Document Manager 2.0. Corporate Administrator Guide

Transcription

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

116 6. Once the users are added to the group you will see the message User(s) successfully added to group located at the top of the page. Deleting a User(s) from a Group To delete a user(s) from a group follow the steps below. Document Manager 2.0 Corporate Administrator Guide Page 115

117 1. From the Admin page click Edit under User Settings. 2. Under Filter Group Users select the group to remove the user(s) from by using the drop-down. 3. In the Select column, select the checkbox for each user you would like to delete from the group. Document Manager 2.0 Corporate Administrator Guide Page 116

118 4. Click the Remove button. Setting Address Book Access Roles To set or change the Address Book Access Roles for users in a specific group follow the steps below. 1. From the Admin page click Edit under User Settings. Document Manager 2.0 Corporate Administrator Guide Page 117

119 2. Under Filter Group Users select the group you want to set Address Book Access Roles in by using the drop-down. 3. In the Select column, select the checkbox for each user. 4. Assign the appropriate Access Roles in the AB(R A E D) column. 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. Read (R): Allows the user to see and use the Address Book associated with that group. Add (A): Allows the user to add contacts to the Address Book in that group. Edit (E): Allows the user to make changes (i.e. copy, or move) to items in the Address Book in that group. Delete (D): Allows the user to delete contacts from the Address Book in that group. Document Manager 2.0 Corporate Administrator Guide Page 118

120 5. Click the Update Access Roles button 6. The page will refresh and you will see the new access roles for the users that were changed. Document Manager 2.0 Corporate Administrator Guide Page 119

121 Setting Filing Cabinet Access Roles To set or change the Filing Cabinet Access Roles for users in a specific group follow the steps below. 1. From the Admin page click Edit under User Settings. 2. Under Filter Group Users select the group you want to set Filing Cabinet Access Roles in by using the drop-down. 3. In the Select column, select the checkbox for each user. 4. Assign the appropriate Access Roles in the FC(R A E D) column. 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. Read (R): Allows the user to see and use the Filing Cabinet associated with that group. Add (A): Allows the user to add items to the Filing Cabinet in that group. Document Manager 2.0 Corporate Administrator Guide Page 120

122 Edit (E): Allows the user to make changes (i.e. copy, move, pre-configure) to items in the Filing Cabinet in that group. Delete (D): Allows the user to delete items from the Filing Cabinet in 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. 5. Click the Update Access Roles button. 6. The page will refresh and you will see the new access roles for the users that were changed. Document Manager 2.0 Corporate Administrator Guide Page 121

123 Assigning Approvers To assign an approver to a group follow the steps below. Note: An Approval Payment Method must be setup in the group you are assigning approvers to in order for approvals to work. For more information, see the section Creating Approvals in Document Manager. 1. From the Admin page click Edit under User Settings. Document Manager 2.0 Corporate Administrator Guide Page 122

124 2. Under Filter Group Users select the group you want to assign an approver to. 3. In the Approver column, select the checkbox for each user that should be assigned as an approver for that group. 4. Click the Update Access Roles button. Document Manager 2.0 Corporate Administrator Guide Page 123

125 5. The page will refresh and you will see the users in that group with the newly assigned Approver role. Order Templates Order templates are used to define specific production characteristics for an order. This gives users the ability to define standard templates specific to their needs. Users can then upload or select from their filing cabinet multiple files and then easily configure them. For example: A brochure order template can be created to support all orders that should be produced in black and white on Lunar Blue paper with a letter fold. Users can choose from the order templates in Step 1 of the Upload and Print workflow. Note: Order templates must be enabled on your account by OfficeMax before users will see any templates that have been created. To have this enabled contact your OfficeMax ImPress Account Manager. Creating an Order Template To create an order template follow the steps below. Document Manager 2.0 Corporate Administrator Guide Page 124

126 1. From the Admin page, click Edit under Order Templates. 2. Click the Add Order Template button. 3. Use the Name field to specify a name for the order template. 4. Enter a description for the order template in the Description field. 5. In the Print Centers and Page Sizes section, click the Change button. 6. Select the print centers from the Print Center list that will be available to this order template. Note: Use the CTRL or Shift keys to select multiple print centers. 7. Select the page sizes from the Page Sizes list that will be available to this order template. Note: Use the CTRL or Shift keys to select multiple print centers. 8. Click Apply. Document Manager 2.0 Corporate Administrator Guide Page 125

127 9. Under Print Options select all the print options that apply to this template. At a minimum you need to set a format and paper. Note: If you have selected multiple page sizes you will only receive the print options that are available for all the page sizes you selected. Note: For each option listed in the print option section you can only make one choice. For example: In Format you can only select Black & White - (Letter) Single Sided. You could not select Black & White - (Letter) Single Sided and Black & White - (Letter) Double Sided. Use the Format drop-down menu to choose the format method. For example Black & White - (Letter) Double Sided. Document Manager 2.0 Corporate Administrator Guide Page 126

