Document Manager 2.0. Corporate Administrator Guide

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1 Document Manager 2.0 Corporate Administrator Guide

2 Introduction to the Corporate Administrator Guide Document Manager 2.0 is the Web to Print ordering application for OfficeMax ImPress. Many features and functionality are available to you as a user, including the ability to store files in a personal filing cabinet and select contacts listed in a personal address book. The ordering process is straightforward and gives you the ability to order from your filing cabinet, upload adhoc files from your computer, and order from a catalog of documents that may include variable data items. Users are able to track their jobs and view their order history with ease. With a simple and user-friendly, online interface, orders can be placed quickly and effortlessly. For more information on placing an order using Document Manager 2.0 see the Document Manager User Guide. As a Corporate Administrator you will have the ability to make changes to Document Manager 2.0. Among the changes that can be made are creating preconfigured items, creating personalized items, and managing user groups. This guide will walk you through the options a Corporate Administrator has in Document Manager 2.0. Contents Introduction to the Corporate Administrator Guide... 1 Corporate Account Contact Information... 5 Add a Group... 7 Delete a Group... 9 Creating Approvals in Document Manager Creating Approvals in Document Manager Using a Threshold Map a Delivery Service Upload File Upload InDesign File Document Manager 2.0 Corporate Administrator Guide Page 1

3 Upload a Zip File Delete a Filing Cabinet Item Rename a Filing Cabinet File Add a New Folder Copy a Filing Cabinet Item Move a Filing Cabinet Item Map a Filing Cabinet Item Pre-Configured Item - Update File Pre-Configured Item - Rename Create Kit Creating a Pre-Configured Item The Document Information Tab Displaying File Information in Item Details Changing the Page Size of a Document Replace Existing Pre-Configured Item File Replace Catalog Image Item Details Tab Change Document Name Add/Change Short Description Add/Change Long Description Setting Display Options for Document Name and Descriptions Add Tabs Tab Inserting a Tab Inserting Tabs via a CSV File Upload Pricing and Quantity Tab Buyer Enters Quantity Document Manager 2.0 Corporate Administrator Guide Page 2

4 Buyer Chooses Quantity Delete a Quantity from Buyer Chooses Quantity Add a Quantity to Buyer Chooses Quantity Setting a Minimum Order Quantity Entering Production Notes User Settings Changing Users Contact Information Deleting a User Viewing Users in a Group Searching for a User Adding a User(s) to a Group Deleting a User(s) from a Group Setting Address Book Access Roles Setting Filing Cabinet Access Roles Assigning Approvers Order Templates Creating an Order Template Deleting an Order Template Edit an Order Template Personalized Products What is a Personalized Product XMPie Adding a Microsoft Word or Microsoft Publisher Personalized Product Adding an Adobe InDesign Personalized Product Deleting a Personalized Product Introduction to the Web Form Document Manager 2.0 Corporate Administrator Guide Page 3

5 Add/Edit Title Add/Edit Long Description Set Item Identifier Sections Introduction Adding a Section Renaming a Section Adding/Editing Instructional Text for a Section Rearrange Sections Adding Fields to a Section Removing Fields from a Section Arranging Fields in a Section Creating a Field Group Editing a Field Group Deleting a Field Group Creating Container Fields Editing a Container Field Deleting a Container Field Creating a Required Field Group Editing a Required Field Group Deleting a Required Field Group Delete a Field Add Data Column Field Field Types Introduction Create/Edit a Text Field Create a Drop-down Field Creating a Radio Button Field Document Manager 2.0 Corporate Administrator Guide Page 4

6 Creating a Checkbox Field Setting Field Logic Options List Manager Add Drop-down/Radio Button List Upload a Drop-down/Radio Button List Add a Name/Value Combination to a List Delete a Name/Value Combination to a List Add Image List Copy List Delete List View List Usage Appendix A: Print & Binding Specifications Appendix B: Finishing Options Appendix C: Creating a Mail Merge in Microsoft Word, Microsoft Publisher, or Adobe InDesign (Data Merge) Corporate Account Contact Information For each corporate account that is setup a main contact is also setup on the account. This contact is the primary contact on the account and is the person we will contact for issues on the site. To change the contact information on your corporate account, follow the steps below. 1. From the Admin page click on Edit under Contact Info. Document Manager 2.0 Corporate Administrator Guide Page 5

7 2. Replace the information listed under the Address Information section with the corporate account main contact information. 3. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 6

8 Add a Group To add a new group to your corporate account, follow the steps below. Document Manager 2.0 Corporate Administrator Guide Page 7

