The ultimate font manager for workgroups

The ultimate font manager for workgroups
Windows
2000 Professional • 2003
User
Guide
Contact
Extensis, Inc.
1800 SW First Avenue,
Suite 500
Portland, OR 97201
Toll Free: (800) 796-9798
Phone: (503) 274-2020
Fax: (503) 274-0530
http://www.extensis.com
Extensis Europe
First Floor, Century House
The Lakes
Northampton NN4 7SJ
United Kingdom
Phone: +44(0)1604 636 300
Fax +44 (0)1604 636 366
[email protected]
© 2004 Extensis, Inc., a Celartem company. This document and the
software described in it are copyrighted with all rights reserved. This
document or the software described may not be copied, in whole or part,
without the written consent of Extensis, Inc., except in the normal use
of the software, or to make a backup copy of the software. This exception
does not allow copies to be made for others.
Extensis is a registered trademark of Extensis Inc. The Extensis logo,
Extensis Library, Font Reserve, Font Reserve Server, Font Vault, and Font
Sense, Portfolio, Portfolio Server, Portfolio NetPublish, NetPublish,
Suitcase and Suitcase Server are all trademarks of Extensis, Inc. Celartem,
Celartem, Inc., the Celartem logo, PixelLive and PixelSafe are trademarks
of Celartem, Inc. Adobe, Acrobat, Illustrator, Photoshop, and PostScript
are trademarks of Adobe Systems, Incorporated. Apple, AppleScript,
FontSync, Macintosh, Mac OS 9, Mac OS X, PowerPC, and QuickDraw
are registered trademarks of Apple Computer, Inc. Microsoft, Internet
Explorer, Windows, Windows XP, Windows 2000, Windows NT,
Windows ME and Windows 98 are registered trademarks of Microsoft
Corporation. All other trademarks are the property of their
respective owners.
Celartem Technology
Phone: +81 3 5574 7236
Email: [email protected]
http://www.celartem.com/jp/
Customer Service
Email: http://www.extensis.com/customerservice/
Phone: (800) 796-9798
Technical Support
Web/email: http://www.extensis.com/support/
Corporate Sales
Web: http://www.extensis.com/corporatesales/
Phone: (800) 796-9798, ask for Corporate Sales
Portions of this product may use software components developed
through various open source projects. The licenses and availability of
source code for such components are specified in the copyright notice
file, LICENSES.TXT delivered with this product. Please refer to these
licenses for information regarding use of these software components.
Extensis, Inc. warrants the disks on which the software is recorded to
be free from defects in materials and faulty workmanship under normal
use for a period of thirty (30) days from the original date of purchase. If
you purchased this product directly from Extensis, Inc, and if a defect
occurs during the 30-day period, you may return the disks to Extensis,
Inc. for a free replacement. All products submitted for replacement must
be registered with Extensis, Inc. before replacement. Extensis products
purchased from resellers are warranted by the reseller and are covered
by the reseller’s return policy. This warranty is limited to replacement
and shall not encompass any other damages, including but not limited
to loss of profit, and special, incidental, or other similar claims. This
software is provided on an “as is” basis. Except for the express warranty
set forth above, Extensis, Inc. makes no other warranties, either explicit
or implied, regarding the enclosed software’s quality, performance,
merchantability, or fitness for a particular purpose.
Suitcase X1 Server
User Guide
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Contents
Introducing Suitcase Server ..................................................................1
Wrangle, corral, and distribute your fonts!............................................ 1
System Requirements ............................................................................ 1
Outline of the User Guide...................................................................... 1
Installing Suitcase Server ....................................................................... 2
Server IP Address & Firewall Issues ........................................................ 2
Registration and Personalization ........................................................... 2
About this User Guide ........................................................................... 3
Technical Support ................................................................................. 3
Suitcase Server Overview ......................................................................4
Why do I need Suitcase Server? ............................................................. 4
How Suitcase Server Works ................................................................... 5
Suitcase simplifies font management .................................................... 5
What’s New in Suitcase Server X1 ......................................................... 5
Suitcase Server Workflow ...................................................................... 7
Setting Up Suitcase Server ....................................................................8
Starting Suitcase Server ......................................................................... 8
Administering Suitcase Server ............................................................... 9
Adding Fonts to Suitcase Server .......................................................... 10
Assigning User Accounts ..................................................................... 10
Controlling Server Font User Settings ................................................. 11
Organizing User Groups ...................................................................... 12
Importing a list of users into Suitcase Server ....................................... 13
Managing the Suitcase Workflow.......................................................16
Getting your clients connected ........................................................... 16
Utilizing Font Sets ................................................................................ 16
Subscribing to Font Sets ...................................................................... 17
Required Sets ...................................................................................... 17
Managing Duplicates .......................................................................... 17
Controlling Font Licenses .................................................................... 19
User Guide
The Ultimate Font Manager
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Making Suitcase Server Work for You ................................................21
Sample Workflow 1 - Medium Management ...................................... 21
Sample Workflow 2 - Serious Font Management ................................22
Sample Workflow 3 - Distributed Management ..................................22
Suitcase X1 Server
User Guide
1
Introducing Suitcase Server
Wrangle, corral, and
distribute your fonts!