128 Use the Paper Stock and adjacent Color drop-down menu to select the paper type and color. For example Bright - (Letter), Lunar Blue. Use the Binding drop-down menu to choose a binding. For example Black Coil Bind - Up to 40 pgs - (Letter) Use the Front Cover and Back Cover and adjacent Color drop-down menus to select covers. For example Clear Cover - (Letter), Clear Select the Allow user to add/modify tabs checkbox if you would like users to have the ability to add tabs to the document during the ordering process. Use the Advanced Finishing Options: Order Level fields to select specific finishing options to be applied at the order level (i.e., for all documents in the order as a whole). The Note field beside some of the finishing options can be used to enter any special notes or instructions. Use the Order Level, Binder Level and Document Level Finishing Options fields to select specific finishing options to be applied at the individual document level. The Note field beside some of the finishing options can be used to enter any special notes or instructions. 10. Click the Save button. Deleting an Order Template To delete an order template follow the steps below. 1. From the Admin page, click Edit under Order Templates. 2. In the select column check the checkbox(s) next to the order template(s) you want to delete. 3. Click Delete. Document Manager 2.0 Corporate Administrator Guide Page 127

129 Edit an Order Template To edit an order template follow the steps below. 1. From the Admin page, click Edit under Order Templates. 2. Click the name of the order template that needs to be changed. Document Manager 2.0 Corporate Administrator Guide Page 128

130 3. Make the necessary changes. Note: To change the Print Center or Page Size click the Change button in the Print Centers and Page Sizes section. 4. Click Save. Personalized Products What is a Personalized Product Personalized products are items on which variable text and images may be placed, such as business cards, brochures, direct mail, and other types of documents that have a template form overlaid with variable content. Personalized products can be created with Microsoft Word, Adobe InDesign, or Microsoft Publisher. You must first design the document in one of these applications. Once the design is complete, data needs to be associated with your document by using the mail merge features of the application. The document is then uploaded to Document Manager 2.0, where you will create a web form. The web form is a page presented to the end user when ordering a personalized product. It is used to collect the variable Document Manager 2.0 Corporate Administrator Guide Page 129

131 information for the personalized product. Once the web form is created the personalized product is then pre-configured to make it available for ordering. XMPie Document Manager 2.0 templates created using the Adobe InDesign XMPie plug-in allows for advanced template customization such as resizing text dynamically, dynamically showing and hiding layers, and automatically deleting blank lines. In order to create templates powered by XMPie, you will need to install the XMPie udirect Designer software available from XMPie. Adding a Microsoft Word or Microsoft Publisher Personalized Product To create a personalized product using either Microsoft Word or Microsoft Publisher follow the steps below. 1. From the Admin page click Edit Under Personalized Products. 2. Click Add Template. 3. In the File Information field click Browse and upload the variable template. 4. Select the filing cabinet to save the document to in the Save Files To drop-down. 5. Click Upload and Continue. Document Manager 2.0 Corporate Administrator Guide Page 130

132 6. Click Continue. 7. Upload the sample data source by clicking on Browse and then uploading your file. Note: Your sample file should be either a Microsoft Excel or CSV file. 8. Click Upload and Continue. Document Manager 2.0 Corporate Administrator Guide Page 131

133 9. Verify that all your fields have loaded into Section 1 and then click Product Configuration. For more information on pre-configuring a document see the section Creating a Pre-Configured Item. 10. Once complete with pre-configuring the item, click the Save Preconfigurations button. Adding an Adobe InDesign Personalized Product To create a personalized product using Adobe InDesign follow the steps below. 1. From the Admin page click Edit Under Personalized Products. 2. Click Add Template. Document Manager 2.0 Corporate Administrator Guide Page 132

134 3. In the File Information field click Browse and upload the Adobe InDesign File. 4. In the ZIP of supporting files/artwork field click Browse and upload the Adobe InDesign supporting files, including images and fonts. 5. Select the filing cabinet to save the document to in the Save Files To drop-down. 6. Click Upload and Continue. Document Manager 2.0 Corporate Administrator Guide Page 133

135 7. Click Continue. 8. Upload the sample data source by clicking on Browse and then upload your file. Note: Your sample file should be a CSV file. 9. Click Upload and Continue. 10. Verify that all your fields have loaded into Section 1 and then click Product Configuration. For more information on pre-configuring a document see the section Creating a Pre-Configured Item. 11. Once complete with pre-configuring the item, click the Save Preconfigurations button. Deleting a Personalized Product To delete a personalized product follow the steps below. Document Manager 2.0 Corporate Administrator Guide Page 134

136 1. From the Admin page click Edit Under Personalized Products. 2. In the Select column, check the checkbox for the file you would like to delete. 3. Click Delete Checked. Introduction to the Web Form After the Personalized Product has been uploaded to Document Manager 2.0, settings need to be specified for the web form. This will be used to collect data from the user during the ordering process. The sections below will walk you through the various options that can be added to the Web Form. Add/Edit Title A title can be added above the personalize interface that the end user will see when placing an order. Document Manager 2.0 Corporate Administrator Guide Page 135

137 Note: This is not the document name and will not display when viewing pre-configured documents. To add or edit a title follow the steps below. 1. From the Admin page click Edit Under Personalized Products. 2. In the Name column click on the document you want to add/edit a title. 3. Click Edit Title. 4. A dialog box will appear. In the Title field enter the title for the document. 5. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 136

