User Manual

4.4 Order details

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Managing Orders is an extensive part of the Workflow. The following sections provide an overview of the functions available in the Workflow.

Detailed descriptions for each section can be found under these Articles:

  1. General overview of the Order detail view
  2. Print Item tab
  3. Report tab
  4. Additional Files tab
  5. Order Information tab

If you select Order > Order List and open an Order Item, the user is presented with the main Order view interface and can access Order Items as well as Print Items/Motifs

1. General overview: Order management areas 

The page is divided into the following three sections:

  • Order related information [1] red
    Here you can find the name of the Order and the Order number. This area remains unchanged, since all the information below refers to this Order.
  • Order Item related information [2] blue
    In this area you can see which order item you are in. Further information is displayed below, pertaining to the Order Item. You can use the arrow buttons [5] to switch between the individual Order Items. The elements arranged below are updated when the Order Item is changed. The first tab level [6] refers to the Order Item. In Print Item tab [8] you can see which Motifs are contained in the active Order Item. The Order Information tab [9] contains stored contact data.
  • Print Item related information [3] green
  • Here you will find all information and editing options relating to the selected Print Item [10]. The second tab level [7] displays information and editing options related to this Print Item.
  • Status Information [4] orange
    The Status wheel on the right indicates the progress of the Order. When the ring is completely filled, you can create a Production Job from the Order.
  • Figure 1: An overview of the Order Management areas
Order UI Overview

In the Print Item tab [8], all Print Items uploaded to an Order Item are displayed. An Order Item can consist of several Print Items. Each of these Print Items can be edited individually using the corresponding tabs [3]. If your Order Item contains several Print Items, you can switch between the individual Print Items using the arrow buttons [11] and analyse and edit them.

In the Print Data tab [12], all detailed information related to the selected Print Item is displayed. This tab is divided into different areas: we've created a thumbnail Preview with a zoom & loupe function [13], Document & Production Information [14], Output Configuration [15], Fonts [16], Process Colors [17], Spot Colors [18], Technical Colors [19] and individual separations [20]. Additionally, there are various Fixups that can be applied [21].

Figure 2: The Print Data tab of a Print Item contained in an Order Item.

Order - Print Data Tab

2.2. Data Preparation tab

The Data Preparation tab [22] offers a variety of Fixups & Checks [23] you can apply to your Print Item. A distinction is made between standard corrections also called Fixups [24] and user-defined corrections also known as Custom Fixups [25].

In the left area, a Filter panel [26] allows the user to expediently search for Fixups. The results are then displayed in the Search Result [27] area. The right panel [25] shows all Custom Fixups which are included in the search function.

Figure 3: The Data Preparation tab of a Print Item

Order - Data Preparation

2.3. Variable Data tab

If you activated the Include Variable Data checkbox when uploading a new Print Item, a VDP editor is available under the Variable Data tab. This tab provides to the ability to edit and import a VDP-CSV file.

You can find detailed information under the Variable Data chapter here.

2.4. Before/After tab

A visual comparison is made between the original unedited version of the print data [28] and the current state of the Print Item [29].

Figure 4: The Before/After tab

Before/After tab

2.5. Additional Data tab

Under the Additional Data tab, a list is displayed which shows (a) all [30] saved system files in addition to the current Print Item data and (b) optional/extra [31] files generated by the Workflow.

By clicking on the Download icon [32], you can download individually files.

The Add Files [33] drop zone can be used to add additional files to the Print Item.

All List functions such as scrolling, sorting, searching and filtering are available.

Figure 5: The Additional Data tab of a Print Item

The Additional Data tab

2.6. Statistics tab

In the Statistics tab [34], you can calculate Ink Usage based on an assigned Substrate and associated Color Policy [35].