Welcome to Suitcase Server – a program that enables
you to effectively administer otherwise unwieldy
quantities of fonts, and share them over your
network with the people who need them. Suitcase
Server is designed to help workgroups organize their
fonts, find them automatically when needed, and
ensure that job-specific fonts are always available to
the responsible party, no matter where your users
might be working.
System Requirements
Macintosh
• Mac OS X 10.2.8, Mac OS X Server 10.2.8 or higher
• 128 MB of System RAM (256 MB recommended)
• 30 MB of hard disk space, plus space for font library
Windows
• Windows XP Pro, Windows 2000 Professional (SP1 or
higher), Windows 2000 Server (SP3 or higher),
Windows Server 2003
• 128 MB of System RAM (256 MB recommended)
• NTFS formatted volume
• 30 MB of hard disk space, plus space for font library
Outline of the User Guide
To help you find the information you need in this
user guide, here’s a brief outline of its contents:
Chapter 1: Introduction – Installation
requirements, technical support information, as well
as registration and personalization instructions.
Chapter 2: Suitcase Server Overview – A “big
picture” overview of the process of setting up and
general workflow for using Suitcase Server.
Chapter 3: Setting Up Suitcase Server – Describes
the process of logging in to Suitcase Server for the
first time, adding fonts, and assigning user accounts.
Chapter 4: Managing the Suitcase Workflow
– Getting your clients connected, creating font sets
and user groups, setting up and controlling user
interactions with Suitcase.
Chapter 5: Making Suitcase Server Work for you
– Three sample workflows.
User Guide
The Ultimate Font Manager
2
Installing Suitcase Server
You can find instructions for quick and easy
installation on the Suitcase Server CD-ROM. If
you downloaded the Suitcase Server installer from
our web site, running the installer will place an
informational Read Me on your hard drive, along
with the following files:
In the Mac OS X Suitcase Server Folder:
• Extensis Suitcase Server
• Suitcase Server Launcher
• Services folder
• Suitcase Client Installer
• Font Doctor Installer
In the Windows Suitcase Server Folder:
• Suitcase Server.exe
• Services folder
• Suitcase Server Files folder
• slp.dll
• slpd.exe
Server IP Address & Firewall Issues
The machine running Suitcase Server must have a
static IP address (cannot be dynamic).
If you have workstations outside a corporate
firewall, we recommend that you have the System
Administrator open up traffic on port 2666, so that
the router will allow Suitcase Server traffic through
the firewall.
Registration and Personalization
It is important to register your copy of Suitcase
so we can provide you with the best possible
service. Registered users of Suitcase are eligible
for technical support, information regarding new
versions and products, discounts and special offers
on new products.
Your serial number is located in one of three
locations: on the Suitcase CD sleeve, on the product
packaging, or was sent to you via email if you
purchased through our website. Enter that number
to personalize your copy of Suitcase.
If you choose not to personalize your copy, Suitcase
runs in a demonstration mode that allows you
to use the product for 30 days. You can purchase
additional serial numbers from Extensis Customer
Service. See the contact page at the beginning of
this guide for contact information.
Suitcase Client and Suitcase Single User
The only difference between the Suitcase Client and
Suitcase Single User is that the Client can connect to
and manage a Suitcase Server. Suitcase automatically
determines the type of installation based upon the
serial number you enter.
Suitcase X1 Server
User Guide
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About this User Guide
This User Guide covers Suitcase Server for
Macintosh and Windows. On a Macintosh, When
describing keyboard shortcuts, “Command”
refers to the ⌘ key. References to menu
selections are shown as Menu > Command.
For more information on specific Suitcase features,
refer to the following:
• Read Me-located in your Suitcase Server folder, this text
file gives you late-breaking information
• Suitcase page on the Extensis web site:
http://www.extensis.com/suitcase/
Technical Support
Technical Support is available directly through
the Extensis web site. Please fill out the online
support form at http://www.extensis.com/support/ to get
support. Our tech support representatives will
respond by phone or email, usually within 24 hours
on weekdays.
When contacting technical support, include the
following information:
• Your Suitcase serial number
• Your computer configuration
• Your question or a description of the difficulty you’re
experiencing - what specifically occurs and when
• Your phone number if you wish to have our
representatives call you
Take note of any displayed error numbers or
messages and any other information you think
may be relevant.
For answers to frequently asked questions and
troubleshooting tips, you can also visit the Suitcase
page on the Extensis web site:
http://www.extensis.com/suitcase/
User Guide
The Ultimate Font Manager
4
Suitcase Server Overview
Suitcase Server helps you organize, manage, and
administer your fonts by cataloging copies of your
font files on a central server, allowing the simple
creation of font sets and, by working in conjunction
with the Suitcase Client applications in your
workgroups, to distribute the appropriate sets to the
users who need them, easily and in the background.
The following overview is designed to give you
an overall picture of how to set up and use
Suitcase Server. Each basic step is given a quick
summary, followed by a set of page references
that tell you exactly where to go in this User
Guide for more detailed instruction. Use this
section to get the “big picture” – then jump
into the chapters that follow for a step-bystep guide to each Suitcase Server feature.