9 1. From the Admin page click on Edit under Group Settings. 2. In the Group Name field enter the name of the new group. 3. In the Group Type drop-down select Group. 4. Click Add Group. Document Manager 2.0 Corporate Administrator Guide Page 8

10 Delete a Group To delete a group from your corporate account follow the steps below. Important: Any files, pre-configured items, and address book recipients associated with the group you are deleting will be deleted permanently from your corporate account. Note: All users will need to be removed from the group before it can be deleted. See the section on Deleting a User for more information on removing users from a group. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 9

11 2. Select the checkbox(s) in the Select Column next to the group(s) that you would like to delete. 3. Click Delete Selected. Document Manager 2.0 Corporate Administrator Guide Page 10

12 Creating Approvals in Document Manager Approval payment methods allow you to require that a user s order is approved before it is sent to a producing location. Each time an order is placed using this payment method the entire order will require approval. An is sent to an approver asking them to review the order and then approve or decline it. Once the order is approved the order is automatically sent to the producing location. To create an approval payment method follow the steps below. Note: To assign an approver to an approval payment method see the section Users: Assigning Approvers. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 11

13 2. Click the name of the group you would like to add the approval payment method to. Document Manager 2.0 Corporate Administrator Guide Page 12

14 3. Under the Master Admin section of the Manage Groups page click on Add Payment Method. Document Manager 2.0 Corporate Administrator Guide Page 13

15 4. Enter the name of your Approval Payment method in the Payment Method Name field. 5. Uncheck the checkbox for Display Account Textbox. Important: If Display Account Textbox is checked users will not be able to place orders using this payment method. 6. Under Approval select the radio button for Group Admin. 7. Click the Submit button. Document Manager 2.0 Corporate Administrator Guide Page 14

16 Creating Approvals in Document Manager Using a Threshold To add an Approval Payment Method using a threshold follow the steps below. An approval payment method with a threshold can be created which would require the user to get approval if their order goes over a certain dollar threshold. For example, if a payment method has a threshold of $ and a user places an order over $500 the approver for that payment method will need to approve the order. This is a per order threshold and is not considered a budget for the user. Once the order is approved the order is automatically sent to the producing location. To create an approval payment method with a threshold follow the steps below. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 15

17 2. Click the name of the group you would like to add the approval payment method to. Document Manager 2.0 Corporate Administrator Guide Page 16

18 3. Under the Master Admin section of the Manage Groups page click on Add Payment Method. Document Manager 2.0 Corporate Administrator Guide Page 17

19 4. Enter the name of your Approval Payment method in the Payment Method Name field. 5. Uncheck the checkbox for Display Account Textbox. Important: If Display Account Textbox is checked users will not be able to place orders using this payment method. 6. Under Threshold Approval select the radio button for Group Admin. 7. Enter the threshold amount in the Max Threshold field. 8. Click the Submit button. Document Manager 2.0 Corporate Administrator Guide Page 18

20 Map a Delivery Service All corporate accounts are setup with delivery options specific to the needs of your company. For example, Pickup, Delivery, and Ground Delivery are common options. Please don t make changes to this area. To request changes, contact your OfficeMax ImPress Account Manager. Upload File Upload File is used to upload file(s) that you would like to store in one of your Filing Cabinets or folders within a filing cabinet. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 19

21 2. Click the name of the group you would like to add the file to. Document Manager 2.0 Corporate Administrator Guide Page 20

22 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 21

23 4. To upload your file(s), click on the link named Upload File listed under the section named Add Documents. Document Manager 2.0 Corporate Administrator Guide Page 22

24 Note: Supported file types are listed under the section named Preferred Applications and File Types Include. 5. Click on Browse under the section named File Name to begin the process of uploading your file. Next, select the file that needs to be uploaded. 6. Include a description of the file if you would like. 7. Select the appropriate filing cabinet or folder within a filing cabinet to save your file to by clicking on the drop-down arrow under Save Files to File Cabinet. Note: You may upload up to six files at once, which includes zip files. 8. Click on the button named Upload and Continue at the bottom of the page. Document Manager 2.0 Corporate Administrator Guide Page 23

25 Note: Once the upload has been completed for your file(s), you may upload additional batches of six files until you have completed the upload. 9. Your files will go through a conversion process, and if applicable, convert to Adobe PDF. View your conversion results and click on Continue. Document Manager 2.0 Corporate Administrator Guide Page 24

26 10. The filing cabinet that you just uploaded file(s) to will display along with the file(s) that are currently living inside that cabinet which will include the file(s) that you have just uploaded. Document Manager 2.0 Corporate Administrator Guide Page 25

27 Upload InDesign File Upload InDesign Files is used to upload InDesign file(s) that you would like to store in one of your filing cabinets or folders within a filing cabinet. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 26