138 Note: The character limit is 60 characters. Add/Edit Long Description A long description can be added above the personalize interface that the end user will see when placing an order for personalized products. The long description can be used to relay brief instructions or information about the document to the end user. To add or edit a long description, follow the steps below. 1. From the Admin page click Edit Under Personalized Products. 2. In the Name column click on the document you want to add/edit a Long Description. Document Manager 2.0 Corporate Administrator Guide Page 137

139 3. Click Edit Long Description. 4. A dialog box will appear. In the Long Description field enter the description for the document. 5. Click Save. Note: The character limit is 300 characters. Document Manager 2.0 Corporate Administrator Guide Page 138

140 Set Item Identifier The shopping cart displays the Item Short Description for each item placed in the cart. This can be confusing for an end user if they are ordering multiple items of the same product for different people. Setting the item identifier will add additional identifying text to the short description in the shopping cart. For example: If you are ordering Employee Business Card for John Doe and Suzy Smith, it will show Employee Business Card twice in the shopping cart. If you want to edit or remove only one of the cards from the shopping cart, you may not know which one to choose as there is no identifier between the two items. To set an item identifier, on a personalized product, follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to set an item identifier. 3. Click Set Item Identifier. Document Manager 2.0 Corporate Administrator Guide Page 139

141 4. Select up to two fields in the Available Fields section. Note: Multiple fields can be selected by holding down the CTRL key while clicking. 5. Click the Right Arrow Button. Note: The order of the fields can be changed by clicking on the up and down arrow buttons after adding the fields. 6. Select a Field Separator by selecting the radio button next to the appropriate field separator. 7. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 140

142 Sections Introduction Sections are used to segment fields into like groups during the ordering process. For example, a section could be created to hold the address fields (address, city, state and zip) in a personalized document. Adding a Section To add a section to a personalized document, follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click on the document you want to add/edit a Section. 3. Click Add Section. Document Manager 2.0 Corporate Administrator Guide Page 141

143 4. In the dialog that appears, enter the section name in the Name field. 5. In the Instructional Text field, enter any instructions for that section on the Instructional Text field. 6. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 142

144 Note: If there are available fields, you can add those fields at this point by clicking on Arrange, Add or Remove Fields From The Section. For instructions on adding fields, see Adding Fields to a Section in this document. Renaming a Section To rename a section in a personalized product follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to rename a section in. 3. Directly above the section you want to rename click Edit. Document Manager 2.0 Corporate Administrator Guide Page 143

145 4. A dialog box will appear. In the Name field enter the new name of the section. 5. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 144

146 Adding/Editing Instructional Text for a Section To add instructional text to a field, follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. Click on the document you want to add/edit instructional text located under the Name column. 3. Directly above the section you want to add/edit the instructional text, click Edit. Document Manager 2.0 Corporate Administrator Guide Page 145

147 4. A dialog box will appear. In the Name field enter the new name of the section. 5. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 146

148 Rearrange Sections To rearrange the sections of your personalized product follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. Click on the document you want to rearrange sections of in the Name column. 3. In the gray bar for each section, there is a field that indicates the position of the current section. For each section that needs to be rearranged enter the new position in that field. 4. Click the Rearrange button. Document Manager 2.0 Corporate Administrator Guide Page 147

149 Adding Fields to a Section To add fields to a section, follow the steps below. Note: If this is the first section that you are adding to a document all the fields will be part of the original section created. To remove fields from the original section and make them available to the new section you are creating see the section Removing Fields from a Section. 1. From the Admin page under Personalized Products click Edit. 2. Click the name of the document you want to add/edit instruction text located under the Name column. Document Manager 2.0 Corporate Administrator Guide Page 148

150 3. Directly above the section you want to add fields to, click Edit. 4. A dialog box will appear, click Arrange, Add or Remove Fields From The Section. 5. The fields that are available will appear in the Available Fields box on the left side. Select the fields you would like to move to Added Fields. Note: You can CTRL+click or Shift+click to select multiple fields. Document Manager 2.0 Corporate Administrator Guide Page 149

151 6. Click the Right Arrow Button. 7. The fields will be moved to the Added Fields box on the right. If you need to add additional fields follow steps 7-8 again. 8. Click Save. Removing Fields from a Section 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to remove fields from a section. Document Manager 2.0 Corporate Administrator Guide Page 150

152 3. Directly above the section you want to remove the field(s) click Edit. In this example, we will remove a field from Section A dialog box will appear, click Arrange, Add or Remove Fields From The Section. Document Manager 2.0 Corporate Administrator Guide Page 151

153 5. The fields that are part of that section will appear in the Added Fields box on the right side. Select the fields you would like to move to Available Fields. Note: You can CTRL+click or Shift+click to select multiple fields. 6. Click the Left Arrow Button. 7. The fields will be moved to the Available Fields box on the left. If you need to remove additional fields follow steps 7-8 again. 8. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 152

154 Arranging Fields in a Section The order of the fields in a section can be changed by following one of the two options below. Option 1: 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to rearrange the fields in a section. Document Manager 2.0 Corporate Administrator Guide Page 153

