A guide to online digital print submission at QUT

Transcription

1 printerface.qps.qut.edu.au A guide to online digital print submission at QUT QUT PRINTING SERVICES

2 Contents About PrinterFace and digital printing at QUT... 5 Accessing PrinterFace... 5 Digital printing overview... 5 Corporate stationery ordering overview... 5 Using PrinterFace... 6 Menu features... 6 Create a Print Order... 8 Step 1 - General order details... 8 Account Codes... 8 Date Required... 8 Proof, Confidential and Copyright... 8 Delivery... 8 Step 2 - Choose the documents to upload for the print job... 9 Upload your Documents... 9 Printing Receipt...11 Step 3 - Select your print and finishing options Printing Stapling Binding Ring Binding Hole Punching Document Covers Custom Covers Folding Laminating Data Merging Job Collation Step 4: Order Authorisation and Final Review Order Authorisation Create a CD/DVD Order Order Authorisation Final Review Create a Custom Order Order Authorisation Final Review Re-order function Estimates

3 QUT Business Cards and Corporate Stationery Creating and Managing Accounts Business Cards QUT Standard Cards Step 1 - Enter card details Step 2 - Authorisation QUT Standard with Translated Back Upload your VCS approved file QUT Custom Card Corporate Stationery Special requirements for enquiring about stationery orders Contacts Job Specific Information General Information Technical Information

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5 About PrinterFace and digital printing at QUT PrinterFace is QUT s online print management tool, offering you a convenient method to submit print jobs with the University s digital print provider and place orders for QUT corporate stationery and business cards. Accessing PrinterFace PrinterFace is available online at You will need to enter your QUT Access username and password to access the system. The system offers two features to University staff: 1. Digital printing via PrinterFace for print submission of digital print work including CD and DVD. 2. Stationery Ordering for business card and printed corporate stationery requests. Digital printing overview PrinterFace, in the majority of cases, will provide an instant estimate for your print request. Through choosing different digital printing (black and white or colour) and finishing styles, you can see the cost for the various options available to you. Once you are satisfied with your choice, you then submit your request. You can either upload files or send hardcopy to print from. PrinterFace is designed to store print ready files with your order for future reprints. You can request changes to the original file when requesting reprints by uploading a complete new file, or just amendments. Where you do this, it is advisable to include notes stating that changes have been requested so that they are incorporated into the reprint. PrinterFace benefits: provides estimates for most print submissions job requirements can be changed to consider different cost options that suit individual budgets, before proceeding to print additional cost centres and delivery addresses can be added job progress can be tracked and a record of completed print submissions can be provided files are stored with orders and are available for exact reprints. Corporate stationery ordering overview The Business cards and Corporate stationery ordering functions can be accessed through the relevant icons on the PrinterFace home page. QUT business cards are ordered by selecting one of the templates available; filling in the details required; approving an online proof and submitting the order. The system allows for double sided business cards including translations and custom QUT cards where an approved nonstandard template can be used.* QUT printed stationery is ordered using typical shopping basket technology with items grouped into categories for easy selection. It allows for multiple lines per order with the whole order being assigned to one account code or assigning each line to a different account code if required. *Only approved Visual Communication Services PDF files for second sides, translations and custom cards are allowed. 5

6 Using PrinterFace The first window of PrinterFace provides access for creating print, CD and DVD orders; creating business card orders and placing stationery orders by selecting the appropriate icon. Menu features Create Print Order By selecting this option, you can follow the steps to create a print submission and specify your job requirements. CD/DVD Order By selecting this option, you can follow the steps to create a CD/ DVD submission and specify your job requirements. Custom Order Select this option when you are not able to use the Create print Order or Estimate Cost of Print Order functions. You simply describe what you would like to be produced. One of the provider s estimators will then produce an estimate for you. Estimate Cost of Print Order This option will provide you with an online estimate for most print jobs. This estimate is not visible to the print provider, it is client information only until it is converted to a job by selecting Create a job from this estimate. 6