Why do I need Suitcase Server?
Suitcase Server is the answer to a question asked by
managers, designers, and other members of creative
teams in places like advertising agencies, prepress
houses, and large corporations with numerous types
of font users.
The question: “Isn’t there a better way to make sure
everyone who needs a font has access to it without a
whole lot of hassle?”
A workflow that incorporates Suitcase Server
means there is a central repository of fonts that
are available from any computer on the network
running a copy of the Suitcase client. Gone are
the days of having to flip a disc from machine
to machine so everyone working on a project
could install the proper fonts; no more mad
searches when a client’s font from that job last
year is somehow lost, and no embarrassing and
costly printing errors when you used Stone Serif
version 001.002 when the original document
called for Stone Serif version 001.001.
Suitcase Server manages everybody’s fonts. It enables
you to put them where they need to go, so creative
workgroups can concentrate on being creative.
Suitcase X1 Server
User Guide
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How Suitcase Server Works
Suitcase Server has been completely redesigned
using file store technology to efficiently manage
even the largest font library with ease. Suitcase
Server stores fonts in a central location, and
downloads copies of the fonts to Suitcase clients
with proper access. Suitcase Server offers tight
control over user and group permissions, and has
the capability to manage font licenses. Off site users
can access the Suitcase Server remotely using TCP/IP.
Suitcase simplifies
font management
Here are some of the ways Suitcase Server
will help simplify the font-management
process for your workgroup:
What’s New in Suitcase Server X1
This version of Suitcase Server strengthens
administrative control over local client font
management. In addition to designating
“required” fonts and assigning font sets
to users and groups, administrators can
control the following user settings:
• The creation of new local sets.
• Whether a user can collect fonts for output.
• The activation/deactivation of required fonts.
• Adding, removing, assigning and removing keywords
and styles.
• Managing and overriding local system fonts.
• Whether a user can globally auto-activate fonts
from applications.
• Assign different access levels to members of your
team based on their needs either as individuals or
within workgroups.
• The addition of temporary and permanent local fonts.
• Create font sets and assign them to the group that needs
them (job-specific, departments, etc.).
• Whether a user automatically synchronizes with
Suitcase Server when their machine starts.
• Synchronize your clients with the Suitcase Server at
designated intervals, from continuously to hourly to
daily at a specified time.
• Manage every flavor of font on one server, Mac or
Windows; PostScript, TrueType, OpenType, or Bitmap
- Suitcase Server treats them all equally.
• Drag-and-Drop uploading of either fonts or sets from
Suitcase clients.
• Control the installation of rogue fonts on client systems
by only allowing fonts from Suitcase Server.
• Saving search settings within the Suitcase application.
User Guide
The Ultimate Font Manager
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The Suitcase Server Administration Window
The Administration
window displays
information that you
need to know about
your Suitcase network.
The Users and
Groups window
allows you to
control who
has access to
your fonts.
The Font Licenses window allows you to enter license copyright information for your fonts. This helps you stay in
compliance with font copyright rules.
This page gives you an overview of the Suitcase
Server environment. All of the features called out in
this illustration are detailed in this Suitcase Server
User Guide. For more information about using
the Suitcase client application, please refer to the
Suitcase User Guide and the Suitcase Quick Start
Guide. These files are installed with your copy of
Suitcase, and are also available on the product CD.
Suitcase X1 Server
User Guide
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Suitcase Server Workflow
Because Suitcase Server has no interface of its own,
it must be administered from a Suitcase X1 client
application running on Mac OS X or Windows.
A copy of the Suitcase client application is included
on the Suitcase Server CD should you wish to
administer the Suitcase Server from the same
machine it runs on.
Suitcase Server X1 must be administered with the
Suitcase X1 client for Mac or Suitcase 9.2.1 for
Windows. Some of the advanced user settings
are not available when modifying users from
the Windows client. See chapter 3, Setting Up
Suitcase Server for details.
1. Add Fonts
After you’ve established a connection to
Suitcase Server, the first task is to give it
some fonts to manage. Suitcase Server
makes it extremely easy to upload fonts, offering
multiple ways to do it, including buttons in the
interface, keyboard shortcuts, and drag-and-drop.
• To upload fonts to Suitcase Server, see page 10
2. Manage Users
to the fonts required for their projects, by company
department, or simply by giving everyone access.
Suitcase Server has built-in flexibility to suit a
variety of workflows.
• To assign user accounts, see page 10
• To create groups with access to different sets of fonts,
see page 12
3. Organize Fonts
Suitcase Server is built around the concept
of Font Sets. By organizing your fonts into
sets based on criteria of your choosing
(e.g. project, job, company department, etc.), the
Suitcase Server has a variety of features that help
administrators ensure that fonts will be available
where they’re needed. Creating new font sets on
the server or importing existing sets from client
machines is an intuitive process as simple as dragand-drop.
• To manage your server font sets, see page 16
• To subscribe to server font sets, see page 17
Accessing the library of fonts managed by
Suitcase Server requires a user account.
