotalFlow BatchBuilder . Using a solid state drive (SSD) is recommended for better performance.
Display 1280 × 1024 pixels or higher
Note: Maximize the browser window when you use this application. If the size of the browser window is not large enough to display the user interface, you might experience problems with truncated display.
Operating systems One of these:
  • Windows 7 Professional, Enterprise, or Ultimate with Service Pack 1 (64-bit)
  • Windows 8 Pro or Windows 8 Enterprise (64-bit)
  • Windows 10 Pro or Enterprise (64-bit)
  • Windows Server 2008 R2 Standard or Enterprise with Service Pack 2 (64-bit)
  • Windows Server 2012 R2 Standard or Enterprise (64-bit)
  • Windows Server 2012 (64–bit)
  • Windows Server 2016 Server with Desktop Experience (64–bit)
Important: If you install TotalFlow BatchBuilder on an operating system that is running on VMware software, the system might experience a drop in performance. To avoid any TotalFlow BatchBuilder performance issues, make sure you allocate a separate disk drive for the VMware software.
Network Make sure the DNS name configured on the machine where TotalFlow BatchBuilder is installed, contains only these ASCII characters:
  • English lower case characters a-z
  • English upper case characters A-Z
  • Numbers 0-9
  • Hyphen-minus character -
TCP/IP ports
  • Web server: 19080 (or the port selected during installation)
  • Storage service port: 19580 (or the port selected during installation)
Important: If your firewall is configured to block the default ports or the ports that you set up during the installation, you must open them. See Configuring Windows Firewall or the documentation for the Windows firewall. If you are using a different firewall, see the documentation for the firewall that is enabled on your computer to make sure that the TotalFlow BatchBuilder ports are open.
Prerequisite programs
  • A PDF Reader to view job files.
Web browser One of these:

A supported browser is required only if you want to access the user interface from the computer where you install TotalFlow BatchBuilder .

Note: TotalFlow BatchBuilder is optimized for Mozilla Firefox and Google Chrome.
Supported languages English, French, Italian, German, Spanish, Dutch, Japanese.

Client Computer Requirements

This is a list of all the requirements for any client computer that will access TotalFlow BatchBuilder :

Item Requirements
Display 1280 × 1024 pixels or higher
Operating system
  • Any Windows system that supports the Web browsers listed below
  • Any Mac system that supports the Web browsers listed below
Network access Be able to access the target server by referring to the IP address or DNS host name.
Recommended programs
  • A PDF Reader required for viewing TotalFlow BatchBuilder job files.
  • Enfocus PitStop Server https://www.enfocus.com/en/products/pitstop-server is recommended for the external preflight software. Other options, like the Pitstop Pro, desktop version, are unsupported.
Web browser One of these:

A supported browser is required only if you want to access the user interface from the computer where you install TotalFlow BatchBuilder .

Note: TotalFlow BatchBuilder is optimized for Mozilla Firefox and Google Chrome.
Supported languages English, French, Italian, German, Spanish, Dutch, Japanese.

1.1.3 Installation

1.1.3.1 Installing TotalFlow BatchBuilder

To install TotalFlow BatchBuilder , you need the TotalFlow BatchBuilder installation media.
To install TotalFlow BatchBuilder :
  1. Log in to Windows as an Administrator.
  2. Insert the TotalFlow BatchBuilder installation media in the drive.
    The installation should start automatically.
    Note: If it is not automatically launched, go to the Setup folder on the installation disk and run setup_x64.exe .
  3. On Windows operating systems, the User Account Control dialog appears. Click OK .
    The TotalFlow BatchBuilder splash screen is displayed.
  4. Select a language for the installer and click OK .
    The Introduction dialog is displayed.
  5. Click Next .
    The Try or Register dialog is displayed.
  6. In the Try or Register dialog, select one of the two options:
    • I have bought this product and I want to register it.

      Select this option if you have purchased the TotalFlow BatchBuilder software and want to install the permanent license.

      Important: Make sure that you have the email with the Entitlement ID (EID) that you received from your service representative.

    • I want to try this product.

      Select this option if you want to use the TotalFlow BatchBuilder software in trial mode. You have 60 days to evaluate the product before it stops working. At any time during trial mode or after the trial mode ends, you can purchase and register the TotalFlow BatchBuilder software.

    The License Agreement dialog is displayed.
  7. In the License Agreement dialog:
    1. Read the license agreement.
    2. Click I accept the terms of the License Agreement.
    3. Click Next .
  8. If you choose to try the product, the Try dialog is displayed. Click Next .
    If you choose to register the product, the Register dialog is displayed.

    You can register the TotalFlow BatchBuilder software manually using the self-service website:

    1. Go to the EMS Web site at https://www.ricohsoftware-entitlements.com/ems/customerLogin.html.
    2. In the Login Using field select EID, if it is not already selected.
    3. In the EID field, enter the EID that you received from your service representative by email.
    4. Click Login.
      You see the license activation program under Associated Product and Features.
    5. Expand the Associated Product and Features section.
      To see all the extensions that you will activate, also expand the List of features associated section.
    6. Click Activate.
      You see the Activate Product(s) dialog box.
    7. Enter or paste the system fingerprint for the computer where TotalFlow BatchBuilder is installed into the Client 1 info field and click Generate.
      A license key is generated. It is displayed on the screen and sent to the email address in the Contact field.
    8. Click Save to file to save the license key on your computer.
      The license key is called lservc. The save procedure and the file type are different depending on the browser.

      Make sure that you remember the folder where you saved the license key file.

    9. To send the license key to someone else by email, click E-mail, enter the email address of the recipient and click Send.
    10. Click Close.
    11. Log out of the license activation Web site.
    12. In the Register dialog, click Browse, navigate to the license key file, and click Open.
    13. Click Next .
    The Choose install folder dialog is displayed.
  9. In the Choose install folder dialog:
    1. To change the default installation folder, click Choose. Navigate to the folder where you want to install TotalFlow BatchBuilder and click OK .
        Note:
      • If you accept the default installation folder and C:\Program Files\RICOH\TotalFlow BatchBuilder does not exist, the installer creates it.
      • If you want to restore the default installation folder, click Restore Default Folder.
      • Make sure that the install path for TotalFlow BatchBuilder contains only characters from the same code page as the operating system.
      • Make sure the specified install location contains the recommended disk space for installing and running TotalFlow BatchBuilder . For more information, see Computer Requirements
    2. Click Next .
    The Choose shortcut folder dialog is displayed.
  10. In the Choose shortcut folder dialog:
    1. Select where you want to create the product icons:
      In a new Program Group
      You can edit the name of the new program group.
      In an existing Program Group
      Select the program group from the drop-down list.
      In the Start Menu
      Select this option if you want to place a shortcut icon in the Start Menu.
      On the Desktop
      Select this option if you want to place a shortcut icon on the Desktop.
      In the Quick Launch Bar
      Select this option if you want to place a shortcut icon in the Quick Launch Bar.
      Other
      Type in the folder path where you want to place the shortcut icon or click Choose and manually select a folder.
      Do not create icons
      Select this option if you do not want to create any shortcut icons.
      Note: If you want to create icons for all the users, click the Create Icons for All Users check box.
    2. Click Next .
    The Configure ports dialog is displayed.
  11. In the Configure ports dialog, you can change the default port numbers for the TotalFlow BatchBuilder web server and the database server. Click Next .
    The Choose Units of Measure dialog is displayed.
  12. In the Choose Units of Measure dialog, you can set the Measurement System you want TotalFlow BatchBuilder to use. Select the Imperial Measurement System or the Metric Measurement System from the drop-down list. Click Next .
    The Preflight setup dialog is displayed.
  13. In the Preflight setup dialog, you can select between the preflight internal to TotalFlow BatchBuilder and an external preflight software.
    1. The Preflight setup dialog is displayed.
    2. Select one of the following configurations: Preflight files using Batch Builder’s internal Preflight Software or Preflight files using external preflight software.
      Note: The preflight feature is available for purchase or by using a trial version.
    3. Click Next. The Input default user information dialog is displayed.
  14. In the Input default user information dialog:
    1. Enter a user name, a password, and the password confirmation for the default user.
    2. Click Next .
    The Pre-installation summary dialog is displayed.
  15. Review the information in the Pre-installation summary dialog and click Install.
    The TotalFlow BatchBuilder software is installed and activated.
  16. The Install complete dialog displays the installation report. Click Done to finish the installation procedure of TotalFlow BatchBuilder .
The default web browser opens and you can see the TotalFlow BatchBuilder user interface.

    Important:
  • If you install multiple software on the same server where TotalFlow BatchBuilder is installed, make sure you increase the system hardware so that the system satisfies the sum of all individual hardware requirements. To view the system requirements, go to Computer Requirements.
  • The maximum amount of jobs retained within the system is currently approximately 30000. If you exceed this value, the system might experience delays in displaying information. Adjust the retention time properly for batches and orders.
  • Due to file system security constraints, if you intend to use TotalFlow BatchBuilder with Ultimate Impostrip® on the same server, it is recommended to install these two applications on a different location than the one where Program Files and Windows folders are located. For example, use a D: drive for these two programs if you have Windows operating system installed on C: drive. To complete the configuration process, after installing TotalFlow BatchBuilder , go to Admin Features Imposition , insert or browse the directory path where Ultimate Impostrip® Root Folder (Directory Path) is installed, enable the Ultimate Impostrip® toggle and, in the Mapping tab, check the Co-location check-box.
  • If you installed TotalFlow BatchBuilder and Ultimate Impostrip® on the same drive where the Program Files and Windows folders are located, do not check the Co-location check-box. First, configure Ultimate Impostrip® to have the input hot folders and Impostrip\XmlInput, Impostrip\AuditFiles saved on a separate drive from the one containing the Program Files and Windows folders. Secondly, in TotalFlow BatchBuilder , go to Admin Features Imposition Mapping and make sure that PDF to be Imposed and Imposed PDF are saved on a separate drive from the one containing Program Files and Windows folders.
  • The interaction implemented between TotalFlow BatchBuilder and Ultimate Impostrip® relies completely on file exchange, without API, as follows:
  1. TotalFlow BatchBuilder prepares the PDF file into the PDF input folder of Ultimate Impostrip® , using the service user account.
  2. TotalFlow BatchBuilder writes an XML ticket file into the XML hot folder of Ultimate Impostrip® , using the service user account.
  3. Ultimate Impostrip® reads the XML ticket, reads the PDF and starts processing, placing the output into the PDF output location. All these actions are performed under the user that created the Ultimate Impostrip® account.
  4. When the process is complete, Ultimate Impostrip® writes an Audit file that provides an evaluation of the process.
  5. Ultimate Impostrip® monitors the Audit folder and whenever the expected Audit file is ready, TotalFlow BatchBuilder reads the file and takes the imposed PDF from the PDF output location.
  • To view more information on Ultimate Impostrip® go to https://imposition.com/support/.
  • To view information on the Enfocus PitStop Server version number:
    1. Go to the Admin section, Preflight tab, enable and properly configure the Preflight feature.
    2. In the Jobs tab, double-click on a job to open job properties. In the Preflight tab, open the document under the Preflight Report field. If there is no report available, click the Run manual preflight button.
    3. In the generated preflight report, see the Enfocus PitStop Server version in the footer of every page and under the General File Information section.

    For more information on how to configure Enfocus PitStop Server, see: https://www.enfocus.com/en/support/manuals/pitstop-pro-manuals.

1.1.3.2 Migrating to the latest version of TotalFlow BatchBuilder

If you already have TotalFlow BatchBuilder installed, you can upgrade to a higher version without uninstalling your existing software.

Before migrating from a previous version of TotalFlow BatchBuilder , it is strongly recommended that you back up the current TotalFlow BatchBuilder installation. For detailed instructions on backing up your TotalFlow BatchBuilder objects and system settings, see the TotalFlow BatchBuilder User’s Guide.

To upgrade to the latest version of TotalFlow BatchBuilder :

  1. Log in to Windows as an administrator.
  2. Insert the TotalFlow BatchBuilder installation media in the drive.

    The installation should start automatically.

    Note: If it is not automatically launched, go to the Setup folder on the installation disk and run setup_x64.exe .
  3. On Windows operating systems, the User Account Control dialog appears. Click OK .

    The TotalFlow BatchBuilder splash screen is displayed.

  4. Select a language for the installer and click OK .

    You see the update confirmation screen. Click Continue.

  5. The Introduction dialog is displayed. Click Next.

    If your previous TotalFlow BatchBuilder version was in trial mode, the installation continues and you must choose if you want to try or register the latest version of TotalFlow BatchBuilder . For more information, see Installing TotalFlow BatchBuilder section of the TotalFlow BatchBuilder Setup Guide.

  6. If you try to install a new version on the current version where the previous TotalFlow BatchBuilder version is introduced, the installer displays a warning informing you to back up your current TotalFlow BatchBuilder installation. If you already created a back up, select Yes, and click Next.
    Note: If you do not want to back up your current TotalFlow BatchBuilder installed version, you can still continue with the installation process. Select No, but continue anyway and click Next.

    The installation process continues with the next steps. For more information, see Installing TotalFlow BatchBuilder section of the TotalFlow BatchBuilder Setup Guide.

    Before starting the new installed TotalFlow BatchBuilder version, make sure you clear the web browser cache.

Important: If you upgraded TotalFlow BatchBuilder to a higher version and you want to restore the system to a previous version on the upgraded system:
  1. Uninstall the upgraded version of TotalFlow BatchBuilder .
  2. Install the previous version where you created the backup.
  3. Use the Restore option to revert to the saved system configuration.
  4. Reinstall the upgraded version without uninstalling the previous version.

For more information on Backup/Restore, see the "Backing up and Restoring Data" chapter in the TotalFlow BatchBuilder User’s Guide.

1.1.4 After Installation

1.1.4.1 Installing the License

When installing TotalFlow BatchBuilder , you can select between the trial license or the permanent license. The trial license lets you use TotalFlow BatchBuilder for 60 days. To continue using TotalFlow BatchBuilder after the trial license expires, you must install a permanent license on the computer where you installed TotalFlow BatchBuilder . The permanent license is valid only on this computer.
Important: Before you try to install the license, make sure that you have the e-mail with the entitlement ID (EID) that you received from your service representative. You can obtain the license file manually using the self-service web site.
The License Key Management Application (LKMA) comes with the TotalFlow BatchBuilder base installation and handles the license types for your TotalFlow BatchBuilder software. You can select or switch between the license types available using the License Key Management Application.
Note: The installation paths specified in the instructions are the default ones. If you installed TotalFlow BatchBuilder in a custom location, refer to that location instead of the default one.

To install the permanent license:

  1. Click Start All programs <Program Group> TotalFlow BatchBuilder .
    Note: The default Program Group for the TotalFlow BatchBuilder application is RICOH TotalFlow BatchBuilder. You can set a different Program Group during the installation process.
  2. Right-click Manage Software Keys and select Run as Administrator to open the application.
  3. In the TotalFlow BatchBuilder Licenses main window, click Add... to add a new license.
    The Deploy Software Keys window is displayed.
  4. In the Deploy Software Keys dialog, click Browse... , navigate to the license key file, and click Open.
  5. Click Next .
    An information message is displayed:
    • Registration successful if the registration process is successful.
    • Registration failed if the registration process fails.

      If registration process fails, a pop-up message is displayed to indicate why the registration failed.

  6. If the installation is successful, you must restart the application services:
    1. Click Start All programs <Program Group> TotalFlow BatchBuilder .
      Note: The default Program Group for the TotalFlow BatchBuilder application is RICOH TotalFlow BatchBuilder. You can set a different Program Group during the installation process.
    2. Right-click Restart Services and select Run as Administrator to restart the application services.
Note: If the system fingerprint used for generating a license key is changed, the TotalFlow BatchBuilder software continues to run in grace mode for a period of 7 days. You must contact your local representative to receive a new license key before the period expires, otherwise the TotalFlow BatchBuilder software will stop running on this system when the grace period ends.

1.1.4.2 Configuring Client Computers

You can access the TotalFlow BatchBuilder user interface from any system that has access to the network and meets the requirements.

You must perform the following tasks for every computer that accesses TotalFlow BatchBuilder :

Web browser configuration
To access the user interface, you must install and configure a Web browser on each system, including the one where you install TotalFlow BatchBuilder . The following browsers are supported:
  • Internet Explorer 11 or later
  • Mozilla Firefox 59 or later
  • Google Chrome 65 or later
  • Safari 9 or later
  • Microsoft Edge 41 or later
    Note:
  • TotalFlow BatchBuilder is optimized for Mozilla Firefox and Google Chrome.
  • Pop-ups must be enabled for the TotalFlow BatchBuilder application.
  • A PDF reader is required for viewing TotalFlow BatchBuilder job files.
Important: If more than one locale is available for a language, for example, English (United Kingdom) [en-GB] and English (United States) [en-US], it does not matter which locale you choose.
URL for accessing the user interface
To open the user interface from client computers, users must enter this URL in the address bar of their browser:
http://hostname:port.number/BatchBuilder
where hostname is the host name or the IP address of the computer where TotalFlow BatchBuilder is installed and port.number is the web service port. The web service port can be set during installation and the default value is 19080.
User login name and password
Inform users of the login names and temporary passwords that you created for them. Users should change their passwords the first time they use the system.
Rights
Inform users of the actions they can perform in the TotalFlow BatchBuilder user interface, according to the role that you configured for each of them.