28 2. Click the name of the group you would like to add the InDesign File to. Document Manager 2.0 Corporate Administrator Guide Page 27

29 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 28

30 4. To upload InDesign files, click on the link named Upload InDesign Files listed under the section named Add Documents. 5. In the section named File Information, click on the Browse button to select your InDesign file for upload. 6. Next, in the section named Zip of Supporting Files/Artwork, click on the Browse button to select your Zip file of supporting files or artwork, if applicable. Note: The zip file containing your supporting files should mimic the folder structure of the folder containing your Adobe InDesign file. For example, if you have a folder called links, the folder and all of its content should be in the zip file. Document Manager 2.0 Corporate Administrator Guide Page 29

31 7. Select the desired filing cabinet or folder within a filing cabinet to save your file(s) to by clicking on the drop-down arrow under Save Files To. 8. Enter a description, if necessary. 9. Scroll to the bottom of the page and click on Upload and Continue. Note: Notice the possible upload times for your file(s) listed under the section named Upload Times. Note: CS3, CS4, CS5 and CS5.5 files are only supported at this time. 10. Your files(s) will go through a conversion process. View your conversion results and click on Continue. Document Manager 2.0 Corporate Administrator Guide Page 30

32 Note: If Document Manager 2.0 is unable to process your file an error message will be displayed. This error message will help guide you in the steps you need to take to fix the issue with your file. 11. The filing cabinet that you just uploaded InDesign file(s) to will display along with the file(s) that are currently living inside that cabinet which will include the file(s) that you have just uploaded. Document Manager 2.0 Corporate Administrator Guide Page 31

33 Upload a Zip File If you have multiple files to load to a filing cabinet use a zip file containing those files. Once the zip is uploaded Document Manager 2.0 will create a folder within your filing cabinet containing all the files that you added to the zip. To upload a zip file to your filing cabinet follow the steps below. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 32

34 2. Click the name of the group you would like to add the Zip File to. Document Manager 2.0 Corporate Administrator Guide Page 33

35 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 34

36 4. To upload your zip file, click on the link named Upload File listed under the section Document Manager 2.0 Corporate Administrator Guide Page 35

37 named Add Documents. Note: Your zip file can contain any of the supported file types listed under the section named Preferred Applications and File Types Include. 5. Click on Browse under the section named File Name to begin the process of uploading your zip file. Next, select the file that needs to be uploaded. 6. Include a description of the file if you would like. 7. Select the appropriate filing cabinet or folder within a filing cabinet to save your file to by clicking on the drop-down arrow under Save Files to File Cabinet. Note: You may upload up to six zip files at once. 8. Click on the button named Upload and Continue at the bottom of the page. Document Manager 2.0 Corporate Administrator Guide Page 36

38 Note: Once the upload has been completed for your file(s), you may upload additional batches of six files until you have completed the upload. 9. The files within your zip file will go through a conversion process, and if applicable, convert to Adobe PDF. View your conversion results and click on Continue. Document Manager 2.0 Corporate Administrator Guide Page 37

39 10. A folder will display within the filing cabinet that was selected with the name of the zip file that you uploaded. All the files within that zip will be available within the folder that was created. Delete a Filing Cabinet Item There may be times when it becomes necessary to delete an item from a filing cabinet. An item could be a file, pre-configured item, kit or folder. To delete an item from the filing cabinet follow the steps below 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 38

40 2. Click the name of the group you would like to delete an item from. Document Manager 2.0 Corporate Administrator Guide Page 39

41 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 40

42 4. Click on the selection box next to the item(s) name that you would like to delete. 5. If deleting a folder that contains files you must select the checkbox named Delete folders that contain files next to the delete button. 6. Below the file and folder listing, in the area called Delete Files/Folders, click on Delete. Document Manager 2.0 Corporate Administrator Guide Page 41

43 7. The page will refresh to display the items in the filing cabinet, minus the item(s) that you just deleted. Rename a Filing Cabinet File 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 42

44 2. Click the name of the group containing the item you would like to delete. Document Manager 2.0 Corporate Administrator Guide Page 43

45 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 44

46 4. Click on the file name that you would like to rename. The Manage Document page will display. 5. In the field named File Name, enter your new file name. (Note: File name must still contain the appropriate file extension such as the following:.doc,.xls,.ppt, etc.) 6. Click on the button named Submit. Document Manager 2.0 Corporate Administrator Guide Page 45

47 7. The page will refresh and display the files and folders in the filing cabinet, along with the file that you just renamed. Add a New Folder To add a folder to an existing filing cabinet or an existing folder, follow the steps below. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 46

48 2. Click the name of the group you would like to add your folder to. Document Manager 2.0 Corporate Administrator Guide Page 47