155 3. Use the text boxes on the right side of the page to re-organize the fields sequentially. 4. Click Rearrange. Option 2: 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to rearrange the fields in a section. 3. Directly above the section you want to rearrange the fields in click Edit. Document Manager 2.0 Corporate Administrator Guide Page 154

156 4. Click on Arrange, Add Or Remove Fields From The Section. 5. Under Added Fields select the field you would like to rearrange. Document Manager 2.0 Corporate Administrator Guide Page 155

157 6. Click either the up or down arrows to move the field to the correct position. 7. Click Save. Creating a Field Group Field groups allow you to set a rule that only a defined number of fields out of the total fields indicated can be entered. For example: You could have 6 fields, but you set a rule to only allow 5 out of 6 fields to be entered because your product brand only allows 5 lines to fit. To create a field group, follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to create a field group. Document Manager 2.0 Corporate Administrator Guide Page 156

158 3. Directly above the section you want to create the field group in, click Edit. 4. Click Field Groups. 5. Click Add Field Group. Document Manager 2.0 Corporate Administrator Guide Page 157

159 6. In the Name field enter the name of the field group. 7. In the Maximum field enter maximum number of fields that can be completed for this group. 8. In the Available Fields box on the left, select each of the fields you want to add to the field group. Note: You can CTRL+click or Shift+click to select multiple fields. 9. Click the Right Arrow Button to move the selected fields to the Added Fields box on the right. 10. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 158

160 Editing a Field Group To edit a field group follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to edit a field group. 3. Directly above the section you want to edit the field group click Edit. Document Manager 2.0 Corporate Administrator Guide Page 159

161 4. Click Field Groups. 5. Click Edit next to the field group you want to edit. 6. To change the field group name, change the name in the Name field. 7. Adjust the maximum number of fields in the Maximum field. 8. To add fields to the fields group: a. In the Available Fields box on the left, select each of the fields you want to add to the field group. Note: You can CTRL+click or Shift+click to select multiple fields. Document Manager 2.0 Corporate Administrator Guide Page 160

162 b. Click the Right Arrow Button to move the selected fields to the Added Field box on the right. 9. To remove fields from the fields group: a. In the Added Fields box on the right select each of the fields you want to remove from the field group. Note: You can CTRL+click or Shift+click to select multiple fields. b. Click the Left Arrow Button to move the selected fields to the Available Fields box on the left. 10. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 161

163 11. Click Save. Deleting a Field Group To delete a field group follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to delete a field group. 3. Directly above the section you want to delete the field group, click Edit. Document Manager 2.0 Corporate Administrator Guide Page 162

164 4. Click Field Groups. 5. Click Delete next to the field group you want to delete. 6. Click OK. Document Manager 2.0 Corporate Administrator Guide Page 163

165 7. Click Save. Creating Container Fields Container fields allow you to create a single row with multiple fields displayed. This is often used for Phone Prefixes and Phone Numbers, or City, State Zip. To create container fields follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to create a container field. Document Manager 2.0 Corporate Administrator Guide Page 164

166 3. Directly above the section you want to create container fields in, click Edit. 4. Click Container Fields. 5. Click Add Container Field. Document Manager 2.0 Corporate Administrator Guide Page 165

167 6. In the Name field enter the name of the container field. 7. In the Available Fields box on the left select each of the fields you want to add to the field group. Note: You can CTRL+click or Shift+click to select multiple fields. 8. Click the Right Arrow Button to move the selected fields to the Added Field box on the right. 9. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 166

168 Editing a Container Field To edit a container field follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to edit a container field. 3. Directly above the section you want to edit the container field in, click Edit. 4. Click Container Fields. 5. Click Edit next to the container field you want to edit. Document Manager 2.0 Corporate Administrator Guide Page 167

169 6. To change the container field name enter the new name in the Name field. 7. To add fields to the fields group: a. In the Available Fields box on the left, select each of the fields you want to add to the container field. Note: You can CTRL+click or Shift+click to select multiple fields. b. Click the Right Arrow Button to move the selected fields to the Added Fields box on the right. Document Manager 2.0 Corporate Administrator Guide Page 168

170 8. To remove fields from the fields group: a. In the Added Fields box on the right select each of the fields you want to remove from the container field. Note: You can CTRL+click or Shift+click to select multiple fields. b. Click the Left Arrow Button to move the selected fields to the Available Fields box on the left. 9. Click Save. 10. Click Save. Deleting a Container Field To delete a container field follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to delete a container field. Document Manager 2.0 Corporate Administrator Guide Page 169

171 3. Directly above the section you want to delete the container field, click Edit. 4. Click Container Fields. 5. Click Delete next to the container field you want to delete. Document Manager 2.0 Corporate Administrator Guide Page 170

172 6. Click OK. 7. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 171

173 Creating a Required Field Group When setting up a variable data template, system administrators can set field(s) in a group and require them to be entered based on a key field being entered. Required field groups can be created to force a user to fill in specified fields when another field has been completed. For example: If a building # field is filled in, then the room # field must be filled in to proceed. Or, if a first name field is filled in, then the last name field must be filled in also. To create a required field group, follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to create a required field group. Document Manager 2.0 Corporate Administrator Guide Page 172