1.1.4.2.1 Configuring Internet Explorer

To access TotalFlow BatchBuilder with Internet Explorer, you must configure the browser.

Note: This procedure shows how to configure Internet Explorer 11 on Windows. There are minor differences in other releases of Internet Explorer and Windows.

To configure Internet Explorer:

  1. Click Tools and select Internet Options from the drop-down menu.

    You see the Internet Options dialog. It is open to the General tab.

  2. Under Browsing history, click Settings.

    You see the Temporary Internet Files tab and the Website Data Settings dialog.

  3. Under Check for newer versions of stored pages, select Every time I visit the webpage and click OK.
  4. In the Internet Options dialog, click Security.

    You see the Security tab.

  5. In the Security tab, select the Internet zone and click Custom level.

    You see the Security Settings – Internet Zone dialog.

  6. Make sure that Enable is selected for Allow META REFRESH in the Miscellaneous section.
  7. Make sure that Enable is selected for Active scripting in the Scripting section.
  8. Make sure that Enable is selected for Font download in the Downloads section.
  9. Click OK.
  10. In the Internet Options dialog, click OK.
Important: Make sure Compatibility View is turned off when accessing the TotalFlow BatchBuilder user interface.

To turn off Compatibility View for TotalFlow BatchBuilder :

  1. Click Tools and select Compatibility View Settings from the drop-down menu.
  2. Select the TotalFlow BatchBuilder URL from the list of websites and click Remove.
  3. Make sure the Display intranet sites in Compatibility View check-box is unchecked.
  4. Click Close.

1.1.4.2.2 Configuring Microsoft Edge

To access TotalFlow BatchBuilder with Microsoft Edge, you must configure the browser.

Note: This procedure shows how to configure Microsoft Edge on Windows. There are minor differences in other releases of Microsoft Edge and Windows.

To configure Microsoft Edge:

  1. Go to Windows Control Panel and select Internet Options.

    You see the Internet Options dialog. It is open to the General tab.

  2. Under Browsing history, click Settings.

    You see the Temporary Internet Files and the Website Data Settings tab.

  3. Under Check for newer versions of stored pages, select Every time I visit the webpage and click OK.
  4. In the Internet Options dialog, click Security.

    You see the Security tab.

  5. In the Security tab, select the Internet zone and click Custom level.

    You see the Security Settings – Internet Zone dialog.

  6. Make sure that Enable is selected for Allow META REFRESH in the Miscellaneous section.
  7. Make sure that Enable is selected for Active scripting in the Scripting section.
  8. Make sure that Enable is selected for Font download in the Downloads section.
  9. Click OK.
  10. In the Internet Options dialog, click OK.

1.1.4.2.3 Configuring Mozilla Firefox

To access TotalFlow BatchBuilder with Mozilla Firefox, you must configure the browser.

Note: This procedure shows how to configure Firefox on Windows 7. There are minor differences in other releases of Firefox and Windows.

To configure Mozilla Firefox:

  1. Click Settings from the bottom menu.

    You see the Options dialog.

  2. Click Content and make sure that Enable JavaScript is selected.
  3. In the Options dialog, click Privacy.
  4. Make sure that Accept cookies from sites is selected.
  5. Click OK.

1.1.4.2.4 Configuring Google Chrome

To access TotalFlow BatchBuilder with Google Chrome, you must configure the browser.

Note: This procedure shows how to configure Google Chrome on Windows 7. There are minor differences in other releases of Google Chrome and Windows.

To configure Google Chrome:

  1. Go to Settings, scroll down and click Show advanced settings....

    You see the Settings page.

  2. Under Privacy, click Content settings....
    1. Under Cookies, make sure that Allow local data to be set is selected.
    2. Under JavaScript, make sure that Allow all sites to run JavaScript is selected.
    3. Click OK.
  3. Restart the browser to apply the changes.

1.1.4.2.5 Configuring Safari

To access TotalFlow BatchBuilder with Safari, you must configure the browser.

Note: This procedure shows how to configure Safari on Windows 7. There are minor differences in other releases of Safari and Windows.

To configure Safari:

  1. Go to Preferences....
  2. In the Preferences dialog, click Security. Make sure that Enable JavaScript is selected.
  3. Click Privacy. Make sure that Block cookies is not set as Always.

1.1.4.2.6 Switching to External or Internal Preflight

After installing TotalFlow BatchBuilder , you can switch between the preflight internal to TotalFlow BatchBuilder and an external preflight software.
Before switching to external or internal preflight, make sure all data in the Admin section, Preflight tab is stored when changes are made.
To switch to internal preflight software or external preflight software:
  1. Access the Program Files Ricoh TotalFlow BatchBuilder bin .
  2. Run script switch- preflight.bat file.
    A warning message appears.
  3. If you are using the external preflight, type Yes after the following message:
    • Currently, the preflight feature is using EXTERNAL preflight software. Do you want to switch to the INTERNAL preflight software (yes/no)?
  4. If you are using the internal preflight, type Yes after the following message:
    • Currently, the preflight feature is using INTERNAL preflight software. Do you want to switch to the EXTERNAL preflight software (yes/no)?
    Note:
  • The Admin tab for the Preflight displays the appropriate settings based on configuration.
  • If you switch configuration, the Preflight feature becomes disabled. You must re-enable the Preflight after the switch.
  • Before switching to internal or external Preflight, all the data in the Admin setup should be stored in order to keep all the previous configurations.
  • During the Preflight switch, TotalFlow BatchBuilder is restarted.

1.1.4.3 Logging into TotalFlow BatchBuilder

After the installation procedure is completed, you can log into TotalFlow BatchBuilder from the server or from client workstations using a web browser.

Before you try to log in:

  • Make sure that a supported web browser is installed and configured.
  • Refresh you web browser.
  • Make sure that your firewall is not blocking the ports that you set during the installation.

1.1.4.3.1 Logging in from the server

To log into TotalFlow BatchBuilder from the server:
  1. Log in to Windows.
  2. Go to Start All Programs RICOH TotalFlow BatchBuilder .
  3. Select TotalFlow BatchBuilder .
    The default Web browser opens and you see the TotalFlow BatchBuilder login dialog.
  4. Enter your user name in the User Name field.
    Important: User names are case-sensitive.
  5. Enter your password in the Password field.
    Important: Passwords are case-sensitive.
  6. To save your login credentials on your preferred web browser, select the Remember Me check box.
  7. Click Login .

1.1.4.3.2 Logging in from a client computer

To log in to TotalFlow BatchBuilder from a client computer in your network:
  1. Open a supported browser window.
  2. Enter this URL in the address bar of your browser:
    http://server.address:port.number/BatchBuilder
    
    where server.address is the host name or the IP address of the computer where TotalFlow BatchBuilder is installed and port.number is the web service port. The web service port can be set during installation and the default value is 19080.
    You see the TotalFlow BatchBuilder login dialog.
  3. Enter your user name in the User Name field.
    Important: User names are case-sensitive.
  4. Enter your password in the Password field.
    Important: Passwords are case-sensitive.
  5. To save your login credentials, select the Remember Me check box.
  6. Click Login .

1.1.4.4 Uninstalling TotalFlow BatchBuilder

To remove TotalFlow BatchBuilder :
  1. Log in to Windows as an Administrator.
  2. Go to Start All Programs RICOH TotalFlow BatchBuilder .
  3. Select Uninstall RICOH TotalFlow BatchBuilder.
    You see the Uninstall RICOH TotalFlow BatchBuilder screen:
  4. Click Next .
    You see the Get user input screen:
  5. Select Yes if you want to keep the data collected by TotalFlow BatchBuilder for further reference or if you re-install TotalFlow BatchBuilder at a later date. Select No to delete the collected data. Click Uninstall.
    You see the Uninstall Complete screen:
  6. Select one of these options:
    • Yes, restart my system, if you want to restart Windows immediately.
      Note: This option depends on the operating system installed.
    • No, I will restart my system myself, if you want to restart Windows later.
  7. Click Done.

1.2 Notify Addon Setup Guide

1.2.1 Overview

The TotalFlow BatchBuilder Notify Addon is a Windows Service Application that automatically notifies the TotalFlow BatchBuilder system when a job has been printed on an supported printer. If a job from a TotalFlow BatchBuilder output hot folder is printed on a supported printer, the Notify Addon application updates the system job status to Printed .

The TotalFlow BatchBuilder Notify Addon application is a separate feature. To use the TotalFlow BatchBuilder Notify Addon feature after the trial version of the product has expired, you must purchase a separate license.

The TotalFlow BatchBuilder Notify Addon feature is installed separately and you can configure it to be used with multiple printers. When a job has been printed on a supported printer, the TotalFlow BatchBuilder Notify Addon sends a notification to the TotalFlow BatchBuilder system and the job is marked as Printed .

You can use the TotalFlow BatchBuilder Notify Addon with printers that support XML and SNMP protocols, as well as with InfoPrint 5000 printers. Custom Add-ons are also available with professional services.

1.2.2 Installing and Configuring

1.2.2.1 Installing the TotalFlow BatchBuilder Notify Addon

To install TotalFlow BatchBuilder Notify Addon:

  1. Log in to Windows as an administrator.
  2. Insert the TotalFlow BatchBuilder installation media in the drive.
  3. Go to the Setup folder on the installation disk and run setup_NotifyAddon_x64.exe on the 64–bit system.

    Select the installation language and click OK .

    The Introduction dialog is displayed.

  4. Click Next .

    The License Agreement dialog is displayed.

  5. In the License Agreement dialog:
    1. Read the license agreement.
    2. Click I accept the terms of the License Agreement.
    3. Click Next .

    The Choose install folder dialog is displayed.

  6. In the Choose install folder dialog:

    If you accept the default installation folder and it does not exist, the installer creates it.

    To change the default installation folder, click Choose. Navigate to the folder where you want to install TotalFlow BatchBuilder Notify Addon and click OK .

    If you want to restore the default installation folder, click Restore Default Folder.

    Make sure that the install path for TotalFlow BatchBuilder Notify Addon contains only characters from the same code page as the operating system.

    Click Next .

    The Choose shortcut folder dialog is displayed.

  7. Select where you want to create the product icons:
    In a new Program Group
    You can edit the name of the new program group.
    In an existing Program Group
    Select the program group from the drop-down list.
    In the Start Menu
    Select this option if you want to place a shortcut icon in the Start Menu.
    On the Desktop
    Select this option if you want to place a shortcut icon on the Desktop.
    In the Quick Launch Bar
    Select this option if you want to place a shortcut icon in the Quick Launch Bar.
    Other
    Type in the folder path where you want to place the shortcut icon or click Choose and manually select a folder.
    Do not create icons
    Select this option if you do not want to create any shortcut icons.
    Note: If you want to create icons for all the users, click the Create Icons for All Users check box.

    Click Next .

    The Pre-installation summary dialog is displayed.

  8. Review the information in the Pre-installation summary dialog and click Install.

    The TotalFlow BatchBuilder Notify Addon software is installed.

  9. The Install complete dialog displays the installation report. Click Done to finish the installation procedure of TotalFlow BatchBuilder Notify Addon.
  10. Configure the TotalFlow BatchBuilder Notify Addon. See Configuring the TotalFlow BatchBuilder Notify Addon.
  11. Start the TotalFlow BatchBuilder Notify Addon service.

    Note:
  • To apply the changes made in the configuration settings, you must restart the TotalFlow BatchBuilder Notify Addon services.

1.2.2.2 Configuring the TotalFlow BatchBuilder Notify Addon

To configure the TotalFlow BatchBuilder Notify Addon you must edit the config.ini configuration file.

Log in to Windows and go to Start All Programs RICOH TotalFlow BatchBuilder Notify Addon . Click Open Config File to open the configuration file.

You can edit the config.ini configuration file:

[General]
pluginsPath=<installationDirectory>/plugins
dataRetention=30

[Subscriber]
url=http://server.address:port/BatchBuilder/externalApi

[Device]
name=example-XML-printer
actionName=markJobAsPrinted
plugin=XML
xsl=<filepath>
pollingInterval=20
location=<filepath>

[Device]
name=example-Infoprint-printer
actionName=markJobAsPrinted
plugin=INFOPRINT5000
address=<hostname>
pollingInterval=10

[Device]
name=example-Ricoh-SNMP-printer
actionName=markJobAsPrinted
plugin=SNMP
address=<hostname>
pollingInterval=10
readCommunityName=public

General section
You can specify a value for dataRetention to set the number of retention days. The pluginsPath specifies the location of the plug-ins on the disk.
Subscriber section
You can specify the URL for the TotalFlow BatchBuilder system where server.adress is the host name or IP address of the computer where TotalFlow BatchBuilder is installed.
If you want to use the TotalFlow BatchBuilder Notify Addon with multiple TotalFlow BatchBuilder clients, you can add a new Subscriber section and specify one URL for each machine where TotalFlow BatchBuilder is installed. TotalFlow BatchBuilder Notify Addon and TotalFlow BatchBuilder must have the same the same version.
Device section
You can configure the printer you want to collect information from. Specify the printer unique name and the plug-in file type.

There are three available plug-in file types:

  1. The specified default plug-in type is XML. This plug-in type is used with printers that generate XML files after printing.

    This type of printer creates a separate XML file for each job printed. You can configure the Notify Addon application to save the printer created XML files and place them in a hot folder. Set a path for the location of the hot folder and a time interval you want the TotalFlow BatchBuilder Notify Addon to scan the hot folder for new XML files.

    You can also specify a file path for an XSL file. The XSL file is used to transform the XML file from the printer to a different XML file format that can be processed by the TotalFlow BatchBuilder system based on an existing .XSD schema file. When the notification is received, the corresponding job is marked as Printed in the TotalFlow BatchBuilder subscribed systems.

  2. The SNMP plug-in type is used with printer models that support communication through RICOH Job MIB over SNMP. If you set the polling interval, the TotalFlow BatchBuilder Notify Addon feature checks the printer status and the printer job list. When a job is printed the Notify Addon sends a notification through the SNMP protocol to the TotalFlow BatchBuilder system and the corresponding job is marked as Printed in the TotalFlow BatchBuilder subscribed systems.
  3. The InfoPrint5000 plug-in type is used with the InfoPrint 5000 printer model. The Notify Addon verifies printer events in the printer job log. When a job is printed, the information is written in the job log and the Notify Addon sends a notification to TotalFlow BatchBuilder through an Infoprint private communication protocol. The job is marked as Printed in the TotalFlow BatchBuilder subscribed systems.

The address specifies the IP or host address of the print system.
Important: The TotalFlow BatchBuilder Notify Addon allows you to configure more than one printer by adding a new [Device] section in the config.ini configuration file for each printer.

1.3 User's Guide

1.3.1 Important

  • To the maximum extent permitted by applicable laws, in no event will the manufacturer be liable for any damages whatsoever arising out of failures of this product, losses of documents or data, or the use or non-use of this product and operation manuals provided with it.
  • Make sure that you always copy or have backups of important documents or data. Documents or data might be erased due to your operational errors or malfunctions of the machine. Also, you are responsible for taking protective measures against computer viruses, worms, and other harmful software.
  • In no event will the manufacturer be responsible for any documents created by you using this product or any results from the data executed by you.

1.3.2 Cautions Regarding this Guide and General Use of this Application

  • The contents of this document are subject to change without notice.
  • Some illustrations or explanations in this guide may differ from your application due to improvement or change in the application.
  • Some illustrations or explanations vary by product version and options selected.
  • This document explains how to use the user interface using examples and illustrations.
  • No part of this document may be duplicated, replicated, reproduced in any form, modified, or quoted without prior consent of the supplier.

1.3.3 Guides for this Application

The following guides are available for RICOH TotalFlow BatchBuilder .
Instruction Manuals

These instruction manuals are included:

  • Setup Guide (PDF)

    This guide explains planning and installation procedures for this application.

  • User's Guide (HTML/PDF)

    This guide explains the functions and basic operations of this application.

    The HTML version of the User's Guide is available from the Web browser-based user interface and provides quick navigation and search features.
  • Notify Addon Setup Guide (PDF)

    This guide explains setup and configuration procedures for the Notify Addon application.

Adobe Acrobat Reader or Adobe Reader is required to view the PDF documentation.

Field Help

The field help uses explanatory balloons to define various user interface elements. In this guide, this type of help is referred to as on-screen balloon help.