Assign each user a level of access based on
his or her need: Server Font User status allows users
to access and subscribe to font sets on the Server
(with permission); Font Administrators may add
and remove fonts and manage the creation and
assignment of font sets; and Server Administrators
may create and delete user accounts and manage
groups as well as all other actions above.
To further aid in your font organization, the
Suitcase CD contains an application called
FontDoctor. (If you purchased Suitcase
Server electronically, you received a link to the
FontDoctor website in your confirmation email.)
Customize your font distribution by creating groups
of users based on job needs and assign them access
• For more on FontDoctor, see the FontDoctor User Guide
PDF on the Suitcase CD
FontDoctor is a Macintosh utility that, among other
things, can find and collect your font files, sort them
either alphabetically or by font family name, and
delete duplicates it finds.
User Guide
Setting Up Suitcase Server
8
Setting Up Suitcase Server
Suitcase Server runs as a daemon (service) rather
than as an application. This means that it runs in
the background at the root level of the operating
system, and has no user interface of its own. To start
Suitcase Server, you must use the included Suitcase
Server Launcher utility (Mac), or use the Services
control panel (Windows). All administration is
handled through the Suitcase client (also included
on the CD).
• The Start button launches Suitcase Server, and tells the
server to launch automatically at restart.
• The Stop button stops Suitcase Server, yet also tells the
server to launch automatically at restart.
• The Disable button entirely stops Suitcase Server, and
will not automatically launch again at restart.
Click the Done button when you have finished
making your changes.
Starting Suitcase Server
The Launcher must remain in the same folder
as the Suitcase Server. The entire folder may be
moved before running the Launcher for the first
time, but these files must remain together.
Macintosh:
Double-click the Suitcase Server Launcher icon,
which is installed into the same folder as Suitcase
Server. You must have Administrator privileges on
the Server to start or stop the Suitcase Server.
Windows:
The installer will start automatically by default.
To stop the service or to make changes follow
these instructions:
1. From the Start Menu, Navigate to Settings >
Control Panel > Administrative Tools.
2. Double-click the Services icon.
Suitcase X1 Server
User Guide
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3. Double-click Suitcase Server to open the Suitcase
Server Properties window.
4. In the Service Status area, click the Start button.
3. The first time you log into Suitcase Server, use the
default user name, “admin” (no quotes), and leave
the password field blank. We recommend you create
a password right away.
4. Click the Users & Groups button in the Server
Administration window.
5. Double-click the Admin user to add your
new password.
5. Click OK to dismiss the dialog box.
Administering Suitcase Server
Suitcase Server X1 may be administered from
any client running Suitcase X1 under
Mac OS X or Suitcase 9.2.1 on Windows. This
flexibility allows Server Administrators to distribute
administration responsibilities to other users, or
to manage Server functions remotely. A copy of
the Suitcase client application is included on the
Suitcase Server CD.
Suitcase Server X1 must be administered with the
Suitcase X1 client for Mac or Suitcase 9.2.1 for
Windows. Previous versions of Suitcase are not
able to connect to Suitcase Server X1.
To log in to Suitcase Server:
1. Launch the Suitcase X1 application.
2. Choose Server > Administer Server >
Log in to Server.
Logging in as the Server Administrator, you will
be able to quickly set up Suitcase Server, entering
the serial number, adding fonts, creating Users and
Groups, and organizing font sets for distribution.
Suitcase Server will run for 30 days without
being serialized. After 30 days, Suitcase Server
will no longer be accessible without entering a
serial number.
Suitcase Server allows an unlimited number of client
workstations to connect.
User Guide
Setting Up Suitcase Server
10
Adding Fonts to Suitcase Server
Fonts can be added to Suitcase Server
from most mounted volumes. On the
Macintosh, volumes must be Macformatted (i.e. fonts on PC-formatted Zip disks have
to be copied to the desktop (or elsewhere on the
hard drive) and then uploaded to Suitcase Server).
To add fonts to Suitcase Server:
Assigning User Accounts
Suitcase Server requires each person
connecting to have his or her own user
account, which is set up by the Server
Administrator via the Users and Groups window.
Each individual account has a unique password,
and there are three levels of access to the
Server available:
Server Font User: This basic level of access allows
members of this group access to sets and will allow
synchronization with the Suitcase Server. Users
with this level of access can have limited access
to Suitcase features based on their User Settings.
Server Administrators control user settings — see
the section of this chapter titled Controlling Server
Font User Settings for details.
Font Administrator: This type of user may upload
to and remove fonts from the server, assign, modify,
and delete sets, and control the “requirement status”
of sets.
• Drag fonts from your computer into the Suitcase
Administration window.
— or —
• Select individual fonts by clicking the Upload Fonts
icon or drag whole folders into the Suitcase Server
Administration window from the hard drive, network
drive, or removable media on your desktop.
To use the Font Sets feature, you can save mouse
clicks by first creating a set, then dragging
your font folder directly onto your new Font Set
icon. The fonts will be added to the set and the
Suitcase Server database simultaneously. If your
users already have font sets on their Suitcase
machines, they may be dragged directly into
Suitcase Server and shared as Server Sets.