174 3. Directly above the section you want to create a required field group in, click Edit. 4. Click Required Field Group. 5. Click Add Required Field Group. 6. Enter the name in the Name field for the required field group. 7. In the Available Fields box on the left, select each of the fields you want to add to the required field group. Note: You can CTRL+click or Shift+click to select multiple fields. Document Manager 2.0 Corporate Administrator Guide Page 173

175 8. Click the Right Arrow Button to move the selected fields to the Added Field box on the right. 9. In the Key Field drop-down select the key field. When ordering, if a user enters data into this field, it will require all the other fields to be completed. 10. Click Save. 11. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 174

176 Editing a Required Field Group To edit a required field group follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. Under Personalized Products click Edit. the Name column click the name of the document you want to create a required field group. 3. Directly above the section you want to edit a required field group in, click Edit. Document Manager 2.0 Corporate Administrator Guide Page 175

177 4. Click Required Field Group. 5. Click Edit next to the required field group you want to edit. 6. In the Name field make changes to the required field group. 7. To add fields to the required fields group: a. In the Available Fields box on the left, select each of the fields you want to add to the required field group. Document Manager 2.0 Corporate Administrator Guide Page 176

178 Note: You can CTRL+click or Shift+click to select multiple fields. b. Click the Right Arrow Button to move the selected fields to the Added Fields box on the right. 8. To remove fields from the required field group: a. In the Added Fields box on the right, select each of the fields you want to remove from the required field group. Note: You can CTRL+click or Shift+click to select multiple fields. 9. Click Save. b. Click the Left Arrow Button to move the selected fields to the Available Fields box on the left. Document Manager 2.0 Corporate Administrator Guide Page 177

179 10. Click Save. Deleting a Required Field Group To delete a required field group follow the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to delete a required field group. Document Manager 2.0 Corporate Administrator Guide Page 178

180 3. Directly above the section you want to delete the required field group from, click Edit. 4. Click Required Field Groups. 5. Click Delete next to the required field group you want to delete. 6. Click OK. Document Manager 2.0 Corporate Administrator Guide Page 179

181 7. Click Save. Delete a Field To delete a field from your document follow the steps below. Document Manager 2.0 Corporate Administrator Guide Page 180

182 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to delete a field. 3. Directly above the field you want to delete click Delete. 4. Click OK. Document Manager 2.0 Corporate Administrator Guide Page 181

183 Add Data Column Field An additional web form field that collects data for the order can be added. This may be used to collect information from the end user that doesn t populate into the product template. To add an additional data column field follow, the steps below. 1. From the Admin page under Personalized Products click Edit. 2. In the Name column click the name of the document you want to add a data column field to. Document Manager 2.0 Corporate Administrator Guide Page 182

184 3. Click View Data Source. 4. A window will open. Click Add Data Column Field. 5. Enter the name of the new field. 6. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 183

185 Note: To add your new field to the web form, follow the steps in the section Adding Fields to a Section. Field Types Introduction Various types of fields can be created within the web form. Below is a list of field types that can be created. Text user enters text into a text box field. Drop-down user selects text from a drop-down list. Radio Button user selects a choice from a list of radio buttons. Checkbox user checks a box for predefined data. Image Select user selects an image or uploads their own image. Note: Depending on the field type chosen, the applicable options for that type will be displayed. If you change field types, a warning message may alert you that any previous settings will be lost. A description of the display options is listed below. Name: the field label that will display to the end user. Required: end user must choose or enter data for the field in order to preview and/or add the item to the order. Width: The pixel width of the field. Multi-Line Text: configurable text area for paragraph type content entry. This has a maximum of 2000 characters. Text field type only. Document Manager 2.0 Corporate Administrator Guide Page 184

186 Height: configure the height of a multi-line text field. Text field type only. This option displays only when multi-line text is selected. Instructional Text: Information that is displayed to the end user below the field label. Error Message: Not applicable in this version. Hide: The field will not display to the end user, but any data mapped or defaulted will be used in the process. Allow User Entry: the end user can choose an item from the drop-down list or they can enter in their own custom value if that is chosen from the drop-down list. Drop-down field type only. Create/Edit a Text Field The default field type when a new personalized product is created is a text field. To change a field to a text field, follow the steps below. 1. Under Personalized Products click Edit. 2. In the Name column click the name of the document you want to create or edit a text field in. 3. Click the Edit button directly above the field you want to change to a text field. Document Manager 2.0 Corporate Administrator Guide Page 185

187 4. Change the Type drop-down to Text. 5. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 186

188 Create a Drop-down Field To create a field as a drop-down, follow the steps below. 1. Under Personalized Products click Edit. 2. In the Name column click the name of the document you want to create a dropdown field in. 3. Click the Edit button directly above the field you want to create as a drop-down. 4. Change the Type drop-down field to Drop-down. The page will refresh. Document Manager 2.0 Corporate Administrator Guide Page 187

189 5. Click List Builder. Document Manager 2.0 Corporate Administrator Guide Page 188