1.3.4 How to Read the Documentation

1.3.4.1 Before Using this Application

This manual contains instructions and cautions for correct use of this application. Before using this application, read this manual thoroughly and completely. Keep this manual handy for future reference.

1.3.4.2 How to Use the Manuals

To learn how to install and start this application
See the Setup Guide.
To learn about the functions and basic operations of this application
See the User's Guide.
To learn about configuring on-screen settings, correct entry, etc.
See the on-screen balloon help.
Displaying the Setup Guide, User’s Guide, and Notify Addon Setup Guide in PDF Format

The TotalFlow BatchBuilder publications are available in the installation package, so you can access them before you install the application.

After you install the application, you can access the TotalFlow BatchBuilder publications from the Windows Start menu.

Note: A PDF viewer, such as Adobe Acrobat Reader, is required to view the PDF documentation.
  • To display the Setup Guide (PDF), click the Start button, go to All Programs <Program Group> TotalFlow BatchBuilder , and select Setup Guide.
  • To display the User’s Guide (PDF), click the Start button, go to All Programs <Program Group> TotalFlow BatchBuilder , and select User’s Guide.
  • To display the Notify Addon Setup Guide (PDF), click the Start button, go to All Programs <Program Group> TotalFlow BatchBuilder , and select Notify Addon Setup Guide.
Note: The default Program Group for the TotalFlow BatchBuilder application is RICOH TotalFlow BatchBuilder. You can set a different Program Group during the installation process.

Displaying the User’s Guide in HTML Format

The HTML version of the User's Guide is available from the Web browser-based user interface.

To display the HTML User's Guide :

  • On the top menu bar of the TotalFlow BatchBuilder user interface, click , the help menu button and select Help .
  • If you are not logged in to TotalFlow BatchBuilder , enter this URL in the address bar of your browser:
    http://server.address:port.number/BatchBuilder
where server.address is the host name or IP address of the computer where TotalFlow BatchBuilder is installed and port.number is the web service port. The web service port can be set during installation and the default value is 19080.

1.3.4.3 Symbols

The following symbols are used in this manual to help you to identify content quickly.

Important:

This symbol indicates points to pay attention to when using the application. Be sure to read these explanations.

Note:

This symbol indicates supplementary information that you may find helpful, but not essential to completing a task.
[Bold]
Bold type inside square brackets indicates the names of menus, menu items, settings, field labels, buttons, and keys.
Italic
Italic type indicates variables that you must replace with your own information.
Monospace
Monospace type indicates computer input and output.
...
An ellipsis indicates that a series can continue.

1.3.5 Abbreviations

GUI
Graphical User Interface
PDF
Portable Document Format
IP
Internet Protocol
HTTP
Hyper Text Transfer Protocol
XML
Extensible Markup Language
XSLT
Extensible Stylesheet Language Transformations

1.3.6 Trademarks

Microsoft, Windows, Windows Server, Windows 7, Windows 8, Windows 10, Microsoft Edge, and Internet Explorer are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

Oracle and Java are registered trademarks of Oracle and/or its affiliates.

Firefox is a registered trademark of the Mozilla Foundation.

Google Chrome is a trademark of Google, Inc.

Safari is a registered trademark of Apple, Inc.

Adobe, Reader, and PostScript are either registered trademarks or trademarks of Adobe Systems, Inc in the United States and/or other countries.

Enfocus PitStop Server is a trademark of Enfocus BVBA. Enfocus is an Esko company.

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 product names used herein are for identification purposes only and might be trademarks of their respective companies. We disclaim any and all rights to those marks.

The proper names of the Windows operating systems are as follows:

  • Windows 7:
    • Microsoft Windows 7 Professional
    • Microsoft Windows 7 Ultimate
    • Microsoft Windows 7 Enterprise
  • Windows Server 2008 R2:
    • Microsoft Windows Server 2008 R2 Standard
    • Microsoft Windows Server 2008 R2 Enterprise
  • Windows Server 2012 R2:
    • Microsoft Windows Server 2012 R2 Standard
    • Microsoft Windows Server 2012 R2 Enterprise
  • Windows Server 2012:
    • Microsoft Windows Server 2012 Standard
    • Microsoft Windows Server 2012 Datacenter
  • Windows Server 2016 (Server with Desktop Experience):
    • Microsoft Windows Server 2016 Standard
    • Microsoft Windows Server 2016 Datacenter
  • Windows 8:
    • Microsoft Windows 8 Pro
    • Microsoft Windows 8 Enterprise
  • Windows 10:
    • Microsoft Windows 10 Pro
    • Microsoft Windows 10 Enterprise

1.3.7 Overview of TotalFlow BatchBuilder

This manual contains topics that help administrators and operators learn about and use TotalFlow BatchBuilder .

TotalFlow BatchBuilder is a web application that provides pre-printing optimization and allows operators to group job fragments into printable job batches, increasing printing efficiency. TotalFlow BatchBuilder is an efficient job management solution for middle to high end commercial printing. Orders arrive in the TotalFlow BatchBuilder system with different characteristics and in various formats. TotalFlow BatchBuilder allows you to convert order characteristics to job attributes.

TotalFlow BatchBuilder allows you to manage jobs received through input hot folders, edit the jobs, filter and group the jobs into batches based on specific characteristics, and then send them to an output destination for printing.

After TotalFlow BatchBuilder is installed on the server, you can access it from a supported Web browser on any workstation. You do not need to install TotalFlow BatchBuilder on the workstations that you use to access the user interface.

© Copyright Ricoh Company, Ltd. 2014, 2018. All rights reserved.

1.3.7.1 TotalFlow BatchBuilder Components

This topic describes the TotalFlow BatchBuilder base product and feature components.

The TotalFlow BatchBuilder base product is made up of these components:

TotalFlow BatchBuilder server
The TotalFlow BatchBuilder server manages all job, order, and batch activities. The TotalFlow BatchBuilder server is installed on a computer with the supported Windows operating system.
TotalFlow BatchBuilder user interface
The TotalFlow BatchBuilder user interface is a Web browser-based interface that lets you manage the system and all job operations. Users can access the user interface from a supported Web browser on a Windows or Mac workstation. The workstation must have one of these Web browsers installed:
  • Internet Explorer 11 or later
  • Mozilla Firefox 59 or later
  • Google Chrome 65 or later
  • Safari 9 or later
  • Microsoft Edge 41 or later
Note: TotalFlow BatchBuilder is optimized for Mozilla Firefox and Google Chrome.
TotalFlow BatchBuilder HTML User’s Guide

The HTML version of the User's Guide is available from the Web browser-based user interface. The User's Guide contains topics that help users learn about and use TotalFlow BatchBuilder .

You can display the HTML User's Guide by clicking and selecting Help from the drop-down menu.

The TotalFlow BatchBuilder product includes optional features. Except for Additional Output Feature (Unlimited Outputs Option), these features are available in the trial version of the product. To use these additional features after the trial period has expired, you must purchase separate licenses for each component.

These are the TotalFlow BatchBuilder optional features:

TotalFlow BatchBuilder Automation Feature
The TotalFlow BatchBuilder Automation Feature allows you to use automation on filters. From the Automation tab, in the filter properties dialog, you can set the two options:
  • Auto-Batch — the filter automatically creates a batch when the set target is reached.
  • Auto-Batch-and-Send — the filter automatically creates a batch and sends it to an output destination when the set target is reached.
TotalFlow BatchBuilder Additional Output Feature
The TotalFlow BatchBuilder base product has a maximum number of five outputs available. You can purchase the TotalFlow BatchBuilder Additional Output Feature to use an unlimited number of outputs. The TotalFlow BatchBuilder Additional Output Feature is not available for the trial version.
TotalFlow BatchBuilder XML Output Feature
The TotalFlow BatchBuilder XML Output Feature provides an additional output type. Using the PDF/Postscript and XML output type, the TotalFlow BatchBuilder system creates an XML output file based on an XSL mapping file.
TotalFlow BatchBuilder List File Feature
The TotalFlow BatchBuilder XML Output Feature provides an additional output type. Using the PDF/Postscript and RPD List File output type, the TotalFlow BatchBuilder system creates an RPD (Ricoh Process Director) list file and places it in the output folder. The RPD list file contains a list of all the jobs from the sent batch.
TotalFlow BatchBuilder Preflight Feature
The TotalFlow BatchBuilder Preflight Feature allows Preflight capabilities to be integrated in the TotalFlow BatchBuilder workflow. Using the TotalFlow BatchBuilder Preflight Feature you can apply Prefight profiles to incoming jobs.
Note: The trial license for the TotalFlow BatchBuilder Preflight Feature expires after 30 days from the installation.
TotalFlow BatchBuilder Notify Addon Feature
The TotalFlow BatchBuilder Notify Add On is a Windows Service Application that automatically notifies the TotalFlow BatchBuilder system when a job has been printed on a supported printer. If a job from a TotalFlow BatchBuilder output hot folder is printed on a supported printer, the Notify Add On application updates the system job status to Printed .

1.3.7.2 System Objects

The TotalFlow BatchBuilder system is made up of several system objects, including batches, orders, filters, users, alerts, and jobs. You can define detailed attributes, known as properties, for each system object.

Orders

An order is a system object used to populate the TotalFlow BatchBuilder system with jobs. Orders are received through input hot folders and can contain one or more jobs. You can also submit orders from the TotalFlow BatchBuilder user interface using the Submit Order option.

You can view all the orders in the system, edit order properties, edit the properties of the jobs within an order, or you can add a job to an order..

Jobs

A job includes a content file that TotalFlow BatchBuilder accepts and sends for processing. Jobs are introduced in the TotalFlow BatchBuilder system through input hot folders or through order submissions. The jobs are filtered and grouped together in batches and then are sent to output destinations. You can view and edit job properties, change the job state, or delete a job from the system.

Batches

A batch is a system object used to group together job files with similar properties. A batch can be created manually or automatically based on predetermined filters. When a batch is created, it is automatically assigned to an output device for processing. A batch contains one or more job files from one or more received orders. You can edit the batch properties, re-order the jobs inside a batch, remove jobs, or add jobs.

Filters

Based on specific job attributes, filters select jobs from all the jobs in the system that are not batched. There are five predefined filters in the TotalFlow BatchBuilder system. You can create your own filters and set specific job properties as criteria to select the jobs you want to batch. You can manually create a batch from a filter or, if you have purchased the TotalFlow BatchBuilder Automation Feature, a batch is automatically created from a filter using automation. There are three types of filters: simple, combined, and proof.

Users

All TotalFlow BatchBuilder users must have a unique user name and password. The default user account type is Administrator. As an Administrator, you can create a new user, edit a user, or delete a user. You cannot delete your own account.

Alerts

You can configure TotalFlow BatchBuilder to display alerts when important events take place in the system. You can create and use alert triggers to configure the conditions when a specific type of alert is dispatched. The TotalFlow BatchBuilder system has a set of default alert triggers.

Inputs

The TotalFlow BatchBuilder application uses hot folders as input sources. The system receives jobs through input hot folders. There are different types of input hot folders depending on the type of files: PDF/Postscript , XML/Control File , JMF over HTTP , TotalFlow JMF over HTTP and CSV .

Outputs

Outputs are system objects used to send batches to a specified folder location. There are different types of input hot folders depending on the type of files: PDF/Postscript , PDF/Postscript and XML , PDF/PostScript and CSV , TotalFlow MIME ,PDF/Postscript and RPD List File , JMF over HTTP , TotalFlow JMF over HTTP . To create and send batches, you must have at least one output created and defined.

1.3.7.3 User Interface

TotalFlow BatchBuilder provides an intuitive and easy to use Web browser-based interface. Authorized users can access the user interface from any system that is connected to the Internet and has a supported browser installed.

Supported browsers are:

  • Internet Explorer 11 or later
  • Mozilla Firefox 59 or later
  • Google Chrome 65 or later
  • Safari 9 or later
  • Microsoft Edge 41 or later
Note: TotalFlow BatchBuilder is optimized for Mozilla Firefox and Google Chrome.

To open the user interface from the server where TotalFlow BatchBuilder is installed, click the Start button, go to All Programs <Program Group> TotalFlow BatchBuilder , and select TotalFlow BatchBuilder .

Note: The default Program Group for the TotalFlow BatchBuilder application is RICOH TotalFlow BatchBuilder. You can set a different Program Group during the installation process.

To open the user interface from client computers, enter this URL in the address bar of your browser, where server.address is the host name or IP address of the computer where TotalFlow BatchBuilder is installed:

http://server.address:port/BatchBuilder
The default port is 19080 and can be changed during installation.

1.3.7.3.1 Menu Bar

The menu bar is at the top of the TotalFlow BatchBuilder user interface and it is available from any page in the interface.

You can perform the following tasks from the menu bar:

  • Switch between the available sections:
    • Click Jobs to view all the jobs in the system.
    • Click Orders to view all the orders in the system.
    • Click Batches to view all the batches in the system.
    • Click Filters to view all the filters in the system.
    • Click Alerts to view the current alerts and alert triggers in the system.
    • Click Logs to view the log entries with the objects in the system and their actions.
    • Click Admin to view the administrator section.
  • Search for a specific job in the system. Click in the Find a job text field and enter details about the job you want to find.
  • Submit orders to the system. Click Actions , and select Submit Order to open the Submit an Order page.
  • Scan barcodes using USB scanners. Click Actions and select Scan Barcodes to open the Scan Barcodes page.
  • Reprint a job from the system. Click Actions and select Reprint .

1.3.7.3.2 Jobs section

The Jobs section displays a list of jobs depending on the selected filter or job view.

The jobs can be sorted by the following columns:

Order Number
The order number is used to identify orders. You must specify the order number when manually submitting an order.
Note: If an input hot folder contains a PDF file that is sent, the value of the Order Number field is the name of the file and not a specific number.
Part Number
The code that uniquely identifies a job within an order.
Customer
The name of the customer who submitted the job.
Job Name
The job name is used to help identify jobs. The default is the input file name. You can assign a different name. You can enter a string of maximum 256 characters.
State
The current processing state of the job. The system defined job states are:
  • Batched : The job is part of a batch. A batch is a group of jobs.
  • Unbatched : The job is not part of a batch but it is displayed in a matching filter list and can be manually moved to a batch.
  • Held : The job is paused and waiting for an action from the user.
  • Missing Imposition When imposition Ultimate Impostrip® Folder is not specified in jobs and when these jobs are processed by filters and do not match any imposition or imposition exclusion filters, then the jobs are set into the Missing Imposition state.
    Note: When a job is set to Do not impose , the jobs state becomes unbatched and can be processed by filters.
  • Waiting for File : The job is missing job file information.
  • Sent : The job has been sent to an output device.
  • Printed : The job has been printed on a device.
  • Imposing : The job has been sent for imposition.
  • Imposed : The job has been imposed.
  • Imposition Error : An error occurred during job imposition or the specified imposition timer expired.
  • Waiting for Related Jobs : A job is in the Waiting for Related Jobs state when another job received with the same order is in Waiting for File state and the Keep orders together setting for a hot folder is enabled.
  • Output Error : When a job is in Batched state and the batch is sent to a disabled output destination or the output destination cannot be reached, the job state is changed to Output Error .
    Note: If an unknown error occurs after a job has been sent for printing, the job state is changed to Output Error .
  • Preflighting : The job is in the preflight process and is not available for filters or batches.
  • Queued for Preflight : The job is sent for preflight and is waiting to be processed.
  • Preflight Error : An error occurred during Preflight or the job does not match any preflight filters.
  • Proof Out : A job proof sample was sent for printing and is waiting for approval.
  • Proof Rejected : The job proof was printed and rejected.
  • Waiting for File : The job is missing a job file.
  • Awaiting Approval : When imposition review is enabled, the job is held and you can view and approve the imposed file before sending it to an output.
Note: You can create custom job states in the Admin Custom States page.
Location
Specifies where the job is located after it was sent for printing.
Note: You can create custom locations in the Admin Custom Locations page.
Status Timestamp
Specifies the date and time of the last job status change.
Batch Number
The number of the batch where the job is assigned.
Job File
The original name of the input file.
File Size
The size of the job file in GB, MB, or KB.
Create Date/Time
The date and time when the job was created.
Due Date
The date and time when the job is due to be processed.
Pages
The number of pages of the job.
Pages per Side
The number of pages on one side of the sheet. Specify a number of pages per one side. This field is mandatory.
Customer Quantity
The quantity ordered by and delivered to the customer.
Copies
The number of copies to be printed. This field is mandatory.
Note: When jobs are sent for printing on an InfoPrint 5000 printer model, the maximum number of copies printed is limited to 32767.
Sheets
The number of sheets is determined by the system.
Reprint Quantity
The cumulative number of print copies that were sent for a job, except for the print proof copies.
Paper Size
The size of the paper expressed in the measurement set at installation.
Roll Length
The physical paper length determined by the system displayed in feet and meters.
Run
The estimated time the job needs to be printed.
Document Page Size
The width and height of the page.
Imposition
The description of pages arrangement on the printer’s sheet. You can describe the value specified in the Pages per Side field. These are examples of the possible values:
  • 1–Up
  • 2–Up
  • 3–Up
  • 4 pager
  • 8 pager
  • 6pg Z-Fold
Paper Name
The name of the paper used.
Product ID
The ID of the product.
Paper Type
The type of paper used:
  • None
  • Bond
  • Offset Text
  • Cover
  • Tag
  • Index
Paper Weight
The paper weight is expressed in grams/square meter (GSM) in the metric system, or lbs in the imperial system. The value varies based on the paper type and the paper size.
Paper Color
You can type in or select the paper color form a drop-down list.
Paper Finish
These are the supported types of paper finish:
  • Uncoated
  • Coated
  • Glossing Finish
  • Ink Jet Finish
  • High Gloss Finish
  • Matte Finish
  • Polymer Finish
  • Satin Finish
  • Semigloss Finish
  • Silver Finish
1-Sided/2-Sided
  • 1-Sided
  • 2-Sided
Duplex Mode
  • Left Edge
  • Top Edge
  • Right Edge
  • Bottom Edge
Binding
These are the supported binding styles:
  • No Binding
  • Cut Only
  • Cut/Fold
  • Perfect Bind
  • Case Bound
  • Coil
  • Spiral
  • 3 Hole Drill
  • Saddle Stitch
Spine Size
The specified value in inches or mm for the size of the spine.
Colors
There are different color printing methods:
  • None
  • Full Process (4 color)
  • Black & White
  • Full Process plus Spot Color
Product Type
The type of the product.
Perforation
Specifies if the job is perforated or not.
Drill
Specifies if the job is drilled or not.
Coating
Specifies if lamination, ultra violet (UV), or other coatings are used for the job or if no coating is used.
Coating Type
The type of coating used for the job.
Coating Surface
The coating surface used for the job.
Collation
Specifies if the job is collated or not.
Proof
Specifies if a print sample is required.
Proof Approval
Specifies the state of the proof sample when proof is required.
Finisher
The finisher name for the job.
Output Device
The digital printing press for the job.
Imposition Approval
Specifies the state of the imposition. The state can be Imposition Approved , Imposition Rejected , or - (dash).
Output Tray
Specifies the supported JDF values for the output tray.
Eject Output
Specifies whether the output is ejected face down or face up in the output tray.
ISBN
Specifies the ISBN code.
SKU
Contains a number representing the product attributes, such as manufacturer, product description, size and so on.
Location
Specifies where the job is located after it was sent for printing.
Ultimate Impostrip® Folder
Specifies the folder name where TotalFlow BatchBuilder sends the job to be imposed.