Server Administrator: Same privileges as Font
Administrator plus ability to create and manage
users and groups.
Suitcase X1 Server
User Guide
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To add users to your Suitcase Server:
1. In the Suitcase Server
Administration
window, click the Users
and Groups button.
2. In the Users and
Groups window, click
the New User button.
To edit user information:
1. Click the Users &
Groups button in
the Suitcase Server
Administration
window to open the Users and Groups dialog box.
2. Double-click the user’s name you wish to edit.
3. Make any necessary changes, and click OK to save the
changes and close the window.
Controlling Server Font User Settings
Suitcase Server provides as much control as you need
and your workflow demands. Server Administrators
can control the Server Font User’s access to local
access, use of auto-activation and more. These
settings are typically chosen when a Server user
is created, yet can also be edited in already
existing users.
To edit a Server Font User’s Settings:
1. From the Suitcase Server Administration window,
click the Users & Groups button.
2. To create a new user, in the Users & Groups window,
click the New User button.
– or –
To change an existing user’s status, in the Users &
Groups window, click to highlight a current user and
click the Edit User button .
3. Enter any required user information, then choose
Server Font User privileges. The following settings
apply to the user of fonts on the user’s local machine:
Local Font Settings:
• User can create local sets
• User can collect files for output
• User can add local fonts. When this
option is deselected, any fonts that the
user may have added as local fonts are
simply removed from Suitcase, and are
not deleted from the user’s hard disk.
• User can deactivate Required/Activated fonts
• User can add local fonts temporarily
Suitcase Functionality
• User can add/remove keywords and styles
• User can override system fonts
• User can use auto-activation
• User can assign/unassign keywords and styles
• User can manage system fonts. When
this option is deselected, Suitcase scans
the systems fonts folders and notifies the
Suitcase Administrator of any change.
• User can save finds
• Update at Startup
User Guide
Setting Up Suitcase Server
12
The Server Font User privileges can only be
created and edited from the Suitcase X1 Mac
client. Users can be created from the Suitcase
9.2.1 Windows client, but will not include these
advanced settings until edited with a Mac client.
4.
Click OK to apply the new settings.
The next time the user synchronizes, Suitcase Server
will update the user’s settings. Suitcase always warns
the user of any changes in their settings and offers
the opportunity to cancel synchronization, giving
them the option to synchronize later.
To check Suitcase Client system fonts:
1. From the Suitcase Server Administration window, click
Users & Groups.
2. In the Users & Groups window, users with a twistdown icon (Mac) or plus icon (Win) by their names
are Server Font Users.
The presence of an exclamation icon next to their
name indicates that their list of system fonts has been
modified since the original list was created.
3. Click the twist
down or plus icon
to open the list and
see all the system
fonts on that user’s
machine.
If the list is
acceptable, click
the Reset button to
make this new list
the default for
that user.
Organizing User Groups
Creating separate user groups will allow
you to further manage the distribution of
fonts for your various workgroups. Groups
can be built around specific projects, for different
departments in the company, etc.
Suitcase Server automatically puts every user in
the All Users group, so Administrators who do not
wish to use the Groups feature can make their sets
available to the All Users group and not worry about
it any further.
To create Groups:
1. From the Suitcase Server Administration window,
click the Users & Groups button.
2. In the Users & Groups window, click the New Group
button (Command+N on Mac, Ctrl+N on Windows).
3. In the New Group dialog box, name your group and
click OK. Your group is now listed in the Groups pane
of the Users & Groups window and in the Suitcase
Administration window as well.
4. In the Users & Groups window, drag the names of
the users you wish to add to your new group in from
the Users pane.
Shift-click to select multiple users sequentially, and
Command-click (Mac) or Ctrl-click (Win) to select
multiple users non-sequentially.
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User Guide
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Importing a list of users into
Suitcase Server
One of the handy features in Suitcase X1 is the
ability to import a list of new users into Suitcase
Server. This makes the potentially time-consuming
task of adding multiple new users a snap. In a few
easy steps you can add a username, user type,
password and full name for a list of new users.
The Import Users feature requires that you create a
tab-delimeted ASCII text file that contains the new
user information. You can create the text file in any
standard text editor, for example: TextEdit (saved as
a .txt file), Microsoft™ Word, or SimpleText.
The following fields must be entered in this exact
order with a TAB between each field and a carriage
return at the end of each line.
• user type
• username
• password
• full name
It is important to note that the user type can also
includes any specific user flags. So, the format for
each line, and thus each user you are importing,
should be the following:
[<user type><space><user flags>]<tab>
<username><tab><password><tab>
<full name><carriage return>
The following fields and parameters are listed in the
order that they should be entered.
1. user type – this field can contain any of the following:
• user — creates a Server Font User.
• font administrator — creates a Font
Administrator.
• server administrator — creates a Server
Administrator.
A number of privilege options can be set with the
Server Font User user type. By default, all of the
privileges are active, except for the Update at
Startup option.
To set privileges, type a space immediately following
the user type, the privilege option immediately
followed by a minus sign (-).