49 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 48

50 4. Scroll down to the bottom of the page and enter the name of the folder that you would like to create listed under Add New Folder. 5. Click on Add next to the folder name you just entered. Document Manager 2.0 Corporate Administrator Guide Page 49

51 6. The page will refresh and your new folder will display. Copy a Filing Cabinet Item There may be times when it may be beneficial to copy item(s) to another folder or filing cabinet. To copy an item to another filing cabinet and/or folder follow the steps below. Note: Any changes made to the item that was copied will not be reflected in the copied item. Note: You need the appropriate Read, Add, Edit and Delete privileges for the filing cabinet you are copying from and to. See Setting Filing Cabinet Access Roles in User Settings for more information on assigning privileges. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 50

52 2. Click the name of the group that the item you would like to copy is located in. Document Manager 2.0 Corporate Administrator Guide Page 51

53 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 52

54 4. Click on the selection box next to the item(s) that you would like to copy. 5. Below the file and folder listing, click on the drop-down arrow under Copy Selected Items To and select the filing cabinet or folder that you wish to copy the selected item(s) to. 6. Click on the button named Copy. Document Manager 2.0 Corporate Administrator Guide Page 53

55 7. The page will refresh and display the files and folders in the filing cabinet; including the item(s) you just copied. Move a Filing Cabinet Item There may be times when it may be beneficial to move item(s) to another folder or filing cabinet. To move an item to another filing cabinet and/or folder follow the steps below. Note: You need the appropriate Read, Add, Edit and Delete privileges for the filing cabinet you are copying from and to. See Setting Filing Cabinet Access Roles in User Setup for more information on assigning privileges. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 54

56 2. Click the name of the group that the item you would like to move is located in. Document Manager 2.0 Corporate Administrator Guide Page 55

57 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 56

58 4. Click on the selection box next to the item(s) that you would like to move. 5. Below the file and folder listing, click on the drop-down arrow under Move Selected Items To and select the filing cabinet or folder that you wish to move the selected item(s) to. 6. Click on the button named Move. Document Manager 2.0 Corporate Administrator Guide Page 57

59 7. The page will refresh and display the files and folders in the filing cabinet; including the item(s) you just moved. Map a Filing Cabinet Item Mapping filing cabinet items allows you to create a link or shortcut to the original filing cabinet item in the mapped folder. Any changes made to the original document will also be made to all of the mapped documents. This is different from copying an item. When a filing cabinet item is copied, a separate copy of the item is made. Changes to one of the items, will result in the other item not being revised. Note: Changes made to the mapped items will also update the original document. Note: Pre-configuring an item will break any links to that item. Document Manager 2.0 Corporate Administrator Guide Page 58

60 1. From the Admin page click on Edit under Group Settings. 2. Click the name of the group where the item you would like to map is locate. Document Manager 2.0 Corporate Administrator Guide Page 59

61 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 60

62 4. Select the checkbox(s) for each item(s) you would like to map. 5. In the Map Selected Items To drop-down menu select the location to map the item to. 6. Click Map. Document Manager 2.0 Corporate Administrator Guide Page 61

63 Pre-Configured Item - Update File To update an existing pre-configured item with a new file see the section Replace Existing Pre-Configured Item File. Pre-Configured Item - Rename To rename an existing pre-configured item follow the steps below. 1. From the Admin page click on Edit under Group Settings. Document Manager 2.0 Corporate Administrator Guide Page 62

64 2. Click the name of the group where the item you would like to map is locate. Document Manager 2.0 Corporate Administrator Guide Page 63

65 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 64

66 4. Click the name of the item you would like to rename. Document Manager 2.0 Corporate Administrator Guide Page 65

67 5. From the Pre-Configured Item page click on the Item Details tab. 6. In the Name field change enter the new name for your document. 7. Click the Save Preconfigurations button. Document Manager 2.0 Corporate Administrator Guide Page 66

68 Create Kit The Create Kit option allows users to select multiple filing cabinet items and combine them into one item. Filing Cabinet Items need to be preconfigured prior to adding to a kit. Warehouse items that are mapped to the Filing Cabinet can also be added to a kit. To create a kit, follow the steps below. Note: Individual items need to be uploaded to the filing cabinet prior to using the Create Kit function. 1. From the Admin page click on Edit under Group Settings. 2. Click the name of the group where the item you would like to map is locate. Document Manager 2.0 Corporate Administrator Guide Page 67

69 3. Click on the name of the Filing Cabinet. Document Manager 2.0 Corporate Administrator Guide Page 68