7 Business Cards Select this option for ordering QUT business cards. (Foreign language or other customised cards). For foreign language or other customised cards please contact Visual Communication Services. They will prepare the artwork and then forward to you a production file to upload with your order. Corporate Stationery Select this option for ordering QUT s standard corporate stationery. This includes, letterheads, with compliment slips, envelopes, exam booklets, test answer sheets and certificates. My To-do List Is where jobs you have submitted are queued when you need to take some form of action in order for them to proceed, e.g. approving a proof, or a job to proceed if you are a financial delegate. My Orders Open this option to see the status of print jobs. You will be able to track your job from estimation through to final delivery and ensure everything will be completed on time. My History You can view jobs that you have previously submitted that have been completed. My Estimates This option provides you with a list of estimates that you have created. This enables you to review your costs and budget for printing expenses, and submit an estimate for printing. My Favourites If you have a job that is going to be reprinted, you can place it in My Favourites and reuse the same requisition. A new job number will be issued each time you reprint the order. My Details Your contact details and delivery information are stored in this area and you can access them to edit if required. 7

8 Create a Print Order Step 1 - General order details Complete the form, ensuring that all orange boxes are filled in then select Next: Upload Documents. Account Codes Enter the account code to be charged for the request. Some fields are fixed and cannot be altered. If the job you are submitting requires costs to be split over multiple accounts, this can be specified. Simply include the quantity that is to be charged to each account code. Date Required The system will automatically allocate a date according to the provider s workload. Within this section you can specify another date (minimum of seven working days) if required sooner. Please contact the provider if your job is required earlier. Proof, Confidential and Copyright The submission form also allows you to: request a proof identify if the contents of the job are confidential e.g. a report or test inform QUT if there is copyright material included and clearance obtained If you classify your job as confidential, the print file will automatically be deleted when it is completed. Delivery Several addresses can be selected for delivery. Enter the number of copies for each recipient along with their delivery details. 8

9 Step 2 - Choose the documents to upload for the print job Upload your Documents File This option will allow you to browse for the document and select it to upload. Add a file Select this if you are supplying more than one file to be collated together into one document. You can change the order they are to appear by using the up/down arrows. Tip: This is ideal for mail outs where you have a letter and a form or forms in separate files that need to go together. 9

10 Add another document or item Select this if you are adding files to the one job that are to be printed as separate items. The number of documents you can add is unlimited. The only restriction is the size and how long it takes to transfer to the server. Hardcopy document Select this when supplying hardcopy to print from. You will need to supply a job title and the total number of pages within the document. If you select this option you will need to provide a hardcopy via Internal Mail (send to QPS Level 1 M Block GP). 10

11 Printing Receipt Printing Receipt If you select the hardcopy original option you will be required to print the covering hardcopy form, attach it to the hardcopy and send it to: QUT Printing Services Gardens Point M Block Level 1. 11

12 Step 3 - Select your print and finishing options Overview - Print and finishing options Step 3 is about specifying how you want your job to be printed and finished. Each icon represents a particular range of options available. It also provides the opportunity to access particular areas relating to general requirements such as account details and changing the number of copies. The system is designed so that you cannot select a combination of options that are incompatible. When you have completed all your selections and are satisfied with the price (bottom left hand corner) select Apply Changes to close the windows of each area you have chosen. Once you have made all of your selections as to how your document is to be printed and finished, select Next: Final Review. This will take you to the authorisation screen where you will select a financial delegate to authorise the expenditure and then a summary of your request for you to check that all is as it should be. 12

13 Printing Printing By selecting this, you will be able to customise your print submission and view the layout of your document. Page Count indicates the total number of pages specified in your Word document or PDF. Stock Type Enables you to select the type of paper stock you would like to use. These include plain paper, perforated blue and perforated green NCR (Carbonless Copy Paper). Note: For most printing you will leave stock type as plain paper and use the Page Finish, Paper Weight and Orientation for selecting a paper to print on. Finished Paper Size enables you to select the finished size of your document. Print all the way to the edge of the paper? Important! You must select this if your document requires images or graphics to be printed to the edge of the page. This is to ensure that PrinterFace selects the correct paper stock required to accommodate bleeds and to ensure that the document can be trimmed to the correct finished size. 13

14 Layout Panel Hover the cursor over the icons to identify the different tools available. Select to apply any option to all pages. Select to default back to an individual page setting. You can then select individual pages to format. Select for black and white printing. Select for colour printing. Select to print single sided. Select to print double sided. Select for coloured paper. Select to remove blank insert pages and tabs. Select to add tabs or blank insert pages. If you insert a tab please enter text if required in the Text tab field. 14