The privileges available are:
sets- turns off the User can create local sets
option.
collect- turns off the User can collect files for
output option.
local- turns off the User can add local fonts
option.
required- turns off the User can deactivate
Required/Activated fonts option.
temporary- turns off the User can add local fonts
temporarily option.
createkeyword- turns off the User can add/
remove keywords and styles option.
override- turns off the User can override system
fonts option.
User Guide
Setting Up Suitcase Server
14
activate- turns off the User can use autoactivation option.
assignkeyword- turns off the User can assign/
unassign keywords and styles option.
manage- turns off the User can manage system
fonts option.
savefind- turns off the User can save finds option.
update- turns on the Update at Startup option.
After you create the text file of users, you can now
import the file into Suitcase Server.
To import a list of new users:
1. Launch Suitcase X1
2. Choose Server > Administer Server >
Log in to Server
3. In the Server Login dialog box, enter your Suitcase
Server IP Address, username and password, and click
OK to log into the server.
It is important to note that the update option
is the only option that is enabled when the
“update-” parameter is used.
2. username – any alphanumeric value from 1 to 32
characters long.
3. password – any alphanumeric value from 0 to 32
characters long.
4. full name – the user’s full name followed by a
carriage return.
4. Choose Server > Administer Server >
Import Users From File
Your final text file should look somewhat like the
following file:
5. Navigate to the text file and click Open.
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15
6. If a duplicate user name is encountered,
Suitcase warns you and prompts you
to choose one of the following:
• skip the duplicate user.
• cancel the import of new users.
• modify the duplicate user with the new information.
7. Click OK when the import is completed.
Suitcase imports the list of users into the user list.
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Managing the Suitcase Workflow
16
Managing the Suitcase Workflow
Getting your clients connected
After you have organized your user accounts and
added your fonts, it’s time to give your users access
to the Suitcase Server.
To make a client-server connection:
From a Macintosh:
1. Choose Suitcase > Preferences
2. On the Server Connection tab, check the
Enable Server Connection option.
3. Enter the Suitcase Server’s IP address, client’s user
name and password in the appropriate fields.
If you do not know the server’s IP address,
click the Locate Server button to locate
machines running Suitcase Server on the
network. In the Locate Suitcase Server dialog
box, choose Local in the network selection
column and navigate to your server..
2. Click OK when finished.
From Windows:
1. Choose Edit > Preferences
2. On the Server Connection tab, check the Active
option and enter the Suitcase Server’s IP address,
client’s user name and password in the appropriate
fields. You may also click the Locate Server button
to locate machines running Suitcase Server on the
network if you do not know the server’s IP address.
2. Click OK when finished.
In order to use the “Locate Server” feature for
Suitcase Servers running on Windows, the Suitcase
Server installation includes an open source
application called OpenSLP. Service Location
Protocol (SLP) is a protocol that provides a
framework to allow networking applications to
discover the existence, location, and configuration
of network services in enterprise networks.
For more information on OpenSLP please visit:
http://www.openslp.org
Utilizing Font Sets
Font Sets are designed to allow a high
degree of cooperation between the
Suitcase Server and various Suitcase
clients. Designing your workflow using font sets to
group fonts by job, by company department, or by
workgroup will allow users to subscribe only to the
fonts necessary to get their work done, ensure that
users have the correct versions of each font, and give
administrators peace of mind that company font
licensing policies are being obeyed.
To create font sets:
1. In the Suitcase Server
Administration window,
click the New Set icon
and enter the name
of your set in the
dialog box.
2. Add fonts to your set either by dragging the
fonts in from the Fonts pane (Shift-clicking
selects multiple items sequentially, Commandclicking lets you select more than one item in
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User Guide
17
any order) or by dragging fonts or folders from
anywhere on your computer’s desktop.
3. Drag your new set from the Server Sets pane into
your chosen groups. Font sets may belong to multiple
groups, and if you want everyone to have access to
your new set, simply drag it into the All Users group.
Should you decide to add fonts to or remove fonts
from any set in the future, all Suitcase Server font
users will have their sets automatically updated to
reflect the changes you have made the next time
they synchronize.
Subscribing to Font Sets
Individual Suitcase clients may subscribe to font
sets to which they have been granted access by Font
or Server Administrators. Suitcase users may decide
how often they want to check for updates to their
Fonts Sets.
To subscribe to Font Sets:
Click “Subscribe
to Sets” from the
Server menu, then
click and select
the sets you wish
to access. Font
sets with the
or
icons will
automatically be
downloaded from
the server to the
client machine
when they
synchronize with
the server.
Required Sets
Suitcase Server includes the ability to
require users to download and/or activate
font sets the Font Administrator deems
necessary. This feature is organized to work with
font sets and user groups.
To require server sets to be either downloaded or
downloaded and activated by a group:
1. First make sure your desired group has access to the
font set you wish to share by dragging the set from
the Server Sets pane into your chosen group.
2. Click the twist-down icon to the left of the name of
your group to list its contents
3. Click the name of the set to activate the Require,
Require and Activate, and Optional icons at the top of
the Server Administration window.