70 4. Click the Create Kit icon. 5. In the Name field enter the Kit Name. 6. Enter a Description for the kit in the Description field. 7. To upload an icon click on Browse under the Icon section to begin the process of uploading an icon. Next, select the file to be used for the icon. Note: The only file type supported for the icon is a jpeg. 8. Click on Upload. 9. Click the Select Items button to locate the items that will be used with the kit. Document Manager 2.0 Corporate Administrator Guide Page 69

71 10. The Add Items to Kit page will display with the Corporate Default as your default filing cabinet. From here select the filing cabinet containing the items you would like to add to your kit. 11. Select the desired Filing Cabinet items by placing a check in the checkbox next to each of the items you would like to add to the kit. 12. Click the Add Items button. Document Manager 2.0 Corporate Administrator Guide Page 70

72 13. Repeat steps 9 through 12 to add additional items from other filing cabinets. 14. The items that you selected are now displayed in the Items in Kit section. 15. Optional: You can assign different quantities for each item in the kit. This allows you to specify the number of copies for a specific item for each quantity of the kit ordered. To change a quantity on an individual item in the kit, enter the new quantity in the text box under the Quantity column for each item. For example, if your kit consists of two documents, a Instructor Guide and a User s Guide, you set them up so for a quantity of 1 ordered on the kit the user will receive 1 Instructor Guide and 25 User s Guides. 16. Click the Map Kit to Filing Cabinets button. 17. Select the desired Filing Cabinet(s) for your kit by selecting the checkbox in the Select column next to each of the filing cabinets. 18. Click the Map to Cabinet(s) button. 19. Optional: Add any Advanced Finishing Options - Order Level items required for your kit. 20. Optional: Add any Production Charges - Order Level items required for your kit. Document Manager 2.0 Corporate Administrator Guide Page 71

73 Note: Depending on your corporate account setup you may or may not see order level finishing items or production charge items. 21. Click the Save button. Creating a Pre-Configured Item A pre-configured item is an item that has been made available by a corporate administrator, placed into your catalog and includes production instructions. This allows you to setup standard documents that are then made available to users on the site. Users placing an order for a catalog item would not be prompted to enter print production instructions as they have already been configured. The minimum steps required to setup a basic pre-configured item are shown below. The following sections will walk you through the advanced features when pre-configuring an item. 1. From the Item Configuration tab you can set the print production instructions for your catalog item. 2. In the Format drop-down you will need to select either Black and White or Color print. Along with that selection you will also need to indicate if your copies are single sided or double sided. For example, if you want to print in color double sided you would select Color - Double Sided. 3. In the Paper drop-down menu select a paper. Paper is associated with the format you select and will change based on the selection you make for format. In some cases (i.e. Bright, Bright Covers, Pastel and Pastel Index) you will need to choose a color from the Color drop-down menu. 4. Optional: Select your binding and covers. Note: See Appendix A for more details on Print and Binding Options 5. Optional: Use the Page Exception feature if one or more pages in your document require different print options. 6. Optional: Click on Finishing Options to select any required finishing items such as laminating or cutting. Note: See Appendix B for the available Finishing Options. Document Manager 2.0 Corporate Administrator Guide Page 72

74 7. Click the Save Preconfigurations button. The Document Information Tab The document information tab displays information about your file, such as file name, number of pages in the file and the file page size. Displaying File Information in Item Details To display either the number of pages or the file page size in the item details follow the steps below. 1. From the Document Information tab select the checkbox next to Display in Item Detail for either pages or page size. 2. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Changing the Page Size of a Document It is possible to change the pre-configured page size of your document. This will not enlarge or reduce the actual file. This is used to change the size of the paper that your file will print on. To change the page size, follow the steps below. 1. From the Document Information tab select the page size from the Page Size dropdown. Note: Changes to the page size may affect the papers that are available on the Item Configuration tab. Also, your document will now price at the new page size. 2. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 73

75 Replace Existing Pre-Configured Item File To update an existing pre-configured item with a new file follow the steps below. 1. From the Document Information tab, click on the Update Document button. 2. From the Manage Documents page click on Browse to begin the process of replacing your file. Next, select the file that needs to be uploaded. 3. Click the Upload button. Document Manager 2.0 Corporate Administrator Guide Page 74

76 4. On the Conversion Results page click the Continue button. 5. Click on the Submit button. 6. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 75

77 Replace Catalog Image The catalog image is the image that displays to the user while viewing the item in the catalog. By default this image is the first page of your file. If you would like to change the catalog image, follow the steps below. 1. From the Document Information tab, click on the Replace Product Image button. Document Manager 2.0 Corporate Administrator Guide Page 76