15 If a change applies to several pages of your document, first select None then select the pages that require the change and select the appropriate option. Once you have made the change you will be able to view this in the layout panel. The display panel will show whether only one side of the sheet is to be printed in colour, what pages are to be printed on colour paper and what impact an insert will make to the document. The example below has page 5 to be printed on a tinted stock, page 7 to be printed in colour, a tab divider inserted and a coloured paper insert selected. If you want a change to apply to your whole document, select ALL then choose from the options. Tip: If you want to move an insert you have just inserted, click on the insert icon. A set of arrows will appear and you will be able to drag the insert to the position you require it to be. Page Finish Select the type of finish you would like for your job from the drop down menu. Paper Weight Select the weight of the paper you want your document printed on from the drop down menu. Portrait or Landscape Select the orientation you want for your job. This will be applied to the whole document. 15

16 Stapling Staple your document? This provides options for stapling your document. Choices include: Top left hand corner Two staples on short edge Two staples on long edge Saddle (Booklet-style) 16

17 Binding Bind your document? Select this to choose how you want your document bound. When binding a document you will need to indicate the edge that requires binding and the type of binding. Choices include: Which edge do you want to bind? Long edge Short edge What type of bind? White comb bound Black comb bound Black tape comb White tape bound Wire bound Book bound Thesis If further information is required, you will be referred to other screens for completion. Please ensure you include a front and back cover for most binding options except Thesis hardcover and top corner staple. See the Covers section of this guide for more information. 17

18 Ring Binding If you wish to Protect your document with a ring binder select this option within the Binding feature. You will also need to select the Hole Punching option if you wish to have your document printed and collated into a ring binder. Adding a ring binder will allow you to: add a printed cover in the front folder pocket add a printed cover in the back folder pocket add a printed spine. When selecting from these options you will need to u pload files or images of the covers or spine during this stage of the process. 18

19 Hole Punching If you wish to bind or hole punch your document select the option to Hole punch your document and specify how many holes are required. 19

20 Document Covers Covers Select this to add covers to your document. As you select the appropriate fields you will be prompted to complete this section by supplying further information. Include front cover? Cover Type You will need to select either Paper or Card. Cover Colour A selection of colours and brands are available from the drop down menu. Paper Finish Select the type of paper you would like the cover printed on e.g. Bond, Matt, Gloss or Silk. Cover Weight The type of cover you choose will determine the cover weight you can select from. Where does the cover come from? The cover can be part of the document you have supplied or uploaded as an individual file. You can also supply the Printery with a hardcopy insert. How is the cover to be printed? Please indicate if the cover is to be printed in black and white or colour. Add a clear plastic cover? If the cover is to be a plastic cover please make the selection at this point. Include a back cover? If you would like to include a back cover, follow the steps outlined above. 20

21 Custom Covers This option allows you to select from faculty specific covers where you can add information to a template. Custom covers have a preview window for you to check the details. 21

22 Folding If you require flyers or letters to be folded you can specify the type of fold you require, e.g. letter, A5 flyer, invite. Fold your document? What kind of fold? Select the fold option that best suits your submission: Z fold Half fold C fold 22

23 Laminating Select this option if your document requires laminating. 23

24 Data Merging You will need to indicate when you require data to be merged into a printed document. The most common data merges include mail outs, name tags, labels and invites. Select Would you like to merge data from an Excel spreadsheet or CSV file into this document? Upload your Excel spreadsheet and indicate the number of pages in the document that require data to be merged. Identify if there are any special requirements regarding the merge e.g. position, font type, size. 24

25 Job Collation To have your documents collated the following options are available: Shrink wrap units This is applicable if you have more than one document and would like them wrapped together. Insert documents into envelopes If you are doing a mail merge you need to select this option. You will be asked what type of envelope you require. Collate in ring binder Just in case you have multiple documents that you wish to place in a ring binder. When you have completed all your selections and are satisfied with the price (bottom left hand corner) select Apply changes to close the window. Once all the print and binding options have been selected you can then select Next: Final Review. 25

26 Step 4: Order Authorisation and Final Review Order Authorisation All requests need to be approved by a QUT financial delegate. Select the appropriate financial delegate from the dropdown list. You will receive an notification after 48 hours if your order has not been actioned by the nominated financial delegate. The will ask you to forward the notice onto another financial delegate. They in turn will need to printorders@qut.edu.au either authorising or rejecting the order. 26

27 Final Review This page will outline all the job details including: Client details - name, , and phone Requirements - number of copies, date required Accounting cost code Delivery - addresses and room details Copyright - requirements and permissions Estimated costs Document source - identifies the file that you have selected Printing Details - number of pages, colour, black and white, orientation, double sided, paper size and paper type. Once you have checked that all these details are correct you can select Finish: Send to Copy Centre. You will then be returned to the front page of PrinterFace. 27