With your set highlighted, clicking Require will
move the fonts in that set onto the machines of
everybody with access to that set next time they
synchronize. Require and Activate will download
and activate the included fonts to all users with
access when they next synchronize.
Managing Duplicates
One of the most subtle but pervasive problems in
font management occurs when the operating system
substitutes the incorrect version of a font into a
document just because the name matches. Often
fonts are duplicates in name only, with the metrics
of the fonts carrying key differences that could
wreak havoc on a document’s layout when a job
goes to print.
User Guide
Managing the Suitcase Workflow
18
2. Choose Server > Administer Server > Show
Duplicates to see a list of duplicate fonts.
– or –
In the Server
Administration window,
choose Duplicates from
the font view menu above
the Fonts pane.
When you find duplicates, highlight them in the
Fonts pane and Get Info by typing Command+I
(Mac) or Ctrl+I (Win) or by selecting File > Get Info.
Especially important to note is a font’s version and
whether the printer fonts match your expectations.
Different versions of fonts do not necessarily
print the same even if all other things match,
and identically-named PostScript fonts that use
different printer fonts rarely end up looking the
same on paper.
Suitcase Server’s Manage Duplicates feature arranges
fonts by name and allows you a quick and efficient
way of viewing several font characteristics, enabling
you to quickly determine which versions should be
used and if some versions should not.
Suitcase Server reorders your fonts to show all
duplicates together for easy identification.
To view duplicate fonts in the Suitcase database:
1. In the Suitcase Client, choose Server > Administer
Server > Log in to Server
2. If your fonts are grouped by suitcase in the
Server Administration window, choose View >
View by Fonts. This makes it easier to see and
compare duplicates.
The font’s family, type, location, version, foundry,
screen font, and associated printer font, as well
as any sets to which that font has been assigned
are displayed.
Duplicate fonts aren’t necessarily a bad thing.
If your clients have jobs that need occasional
re-printing (i.e. business cards with new names,
brochures or presentation materials with
updated dates, or manuals with new features),
it’s a good idea to keep older versions around to
ensure that the job prints as expected next time.
If there are real uses for a font that lists as a
duplicate, use Suitcase Server’s font sets to relegate
it to a place where only those who need it will be
able to find it.
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Controlling Font Licenses
Fonts, like software and stock photographs,
are licensed to a finite number of users.
Buying a copy of a font does not entitle
the purchaser to then copy and distribute the font at
will, but the nature of fonts as a design element that
is so easily shared has until recently made tracking
their use all but impossible.
Suitcase Server allows administrators to track the
number of users who can access individual fonts,
and compare that to an administrator-controlled
database of font licenses. Suitcase Server will then
display a “license” icon beside all fonts that include
licensing information. If a licensed font is placed
into a set that is accessible to more users than the
license supports, the icon will turn red, alerting the
Administrator of the violation.
Click the Licenses button in the Suitcase Server
Administration window to display and change the
licensing status of all the fonts on the Server.
To add license information to your fonts in the
Licenses window:
1. From the Suitcase Server Administration window,
click the Licenses button.
2. Select the desired font name and click the
Edit License button.
2. Enter the number of licenses for that font and
click OK.
Suitcase Server displays a license status icon next
to the name of the font, as well as the number of
licenses held and the number of users that font has in
the column to the right.
4. When finished editing licenses, click Done.
The font license checking option in the Font
Licenses window is off by default. If you wish to
have Suitcase Server dynamically check for font
license violations, you must check the “Warn
Administrator of font license violations” box in
the Font Licenses window. If you leave this box
unchecked, Suitcase Server only calculates usage
when this window is opened.
User Guide
Managing the Suitcase Workflow
20
Back in the Suitcase Server Administration window,
click in the blank header next to the font’s name in
the font list to view the license status of your fonts.
You will see a new “License” icon next to every
instance of that font’s name. If the icon is red, it
means that font family is accessible (via groups) to
more users than there are licenses.
If your licensed fonts are accessible to too many
users, select the font and choose File > Get Info to
determine to which sets that font belongs.
After you’ve determined who is using the font, you
can act to enforce license compliance by restricting
group membership, removing that font from groups
that aren’t using it, or buying more copies of the
font in question.
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Making Suitcase Server Work for You
We’ve included some sample workflows here as
examples of different ways Suitcase Server can be
used to meet the needs of a range of organizations.
We’ve built Suitcase Server to be flexible, to be a
time-saving tool whether you desire extremely tight
control over font management, users, and licenses,
or whether you simply want a single place that
everyone can go to find fonts.
Sample Workflow 1 Medium Management
PrintRabbit Prepress Services is a high-volume
prepress house. Jobs come in steadily, clients expect
quick turnaround, and the staff is moving quickly
to keep up the pace. PrintRabbit’s administrator
plays the role of “traffic cop,” receiving jobs
from customers, uploading the client files to the
document and font servers, and assigning the jobs
to personnel based on who is available at the time.
The administrator loads fonts onto the server into
sets based on client name and job number. She has
user accounts for her prepress staff, and she has
created “groups” named after each staff member as
well. Because Suitcase uses groups to organize its
ability to offer subscriptions, this strategy allows
each user to keep track of all their fonts, as they
often have responsibility for more than one job.