You can create custom job sorting by selecting multiple sorting criteria.

To create or manage custom job sorting:

  1. Click , the create/edit button. The Sort by: dialog is displayed.

  2. You can add up to three criteria items from the list or remove some of them. To add a new criteria, click , theAdd Criteria button. To remove a criteria, click , the Remove Criteria button. Click , the move button, and drag the selection to change the position of a row.

  3. To configure a criteria item, select a value from the Column list and then specify the sorting order.

  4. Enter a name for the new custom job sorting.

  5. Click OK .

To rearrange the criteria items at the top of the job list, you can manually drag and drop them. To remove an item from the selected custom sorting, click , the Delete button.

To delete one or more jobs from the list, select the jobs, right-click and select Delete Job or Delete Jobs from the menu. A confirmation window is displayed. Click Yes to delete the jobs or No to cancel the action.

1.3.7.3.2.1 Filters panel

Displays a list of all the filters and the volume estimates for each filter.

To open the Filters panel, click , the Expand/Collapse button, on the left side of the Jobs section.

Filters

When opening the Filters panel, the Filters tab is displayed by default.

The list of filters can be sorted using the Sort by: drop-down menu. The default sorting criteria is Creation Time (ascending) .

You can also select Manual Sort and then manually drag and drop the filter to a different position.

The filter information displays the Filter Name and up to three volume estimates.

    Note:
  1. Depending on the Automation Level selected, the system displays the appropriate icon next to the filter ID:
    • for Auto-Batch .
    • for Auto-Batch with Schedule enabled.
    • forAuto-Batch-and-Send .
    • forAuto-Batch-and-Send with Schedule enabled.

    You can pause an automated filter by clicking the automation icon and selecting Disable Automation . When an automated filter is paused, you can resume automation by clicking the appropriate icon next to the filter ID and selecting Enable Automation . The icons displayed when the automation is paused are:

    • for Auto-Batch .
    • for Auto-Batch with Schedule enabled.
    • for Auto-Batch-and-Send .
    • for Auto-Batch-and-Send with Schedule enabled.

    The automation status, trigger information and progress are displayed in the advanced tooltip of the filter.

  2. Depending on the selected target type in the Automation tab, the system displays a graphical representation of the percentage required to reach the set threshold.

When you hover over a filter, the system displays information on: Auto-batch , Trigger , and Schedule .

When you click a filter, the system displays only the jobs matching the criteria of the selected filter.

If you select a combined filter, the system displays the selected component from that filter above the list of jobs. You can also view only the jobs from a specific component of that combined filter by selecting the component from the drop-down list below the combined filter name.

To view all the combined filter components and the specified volume estimates for each component. click , the view components button.

To create a new filter, click , the New Filter button.

Right-click on a filter to display the context menu and choose any of these actions:

  • Select Properties to open the filter edit dialog box and modify the filter properties.
  • Select Disable Automation to pause an automated filter. To resume automation for a filter, select Enable Automation .
  • Select Create Batch to create a new batch.
      Note:
    • If the output device is specified in the filter properties, the new batch is automatically created and all the filter jobs are added to the new batch.
    • If the filter output device is not specified, the New Batch dialog box appears. Select an output destination from the drop-down list and click OK to create the new batch or click Send Batch to save and send the batch.
  • Select Duplicate Filter to create a copy of the current filter. The New Filter dialog box appears. All the properties from the original filter are copied to the new filter. Click OK to create the new filter and add it to the filter list.
  • Select Delete to remove the filter from the system.
    Note: For more information on the filter status icons, see Icons and Buttons.

Jobs

When you click the Jobs tab, all the jobs in the system are displayed.

Use the Views menu to filter all the jobs by the job state.

The filtering options are:

All Jobs
Displays a list of all the jobs in the system in all the states, including retained jobs.
Proof Required
Displays a list of jobs with the Proof job property value set to Proof Required and Proof Approval set to Awaiting Approval .
Proof Out
Displays a list of all the jobs in the Proof Out state.
Batchable
Displays a list of jobs that are in the Unbatched state.
Action Required
Displays a list of jobs that are in the Held state, the Missing Imposition state, the Waiting for File state, the Output Error state, the Preflight Error state, the Proof Rejected state, or the Imposition Error state.
Batchable, not Matching Filters
Displays a list of jobs in the Unbatched state that do not match any filter.
Printed
Displays a list of jobs printed by a device and marked as printed in the TotalFlow BatchBuilder system and jobs in custom states.

    Note:
  1. You can remove one or more jobs from a batch using the Unbatch action, allowing the jobs to display in a matching filter list or to move to another batch. The Unbatch action can be performed only on jobs that are in a Batched state and only when the batch is in the Batching state. If the batch state is changed when an Unbatch action is performed, the system displays an error.

    To unbatch one or more jobs, select the jobs from the list, right-click, and select Unbatch .

  2. To delete one or more jobs from the list, select the jobs, right-click, and select Delete Jobs . A confirmation window is displayed. Click Yes to delete the jobs or No to cancel the action.
  3. You can drag and drop unbatched jobs from the job list into a new batch or add them to an existing batch. If at least one of the selected jobs is not in Unbatched state, the system displays an error message and the jobs cannot be dropped.
  4. Select a job from the list, right click and then select Open Order to view the details for the order which contains the selected job.
  5. To change the job state, select a job from the list, right click and then point to Set State . Choose a job state from the list of system defined states: Sent or Printed , or a custom state. You can create the custom state in Custom States tab under Admin section.
      Note:
    • You can select custom states only for the jobs that have been sent.
    • Job state and location are editable only for jobs that are in one of following states: Sent , Printed or in a custom state.
  6. If a job is in Proof Out state, the job cannot be batched, sent, or printed until the proof is approved. To approve proof for one or more jobs from the list, right-click the jobs and select Proof Approve Proof . The state for each job changes from Proof Out to Unbatched .
    Note: You can also select one or more jobs from the list, right-click and then select Proof Approve Proof and Send to send the jobs directly to an output and change the job state from Proof Out to Sent .
  7. When a job is in Proof Out state, you can right-click the job and select Proof Reject Proof . The job state is set to Proof Rejected and the job is displayed in the Action Required list in the All Jobs tab.
  8. You can perform these Preflight actions:
    • Click Preflight Run Manual Preflight to select and apply a preflight profile and a preflight action list.

      Note: PitStop Server Folder

      When switching from internal to external Preflight, you can reconfigure your job Preflight settings.

      Select a Preflight hot folder from the list, where TotalFlow BatchBuilder sends the jobs for preflighting.

    • When a job is in Preflight Error state, you can click Preflight Ignore Preflight Error to cancel the preflight error and enable Manual Preflight . The Preflight Error job state is removed and you can also upload a new job file.
    • When a job is in Preflighting state, you can right-click the job and select Preflight Skip Preflight . This action cancels the preflight process and the job returns to the previous state.
  9. When a job is in the Awaiting Approval state, you can right-click on the job, and select Impose Approve Imposition or Reject Imposition .
  10. You can select one or more jobs from the job list.

    Select one or more jobs from the job list, right-click, and select an existing batch or select the Batch New Batch to create a new batch. A confirmation message appears on the right panel to confirm that the new batch has been created successfully.

    Note: If the selected jobs are unbatchable, the right-click is disabled.

To close the Filters panel, click , the Expand/Collapse button.

1.3.7.3.2.2 Batches panel

Displays a list of all the active batches and the volume estimates for each batch.

To open the Batches panel, click , the Expand/Collapse button, on the right side of the Jobs section.

The list of batches is displayed:

The list of batches can be sorted using the Sort by: drop-down menu. The default sorting criteria is Creation time (ascending) .

Batch states
The system displays the number of batches in each state. There are various batch states:
  • — Batches queued at Output
  • — Batches sending
  • — Batches in error

The batch information displays the Batch ID, the Batch name, and up to three volume estimates.

Note: Depending on the Automation Level selected, the system displays the appropriate icon next to the batch ID:

  • for Auto-Batch .
  • for Auto-Batch with Schedule enabled.
  • forAuto-Batch-and-Send .
  • forAuto-Batch-and-Send with Schedule enabled.

To display the context menu and choose any of these actions, right-click on one or more batches :

  • Select Properties to open the batch edit dialog box and modify the batch properties. This action is enabled only when you select one batch from the list.
  • Select Print Batch Ticket to print batch details. The batch ticket file is placed as the first job in the batch and the job sequence number for the batch ticket is 0. The batch ticket file is not displayed in the batch detail dialog and does not appear as a job in the user interface. This action is enabled only when you select one batch from the list.
  • Select Delete Batch or Delete to remove one or more batches from the system.
  • Select Send Batch or Send to send one or more batches for processing to the specified outputs.

To create a new simple batch, click , the New Batch button.

To close the Batches panel, click , the Expand/Collapse button.

1.3.7.3.3 Batches section

The Batches section displays a list of all the batches from the system.

There are four available tabs:

  • All — displays a list of all the batches in the system, regardless of the batch state.
  • Batching — displays a list of all the batches in the Batching state.
  • Awaiting Approval — displays a list of all the batches in the Awaiting Approval state. TheAwaiting Approval tab is visible only when the Imposition feature is enabled from the Admin tab. You can right-click on a batch and select Approve and Send or Cancel Send .
  • Sent — displays a list of all the batches in the Sent state.
  • Printed — displays a list of all the batches that have been marked as printed. You can mark a batch as printed when all the jobs from the batch are marked as printed, and only if the batch state is Sent .

The batches can be sorted by the following columns:

Name
The name of the batch.
Batch Number
The system generated batch ID.
Linked Batches
When a batch is part of a group of batches created from a combined filter, the system displays the batch number for all the other linked batches.
Status
The status of the batch. These are the system defined batch states:
  • Batching — the batched jobs are ready for being sent.
  • Output Queue — when several batches are being sent simultaneously to the same output, one batch is in Sending state and the others are in Output Queue .
  • Sending — the batched jobs are being sent to an output folder.
  • Sent — the batched jobs were sent to an output folder.
  • Printed — the batched jobs were sent and marked as printed on a device.
  • Imposing — one or more jobs in the batch are imposing.
  • Imposition Error — one or more errors occurred during the batched job imposition or the specified imposition timer expired.
  • Output Error — when a job is sent to a disabled output destination or the output destination cannot be reached, or at least one job was marked as failed to print.
  • Preflighting — one or more jobs are preflighting.
  • Awaiting Approval — the batched jobs that need approval.
Status Timestamp
Specifies the date and time of the last batch status change.
Jobs
The number of jobs in the batch.
Sheets
The number of sheets from all the jobs in the batch.
Feet
The number of feet from all the jobs in the batch.
Note: Depending on the selection you made at the installation time, the measurement system can be different.
Impressions
The number of impressions (the number of printed faces) of all jobs in the batch. The number of impressions is the number of surfaces counted, reflecting the number of copies specified for each print job specified in the order.
Note: If a document has 1000 pages and it is printed in 1 copy, on both sides of the sheet, the number of impressions is 1000 and the number of sheets is 500. If the same document is printed 10 times, meaning 10 copies, the number of impressions is 1000 x 10 = 10.000 impressions and the number of sheets is 500 x 10 = 5.000 sheets.
Run (h:m)
The estimated time needed for all the jobs from the batch to be printed.
Output Destination
The specified hot folder destination.
Estimated Output Speed
The estimated output speed generated by the selected output destination.

If a batch is sent to an output location and the jobs have been printed by a device, you can mark the jobs and the batch as printed. Right click on the batch and select Mark Batch as "Printed" .

To delete one or more batches, select the batches from the list, right-click and select Delete . A confirmation window appears. Click Yes to delete the batches or click No to cancel the action.

To open the batch details dialog and edit the batch properties, double click a batch from the list or right-click and select Properties .

1.3.7.3.4 Orders section

The Orders section displays a list of all the orders in the system.

There are five available tabs:

  • All — displays a list of all the orders in the system, regardless of the order state. Orders are removed from the system only when the order retention period expires.
  • Active — displays a list of all the orders in the Waiting for Files and Batching states.
  • Sent — displays a list of all the orders in the Sent state.
  • Printed — displays a list of all the orders in the Printed state, custom states, or mixed states. An order is in Printed state when all the jobs from the order have been printed.
  • Overdue — displays a list of all the orders in the system with an expired due date.

To manually submit a new order, click New Order in the top right corner. The system opens the Submit Order dialog. For more information, see Submit an order.

The orders can be sorted by the following columns:

Order Number
The order number is used to identify orders. You must specify the order number when manually submitting an order.
Note: If an input hot folder contains a PDF file that is sent, the value of the Order Number field is the name of the file and not a specific number.
Customer
The name of the customer.
Description
Additional information related to the order.
ID
The order ID generated by the system.
Status
In most cases, the order inherits its status from the jobs in the order. The order status is given by the job status with the highest priority. The priority of jobs status from the highest to the lowest is: Imposition Error , Output Error , Preflight Error , Held , Missing Imposition , Waiting for Files , Proof Rejected , Proof Out , Preflighting , Batching , Imposing , Imposed , Sent , Printed and Custom state.
  • Imposition Error — When the job with the highest priority within the order is in Imposition Error state.
  • Output Error — When the job with the highest priority within the order is in Output Error state.
  • Preflight Error — When the job with the highest priority within the order is in Preflight Error state.
  • Held — When the job with the highest priority within the order is paused and waiting for an action from the user.
  • Missing Imposition — When the job with the highest priority within the order is in Missing Imposition state.
  • Waiting for Files — When the job with the highest priority within the order is missing job file information.
  • Proof Rejected — When the job with the highest priority within the order is in Proof Rejected state.
  • Proof Out — When the job with the highest priority within the order is in Proof Out state.
  • Preflighting — When the job with the highest priority within the order is in the preflight process and is not available for filters or batches.
  • Batching — When the job with the highest priority within the order is either in Batched or Unbatched state.
  • Unbatched — See Jobs section
  • Imposing — When the job with the highest priority within the order has been sent for imposition.
  • Batched — When the job with the highest priority within the order is in Batched state.
  • Imposed — When the job with the highest priority within the order has been imposed.
  • Sent — When the job with the highest priority within the order has been sent to an output device.
  • Printed — When the job with the highest priority within the order has been printed on a device.
Note: When all jobs are in a specific customized state, the status of the order changes to that custom state. When the jobs are in different custom states, the order status will be Mixed.
Status Timestamp
Displays the date and time of the last order status change.
Due
The date and time when the order is due.
Received
The date and time when the order was received.
Jobs
The number of jobs in the order.
Input Source
The input source for the order.
Note: When an order is manually submitted, the value for input source is Manual.