28 Create a CD/DVD Order Select CD/DVD Order to have CDs and DVDs produced. You will need to provide a copy of the CD or DVD with all the files you require. This can be done via a zip folder uploaded on PrinterFace or via a master disc. Give your job a title Upload the zip folder with the CD/DVD content. Select the type of case the disc is to be inserted into. Select if you want the disc face printed. Select if the face is to be printed in black and white or colour. Upload the file for the face. (PDF or jpeg) Submit your request. 28

29 Order Authorisation All requests need to be approved by a QUT financial delegate. Select the appropriate financial delegate from the dropdown list. You will receive an notification after 48 hours, if your order has not been actioned by the nominated financial delegate. The will ask you to forward the notice onto another financial delegate. They in turn will need to printorders@qut.edu.au either authorising or rejecting the order. Final Review This page will outline all the job details including: client details - name, , and phone requirements - number of copies, date required accounting cost code delivery - addresses and room details copyright - requirements and permissions document source - identifies the file you have selected Once you have checked all these details are correct you can select Finish: Send to Copy Centre. You will then be returned to the front page of PrinterFace. 29

30 Create a Custom Order If the PrinterFace options do not adequately represent the type of printing you want then please provide details of the work required e.g. name tags, labels. These types of jobs will not receive an estimated cost. The service provider will need to provide you with a quote. 30

31 Order Authorisation All requests need to be approved by a QUT financial delegate. Select the appropriate financial delegate from the drop down list. You will receive an notification after 48 hours, if your order has not been actioned by the nominated financial delegate. The will ask you to forward the notice onto another financial delegate. They in turn will need to printorders@qut.edu.au either authorising or rejecting the order. Final Review This page will outline all the job details including: client details - name, , and phone requirements - number of copies, date required accounting cost code delivery - addresses and room details copyright - requirements and permissions document source - identifies the file you have selected The details you recorded on what you require. Once you have checked all these details are correct you can select Finish: Send to Copy Centre. 31

32 Re-order function PrinterFace allows for storing print orders in My Favourites which can then be reordered when required. You do this by clicking the order you want to reorder. This opens where you select reorder. It then takes you through the four steps to creating an order, where you can make amendments to the order such as the account codes, quantities, and the delivery address, upload a complete new file or additional material to be added to the existing file and make changes to the printing and finishing requirements. You can also reorder from your general orders located in My History. You have the same functions as in My Favourites. The main difference is locating an order as the number of general orders grows. 32

33 Estimates As well as creating jobs, PrinterFace allows you to also create estimates. These are created in exactly in the same way as an order but without having to enter an account code and gain financial authorisation. When you are ready to submit an estimate as a job, you select from My Estimates clicking on it to bring up the Create job from this estimate. You are required to follow the same steps you would as when reordering a print job. Note: when supplying files on CD/DVD or other portable media, you will need to include a printed copy of the job sheet/requisition. Deliver the media and the job sheet to QUT Printing Services Gardens Point campus M Block Level 1 33

34 QUT Business Cards and Corporate Stationery 34

35 Creating and Managing Accounts When selecting either business cards or corporate stationery for the first time, you will be directed to the Account Code Management screen to set up your cost centre account code/s. Here you can add/remove and select account codes for business card and corporate stationery orders. Select Add new account codes and then enter the account code in the blank fields. Select Add code to save the account code. The system will verify that the account code is valid. 35

36 Once setup, you can choose the appropriate account code to charge business cards and corporate stationery to by selecting the Select button. When this is done, the select button disappears from the chosen account code. Unlinking an account code deletes it from your list. Alternatively you can select an account code by highlighting the account code from the drop down list. 36

37 Business Cards There are three types of business card orders to choose from: 1. QUT Standard business card - orders for standard single-sided cards. 2. QUT Standard business card (double-sided and translated back) - orders for standard business cards with a second side including translations to languages other than English. This option requires approval and artwork from the Visual Communication Services team. 3. QUT Custom business card - orders for single-sided special format QUT cards that do not fit the standard templates. This option requires approval and artwork from the Visual Communication Services team. Click on the image for the type of business card that you wish to order. You will be taken through the steps required for the type of card that you have selected. 37