Select the desired Color Policy [35] and Calculation Mode (Fast or Accurate) [36], then click on Calculate. The calculated result [37] appears on the right side under the Profile panel. The result displays (a) the selected Color Policy [39], (b) a recalculate icon and a favorite icon [40], (c) the assigned printer and Ink Consumption in liters per 1000 pages [41], and (d) the associated cost for 1000 printed copies [42].

All parameters used to calculate the selected Color Policy are displayed under the Substrate Settings panel [38].

Figure 6: The Statistics tab of a Print Item

The Statistics tab

For comparison purposes, after calculating a result, you can select a different Substrate/Color Policy combination and click Calculate or Calculate All again. The result of the new calculation appears as another entry in the list under the Profile panel.

For more detailed consumption information, click the down arrow [43] on the right of a calculation result (see Fig. 6). You will see the Ink Consumption calculation [45] broken down by color separations [44] as well as the percentage [46] of the area printed.

Figure 7: A detailed view of the Ink Consumption calculation statistics


Ink cost calculation only delivers an accurate result if the initial cost of the Inks are correctly stored in the Workflow.

2.7. Protocol tab

The Protocol tab lists all changes made to the Print Item(s) [47].

The user can see a list which displays what took place, the duration of Workflow tasks, and the success or failure of said tasks.

Figure 8: The Protocol tab

The Protocol tab

3. Report tab

After checking in and editing a Print Item, you can generate Approval Reports directly in the Workflow that document the current output configuration of the print job and send them to your customers for final approval.

Figure 9: Report tab with Approval Reports [48]

Reports tab with finished Approval Reports

You can generate these reports as follows for unapproved Print Item(s):

  1. Select the required Order in the Order List and switch to the detail view.
  2. Switch to the Reports tab.
  3. Select Process > Create Report from the header.

Figure 10: The Create Report dialog

Create Report dialog

In the upper area you find all Print Items contained in the Order. Select your desired Print Item(s) [49] and then the type of report to be generated in the lower section under Report Types [50]:

  • Attach original PDF – The original print document is included as a downloadable PDF. Attention: this file may be very large!
  • Print Item Summary – Generates a summary of the current settings from the selected Print Item(s).
  • Ink Consumption – Ink consumption is calculated and made available as a PDF file.
  • Custom Report - Define your own custom report as a PDF file.

You must select a report type; the Download and Send to Printer buttons cannot be selected until at least one of the checkboxes has been checked.

Figure 11: An example of an Approval Report

A finished Report

4. Additional Files tab

Under the Additional File tab of an Order, any document can be uploaded to the Workflow and managed within the Order. All employees with the necessary credentials or roles have access to these documents and can work with the information stored here.

You will find the combined filter and search functionality at the top of the Additional Files area in the filter bar [51], a drop zone named Add Files has been added to the right of the search window [52]. Drag and drop document(s) here or click in the field to open a file selection dialog for storing the required documents.

Figure 12: The Additional Data tab

The Additional Data tab

Uploaded documents appear in the list [53] after uploading is complete.

To download a document, click on the Download icon [54].

5. Order Information tab

5.1. Contact Data

Here you will find the contact details you have entered:

  • Billing Address [55]
  • Contact Person [56]
  • Delivery Address [57]

Figure 13: The Order Information tab

The Order Information tab

Specific information is used for specific phases in the Order process: Billing Addresses are specified when the Order is created, a Contact Person and Delivery Addresses are then specified when Order Items are created. Each Order Item can thus be assigned a different Contact Person or Delivery Address.

5.2. Additional Files

Under the Order Information tab [58], you will find another option for uploading Additional Files to the Workflow [59]. Functionally, this area offers you the same possibilities as described under section 4. Additional Files tab. All users can access the information stored here.

Figure 14: Additional Files subtab under the Order Information tab

Order Information - Additional Files

Which option you choose for uploading additional files is up to you. Technically, we provide you with the same functionality in different contexts. Discuss with your employees and colleagues, how and for which purposes these options should be used.

Previous Article 4.3 Edit and Delete an Order (List View)
Next Article 4.5 Analysing Print Data
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