To change the due date for one or more orders:

  1. Select the orders from the list.

  2. Right-click and select Change Due Date .

    The Change Due Date window appears.

  3. To set the date, type in or select the month, day, and year in the correct format.

    To select the current date, click Today .

    To set the time, type in or select the hour and the minutes from the drop-down list.

  4. To save the changes, click OK . To discard the changes, click Cancel .

If all the jobs from an order are in the Sent , Printed , or any custom state, you can right click the order and select Set State . Choose a state from the list to change the state for all the jobs in the selected order.

If all the jobs from an order are in the Sent , Printed , or any custom state, you can right click the order and select Set Location . Choose a custom location from the list to change the location for all the jobs in the selected order.

To Duplicate Order an order and make it new, select the order from the list, right-click and select Duplicate Order . A dialog window appears for the new order. To save the changes, click OK . To discard the changes, click Cancel .

To delete one or more orders, select the orders from the list, right-click and select Delete . A confirmation window appears. To delete the orders, click Yes or click No to cancel the action.

1.3.7.3.5 Filters section

The Filters section displays a list of all the filters in the system.

You can configure the Filters section to display only filters matching specific attributes.

Click , the Edit Refinements button to set the attributes as filtering criteria for the list of filters. The Filter List Refinements window is displayed:

In the Filter List Refinements window you can specify how to match the filter list results using one attribute or multiple attributes. Select one of these options:

  • All Attributes ("and" logic)
  • Any Attributes ("or" logic)
If you select All Attributes ("and" logic) , the system only displays the filters matching all the attributes set in the Filter List Refinements window. If you select Any Attributes ("or" logic) , the system displays any filter matching at least one of the specified attributes.

You can add more attributes from the list or remove some of them. To add a new attribute, click , theAdd Criteria button. To remove an attribute, click , the Remove Criteria button.

To configure the criteria for the list of filters:

  1. Select the attribute type from the first drop-down list.
    Note: You can select a value from two different attribute categories:
    1. The Batching Properties category contains only the Output Destination attribute. This allows you to sort the list of filters by the specified Output Destination .
    2. The Job Properties category contains different job attributes.
  2. From the second drop-down list, select an operator.
  3. Enter or select a value for the specified attribute type to complete the criteria.
Click OK to save the changes.

You can save each list of filter refinements and access all the saved refinement sets from the Refinements drop down menu.

To save the configured refinements set, click Save Refinement Set , enter a name in the text field, and click OK . You can also remove specific attributes from the selected refinement set by clicking , the Delete button. Click Save Changes to save the refinement set modifications.

If you want to remove all the saved filter refinements click , the Clear button. To permanently delete a filter refinement set, right click and select Delete Saved Refinement Set .

Click New Filter and select Simple Filter , Combined Filter , or Proof Filter to create a new filter. See Creating a new simple filter,Creating a new combined filter, or Creating a new proof filter for more information.

From the Sort: drop down menu, select Current sort from "Jobs" tab , if you want to use the sorting criteria from the main Jobs tab in the Filters side panel.

You can also select Column Sort from the Sort: drop down menu, if you want to manually sort the list of filters using the existing columns:

Automation Icon
Different icons are displayed if the automation level is either Auto-Batch or Auto-Batch-and-Send , and no icon is displayed if No Automation is selected.
Name
The name of the filter.
ID
The system generated filter ID.
Jobs
The number of jobs in the filter.
Sheets
The number of sheets from all the jobs in the filter.
Feet
The number of feet from all the jobs in the filter.
Note: Depending on the selection you made at the installation time, the measurement system can be different.
Impressions
The number of impressions from all the jobs in the filter. The impressions represent the number of pages multiplied by the number of copies..
Run (h:m)
The estimated time needed for all the jobs from the filter to be printed.
File Size
The size of all the files from the filter.
Automation Trigger
The trigger selected in the filter automation tab for simple filters and the number of triggers for combined filters
Output Destination
The specified hot folder destination.
Expected Output Speed
The estimated output speed set by the selected output destination.

To delete a filter, select the filter from the list, right-click and select Delete . A confirmation window appears. Click Yes to delete the filter or click No to cancel the action.

To open the edit filter dialog and edit the filter properties, double click a filter from the list or right-click and select Properties .

To create a copy of a filter, select a filter from the list and then right-click and select Duplicate Filter

To create a new batch, select a filter from the list and then right-click and select Create Batch .

1.3.7.3.6 Alerts section

In the Alerts section, you can create new alert triggers, edit existing alert triggers, and manage the current alerts. An alert trigger is used to configure the conditions to when a specific type of alert is dispatched.

Current Alerts tab

The system displays a list of all the alerts that have been dispatched. The list does not include manually or automatically dismissed alerts.

The alerts can be sorted by the following columns:

Alert
The name of the alert specified in the corresponding trigger.
Triggered By
The name of the object the alert was dispatched for.
Status
The status of the object when the alert was dispatched.
Details
The reason explaining why the alert was dispatched.
Alert Time
The date and time when the alert was dispatched.

Double click on an alert or right-click and select Properties to view the alert details.

Note: You can choose to open the details window of the object for which the alert was dispatched to view and edit the properties of the object.

Click Dismiss to manually dismiss the alert.

To dismiss one or more alerts:

  1. Select the alerts you want to remove.
  2. Right-click and then select Dismiss .

Alert Triggers tab

The system displays a list of alert triggers. The alert triggers can be sorted by the following columns:

Name
The name of the alert trigger.
Type
The object type of the alert trigger.
Trigger Status
The status of the trigger can be Enabled or Disabled . The default trigger status is Enabled .

Click New Alert Trigger to create a new alert trigger.

Double click on an existing alert trigger to edit the alert trigger properties.

1.3.7.3.7 Logs section

In the Logs section, you can view the Log entries with the objects in the system and their actions. To insert or to delete objects in the log, click theLogs section, and edit the Components to log window.

You can search for specific information by typing minimum 3 characters in , the search field in the tab bar.

To export the filtered data displayed in the Log entries in a CSV format, click the Export button.

The log entries can be sorted by the following columns:

Timestamp
The exact date and time an action is performed on an object in the log.
Event Type
The type of action performed on objects, such as Created , Property Changed , Imposed , and so on.
Component
The type of the object in the log.
Message
The previous and the current state of the object in the log, and changes made upon the object properties.
Issued By
The user that performs the action on the object. If the action is not performed by a user, the system uses the term System .

To view the object details in the Logs section, click an object from the list, then , the expand/collapse button for the Details panel.

To create display filters for the Log Entries section, click the Logs section and in the Filter panel select the types of actions for the following objects: Jobs , Orders , Batches , Filters , Inputs , Outputs , Users , and Alert Triggers .

To save the changes made in the Filters panel, click the Apply button. A confirmation message is displayed after the filter is created. To discard changes, click the Clear button.

1.3.7.3.8 Admin section

1.3.7.3.8.1 Inputs window

The Inputs window displays a list of all the input hot folders in the system.

Name
The name of the input hot folder.
Status
The Status column displays the hot folder state: Enabled or Disabled . You can switch between the two states by right-clicking on the hot folder and selecting Enable or Disable from the menu.
Input Type
There are four possible values for the hot folder input type: PDF/Postscript , XML/Control File , JMF over HTTP , TotalFlow JMF over HTTP , and CSV .
Description
A short description of the input hot folder.
Input Location (Directory Path)
The input hot folder location.

To delete one or more hot folders, select the hot folders from the list, right-click and select Delete . A confirmation window appears. Click Yes to delete the hot folders or click No to cancel the action.

To open the edit input dialog and edit the input properties, double-click an input from the list or right-click and select Properties .

To create a copy of an input, select an input from the list and then right-click and select Duplicate

1.3.7.3.8.2 Outputs window

The Outputs window displays a list of all the output folders in the system. To create and send batches, you must have at least one output created and defined.

Name
The name of the output hot folder.
Status
The Status column displays the state of the output hot folder: Enabled or Disabled . You can switch between the two states by right-clicking on the hot folder and selecting Enable or Disable from the menu.
Speed
If specified, this field displays the output speed in Feet/hour or Sheets/hour .
Note: Depending on the selection you made at the installation time, the measurement system can be different.
Description
A short description of the output hot folder.
Output Type
Specifies the output type: PDF/Postscript , PDF/PostScript and CSV , PDF/Postscript and XML , TotalFlow MIME , PDF/Postscript and RPD List File , JMF over HTTP or TotalFlow JMF over HTTP .
Output Location (Directory Path)
Specifies the output folder location.

To delete one or more hot folders, select the hot folders from the list, right-click and select Delete . A confirmation window appears. Click Yes to delete the hot folders or click No to cancel the action.

To open the edit output dialog and edit the output properties, double click an output from the list or right-click and select Properties .

To create a copy of an output, select an output from the list and then right-click and select Duplicate

1.3.7.3.8.3 Features tab

1.3.7.3.8.3.1 Preflight window

Preflight capabilities can be integrated into the TotalFlow BatchBuilder workflow using the Preflight feature. This option is available only if you purchase the TotalFlow BatchBuilder Preflight feature.

You can enable or disable Preflight throughout the TotalFlow BatchBuilder system by clicking the Enable or Disable button.

Note: If you have the TotalFlow BatchBuilder system installed on your computer, you can launch the Preflight Editor by clicking Open Preflight Profile Editor .

Filters tab

Preflight Exclusion Filters
You can create a maximum number of 20 Preflight Exclusion Filters . When a new job is received, the TotalFlow BatchBuilder system verifies if the job matches any of the existing Preflight Exclusion Filters . If the job matches a Preflight Exclusion Filters , it skips the preflight process and the job state is set to Unbatched .
Preflight Filters
You can create a maximum number of 20 Preflight Filters . If a new job is received and it does not match any Preflight Exclusion Filters , the TotalFlow BatchBuilder system verifies if the job matches any of the existing Preflight Filters .

You can add new preflight filters or remove some of them. Click , the add button to add a new preflight filter. Click , the remove button, to delete a preflight filter from the list.

Click Edit to configure the preflight filter properties. The Preflight Filters detail dialog is displayed:

Filter Name
You can specify a filter name.
Description
You can enter a filter description.

In the Job Properties tab you can specify job attributes used to select incoming jobs.

Match
Select one of these options:
  • All Attributes ("and" logic)
  • Any Attributes ("or" logic)

If you select All Attributes ("and" logic) , the filter selects the jobs matching all the attributes set in the Job Properties tab. If you select Any Attributes ("or" logic) , the filter selects any job matching at least one of the specified attributes.

To configure the criteria for the filter:

  1. Select the attribute type from the first drop-down list.
  2. From the second drop-down list, select an operator.
  3. Enter a value for the selected attribute type to complete the criteria.

You can select one or more attributes to use as criteria for the filter. To add a new attribute, click , the Add Criteria button. To remove an attribute from the component criteria, click , the Remove Criteria button.

If you want to filter the jobs by a specific date and time, select the Due Date attribute from the first drop-down list. Select Is or Less than or equal as an operator from the second drop-down list.

Note: If you select Is as the operator, you can only set the day as the specified value.

To set specific values for the date and time click , the Calendar button. The Due dialog box appears.:

  1. Select one of the available options or type in to set the date and time when the job is due.

    Note: The specified value represents a specific date and does not repeat every week.
  2. Click OK .

The Preflight Folder tab is displayed only when the external Preflight is used.

PitStop Server Folder
Select a Preflight hot folder from the list. All incoming jobs that match the filter criteria are sent to the selected Preflight hot folder for the external Preflight process.

Settings tab

The following Settings are available for the internal Preflight:

Concurrent Preflight Processes

You can run multiple concurrent Preflight processes. Select the number of Preflight processes from the drop-down list.

    Important:
  1. The maximum number of concurrent preflight processes is limited to number of available CPU cores on your machine. To run multiple concurrent Preflight processes, make sure you have the recommended hardware configuration.
  2. One CPU core is reserved for the TotalFlow BatchBuilder . One CPU core is required if Ultimate Impostrip is running on the same machine as TotalFlow BatchBuilder .

In the Profiles/Actions tab you can specify the Preflight Profiles and Actions you want to use on incoming jobs.

Apply Profile
Click Browse and select a Preflight Profile from the list of existing profiles.
Action Lists
From the drop-down menu, select the Action Lists you want to apply to incoming jobs. Click to open the Select Action Lists window. In the Select Action Lists window you can edit an existing action list or create a new one.
Profiles and Action Lists
Click Refresh Preflight Profiles to update the list of Profiles and Actions from the Preflight Database.
    Note:
  1. The Profiles/Actions tab is available only for Preflight Filters .
  2. To run a Preflight process, you must specify a Preflight Profile and/or a Preflight Action List .

The following Settings are available for the external Preflight:

You can switch between the Preflight internal to TotalFlow BatchBuilder and an external Preflight software.

Before switching to external or internal preflight, make sure all data in the Admin section, Preflight tab is stored when changes are made.

To switch to external Preflight software:

  1. Access the Program Files Ricoh TotalFlo1w BatchBuilder bin .
  2. Right-click the script preflight.bat file and select Run as Administrator. A warning message appears.
  3. If you are using the internal Preflight, type Yes after the following message:Currently, the preflight feature is using INTERNAL preflight software. Do you want to switch to the EXTERNAL preflight software (yes/no)?.
    Note:
  • The Admin tab for the Preflight displays the appropriate settings based on configuration.
  • If you switch configuration, the Preflight feature becomes disabled. You must re-enable the Preflight after the switch.
  • Before switching to internal or external Preflight, all the data in the Admin setup should be stored in order to keep all the previous configurations.
  • During the Preflight switch, TotalFlow BatchBuilder is restarted.

Preflight capabilities can be integrated into TotalFlow BatchBuilder workflow using an external PitStop Server. Hot folders must first be defined in PitStop Server, shared using Windows share system and then defined in TotalFlow BatchBuilder under Admin section.

BatchBuilder-to-PitStop Server Mapping

When PitStop Server is used, mappings for hot folders are required to redirect TotalFlow BatchBuilder to look for folders remotely.

Preflight HotFolders

You can define a hot folder configuration to match each of the hot folders defined in Pitstop Server.

You can add or delete Preflight hot folders. Click the button to add a new Preflight hot folder. Click button, to remove a Preflight hot folder from the list.

Click the Edit button to configure the Preflight hot folder properties. The New Preflight HotFolder detail dialog is displayed:

HotFolder Name
You can specify a hot folder name.
Input Folder
Click Browse and select the location where TotalFlow BatchBuilder copies the files needing Preflight using this particular hot folder configuration.
REPORTS
On Success
Click Browse and select the location where to store Preflight reports when Preflight completes without any preflight errors being found.
On Error
Click Browse and select the location where to store Preflight reports if preflight errors are found.
PROCESSED DOCUMENTS
On Success
Click Browse and select the location where to store the processed (preflighted) PDF if no preflight errors were identified.
On Error
Click Browse and select the location where to store the processed (preflighted) PDF if preflight errors were identified.

To save the changes, click OK . To discard the changes, click Cancel .

    Important:
  1. When managing Preflight hot-folders, you are not allowed to delete a preflight hot folder that is referenced by a Preflight Filter or Input.
  2. Any change on the PitStop Server side must be carried over in TotalFlow BatchBuilder , otherwise the solution stops working.
  3. When changes are made in the configuration of hot folders, all previous data in the Admin setup should be stored, so that if you switch back to either internal or external Preflight, you can access the previous configuration.
  4. When configuring PitStop Server hot folders:
    1. You should not modify the default file-naming settings in the Processing section.
    2. Users should enable report generation for both PDF and XML in the Processing section.
    3. You should configure the hot folder using the Basic Setup option in the Folders section.
  5. To view information on the Enfocus PitStop Server version number:
    1. Go to the Admin section, Preflight tab, enable and properly configure the Preflight feature.
    2. In the Jobs tab, double-click on a job to open job properties. In the Preflight tab, open the document under the Preflight Report field. If there is no report available, click the Run manual preflight button.
    3. In the generated preflight report, see the Enfocus PitStop Server version in the footer of every page and under the General File Information section.

    For more information on how to configure Enfocus PitStop Server, see: https://www.enfocus.com/en/support/manuals/pitstop-pro-manuals.

    Note:
  1. You can define filters that direct incoming jobs to the different Pitstop Server hot folders based on filter criteria.
  2. Filters created in a specific mode, either internal or extrenal Preflight, are visibile only in the mode they were configured.

1.3.7.3.8.3.2 Imposition window

You can apply imposition to jobs from the TotalFlow BatchBuilder system using the Ultimate Impostrip ® application.