Each member of the PrintRabbit staff has Font
Administrator privileges, and when they complete
a job, they remove the “job fonts” from their group
folder. The font sets continue to be managed by
Suitcase Server, but are essentially inactive until
the next time that customer orders more work done
with those fonts.
To model this workflow:
1. Give each user “Font Administrator” status.
2. Create a Group for each team member.
3. Organize Server Font Sets based on job name/
number.
4. Drop job-specific Font Sets into the Group (user)
responsible for working on them.
5. Instruct your users to maintain their Group folders by
deleting font sets from their group folder when the
jobs are complete.
User Guide
The Ultimate Font Manager
22
Sample Workflow 2 Serious Font Management
Fortune 500 TechnoWidgets is a large corporation
with multiple departments that require different
fonts for corporate identity pieces (business cards,
letterhead, etc.), a marketing team that travels and
must sync from outside the company firewall, and
in-house design teams working on a variety of
projects but that still are required to adhere to the
company’s style sheets. Because the company is so
large and it has many departments that utilize fonts,
it must keep a careful watch on its font licenses.
To model this workflow:
1. Assign Font Administrator status to key users from
each department.
2. Create a Group for each department.
3. Organize higher-level font sets for company-wide use,
and instruct the Font Administrators to set up their
departmental users.
4. Enter all licensing information for your fonts.
Sample Workflow 3 Distributed Management
Each department at Fortune 500 TechnoWidgets has
a Font Administrator responsible for uploading and
managing fonts and sets for his or her department.
The Font Administrators are charged with managing
the Font Sets their department users need. The
Print Design group has the fonts it needs for various
corporate documents, the Web team has its fonts,
there is a “General Office” set for fonts that are
available to everyone, and the sales force has a set
should they need to grab the latest sets for their
presentations from the road.
Analog Advertising is a small creative agency that
does design and production work for a variety
of large and small clients. Unlike PrintRabbit,
there is no main “traffic cop” who uploads all the
fonts to Suitcase Server, because Analog is a shop
where the entire creative staff usually ends up
tinkering with the jobs that come in, so they all
need continual access to the entire font library of
fonts at any time. Every member of the creative
staff is a “Font Administrator” so they can build
and manage sets as they work their design magic.
Additionally, the Server Administrator took care
to enter all the licensing information for all of
their fonts.
When new jobs with defined fonts come in,
the Server Administrator creates sets based
on client name and drags the fonts into the
Server’s “Server Sets” pane, then pulled into
the “All Users” Group to ensure anyone who
might need the fonts can find them.
The Server Administrator has marked the fonts
that comprise the corporate identity as “Required
and Activated”
so that they are
automatically
available to each
server font user so
that all identity
guidelines are met.
Alternatively, if the work was created by an in-house
designer, he or she uploads the font set they used
from their own Suitcase client machines when they
have finalized the project fonts, then places them
into the “All Users” Group to give everyone access.
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Even in this type of less-structured environment,
Suitcase Server facilitates an improved workflow by
defining a central repository of fonts that can be
shared between a fluid and dynamic workgroup.
Suitcase Server is designed to accommodate a
variety of working styles, from tight, controlled font
management tool that allows precise customization
to being a simple font server that allows its users the
freedom to access any font that suits their fancy.
Suitcase Server manages your company’s fonts
and stays out of the way, allowing you to continue
working the way that you know best.
To model this workflow:
1. Give each user Font Administrator status.
2. When your users are ready to need to share their
fonts, have them create sets and upload them to
Suitcase Server.
3. Drag your Server Sets onto the All Users button in
the Groups pane of the Suitcase Server Administration
window.
4. Instruct your users that with this level of simplicity,
Suitcase Server needs no more administration, so
you’ll be on vacation.
User Guide
Index
24
Index
A
Font Sets 10, 16
R
adding fonts 7
adding users 11
administering Suitcase Server 9
All Users group 22
assigning user accounts 10
I
Required Sets feature 17
Require and Activate feature 17
C
client-server connection 16
contact information ii
contents iii
creating font sets 16
creating groups 12
D
daemon 8
demonstration mode 2
duplicate fonts 17
E
editing user information 11
Extensis contact information ii
F
fine print ii
firewall issues 2
FontDoctor application 7
Font Administrator 10
Font Licenses 19
importing users 13–15
incorrect font versions 17
IP address
server IP address 2
J
job fonts 21
L
Licenses window 19
Locate Server dialog 16
logging in 9
M
S
serial number 9
Server Administrator 10
Server Font User 10
service 8
Services control panel 8
Service Location Protocol 16
Starting Suitcase Server 8
Subscribing to Font Sets 17–18
Suitcase Server Launcher 8
T
managing duplicate fonts 17
managing users 7
table of contents iii
technical support 3
traffic cop 21, 22
O
U
OpenSLP 16
organizing fonts 7
Suitcase overview 6
uploading fonts 10
users
importing 13
P
V
passwords 9
personalization 2
Preferences 16
view duplicate fonts 18
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W
Whatʼs new? 5
Sample Workflows 21
SS11B-NAMAN-1004