78 2. Select the file that you would like to use as the new catalog image by clicking the Browse button. Note: The following file types are supported: JPG, PNG, GIF 3. Click the Upload button. 4. Click the Save button on the bottom of the page. Document Manager 2.0 Corporate Administrator Guide Page 77

79 5. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Item Details Tab Change Document Name To change the name of your pre-configured item, as it is displayed in the catalog, follow the steps below. Note: When doing a search in your catalog, Document Manager 2.0 will use the Document Name field to do its search. 1. From the Item Details tab, enter the new name of your file in the Name field. Document Manager 2.0 Corporate Administrator Guide Page 78

80 Note: This will not change the name of the file you uploaded to your pre-configured item. 2. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Add/Change Short Description The short description is a description that can be added to your pre-configured item to relay more information about that document to the end user. The short description appears directly under the Title in both the catalog view and the thumbnail view. To add or change a short description, follow the steps below. Note: The short description is limited to 50 characters. 1. From the Item Details tab, enter the short description in the Product Short Description text field. 2. Optional: You can make changes to the way your text will display by using the tools in the Product Short Description tool bar. For instance you can change your text to bold or blue. 3. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 79

81 Add/Change Long Description The long description is a description that can be added to your pre-configured item to relay more information about that document to the end user. The long description appears directly under the short description thumbnail view only. To add or change a long description, follow the steps below. Note: The long description is limited to 1013 characters. Document Manager 2.0 Corporate Administrator Guide Page 80

82 1. From the Item Details tab, enter the long description in the Product Long Description text field. 2. Optional: You can make changes to the way your text will display by using the tools in the Product Long Description tool bar. For instance you can change your text to bold or blue. 3. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Setting Display Options for Document Name and Descriptions The display of the document name, short description and long description can be turned on or off in the thumbnail preview. To turn on or off the document name, short description or long description in the thumbnail preview, follow the steps below. Document Manager 2.0 Corporate Administrator Guide Page 81

83 Note: The document name, short description and long description will continue to display in the catalog view. 1. From the Item Details tab, check or un-check the Display in Item Detail checkbox for each of the display options you want to turn on or off. 2. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 82

84 Add Tabs Tab Inserting a Tab To add tabs to your pre-configured document follow the steps below. 1. From the Item Details tab, click the Insert button after the page where you want to insert the tab. Note: If your document is double sided, the tabs can only be inserted after the back side. 2. In the Type drop-down select the type of tabs you would like to insert. 3. In the Font Choice drop-down select the font you would like on your tabs. Document Manager 2.0 Corporate Administrator Guide Page 83

85 4. In the Line 1 field enter the text for line In the Line 2 field enter the text for line In the Line 3 field enter the text for line 3. Note: The maximum number of characters per line is Click Insert. 8. Repeat steps 2-8 for each tab that should be inserted. 9. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 84

86 Inserting Tabs via a CSV File Upload If you have a large amount of tabs to add to your document it may be more efficient to use a CSV file. To add tabs by CSV file follow the steps below. 1. From the Item Details tab, click the Add Tabs by CSV button. 2. Click on the Template link in the first bullet that reads Upload a list of tabs by downloading the template, adding the. Document Manager 2.0 Corporate Administrator Guide Page 85

87 3. Download the CSV Template. Note: The recommended format to use when uploading your tabs is CSV. 4. Open the CSV file that you just downloaded. You will see 4 columns: Document Index (Column A): This column indicates which file the tab should be associated with. When creating a pre-configured item this should always be set to 1. Insert Tab After Page (Column B): This column indicates what page you want the tab to go after. Line 1 (Column C): This column indicates what you want the first line of text on the tab to be. The maximum number of characters is 19. Line 2 (optional) (Column D): If necessary, this column indicates what you want the second line of text on the tab to be. The maximum number of characters is 19. Line 3 (optional) (Column E): If necessary, this column indicates what you want the third line of text on the tab to be. The maximum number of characters is Complete the Excel spreadsheet with your tab labels and save it to your computer. Document Manager 2.0 Corporate Administrator Guide Page 86

88 6. In the Tab Type drop-down menu select the desired type of tab. 7. In the Font Choice drop-down select the font you would like to use for your tabs. Note: The Tab Type and Font Choice selection will apply to all tabs in your CSV file. 8. Click the Browse button next to Upload Bulk Spreadsheet. 9. Click the Upload button. Document Manager 2.0 Corporate Administrator Guide Page 87

89 10. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Note: If you have uploaded the CSV and want to change the order of your tabs, you will need to manually delete each tab first, and then upload the revised CSV. Document Manager 2.0 Corporate Administrator Guide Page 88