190 6. You can create the list using an Existing List, or Create a New List Use and Existing List a. To use an existing list, select the Use an Existing List radio button. Document Manager 2.0 Corporate Administrator Guide Page 189

191 b. From the Select List drop-down select the name of the list you want to use. Document Manager 2.0 Corporate Administrator Guide Page 190

192 Create a New List a. Click Create a New List. The page will refresh. Document Manager 2.0 Corporate Administrator Guide Page 191

193 b. Enter the name of the list in the New List Name field. c. Enter a Description in the Description field. Document Manager 2.0 Corporate Administrator Guide Page 192

194 d. For each list item enter a Name/Value combination by entering the name in the Name field and the value in the Value field. Note: The name is what will be displayed in the list to the end user. The value is the actual data to be used when that name is selected from the list. Document Manager 2.0 Corporate Administrator Guide Page 193

195 e. Click the Right Arrow Button to add the combination to the list. 7. Click Save. f. Repeat steps d and e for each value that needs to be added. Document Manager 2.0 Corporate Administrator Guide Page 194

196 Creating a Radio Button Field To create a field as a radio button, follow the steps below. Document Manager 2.0 Corporate Administrator Guide Page 195

197 1. Under Personalized Products click Edit. 2. In the Name column click the name of the document you want to create a radio button field in. 3. Click the Edit button directly above the field you want to create as a Radio Button. 4. Change the Type drop-down field to Radio Button. The page will refresh. Document Manager 2.0 Corporate Administrator Guide Page 196

198 5. Click List Builder. Document Manager 2.0 Corporate Administrator Guide Page 197

199 6. You can create the list using an Existing List, or Create a New List Use and Existing List a. To use an existing list, select the Use an Existing List radio button. Document Manager 2.0 Corporate Administrator Guide Page 198

200 b. From the Select List drop-down select the name of the list you want to use. Document Manager 2.0 Corporate Administrator Guide Page 199

201 Create a New List a. Click Create a New List. The page will refresh. Document Manager 2.0 Corporate Administrator Guide Page 200

202 b. Enter the name of the list in the New List Name field. c. Enter a Description in the Description field. Document Manager 2.0 Corporate Administrator Guide Page 201

203 d. For each list item enter a Name/Value combination by entering the name in the Name field and the value in the Value field. Note: The name is what will be displayed in the list to the end user. The value is the actual data to be used when that name is selected from the list. e. Click the Right Arrow Button to add the combination to the list. Document Manager 2.0 Corporate Administrator Guide Page 202

204 7. Click Save. f. Repeat steps d and e for each value that needs to be added. Document Manager 2.0 Corporate Administrator Guide Page 203

205 Document Manager 2.0 Corporate Administrator Guide Page 204

206 Creating a Checkbox Field A checkbox field can be used to enter pre-defined values into your document. The value of the field is determined by the field either being checked or unchecked. For example, adding a specified fax number to your document. To create a field as a checkbox, follow the steps below. 1. Under Personalized Products click Edit. 2. In the Name column click the name of the document you want to create or edit a drop-down field in. 3. Click the Edit button directly above the field you want to create as a Radio Button. Document Manager 2.0 Corporate Administrator Guide Page 205

207 4. Change the Type drop-down field to Checkbox. The page will refresh. 5. Default Entry controls if the field is checked or unchecked when displayed in the web form. To display the field as checked select checked for Default Entry, otherwise select unchecked. 6. In the Checked Value text field enter the value that will be displayed if the checkbox is selected. 7. In the Unchecked Value text field enter the value that will be displayed if the checkbox is not selected. Note: The checked and unchecked values are not displayed in the web form, but will appear in the document preview. 8. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 206

208 Setting Field Logic Options The Field Logic section for a variable field will allow you to set options such as field validations, field defaults, and whether a field is editable. To set field logic options on a field follow the steps below. 1. Under Personalized Products click Edit. 2. Click the name of the document you want to set field logic for located under the Name column. 3. Click the Edit button directly above the field. 4. Click Field Logic. Document Manager 2.0 Corporate Administrator Guide Page 207

209 5. Complete the required Field Logic fields as listed below. Profile Mapping: Profile mapping allows you to set a field so that the data for that field is driven from the user s profile. To add, remove or make changes to how these fields function contact your OfficeMax ImPress representative. Default Entry: Data entered here is populated into the web form field and displayed to the end user in the field. Lock: The data in this field is locked for editing. Typically used in conjunction with Default Entry and/or Profile Mapping. Validation: Only used with text fields, and allows for their validation. To add or remove a validation, contact your OfficeMax ImPress representative. Mask Type: Only used with text fields. Adds a mask to the field guiding the user on how to enter data in that field. The masks that are available are phone number, zip code and date. Mask: Only used with text fields. Used in conjunction with Mask Type to display the format for the mask. For example: (999) or Document Manager 2.0 Corporate Administrator Guide Page 208