38 QUT Standard Cards Step 1 - Enter card details With standard business cards, you will enter the details to appear on the cards, by using the fields provided. The orange boxes are mandatory fields. International and area codes are pre-populated in front of the telephone and fax numbers fields. The mobile phone field is limited to the standard number format without international or area codes added. Qualifications and Institution abbreviations must conform to the QUT approved standards. For the approved lists of qualification and institution abbreviations go to 38

39 The default template for the business cards is always the standard format. Using the drop down menu you can select from the other templates available such as the Business School or IHBI templates. Make sure that the delivery details include a contact name, room/level number, building ID, street name and the campus. These are essential as the supplier is external to QUT and requires these details to ensure that your cards are delivered. Once all the details have been completed, click Next to go to the next step. Step 2 - Authorisation It is a requirement from the Division of Finance and Resource Planning that all transactions are financially authorised. It is also a requirement that the business card details are correct. Therefore you will need to select a person from the drop down menu who will approve your request. Once you have selected an authoriser, click Next to move to the next step. 39

40 Step 3 - Confirm proof and order A proof screen will open displaying your card as it will be printed. Please take time to ensure that all details are correct. Any errors that are not corrected will mean a second charge to your cost centre to have the cards reprinted. If the proof window doesn t appear, select Show PDF until it opens. Close the proof window and then either select Previous to go back and correct any errors, or tick Proof is acceptable and then select Finish to submit your order. Note: The cost of your cards will be displayed here. 40

41 After selecting finish, your order will be processed and a window will appear with an order number for your request. You will need to use this number in any communications with the supplier regarding your request. Select either Back to product Categories if you want to place more orders for business cards (or corporate stationery) or select Back to PrinterFace to return you to the front page for Printerface. All your business card and corporate stationery orders will appear in your My Orders folder. Click on the My Orders icon to open the folder and view your current requests. All historical completed orders will appear in your My History folder. 41

42 QUT Standard with Translated Back The first screen has information regarding the second side of your card. Essentially, the second side of your business card, whether it is in another language or in English it must be an approved file created by Visual Communication Services (VCS). You will be charged separately by VCS for creating the file. Once you have the file from VCS, you will be able to submit your request by clicking Next. As with standard cards, you will be entering the details to appear on the first side of the cards by using the fields provided. The only addition is an upload button to load the VCS file for the second side of the cards. Again, the orange boxes are mandatory fields. From here you will follow the same steps as the standard cards through to submitting and receiving an order number. Upload your VCS approved file 42

43 QUT Custom Card The first screen has information regarding the custom card that must be an approved file created by Visual Communication Services (VCS). You will be charged separately by VCS for creating the file. Once you have the file from VCS, you will be able to submit your request by clicking Next. Use the upload button to load the VCS file for the custom cards. Again, the orange boxes are mandatory fields. From here you will follow the same steps as the standard cards through to submitting and receiving an order number. 43

44 Corporate Stationery Ordering Corporate Stationery is an easy task as the site uses standard shopping basket technology. It is just a matter of selecting a product category. Then select an item from the categorya nd click Add to cart. 44

45 If you are not sure of the item, you can view a thumbnail of the item by using the Preview option. After you have finished making your selections you can finalise your shopping cart at the checkout. Select the Checkout button to do so. Enter your delivery details and make changes to your order if required. Click on Next to take you to the next screen. 45

46 Select the person who is to authorise your order from the dropdown menu. Review the delivery and order details and click Finish if the order is OK. 46

47 You will be given an order number. Special requirements for enquiring about stationery orders When corporate stationery orders are submitted, they are converted into PrinterFace orders with one order per line item. These PrinterFace orders will appear in your My Orders list in PrinterFace under the PrinterFace order number. We recommend looking at the orders in the My To-do list to find the PrinterFace ID number/s should you need to inquire about the order. It is also possible for the supplier to search under the stationery order number, if you are unable to provide the PrinterFace ID. You will need to quote it as stationery order number with HE at the beginning. This only applies to corporate stationery. The order numbers for business card orders are PrinterFace ID s and therefore are the numbers to quote for any inquiries. Contacts Job Specific Information If you require more information about your job please call an Ergo Asia representative on General Information If you require more information about PrinterFace please call QUT Printing Services on printorders@qut.edu.au Technical Information Contact QUT Printing Services Systems Administration on

48 How can we improve this guide? Contact QUT Printing Services We welcome your comments on this booklet and our services. Cricos 00213J