Ultimate Impostrip® Folder

You can enable or disable imposition throughout the TotalFlow BatchBuilder system by clicking the Enable or Disable button.

Mapping tab

BatchBuilder-to-Impostrip Mapping (when Impostrip® is remote)
When Ultimate Impostrip ® is installed on a different machine than the TotalFlow BatchBuilder server, you must configure file mapping. This allows TotalFlow BatchBuilder to search for Ultimate Impostrip ® folders on a remote location.
Note: If the TotalFlow BatchBuilder server and Ultimate Impostrip ® are installed on the same machine, click the Co-location check box to disable file mappings.
Ultimate Impostrip® Root Folder (Directory Path)
Type in the file path or click Browse and select the folder where Ultimate Impostrip is installed.
Important: If the TotalFlow BatchBuilder server and Ultimate Impostrip ® are installed on separate machines, you must map the folder location where Ultimate Impostrip ® is installed as a network drive in the TotalFlow BatchBuilder system.
Mappings between Ultimate Impostrip® and BatchBuilder
For each file you must specify the corresponding local and remote folder locations for the TotalFlow BatchBuilder server and the Ultimate Impostrip ® server.
  • XML Ticket : Specify the file path where TotalFlow BatchBuilder places the generated XML Ticket file. The XML Ticket file is generated by the TotalFlow BatchBuilder system for each PDF job file sent for imposition.
  • Audit Log : Specify the file path where TotalFlow BatchBuilder checks for the Audit Log file generated by Ultimate Impostrip ® for each PDF job file.
  • Error Log : Specify the file path where TotalFlow BatchBuilder checks for the Error Log file generated by Ultimate Impostrip ® for each PDF job file.
  • PDF to be Imposed : Specify the file path where TotalFlow BatchBuilder places the PDF job file sent for imposition.
  • Imposed PDF : Specify the file path where TotalFlow BatchBuilder checks for the imposed PDF job file generated by Ultimate Impostrip ®.

In the Impostrip® Server Location field, enter the file path for each folder from the machine where Ultimate Impostrip ® is installed. The Impostrip® Server Location information for the XML Ticket , Audit Log , and Error Log folders, is obtained automatically from the .ini file located in the Ultimate Impostrip ® Root Folder.

In the BatchBuilder Location field, enter the local file path where the Impostrip® Server Location folder is mapped or click Browse and manually map the remote folder location.

Timer tab

Imposition Timer
You can set a timer for batches sent into imposition by specifying the number of hours and minutes. If the timer expires before the imposition is complete, the batch is set to an Imposition Error state. The imposition continues until the process finishes. If the timer is not set, there is no time limit for the batch imposition.

Filters tab

You can create imposition filters that process incoming jobs through inputs or manual order submission. Only jobs that do not have a specified Ultimate Impostrip® Folder job attribute are processed by imposition filters.

Imposition Exclusion Filters
You can create a maximum number of 20 Imposition Exclusion Filters . When a new job is received, the TotalFlow BatchBuilder system verifies if the job matches any of the existing Imposition Exclusion Filters . If the job matches an Imposition Exclusion Filters , the Impostrip Imposition Folder setting is set to Do not impose .
Imposition Filters
You can create a maximum number of 20 Imposition Filters . If a new job is received and it does not match any Imposition Exclusion Filters , the TotalFlow BatchBuilder system verifies if the job matches any of the existing Imposition Filters .

You can add new imposition filters or remove some of them. Click , the Add Filter button to add a new imposition filter. Click , the Remove Filter button, to remove a imposition filter from the list.

Click Edit to configure the imposition filter properties. The Imposition Filters detail dialog is displayed:

Filter Name
You can specify a filter name.
Description
You can enter a filter description.

In the Job Properties tab you can specify job attributes used to select incoming jobs.

Match
Select one of these options:
  • All Attributes ("and" logic)
  • Any Attributes ("or" logic)

If you select All Attributes ("and" logic) , the filter selects the jobs matching all the attributes set in the Job Properties tab. If you select Any Attributes ("or" logic) , the filter selects any job matching at least one of the specified attributes.

To configure the criteria for the filter:

  1. Select the attribute type from the first drop-down list.
  2. From the second drop-down list, select an operator.
  3. Enter a value for the selected attribute type to complete the criteria.

You can select one or more attributes to use as criteria for the filter. To add a new attribute, click , the Add Criteria button. To remove an attribute from the component criteria, click , the Remove Criteria button.

If you want to filter the jobs by a specific date and time, select the Due Date attribute from the first drop-down list. Select Is or Less than or equal as an operator from the second drop-down list.

Note: If you select Is as the operator, you can only set the day as the specified value.

To set specific values for the date and time:

  1. Click , the Calendar button. The Due dialog box appears. Select one of the available options or type in to set the date and time when the job is due.

    Note: The specified value represents a specific date and does not repeat every week.
  2. Click OK .

In the Imposition tab, you can specify the job attributes to use for the incoming jobs. Imposition settings are applied when the jobs reach the output destination.

Ultimate Impostrip® Folder

You can specify the folder name where TotalFlow BatchBuilder sends the jobs to be imposed. The imposition is applied to all the jobs when creating a batch from this filter.

Select a hot folder from the drop down list or type in the name of the hot folder. The list of hot folders can only be edited from the Ultimate Impostrip ® application. You can add or remove hot folders using Ultimate Impostrip ®.

Note: If you are configuring Ultimate Impostrip® Folder locally, do not save the path in the Program Files.
Pages per Side

The number of pages on one side of the sheet. Specify a number of pages per one side. This field is mandatory.

Imposition
Specify the imposition type you want to apply for each job. Select one of the existing values from the list or enter a custom value.

Custom Properties tab

For each PDF job file sent for imposition, you can add job properties to the corresponding XML Ticket file. The TotalFlow BatchBuilder job data is exported to Ultimate Impostrip ® and used as Custom Data Fields. For more information, see the Ultimate Impostrip ® documentation.

To add a property to the list, click , the add property button. To remove a property from the list, click , the remove property button.

1.3.7.3.8.4 Production Settings tab

1.3.7.3.8.4.1 Banner Sheets window

You can configure what the system displays in a banner sheet for each job or aggregate job.

Select the job properties you want to include in the banner sheets. The system creates a separate banner sheet PDF file for each job file and can be merged with the job file. The banner sheets can be printed on demand or sent to an output with the corresponding print files.

You can select a job property from the drop-down list. To add a new job attribute, click , the Add a row beneath this one button. To remove a job attribute, click , the Delete this row button.

Click , the move button, and drag the selection to change the position of a row.

Click Preview Banner Sheet to display a preview of a job banner sheet containing the selected job properties.

To save the Banner Sheets configuration, click OK .

To discard the entered information, click Cancel .

1.3.7.3.8.4.2 Batch Tickets window

You can select what job properties to display in batch tickets. The batch tickets can be printed on demand or sent to the output device with the associated print files.

To configure the content of the batch tickets, you can add or remove attributes from the Job Properties list. To add a new job property, click , the Add a row beneath this one button, and then select a value from the drop-down menu. To remove a job property, click , the Delete this row button.

You can change the order of the job properties in the list. Click , the move button, and drag the selection to change the position of a row.

Click Preview Batch Ticket to display a preview of the batch ticket in a web browser window.

For more information, see Print batch ticket.

To save the Batch Tickets configuration, click OK .

To discard the entered information, click Cancel .

1.3.7.3.8.4.3 Barcode window

Barcode

You can add custom barcodes to display on batch tickets and banner sheets.

Batch Number Barcodes
To add the value of the batch number as barcode in the batch ticket and banner sheets, check the Enable checkbox.
Custom Job Barcodes
To add custom job properties as barcode in the batch ticket and banner sheets, check the Enable checkbox.
To add a new job attribute, click , the Add a row beneath this one button. To remove a job attribute, click , the Delete this row button. Click , the move button, and drag the selection to change the position of a row. You can add a maximum number of 3 job properties.
Properties Delimiter

Select a character from the drop-down list to separate the values of the selected job properties. The available delimiter characters are:

  • - — dash
  • + — plus
  • % — percent
  • $ — dollar
  • . — period

Barcode Type
Select one of these types:
  • Code 3 of 9
  • QR Code
  • Data Matrix Code
Note: The barcode generated using Code 3 of 9 contains a maximum number of 20 characters. For extended character support, use QR Code or Data Matrix Code.

To save the Barcode configuration, click OK .

To discard the entered information, click Cancel .

1.3.7.3.8.4.4 Network Scanners window

You can define network scanners to be used inside of TotalFlow BatchBuilder to change state and/or location on scanned jobs or batches.

Scanners tab

The Scanners tab displays a list of all the scanners in the system. To view scanner Properties , to Disable or Delete a scanner, select and right-click a scanner from the list. On multiple selection, only Delete option is available.

To manually add a new scanner, click New Scanner , on the right side of the Scanners tab. The system opens the New Scanner dialog.

Enter the required information:

Name
Enter the new scanner name in the designated field.
IP
Specify the IP address of the scanner or the DNS name for the SMTP server.
Port
Specify the Port number for the new scanner.
Test Connection
Click Test Now , the test connection, to verify if the scanner you want to use is available.
Job State
Select a system defined state or a custom created state from the list.
Location
Select a value from the list of available custom locations.
Status
Click , the Enabled button, or , the Disabled button, to switch between the two states.
Description
Enter a short description for the new scanner.

To create the new scanner, click OK .

To close the New Scanner panel and discard the entered information, click Cancel .

To delete the scanner, click Delete .

Note: You can create an alert trigger for the New Scanner in case you scan an incorrect barcode. To create or edit an alert, see Alerts Section.

The Network Scanner device used with TotalFlow BatchBuilder has the following specifications:

  • Uses TCP as a transport protocol.
  • Once connected, the scanner sends the scans within the buffer, one scanning per line of text (ended with CR).
  • The message received from the scanner contains the message that what was scanned, without any prefix or suffix.
  • The implementation from TotalFlow BatchBuilder will react only if the message starts with Jxxx..x or Bxxx..x, where x is a hexadecimal digit ( 0..9, A..F).
  • TotalFlow BatchBuilder connects directly to the scanner base, via TCP/IP to the IP address or DNS name of the scanner.

1.3.7.3.8.4.5 Aggregate window

In the Aggregate window, you can aggregate jobs based on desired job properties. All matching jobs can then be sent together to the output.

You can enable or disable Aggregate by clicking , the Enabled button, or , the Disabled button. The default state of the Aggregate feature is Disabled .

In the Aggregate window, you can choose a maximum of 5 job properties to identify jobs that are the same. You can select from the following job properties:

  • Description

  • ISBN

  • Job File

  • Job Name

  • Product Type

  • SKU

  • Custom Attributes

To add a new job property, click . To remove a job property, click . You can drag rows to reorder.

When jobs are evaluated to determine if they should be aggregated together, they follow “or” logic when processing the properties and values selected in the Admin tab.

Note: To create a new custom job attribute, go to Custom Attributes window.

When sending aggregated jobs to the output, a single file should be sent. Send the job file for the first job in the sequence.

The aggregate job filename should be formatted in the following way: [batch-number]_[sequence-number]_[aggregate property]_[copies].pdf.

To save the custom changes, click OK .

To discard the entered information, click Cancel .

    Note:
  1. You can view information on jobs aggregated together and sent to an output by opening the Dashboard from , the Expand Dashboard button. Select Output/Print Queue Print Queue . The hover information on an aggregate job displays the original data at the moment when the aggregate job was sent. To open a job list of an aggregate job from the dashboard, right-click the job bar representation and select View Jobs . The data displayed in the job list represents the current state of the job including any modifications to the jobs since the job was sent.
  2. You can enable or disable job aggregation from the Batch properties dialog. Right-click an aggregate job to View File , Reprint , Set State , or Set Location .
  3. You can also enable or disable job aggregation from the Quick Print dialog and Reprint dialog.
  4. You can enable aggregation in order to configure aggregation at the filter level as well. Filters can be configured to automatically aggregate matching jobs in the created batch.

1.3.7.3.8.4.6 Status Updates window

The Status Updates window displays multiple status updates for orders, jobs, and batches with CSV and XML output types.

To view the Status Updates window, click the Admin Production Settings tabs and select Status Updates window. The following information is available on each status update:

Name
The name of the status update.
Status
The status can be: Enabled or Disabled .
Type
Status updates are available for: Orders , Jobs , and Batches .
Output Type
The output type can be: CSV or XML.
    Note:
  • If a status component is disabled, a warning icon is displayed next to the status update.

To create a new status update, click the New Status button. The New Status dialog is displayed.

You can trigger XML or CSV status update using job states. The XML or CSV file contains all job attributes, including job status, and can be used in a Management Information System. The following information is required to create a new status update:

Name
Enter the name of a new status update. This field is mandatory.
Status

You can enable or disable the Status by clicking , the Enabled button, or , the Disabled button. The default state is Disabled .

Type
Select the type of the new status update: Orders , Jobs , or Batches .

Output Type

Select the type of file output you want to use for the orders, jobs, or batches status updates:

  • XML
  • CSV

Depending on the selected status type and output type, various criteria are required:

If you select Orders type and XML or CSV output type:
From the list of available order states, select the order states you want to be used as trigger for the XML or CSV properties file. When the state of an order changes to Printed or other custom state, the TotalFlow BatchBuilder system sends an XML or CSV file containing an order information to a specified location. The name of the XML or CSV file and the job attributes contained are displayed in the language selected in the File Naming window.
If you select Jobs type and XML or CSV output type:
From the list of available job states, select the job states you want to be used as trigger for the XML or CSV properties file. When the state of a job changes to Printed or other custom state, the TotalFlow BatchBuilder system sends an XML or CSV file containing job information to a specified location. The name of the XML or CSV file and the job attributes contained are displayed in the language selected in the File Naming window.
If you select Batches type and XML or CSV output type:
When the state of a batch changes to Sent , the TotalFlow BatchBuilder system sends an XML or CSV file containing batch information to a specified location. The name of the XML or CSV file and the batch details contained are displayed in the language selected in the File Naming window.

XML PROPERTIES AND LOCATION or CSV PROPERTIES AND LOCATION

Sample XML
A generated TotalFlow BatchBuilder internal XML file that is converted to a CSV file using a specified XSLT mapping file.
Mapping File
Specify an XSL mapping file to configure the output to generate the XML or CSV file based on the existing batchTicketSchema.xsd file.
Output XML File Extension
Specify the file extension. The default is [.xml]. You can change the file extension.
Output Location
Type in the path or click Browse to select the location for the generated XML or CSV file containing the job information.
CSV Output
Click the First Row Contains Field Names check-box if you want the CSV file to contain field names.

Outputs

From the list of available outputs, select the outputs you want to be used as trigger for the XML or CSV properties file. When the state of a batch changes to Sent , the TotalFlow BatchBuilder system sends an XML or CSV file containing batch information to a specified location.

To save the custom changes, click OK .

To discard the entered information, click Cancel .

1.3.7.3.8.5 Backup/Restore window

This section describes how to back up and restore all your TotalFlow BatchBuilder objects, job files and system settings using the Backup/Restore window.

You can also manually back up and restore TotalFlow BatchBuilder data. For more information, see Backing up and Restoring Data.

Settings tab
Backup Location (Directory Path)

Type in or select a folder where you want to store the TotalFlow BatchBuilder data.

You can choose to perform backup for either All - Job Data and Metadata , including all orders, all jobs, and all batches, or Configuration and Metadata Only , that does not include any order, job or batch. Each option displays the date of the last performed backup, the size of the selected data, the available disk space on the selected location, and the number of backups stored by the system.

Click Back up Now to manually perform the selected backup.

Note: If you select back up or restore for All - Job Data and Metadata , you are logged out of the system and cannot log in until the process ends. The system shows the progress status and displays a notification message when the back up or restore process is finished.
Click OK to save any changes or click Cancel to discard changes and close the Backup/Restore window.
Restore tab
You can select from a list of all the available backups to restore TotalFlow BatchBuilder data. The list can be sorted by these columns:
  • Timestamp — The date and time when the backup was created.
  • Data — The type of data stored.
  • Type — The type of backup: Manual or Scheduled.
  • Size — The size of the stored data.
Select a backup from the list and click Restore or right click and select Restore From This Backup . You can also click Manually Restore Backup to select a folder and perform the restore manually.
  1. If you select back up or restore for All - Job Data and Metadata , you are logged out of the system and cannot log in until the process ends. The system shows the progress status and displays a notification message when the back up or restore process is finished.
  2. You can restore the system to a previous state only if the backup is from the same product version as the currently installed TotalFlow BatchBuilder version.
Log tab
The system shows a list of all the backup actions performed:
  • the date and time of each action
  • the type of backup/restore
  • if the backup/restore was successful or failed
  • type of data
  • failure reason, if the backup failed
    Important:
  • Restoring Configuration and Metadata Only should be performed with caution, only in one of the following situations:
    • after a clean installation
    • when there are no batches
    • when the selected metadata is an extension of the current metadata (i.e. all current inputs and outputs are included in the backup that needs to be restored)
  • To avoid system errors after restoring Configuration and Metadata Only , it is important to have the following requirements:
    • any input requested by existing orders to be found in the selected metadata
    • any output requested by existing batches to be found in the selected metadata
    • any custom job attribute/state/location requested by existing jobs to be found in the selected metadata

1.3.7.3.8.6 Custom Attributes window

In the Custom Attributes window, you can edit the names of the custom attributes you want to use. There are as many as 50 custom job attributes available in the system. Each attribute is displayed as a column heading in the Jobs window, as an editable attribute in each Job window, or in other dialogs where job attributes are used.