210 Show data on Job Ticket Item Details: This allows you to display the user s data on the job ticket used by both the OfficeMax producing location and customer service. Show Alert on Job Ticket if Data is Not Null: Displays an alert to the producing location with the user s data from that field. 6. Click Save. List Manager Lists can be created that can be reused in the web forms for drop-down lists, radio button lists, and images. This provides the ability for a Corporate Administrator to create commonly used lists only once and reuse it on many web form fields and products. This also allows for the easy editing of lists when data in that list changes. A data file or zip file can be used to upload the list for a quick and easy setup. Add Drop-down/Radio Button List To add a drop-down or radio button list follow the steps below. 1. From the Admin page under List Manager, click Edit. 2. Choose the radio button of the list you want to add a Drop-down/Radio Button List in the Select column. Document Manager 2.0 Corporate Administrator Guide Page 209

211 3. Click the Add Drop-down/Radio Button List button. 4. Enter the list name in the New List Name field. 5. Enter the list description in the Description field. Document Manager 2.0 Corporate Administrator Guide Page 210

212 6. Enter the name in the Name field. This is what will be displayed to the end user in the web form. 7. Enter the value in the Value field. This is what will be entered into the document. 8. Click the Right Arrow Button. Document Manager 2.0 Corporate Administrator Guide Page 211

213 9. Follow steps 5-7 for each additional name/value combination that need to be added to the list. 10. Values can be moved up or down in the list by selecting the Name/Value combination and then clicking on the up or down arrows. Document Manager 2.0 Corporate Administrator Guide Page 212

214 11. To sort the list alphabetically use the A-Z or Z-A buttons Note: The list will be sorted on the Name column. Document Manager 2.0 Corporate Administrator Guide Page 213

215 12. Click Save to List Manager. Upload a Drop-down/Radio Button List To upload a drop-down or radio button list follow the steps below. 1. From the Admin page under List Manager, click Edit. 2. Choose the radio button of the list you want to upload a Drop-down/Radio Button List, in the Select column. 3. Click the Add Drop-down/Radio Button List button. Document Manager 2.0 Corporate Administrator Guide Page 214

216 4. Enter the list name in the New List Name field. 5. Enter the list description in the Description field. Document Manager 2.0 Corporate Administrator Guide Page 215

217 6. Click the Template button, and download the template to your computer. Document Manager 2.0 Corporate Administrator Guide Page 216

218 7. Open and complete the template you just downloaded with your Name/Value Combinations. Note: The file should be saved as a Text (Tab delimited) (*.txt) file. Document Manager 2.0 Corporate Administrator Guide Page 217

219 8. Click on Browse and browse for your file to upload. 9. Click Upload. Document Manager 2.0 Corporate Administrator Guide Page 218

220 10. Click Save To List Manager. Document Manager 2.0 Corporate Administrator Guide Page 219

221 Add a Name/Value Combination to a List To add a Name/Value combination to an existing list, follow the steps below. Note: Any modifications will affect all products that are using this list. Click View Usage in order to know what will be affected when making changes. 1. From the Admin page under List Manager click Edit. 2. In the Select column choose the radio button of the list you want to Add a Name/Value combination. 3. In the List Name column select the name of the list you want to add a Name/Value combination. Document Manager 2.0 Corporate Administrator Guide Page 220

222 4. Enter the additional name in the Name field. This is what will be displayed to the end user in the web form. 5. Enter the additional value in the Value field. This is what will be entered into the document. 6. Click the Right Arrow Button. Document Manager 2.0 Corporate Administrator Guide Page 221

223 7. Follow steps 2-4 for each additional name/value combination that need to be added to the list. 8. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 222

224 Delete a Name/Value Combination to a List To delete a Name/Value combination on an existing list, follow the steps below. Note: Any modifications will affect all products that are using this list. Click View Usage in order to know what will be affected when making changes. 1. From the Admin page under List Manager click Edit. 2. In the List Name column select the name of the list you want to delete a Name/Value combination. Document Manager 2.0 Corporate Administrator Guide Page 223

225 3. Select the Name/Value Combination you want to delete from the list. 4. Click the Right Arrow Button. 5. Follow steps 2-3 for each additional name/value combination that needs to be deleted from the list. 6. Click Save. Document Manager 2.0 Corporate Administrator Guide Page 224

226 Add Image List To manually create a list of images follow the steps below. Note: The following image types are supported: PNG, JPG, JPEG, GIF, BMP, TIF, PDF and EPS. 1. From the Admin page under List Manager, click Edit. 2. In the Select column choose the radio button of the list you want to Add Image List. 3. Click the Add Image List button. Document Manager 2.0 Corporate Administrator Guide Page 225

227 4. Select the radio button for Create list and images individually. 5. Enter the list name in the New List Name field. 6. Enter the list description in the Description field. Document Manager 2.0 Corporate Administrator Guide Page 226

228 7. Browse for the image to add to the list in the Upload Image field. 8. Enter an image name in the Image Name field. 9. Optional: Enter any keywords in the Searchable Keywords field. Note: You can enter up to five keywords per image by separating the keywords with commas. Note: A search field appears in the dialog box when an end user is selecting an image in a personalized product. 10. Click Upload and Add. Document Manager 2.0 Corporate Administrator Guide Page 227

229 11. Follow steps 6-9 for each additional image that needs to be added to the list. 12. Set the default image by selecting the radio button below an image. 13. Click Save to List Manager. Document Manager 2.0 Corporate Administrator Guide Page 228

