Setting Up Parameters For the "PDF Page Approval "Workflow
Features:
•The job data is made of PDF data.
•Each PDF page is separately approved.
•You need at least the following sequences:
•"Qualify"
•"SendAssembledPDF"
Parameters of the SendAssembledPDF sequence
"Combine Documents" work step > Set parameters for maximum file size
You can see the "Maximum Size per File" text box and the status information for the "When Maximum Size is Exceeded" option next to it in the second last line. This function lets you split files when they reach a specific size.
It is advisable to specify a maximum file size if you are working with the standard approval because the files are attached as e-mails.
This is not advisable if you are working with Portal Services. Splitting files is not desired except maybe for very large files. This would only complicate the approval process.
For that reason, disable this function by clicking the box in the list box.
"Combine Documents" work step > Select acceptance form
To approve the PDF pages, your customer will open the PDF file in Acrobat and find the attached acceptance form as the last page.
1.Select an acceptance form in this step so that an approval process is possible.
Below, you see the "Acceptance Form" text box with a default PDF file. Click "Browse" to open a dialog where you can choose from different default text files.
"AbnahmeFormular.pdf": German text
"AcceptanceForm.pdf": English text
"AcceptanceForm_ja.pdf": Japanese text
Password-protected acceptance forms are available for these three languages. These forms contain the text "Login" and force you to enter your user name and password for approval. You can also edit these files or create your own PDF files. Remember that these files depend on the Prinect Production version. For that reason, you cannot always use them in different versions.
1.Check this step. By doing this, you are able to work with Portal Services.
This is where you set up email parameters for the approval procedure. The customer will receive an email informing him that an approval is pending. The production shop receives an email when the approval has been given.
1."Message Text": This message text is sent in the email to the customer informing him that an approval is pending.
Verify that you have selected the desired text file for the message text. Click "Browse" to open a dialog where you can choose from different default text or HTML files.
"MessageText_de.txt": German text
"MessageText_en.txt": English text
"ProofMessage_Automatic_International.html": The correct language will be stored automatically.
(You can also edit these files or create your own files).
2."Subject": This is where you can define what will appear in the Subject line of the e-mail to the customers. You can enter any text you want as well as leave or delete the following variables:
%HdmProofDocName%: Document name
%HdmPrJobName%: Job Name
%HdmPrJobId%: Job Number
%HdmCustomerName%: Customer name (company or organization, not contact type or contact person)
%HdmMailIndex%: Index in the Subject line for split PDF proofs (irrelevant for Portal Services)
%HdmPartVersion%: Email designator in case the emails must be split.
Note: Depending on the email system you use, there may be certain restrictions regarding the number and kind of characters allowed in the Subject line. Every email system should warrant trouble free email traffic if the Subject line is shorter that 80 characters and does not contain any special characters or umlauts.
3."Latest Response": The response deadline indicates the last date for giving approval.
4."Send Reminder Message": If you do not receive the approval by the set deadline (see Latest Response), you can send a reminder to the customer using the "Reminder Text" you selected.
5."Send Message to": This section indicates the email addresses to which the notification email is to be sent. Click "New" to specify additional email addresses.
6."Reply to": Type the e-mail address of the internal user (contact) who is to be notified during approval. This box can remain empty if the contacts are notified automatically. Click "New" to enter more e-mail addresses. (You will find the default that the CSR is always notified automatically in "Administration > Portal Services > Customer Sales Representative > Contact receives copy of all e-mails".)
Once approved by the customer, the pages must also be approved by the production shop. Production approval can be given manually or automatically. But you can also specify in this section that production approval will automatically follow customer approval. Enable the "Production Approval Follows Customer Approval Automatically" option if you want this. The job then automatically continues after customer approval.
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