To save the custom changes, click OK .

To discard the entered information, click Cancel .

1.3.7.3.8.7 Custom States window

You can define custom states for a job that has been sent.

In the Custom States window, you can create and edit custom states for the jobs in your system. The state is displayed as a column heading in the Jobs window and as an editable attribute in each Job details window.

You can create a maximum number of 20 custom states. To add a new custom state, click , the add state button. To remove a custom state, click , the remove state button.

    Note:
  • You can select custom states only for the jobs that have been sent.

To save the custom changes, click OK .

To discard the entered information, click Cancel .

1.3.7.3.8.8 Custom Locations window

You can define custom locations for the jobs in the system.

The defined location is used to track a job through production after it was sent for printing.

In the Custom Locations window, you can create and edit custom locations for the jobs in your system. The location is displayed as a column heading in the Jobs window and as an editable attribute in each Job details window. The attribute is editable only if a job is in the following states: Sent, Printed or a custom state.

You can create a maximum number of 1000 locations that can be used to track jobs through production.

To import custom locations from a CSV file:

  1. Click , the Import Locations button.
  2. Click Browse and select a CSV file you want to upload. The TotalFlow BatchBuilder system imports the custom locations from the CSV file when the IMPORT button is pressed.
  3. Click the First Row Contains Field Names check-box if the specified CSV file contains field names.
  4. To save the custom changes, click IMPORT , to discard changes, click Cancel .

You can also define custom locations for the jobs in the system in the right click menu of the job list.

To add manually a new custom location, click , the add button and specify a location name. To remove a custom location, click , the remove button.

    Note:
  • You can select custom locations only for the jobs that have been sent.

To save the custom changes, click OK . To discard the entered information, click Cancel .

1.3.7.3.8.9 Other tab

1.3.7.3.8.9.1 Users window

The Users windows displays a list of all the users in the system.

Name
The first name and the last name of the user.
Role
The type of the user. There are four different types of users:
  1. Administrator
  2. Operator
  3. Viewer
  4. Custom
User Name
The User Name is used to login into TotalFlow BatchBuilder from the Graphical User Interface (GUI).
Email Address
The user’s email address.

1.3.7.3.8.9.2 Default Due Time window

If an order is received with the due date set and the due time not specified, the system uses the Default Due Time setting to determine the time remaining until the order is due.

To set the Default Due Time :

  1. Click in the text field. The system displays the time selection menu.
  2. You can select the hour and the minutes from the drop-down list.

To save the changes, clickOK .

To discard the entered information, click Cancel .

1.3.7.3.8.9.3 Retention window

You can set the number of days you want to keep the sent or printed orders and batches in the system before deleting them.

To set the retention period, type the number of days in the designated field. The default retention periods are:

  • 7 days for orders
  • 7 days for batches
    Note:
  • The specified retention period applies to all the current orders and batches in the system and to all the orders and batches that will be created.
  • The retention period for batches must be shorter than the retention period for orders.
  • If the retention period is set to 0 days, all the sent or printed orders and batches are deleted from the system.

Specify the number of months and days to set the retention period of the stored Historical Data for jobs, orders, and batches. The default value for the Historical Data retention period is 6 months. The job, order, and batch properties are stored as Historical Data in a database. The job files are not included. The information is available for viewing in the TotalFlow BatchBuilder dashboard.

In the Jobs section, open the Filters panel and click the Jobs tab to view the list of all the jobs in the system, including the jobs from the retained orders and batches.

The retention period for an order or a batch begins when all the jobs from that order or batch are in the Sent state. When the retention period expires, the order or batch and all their jobs are deleted from the system.

The retention period timer is reset when the state of a job from the order or batch is changed. The retention period timer is not reset when a job from an order or batch is deleted.

1.3.7.3.8.9.4 Servers window

This topic describes how to enable a proxy server, how to configure the proxy settings and the SMTP server settings.
PROXY SETTINGS

Using a proxy server allows you to enable HTTP communications over external systems.

Click the Use http proxy server for external connections check box to enable the proxy server and enter the connection properties for the proxy server.

Host Address
Specify the IP address or the DNS name for the proxy server.
Port
Specify the port number for the proxy server.
User Name
Enter a valid user name for the proxy server.
Password
Enter the password for the specified user name.
Bypass/Exclude Hosts
Specify the IP address or the DNS name for the proxy server exceptions. You can add more exceptions to the bypass list or you can remove some of them.
SMTP SERVER

To send notifications to a user’s email, you must first configure an SMTP server.

Click , the Enabled button, or , the Disabled button, to switch between the two states.

Server Address
Specify the IP address or the DNS name for the SMTP server.
Port
Specify the port number for the SMTP server.
User Name
Enter a valid user name for the SMTP server.
Password
Enter the password for the specified user name.
Connection Security
Specify what type of connection security to use. The default value is None . You can select SSL/TLS or STARTTLS from the drop down list.
Sender Email Address to Display
Specify an email address to be displayed as the sender of the notification email.
TEST CONNECTION
You can verify if the SMTP settings are valid to send email notifications. Specify a test email address and click Test Now to verify the connection.

Click OK to save the changes.

1.3.7.3.8.9.5 Batch Numbers window

Specify a value that represents the starting batch number. The system assigns the specified number to the next batch created.

Batch Number:

You can reassign a starting batch number. The batch number can contain a maximum of 12 digits.

1.3.7.3.8.9.6 File Naming window

This section describes how to create the file names for the jobs sent from the system.

Using Output File Naming , you can set the preferences to generate the job file names sent to the output destination.

Preview:

The system displays a preview for the job file name.

The first element in the job file name is the batch Number and the sequence of the job in the batch. This is a default setting and cannot be modified.

You can select job attributes or order attributes from the drop-down lists as other elements to be included in the job file name sequence. To add a new attribute, click , the Add a row beneath this one button. To remove an attribute, click , the Delete this row button.

Click , the move button, and drag the selection to change the position of a row.

Language

You can select the language you want the system to use from the drop-down list. When generating the job file name, the system uses the selected language to apply the localization for the specified attributes. The selected language is also used when you generate batch tickets, or banner sheets.

To save the Output File Naming configuration, click OK .

To discard the entered information, click Cancel .

1.3.7.3.9 Diagnostics tab

1.3.7.3.9.1 Logs window

In the Logs window you can select the objects displayed in theTraces tab. The actions of each selected object are displayed in the Log Entries table, in the Traces tab. You can select or deselect objects from the column.

Components to log
You can select or deselect objects from the column.
LOG RETENTION
In the Log Period , select the number of months and days for the log retention.
Clear Logs
To clear the system log entries, click the Clear Logs button. This action will permanently delete the log entries from the system.

1.3.7.3.9.2 Traces window

You can control the level of details recorded by tracing and download the trace as a zip file. Click the Traces window if errors occur when operating as administrator, operator, or customer.
Level of Detail

You can select one of the following levels of information detail you want to record in the trace files:

  • Severe
  • Warning
  • Info
  • Configuration
  • All

When the level of details added into the tracing file is too high, the system might experience a slow performance.
Number of trace files

You can specify the number of trace files you want to maintain.

When the maximum size is reached, the system deletes the oldest trace file from the set and creates a new one to store the information.

Maximum trace file size (MB

You can specify the maximum size for a trace file in MB.

To download the trace as a zip file, click Download Traces .

To save the changes, click OK .

To discard the entered information, click Cancel .

1.3.7.3.10 Dashboard Footer

The dashboard footer is an information bar displayed at the bottom of the TotalFlow BatchBuilder user interface and it is available from any page in the interface.

The information displayed in the dashboard footer is the volume of either jobs or impressions. You can select one of the two options, Jobs or Impressions , from the drop-down menu.

The dashboard footer displays modules containing this information:

  • Total — the number of all the batchable jobs in the system.
  • Due Today — the number of all the batchable jobs that have the due date set for the current day.
  • Due Tomorrow — the number of all the batchable jobs that have the due date set for the next day.
  • Overdue — the number of all the batchable jobs in the system with a passed due date.
Click one of the modules in the dashboard footer to display a list of all the jobs corresponding to the selected due date.

You can customize the display of the modules on the footer tray and turn them on or off. To edit the modules, click , the Edit Dashboard Footer . The system displays the Edit Dashboard Footer dialog. To change the order of the modules, click , the move button, and drag the selection to change the position of a row. To save the changes, click OK , to close the dialog, click Cancel .

Note: Jobs are filtered by the dashboard filters up to the Sent state. The dashboard filters will display jobs in all states, except the ones which have already been sent to an output. You can add and edit up to 20 custom filters in the Edit Dashboard Footer .

When an alert is sent, the system displays a notification in the Dashboard Footer, make sure you select the Display alert notifications in dashboard footer. checkbox. Double-click the alert or right-click and select View Alert to open the alert details dialog. You can also right-click and select Dismiss to remove the alert from the system.

To close the dashboard footer you can click , the close button, or you can click , the administrator menu button, and select Hide Dashboard Footer .

If you want to display the dashboard footer, click , the administrator menu button, and select Show Dashboard Footer .

To open the Dashboard Extended Window, click , the Expand Dashboard button.

1.3.7.3.11 Dashboard Window

This section describes the Dashboard Extended Window.

To open the Dashboard Extended Window, click , the Expand Dashboard button from the Dashboard Footer.

In the top left corner, click , the chart drop-down menu, and select Shop Volume Chart .

The system displays the Shop Volume Chart in the Dashboard Extended Window. From the second drop-down menu, click and select to view the chart information for either jobs or impressions. Each bar in the chart displays the number of jobs or impressions that are due for a specific day of the week. The number of jobs/impressions that are overdue are displayed in the first bar from the left. The number of jobs/impressions without an assigned due date is also displayed in a separate bar on the right.

Starting with the current day, the system displays a total number of seven days in the Shop Volume Chart . You can navigate through the chart one week at a time. Click , the forward button, to display the information for the next week and click , the back button, to return to the previous week. You cannot navigate to a date that was due before the current day.

Click , the date-picker button, to select the starting day for the dashboard chart. You can select the current day or any day from the calendar. Click on Date Range: {0} and select from the drop–down list one-week or two-week time frame. The chart resizes based on the time settings selected.

The information is refreshed automatically in the following situations:

  • When you open the Dashboard Extended Window.
  • When you log into TotalFlow BatchBuilder .
  • When you edit the refinements.

You can manually refresh the data displayed in the Shop Volume Chart , the timestamp, and footer chart information by clicking , the Refresh button.

You can download a file containing all the job information displayed in the Shop Volume Chart by clicking Download.csv .

The system displays the date and time of the last chart information update.

On the right of the Dashboard Extended Window, the system displays a list of job states. The check-box shows or hides the associated custom state on the chart. The color square shows the color associated with the custom state. You can click on the color square to view the color picker and select a new color for the job state in the chart.

If you hover over a standard bar in the Shop Volume Chart , the system displays the detailed volume information for the selected day, the number of batched and unbatched jobs, and the number of jobs in Waiting for File , Held state, and Custom States .

Click View Jobs to open the Job List dialog and view all the jobs that are due on the selected date. To view job details, right-click on the job. All changes in the job state or properties are displayed in the Dashboard Extended Window.

The columns of the list are all the existing job attributes. You can download a file containing all the job information displayed by clicking Download.csv . To close the Job List dialog, click Close .

To close the Dashboard Extended Window, click , the Hide Dashboard Footer button from the top right corner.

1.3.7.3.11.1 Refinements

You can filter the information displayed in the Shop Volume Chart by creating refinements.

You can select various criteria to display jobs matching only certain attributes in the Shop Volume Chart. The configured refinements are available for each user separately and are reset when the user logs out. Each user can save the set of refinements that are in effect at any time.

You can access the list of all your saved refinement sets from the Refinements drop down menu.

To create or manage refinements, click , the create/edit button.

The Refine Chart Data dialog is displayed.

Select one of these options:

  • All Attributes ("and" logic)
  • Any Attributes ("or" logic)
If you select All Attributes ("and" logic) , the system only displays the jobs matching all the attributes set in the Refinements window. If you select Any Attributes ("or" logic) , the system displays any job matching at least one of the specified attributes.

You can add more attributes from the list or remove some of them. To add a new attribute, click , theAdd Criteria button. To remove an attribute, click , the Remove Criteria button.

To configure the criteria for the list of jobs:

  1. Select the attribute type from the first drop-down list.
    Note: You can select a value from two different attribute categories:
    1. The General Properties category contains the Output Destination and Order Status attributes.
    2. The Job Properties category contains different job attributes.
  2. From the second drop-down list, select an operator.
  3. Enter a value for the selected attribute type to complete the criteria.
Click OK to save the changes.

To save the configured refinements set, click Save Refinements as a Set , enter a name in the text field, and click OK . You can also remove specific attributes from the selected refinement set by clicking , the Delete button. Click Save Changes to save the refinement set modifications.

If you want to remove all the refinements and display all the information in the Shop Volume Chart, click , the Clear All Refinements button. To permanently delete a refinement set, right click and select Delete Saved Refinement Set .

1.3.7.3.12 Output/Print Queue Chart

This section describes the Output/Print Queue Chart from the Dashboard Extended Window.

To open the Dashboard Extended Window, click , the Expand Dashboard button from the Dashboard Footer.

In the top left corner, click , the chart drop-down menu, and select Output/Print Queue and then select Print Queue from the second drop-down menu.

You see the Output/Print Queue in the Dashboard Extended Window. The chart displays a list of all the outputs, the jobs sent to each output that are not marked as printed, and any existing aggregate jobs in the system. If there are ganged-up jobs sent to an output, the system displays the ganged-up batch.

In the Show/Hide Outputs window:

  • You can change the order of the outputs in the list. Click , the move button, and drag the selection to change the position of a row. The sequence number is updated when the rows are rearranged.
  • Click , the Move to first button, to move the selected output name to the top of the list.
  • Click , the Move to last button, to move the selected output name to the bottom of the list.
  • Click the Show/Hide All check box to either display or hide all the outputs. You can click the check box for each output name separately to show or hide the output.
  • Type in the name of the view in the Name field and click OK .

The jobs in the chart are displayed based on the estimated RUN TIME (h:m) for each job and the color represents the time until the job is overdue.

The information is refreshed automatically in the following situations:

  • When you open the Dashboard Extended Window.
  • When you log into TotalFlow BatchBuilder .
  • When the job state changes to or from the Sent state.
You can manually refresh the data displayed in the Output/Print Queue by clicking , the Refresh button. The system displays the date and time of the last chart information update.

To download a file containing only the job information displayed in the Output/Print Queue , click the Download.csv drop down and select Displayed Data . To download a file containing all the job information in the Output/Print Queue , click the Download.csv drop down and select All Data .

If you hover over a standard job bar, a ganged batch, or an aggregate job in the Output/Print Queue , the system displays the detailed information for the selected job, ganged batch, or aggregate job.

You can perform different actions on a job. Right-click a job bar and choose one of these actions:

  • View File
  • View Imposed File - if the file is imposed
  • Properties
  • Open Order
  • Unbatch

  • Quick Print

  • Reprint
  • Hold Job

  • Set State
  • Set Location
  • Delete Job
Note: You can perform these actions on an aggregate job, except the Reprint action.

Click Highlight Batch to show all the jobs from the chart that are part of the same batch.

To view the job details, right-click a job and select Properties .

To view all the jobs from an aggregate job set, right-click and select View Jobs .

You can perform different actions on a ganged batch. Select a ganged batch, right-click and choose one of these actions:

  • Print Batch Ticket
  • Properties
  • Resend Batch :
  • Cancel Send
  • Delete Batch
  • Mark Batch as "Printed"
  • Mark Batch as "Sent"

To see an accurate representation of the total runtime for all the jobs in each output, you must select Run Time Only from the second drop down menu in the top left corner. The system displays a chart with the run time of all the jobs sent to each output. If the run time is missing for some jobs, the system displays a warning.

If you hover over an output from the output list in the Output/Print Queue , the system displays the properties for the selected output.

Click Job List to view the list of all the jobs sent to the selected output.

You can download a file containing the list of jobs sent to the output by clicking Download.csv . To close the Job List dialog, click Close .

To close the Dashboard Extended Window, click , the Hide Dashboard Footer button from the top right corner.