230 Copy List To make a copy of an existing list follow the steps below. 1. From the Admin page under List Manager, click Edit. 2. In the Select column choose the radio button of the list you want to copy. 3. Click Copy. Document Manager 2.0 Corporate Administrator Guide Page 229

231 4. In the New List Name field enter the name of the copied list. 5. In the Description field enter the description of the copied list. 6. Make any other changes needed to the list. 7. Click Save To List Manager. Delete List To delete an existing list follow the steps below. 1. From the Admin page under List Manager, click Edit. 2. In the Select column choose the radio button of the list you want to delete. 3. Click Delete. Document Manager 2.0 Corporate Administrator Guide Page 230

232 4. In the New List Name field enter the name of the copied list. View List Usage To see what Personalized Products are using a specific list follow the steps below. 1. From the Admin page under List Manager, click Edit. 2. In the Select column choose the radio button of the list you want to View List Usage. 3. In the View Usage column click the View Usage button. Document Manager 2.0 Corporate Administrator Guide Page 231

233 The resulting report will show what personalized product templates are using the report requested. A sample report is shown below. Document Manager 2.0 Corporate Administrator Guide Page 232

234 Appendix A: Print & Binding Specifications Item Description Examples Format Allows you to change the print color, either black and white or color, and the size of the document. Black & White - Single Sided Black & White - Double Sided Color - Single Sided Paper Paper Color Binding Front Cover Allows you to change the paper. Note some papers are grouped which then allows you to choose a paper color. For example: Brights. Also, the available paper choices are determined by the format selection. Allows you to select the paper color for the paper selected. Note that there may be no selection or only one selection depending on the paper that was chosen. Allows you to choose the type of binding for your document. Note that the available binding selections are determined by the size of your paper and the paper selected. The type of cover that will be inserted as the front of your document. Note that some Color - Double Sided White 20# Bright (Paper Group) NCR - 2 Part NCR Lunar Blue Martian Green Blue Yellow Black Coil Bind Black Comb Bind D Ring Standard Binder Bright Cover Clear Cover Vinyl Cover Document Manager 2.0 Corporate Administrator Guide Page 233

235 Front Cover Color Back Cover selections here will require a selection from the Front Cover Color drop-down. The color selection for your front cover. The type of cover that will be inserted as the back of your document. Note that some selections here will require a selection from the Back Cover Color drop-down. Black White Blue Bright Cover Clear Cover Vinyl Cover Document Manager 2.0 Corporate Administrator Guide Page 234

236 Appendix B: Finishing Options The finishing items shown below are standard finishing items. Finishing items may vary depending on how your site is setup. Finishing Item Cutting Cutting - Trim to Size Drilling Folding Laminate Padding Description Allows for the document to be cut to specific sizes. This allows you to cut on all four edges of the sheets and can be used for bleed applications. Note Cutting - Trim to Size is a selection on the Cutting drop-down menu. Allows for the document to be drilled. Allows for the folding of the document. Allows for the lamination of the document. Allows for the padding of the document. In the Quantity field enter the quantity of pads to be produced. In the Sheets per Pad field enter the number of sheets in each pad. Note that the Examples Cutting - 1/2 (Yields 2) Cutting - 1/3 (Yields 3) Cutting - 1/4 (Yields 4) Cutting - Trim to Size (Yields 1) Cutting - Trim to Size (Yields 1) Drilling - 2 Hole Drilling - 3 Hole Folding - Half Fold Folding - Tri-Fold Folding - Z-Fold Laminate - 10 Mil LTR Laminate - 5 Mil LTR Example: To order 10 pads of a 50 sheet document that is 1-up the following specifications should be entered: Copy Quantity: 500 (Pads x Sheets) Quantity: 10 Sheets: 50 Example: To order 8 pads of 25 sheets of a document that is 4-up the following specifications should be Document Manager 2.0 Corporate Administrator Guide Page 235

237 Shrinkwrap Stapling quantity on the previous page should be the number of copies, not the quantity of pads. Allows for the document to be shrink-wrapped. In the Quantity field enter the quantity of shrink-wraps. In the Sheets per Shrinkwrap field enter the number of sheets in each shrink-wrap. Note that the quantity on the previous page should be the number of copies, not the quantity of shrinkwraps. Allows for the document to be stapled. entered: Copy Quantity: 50 (Pads x Sheets / Number Up) Quantity: 8 Sheets per Pad: 25 Example: To order 10 shrink-wraps with 100 sheets per shrink-wrap the following specifications should be entered. Copy Quantity: 1000 Quantity: 10 Sheets: 100 Stapling - Double Left Stapling - Landscape Stapling - Portrait Stapling - Saddle Stitch Appendix C: Creating a Mail Merge in Microsoft Word, Microsoft Publisher, or Adobe InDesign (Data Merge) To prepare a document for personalized products in Microsoft Word, Microsoft Publisher or Adobe InDesign follow one of the links below. Microsoft Word: Document Manager 2.0 Corporate Administrator Guide Page 236

238 Microsoft Publisher: HP aspx Adobe InDesign: 6c3ca.html Document Manager 2.0 Corporate Administrator Guide Page 237