90 Pricing and Quantity Tab Buyer Enters Quantity When your pre-configured item is set to Buyer Enters Quantity the end user placing the order will be presented with a text field where they will be able to enter any quantity for that pre-configured item. To change your pre-configured item to Buyer Enters Quantity, follow the steps below. Note: Pre-configured items default to Buyer Enters Quantity. 1. From the Pricing & Quantity tab in the Quantity Options drop-down select Buyer Enters Quantity. 2. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 89

91 Buyer Chooses Quantity When your pre-configured item is set to Buyer Chooses Quantity the end user placing the order will be presented with a drop-down menu of quantity choices where they will be able to select a quantity for that pre-configured item. To change your pre-configured item to Buyer Chooses Quantity follow the steps below. Note: When using Buyer Chooses Quantity the user is restricted to the values you enter and will not have the ability to enter a quantity outside the available quantities in the quantity drop-down. 1. From the Pricing & Quantity tab in the Quantity Options drop-down select Buyer Chooses Quantity. Document Manager 2.0 Corporate Administrator Guide Page 90

92 2. The Add/Edit Specific Quantities dialog box will display. To enter your new quantities, use one of the options listed below. Quantity Tiers Use this option if you have four or less quantities to add. Enter each of your quantities into one of the available text boxes in the Quantity Tiers section. Document Manager 2.0 Corporate Administrator Guide Page 91

93 New Quantities Quantities can be added by typing the quantities in the text box, separated by a comma, and clicking the +Add Quantity button. The quantities are displayed in the Quantity Tiers section. Document Manager 2.0 Corporate Administrator Guide Page 92

94 Equal Increments Enter the Min Start Quantity, Max End Quantity, and Increments Of in the appropriate text boxes. For example to build a quantity drop-down with values of 25, 50, 75 and 100 enter a value of 25 for the Min Start Quantity, enter a value of 100 for the Max End Quantity and a value of 25 for the Increments Of. Click the Generate Quantities button. The quantities are displayed in the Quantity Tiers section. Document Manager 2.0 Corporate Administrator Guide Page 93

95 3. In the Quantity Tiers section set the default value by selecting the radio button, in the Default column, next to the quantity you would like to be the default. 4. Click the Apply button. Document Manager 2.0 Corporate Administrator Guide Page 94

96 5. The quantities you entered will display under Current Quantities on the Pricing & Quantity tab. 6. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 95

97 Delete a Quantity from Buyer Chooses Quantity To delete a quantity from an existing buyer chooses quantity drop-down follow the steps below. 1. From the Pricing & Quantity tab click on Edit next to the Current Quantities section. Document Manager 2.0 Corporate Administrator Guide Page 96

98 2. The Add/Edit Specific Quantities dialog box will display. 3. In the Quantity Tiers section click the Delete button next to each of the quantities you would like to delete. Note: If you delete the default quantity the next value in the list will become the default value. To change the default to a new value, select the radio button, in the Default column, next to the new default value. 4. Click the Apply button. Document Manager 2.0 Corporate Administrator Guide Page 97

99 5. Your new quantities will display under Current Quantities on the Pricing & Quantity tab. 6. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 98

100 Add a Quantity to Buyer Chooses Quantity To add a quantity from to an existing buyer chooses quantity drop-down follow the steps below. 1. From the Pricing & Quantity tab click on Edit next to the Current Quantities section. Document Manager 2.0 Corporate Administrator Guide Page 99

101 2. The Add/Edit Specific Quantities dialog box will display. To enter your new quantities, use one of the options listed below. New Quantities Quantities can be added by typing the quantities in the text box, separated by a comma, and clicking the +Add Quantity button. The new quantities are added to the existing quantities and then displayed in the Quantity Tiers section. Document Manager 2.0 Corporate Administrator Guide Page 100

102 Equal Increments Enter the Min Start Quantity, Max End Quantity, and Increments Of in the appropriate text boxes for the new quantities. For example to build add to the quantity drop-down the values of 100, 200, 300, 400 and 500 enter a value of 100 for the Min Start Quantity, enter a value of 500 for the Max End Quantity and a value of 100 for the Increments Of. Click the Generate Quantities button. The new quantities are added to the existing quantities and then displayed in the Quantity Tiers section. Document Manager 2.0 Corporate Administrator Guide Page 101

103 3. If you need to change the default quantity in the Quantity Tiers section, set the default value by selecting the radio button in the Default column, next to the quantity you would like to be the default. 4. Click the Apply button. Document Manager 2.0 Corporate Administrator Guide Page 102

104 5. The new quantities you entered will display along with the previously entered quantities under Current Quantities on the Pricing & Quantity tab. 6. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 103