1.3.8 Configuration

1.3.8.1 License Management

1.3.8.1.1 Installing the License

When installing TotalFlow BatchBuilder , you can select between the trial license or the permanent license. The trial license lets you use TotalFlow BatchBuilder for 60 days. To continue using TotalFlow BatchBuilder after the trial license expires, you must install a permanent license on the computer where you installed TotalFlow BatchBuilder . The permanent license is valid only on this computer.
Important: Before you try to install the license, make sure that you have the e-mail with the entitlement ID (EID) that you received from your service representative. You can obtain the license file manually using the self-service web site.
The License Key Management Application (LKMA) comes with the TotalFlow BatchBuilder base installation and handles the license types for your TotalFlow BatchBuilder software. You can select or switch between the license types available using the License Key Management Application.
Note: The installation paths specified in the instructions are the default ones. If you installed TotalFlow BatchBuilder in a custom location, refer to that location instead of the default one.

To install the permanent license:

  1. Click Start All programs <Program Group> TotalFlow BatchBuilder .
    Note: The default Program Group for the TotalFlow BatchBuilder application is RICOH TotalFlow BatchBuilder. You can set a different Program Group during the installation process.
  2. Right-click Manage Software Keys and select Run as Administrator to open the application.
  3. In the TotalFlow BatchBuilder Licenses main window, click Add... to add a new license.
    The Deploy Software Keys window is displayed.
  4. In the Deploy Software Keys dialog, click Browse... , navigate to the license key file, and click Open.
  5. Click Next .
    An information message is displayed:
    • Registration successful if the registration process is successful.
    • Registration failed if the registration process fails.

      If registration process fails, a pop-up message is displayed to indicate why the registration failed.

  6. If the installation is successful, you must restart the application services:
    1. Click Start All programs <Program Group> TotalFlow BatchBuilder .
      Note: The default Program Group for the TotalFlow BatchBuilder application is RICOH TotalFlow BatchBuilder. You can set a different Program Group during the installation process.
    2. Right-click Restart Services and select Run as Administrator to restart the application services.
Note: If the system fingerprint used for generating a license key is changed, the TotalFlow BatchBuilder software continues to run in grace mode for a period of 7 days. You must contact your local representative to receive a new license key before the period expires, otherwise the TotalFlow BatchBuilder software will stop running on this system when the grace period ends.

1.3.8.1.2 TotalFlow BatchBuilder Base and Features Licenses

There are different license types:

Trial
The trial license expires after 60 days from the installation of TotalFlow BatchBuilder .
Maintenance
The maintenance license expires after 1, 3, or 5 years, depending on the EID provided when you installed TotalFlow BatchBuilder .
Permanent
The permanent license has an unlimited period of usage.
Important: When the host name changes, TotalFlow BatchBuilder switches from the Maintenance mode to the grace period mode. After the grace period expires and you want to revert to Maintenance mode, go to https://www.ricohsoftwareentitlements. com/ems/customerLogin.html and login into the account to retrieve the new license file. After you downloaded the new license file, use the Manage Software Keys application to add it.

You can install TotalFlow BatchBuilder in trial mode on multiple machines from the same installation kit. Once the trial period expires, you cannot re-install TotalFlow BatchBuilder in trial mode on the same machine. The TotalFlow BatchBuilder Base Server and the following features are available for your evaluation:

  • TotalFlow BatchBuilder Automation Feature
  • TotalFlow BatchBuilder XML Output Feature
  • TotalFlow BatchBuilder List File Feature
  • TotalFlow BatchBuilder Cold Backup Feature
  • TotalFlow BatchBuilder Preflight Feature
    Note: The trial license for the TotalFlow BatchBuilder Preflight Feature expires after 60 days from the installation.

If you decide to register your TotalFlow BatchBuilder product, you must purchase a valid license key specific for the base server, and optionally, for the separately priced features available. Permanent and maintenance license keys for base server and features are bundled into a single license key file.

1.3.8.1.3 Revoking a license

If you have more than one license installed on your machine, you can revoke one of the licenses and use it on a different machine.
To revoke a license:
  1. Open a web browser.
  2. Go to the EMS Web site at https://www.ricohsoftware-entitlements.com/ems/customerLogin.html.
  3. Log in with the credentials you received when you purchased the software.
  4. In the Associated Product and Features section, select the license you want to revoke and then click Revoke.
    The Create Revocation Request window is displayed.
  5. In the Create Revocation Request window:
    1. From the Obtain license using drop-down list, select License File.
    2. Click Choose File.
    3. Browse and select the license file you want to revoke.
    4. Click Open.
  6. Click Submit.
    You receive a Permission Ticket.
  7. Click Close.

1.3.8.1.4 Removing a license

If you have more than one license installed on your machine, you can remove one or all licenses.
To remove a license:
  1. Click Start All programs <Program Group> TotalFlow BatchBuilder .
    Note: The default Program Group for the TotalFlow BatchBuilder application is RICOH TotalFlow BatchBuilder. You can set a different Program Group during the installation process.
  2. Right-click Manage Software Keys and select Run as Administrator to open the application.
  3. In the TotalFlow BatchBuilder Licenses main window, click Delete to remove a license.
    The Confirmation window is displayed.
  4. Click Yes to delete the selected license.

1.3.8.2 Configuring Client Computers

You can access the TotalFlow BatchBuilder user interface from any system that has access to the network and meets the requirements.

You must perform the following tasks for every computer that accesses TotalFlow BatchBuilder :

Web browser configuration
To access the user interface, you must install and configure a Web browser on each system, including the one where you install TotalFlow BatchBuilder . The following browsers are supported:
  • Internet Explorer 11 or later
  • Mozilla Firefox 59 or later
  • Google Chrome 65 or later
  • Safari 9 or later
  • Microsoft Edge 41 or later
    Note:
  • TotalFlow BatchBuilder is optimized for Mozilla Firefox and Google Chrome.
  • Pop-ups must be enabled for the TotalFlow BatchBuilder application.
  • A PDF reader is required for viewing TotalFlow BatchBuilder job files.
Important: If more than one locale is available for a language, for example, English (United Kingdom) [en-GB] and English (United States) [en-US], it does not matter which locale you choose.
URL for accessing the user interface
To open the user interface from client computers, users must enter this URL in the address bar of their browser:
http://hostname:port.number/BatchBuilder
where hostname is the host name or the IP address of the computer where TotalFlow BatchBuilder is installed and port.number is the web service port. The web service port can be set during installation and the default value is 19080.
User login name and password
Inform users of the login names and temporary passwords that you created for them. Users should change their passwords the first time they use the system.
Rights
Inform users of the actions they can perform in the TotalFlow BatchBuilder user interface, according to the role that you configured for each of them.

1.3.8.2.1 Configuring Internet Explorer

To access TotalFlow BatchBuilder with Internet Explorer, you must configure the browser.

Note: This procedure shows how to configure Internet Explorer 11 on Windows. There are minor differences in other releases of Internet Explorer and Windows.

To configure Internet Explorer:

  1. Click Tools and select Internet Options from the drop-down menu.

    You see the Internet Options dialog. It is open to the General tab.

  2. Under Browsing history, click Settings.

    You see the Temporary Internet Files tab and the Website Data Settings dialog.

  3. Under Check for newer versions of stored pages, select Every time I visit the webpage and click OK.
  4. In the Internet Options dialog, click Security.

    You see the Security tab.

  5. In the Security tab, select the Internet zone and click Custom level.

    You see the Security Settings – Internet Zone dialog.

  6. Make sure that Enable is selected for Allow META REFRESH in the Miscellaneous section.
  7. Make sure that Enable is selected for Active scripting in the Scripting section.
  8. Make sure that Enable is selected for Font download in the Downloads section.
  9. Click OK.
  10. In the Internet Options dialog, click OK.
Important: Make sure Compatibility View is turned off when accessing the TotalFlow BatchBuilder user interface.

To turn off Compatibility View for TotalFlow BatchBuilder :

  1. Click Tools and select Compatibility View Settings from the drop-down menu.
  2. Select the TotalFlow BatchBuilder URL from the list of websites and click Remove.
  3. Make sure the Display intranet sites in Compatibility View check-box is unchecked.
  4. Click Close.

1.3.8.2.2 Configuring Microsoft Edge

To access TotalFlow BatchBuilder with Microsoft Edge, you must configure the browser.

Note: This procedure shows how to configure Microsoft Edge on Windows. There are minor differences in other releases of Microsoft Edge and Windows.

To configure Microsoft Edge:

  1. Go to Windows Control Panel and select Internet Options.

    You see the Internet Options dialog. It is open to the General tab.

  2. Under Browsing history, click Settings.

    You see the Temporary Internet Files and the Website Data Settings tab.

  3. Under Check for newer versions of stored pages, select Every time I visit the webpage and click OK.
  4. In the Internet Options dialog, click Security.

    You see the Security tab.

  5. In the Security tab, select the Internet zone and click Custom level.

    You see the Security Settings – Internet Zone dialog.

  6. Make sure that Enable is selected for Allow META REFRESH in the Miscellaneous section.
  7. Make sure that Enable is selected for Active scripting in the Scripting section.
  8. Make sure that Enable is selected for Font download in the Downloads section.
  9. Click OK.
  10. In the Internet Options dialog, click OK.

1.3.8.2.3 Configuring Mozilla Firefox

To access TotalFlow BatchBuilder with Mozilla Firefox, you must configure the browser.

Note: This procedure shows how to configure Firefox on Windows 7. There are minor differences in other releases of Firefox and Windows.

To configure Mozilla Firefox:

  1. Click Settings from the bottom menu.

    You see the Options dialog.

  2. Click Content and make sure that Enable JavaScript is selected.
  3. In the Options dialog, click Privacy.
  4. Make sure that Accept cookies from sites is selected.
  5. Click OK.

1.3.8.2.4 Configuring Google Chrome

To access TotalFlow BatchBuilder with Google Chrome, you must configure the browser.

Note: This procedure shows how to configure Google Chrome on Windows 7. There are minor differences in other releases of Google Chrome and Windows.

To configure Google Chrome:

  1. Go to Settings, scroll down and click Show advanced settings....

    You see the Settings page.

  2. Under Privacy, click Content settings....
    1. Under Cookies, make sure that Allow local data to be set is selected.
    2. Under JavaScript, make sure that Allow all sites to run JavaScript is selected.
    3. Click OK.
  3. Restart the browser to apply the changes.

1.3.8.2.5 Configuring Safari

To access TotalFlow BatchBuilder with Safari, you must configure the browser.

Note: This procedure shows how to configure Safari on Windows 7. There are minor differences in other releases of Safari and Windows.

To configure Safari:

  1. Go to Preferences....
  2. In the Preferences dialog, click Security. Make sure that Enable JavaScript is selected.
  3. Click Privacy. Make sure that Block cookies is not set as Always.

1.3.9 Managing Objects

TotalFlow BatchBuilder includes a variety of system objects that you can use.

1.3.9.1 Creating a new simple filter

You can create a new simple filter and define the properties and attributes for this filter.

To create a new simple filter, click , the Add Filter button, from the Filters tab, and select Simple Filter .

You can also create a new simple filter from the Filters section. Click New Filter and select the Simple Filter option. The New Filter dialog is displayed.

Filter properties:

Filter Name
Enter a filter name.
Description
Enter a short description for the filter.
Proof Jobs
Click the check box if you want the filter selection to include jobs with the Proof job property set to Proof Required . The default state for Include jobs requiring proof is unchecked.
Note: When the check box is not selected, the filter selection ignores jobs with the Proof job property set to Proof Required .
Aggregate
Click the Enable Job Aggregation check box if you want the filter selection to enable job aggregation. The check box is displayed only if aggregation is enabled from the Admin tab, the Aggregate window. When the filter aggregation is on, all batches out of this filter, created manually or through automation, also have the aggregation on. Aggregation is not available for Proof filters.
Output Destination
You can select a hot folder destination from the drop-down list.
Estimated Output Speed
The estimated output speed generated by the selected output destination. You can edit the output speed and select the measurement unit from the drop-down list.
Banner Sheets
Click the check box if you do not want to print banner sheets for the jobs in this filter. This option is enabled only when banner sheets are set for the selected output destination

To create the new simple filter, click OK .

To close the New Filter dialog and discard the entered information, click Cancel .

1.3.9.1.1 Job Attributes tab

Match
Select one of these options:
  • All Attributes ("and" logic)
  • Any Attributes ("or" logic)

If you select All Attributes ("and" logic) , the filter displays the jobs matching all the attributes set in the Job Attributes tab. If you select Any Attributes ("or" logic) , the filter displays any job matching at least one of the specified attributes.

To configure the criteria for the new filter:

  1. Select the attribute type from the first drop-down list.
  2. From the second drop-down list, select one of these operators:
    • Is
    • Is not
    • Between
    • Greater than
    • Less than
    • Greater than or equal
    • Less than or equal
  3. To complete the criteria, enter or select a value for the specified attribute type.
Note: When the Between operator is selected, you can specify a starting and an ending value for the job attribute.

You can select one or more attributes to use as criteria for the filter. To add a new attribute, click , the Add Criteria button. To remove an attribute from the filter criteria, click , the Remove Criteria button.

If you want to filter the jobs by a specific date and time, select the Due Date attribute from the first drop-down list. Select Is or Less than or equal as an operator from the second drop-down list.

Note: If you select Is as the operator, you can only set the day as the specified value.

To set specific values for the date and time:

  1. Click , the calendar button. The Due dialog box appears. Select one of the available options or type in to set the date and time when the job is due.

  2. Click OK .

1.3.9.1.2 Automation tab

Automation Level
You can choose the level of automation. Select one of these options:
  • No Automation — The jobs are not batched automatically.
  • Auto-Batch — The jobs are automatically batched when the target range is reached.
  • Auto-Batch-and-Send — When the target range is reached, all matching jobs are automatically batched and sent to the associated output destination.
Automation Trigger
Select one of the two options:
  • All Conditions ("and" logic)
  • Any Conditions ("or" logic)

If you select All Conditions ("and" logic) , the batch is created only when all the targets set in the Automation tab are reached. If you select Any Conditions ("or" logic) , the batch is created when at least one of the specified targets is reached.

You can add more conditions from the list or remove some of them. To add a new condition, click , the add condition button. To remove an attribute, click , the remove condition button.

To configure the conditions:

  1. Select the trigger type from the drop-down list.
  2. Enter a value in first text field to set the target.
  3. Specify the threshold in the second field.

The system calculates and displays the threshold range for the selected trigger type.
Note: If you select Day/Time as the target type, you can set the specific day of the week (Sunday through Saturday) and the time of day when the batch will be created.

Select a value from the Day drop down list.

Select a value from the Time drop down list.

When a filter is set for a Day/Time automation and the TotalFlow BatchBuilder server is down at that specified day and time, the filter does not trigger when the server starts.

When Single Job Exceeds Volume Threshold
You can choose the level of automation. Select one of these options:
  • Notify, Do Not Batch
  • Batch Job Separately

For jobs that exceed the volume limitations on automation (sheets, feet, meters, impressions, run-time), you can select Batch Job Separately . If you select Batch Job Separately , jobs are batched as single job batch. If you select Notify, Do Not Batch , the system continues to issue a warning and an alert on the filter fat-row.

1.3.9.1.3 Schedule tab

This section describes how to create a schedule that is applied to filter automation, limiting the time period the filter can run.
Note: When the Automation Level is set to No Automation , you cannot use the Schedule tab.

You can enable or disable Automation Schedule by clicking the Enable or Disable button.

Select the day of the week from the Day drop-down list. Select the hour and the minutes when the automation starts from the Start drop-down list. Select the hour and the minutes when the automation ends from the Stop drop-down list. Specify the number of Maximum Batches you want to send.

Add or remove multiple schedules using and buttons.

1.3.9.1.4 Job Sequence tab

You can set the sequence of the jobs for this filter and in the batch. The secondary attributes are used to sort the list of jobs within the primary sort.

Add or remove the sorting attributes using the and buttons. Manually sorting the attributes does not work for the filter.

Note: When the Automation Level is set to No Automation in the Automation tab, the Job Sequence tab is disabled.

1.3.9.1.5 Imposition tab

Gang-up

To send all the jobs together to be imposed, click Gang jobs together . When this option is enabled, TotalFlow BatchBuilder generates only one XML Ticket file for all the jobs in the filter.

Ultimate Impostrip® Folder

You can specify the folder name where TotalFlow BatchBuilder sends the jobs to be imposed. The imposition is applied to all the jobs when creating a batch from this filter. Any predefined imposition for an individual job is overwritten.

Select a hot folder from the drop down list or type in the name of the hot folder. You can enter a string of maximum 256 characters. The list of hot folders can only be edited from the Ultimate Impostrip ® application. You can add or remove hot folders using Ultimate Impostrip ®.

Click , the Refresh button to refresh the list of imp