105 Setting a Minimum Order Quantity To set the minimum order quantity on a pre-configured item, follow the steps below. 1. From the Pricing & Quantity tab enter the minimum order quantity in the Minimum Order text box. 2. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 104

106 Entering Production Notes To add special instructions or production notes to your pre-configured item follow the steps below. Note: You may incur additional charges on your order for services requested in production notes. These charges will be added to your order by the producing location. 1. From the Pricing & Quantity tab enter your production notes in the Production Notes text box. 2. If you have completed making changes to your pre-configured item click the Save Preconfigurations button. Else, click on the next tab to make further configuration changes. Document Manager 2.0 Corporate Administrator Guide Page 105

107 User Settings The Users link of the Document Manager 2.0 Admin page will allow you to do several things including changing a user s contact information, adding and removing Users from an existing group, and setting access rights for a group s filing cabinet and address book. Changing Users Contact Information When a user is initially created in Document Manager 2.0 their contact information is loaded from OfficeMax Solutions ( End users have the ability to change this information from the My Account link. If you need to make these changes on behalf of the user follow the steps below. Note: Changes made to contact information in Document Manager 2.0 will not be reflected in OfficeMax Solutions. Document Manager 2.0 Corporate Administrator Guide Page 106

108 1. From the Admin page click Edit under User Settings. 2. Locate the user and click on their username in the Login Name column. Document Manager 2.0 Corporate Administrator Guide Page 107

109 3. Make the appropriate changes to the address fields that display. Note: Fields in bold are required fields. Note: Changes made to the username field will not be retained. Users will not be able to login using the new username and will need to login with their original OfficeMax Solutions username. The first time that user logs in to their account the username will reset back to their OfficeMax Solutions username. To change a username, the user needs to login in to OfficeMax Solutions and make the change to their username in the Your Profile tab. 4. Click Submit. Document Manager 2.0 Corporate Administrator Guide Page 108

110 Deleting a User There is functionality within Document Manager 2.0 that allows you to delete users. Although users can be deleted, the next time they login from OfficeMax Solutions the user will be added back to Document Manager 2.0. To delete a user from OfficeMax Solutions contact OfficeMax Web Account Maintenance or your company s primary contact. Document Manager 2.0 Corporate Administrator Guide Page 109

111 Viewing Users in a Group To see what users are assigned to a group, follow the steps below. 1. From the Admin page click Edit under User Settings. 2. Under Filter Group Settings, select the group to view from the drop-down. Document Manager 2.0 Corporate Administrator Guide Page 110

112 3. A list of all the users in that group will display, along with their Access Roles. Document Manager 2.0 Corporate Administrator Guide Page 111

113 Searching for a User To search for a specific user on the site follow the steps below. 1. From the Admin page click Edit under User Settings. 2. In the Search/Filter Column section, select the criteria to search on from the dropdown. There are several fields you can search on, including First Name, Last Name, and Username. 3. In the text field next to the search criteria drop-down enter the text to search on. Note: The text entered for the search does not have to be exact and a search will return any user containing the search text. For example, searching on Last Name with the text of Smith could return Smith and Smithson. 4. Click the Search button. Note: Switching to a new group will not remove your search criteria. To reset your search criteria click All. Document Manager 2.0 Corporate Administrator Guide Page 112

114 Adding a User(s) to a Group To add a user(s) to a group follow the steps below. 1. From the Admin page click Edit under User Settings. 2. In the Select column, select the checkbox for each user you would like to add to a group. 3. In the Selected Users to Group drop-down select the group you would like to add the user(s) to. 4. Assign appropriate Access Roles in the Access Roles Section. Address Book: Allows the storage of frequently used addresses/contacts available only to that group. The addresses/contacts can then be used during the ordering process. Users will always have access to their own Personal Address Book. Document Manager 2.0 Corporate Administrator Guide Page 113

115 Filing Cabinet: Allows for the storage of items, such as files or pre-configured items available only to that group. Users will always have access to their own Personal Filing Cabinet that they can use for the storage of files. Payment Methods: If there are any Approval Payment Methods setup for the group, the user must have Read selected under payment methods in order to receive those Approval Payment Methods. Read (R): Allows the user to see and use the items associated with that group. Add (A): Allows the user to add items to that group. Edit (E): Allows the user to make changes (i.e. copy, move, pre-configure) to items in that group. Delete (D): Allows the user to delete items from that group. Note: In order to pre-configure a file a Corporate Administrator needs to have at least Read, Add and Edit access for that group. Note: There may be situations where you are not ready to assign access roles. If this is the case step 4 can be skipped. See the section on Setting Address Book and Filing Cabinet Access roles to set the appropriate access roles at a later date. 5. Click the Add button. Document Manager 2.0 Corporate Administrator Guide Page 114

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