User Guide - Customer Log In

 Document Manager 2.0
User Guide
Document Manager 2.0 Introduction 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. Table of Contents Document Manager 2.0 Introduction .............................................................................................................. 1 Table of Contents ............................................................................................................................................ 1 Accessing Document Manager 2.0 .................................................................................................................. 2 Home Page Introduction ................................................................................................................................. 5 My Account Page ............................................................................................................................................. 6 Upload and Print .............................................................................................................................................. 7 Document Upload Option ........................................................................................................................... 8 From File Cabinet Option ............................................................................................................................. 9 Select Print Options ................................................................................................................................... 11 Add Tabs .................................................................................................................................................... 13 Delivery Options and Place Order ............................................................................................................. 15 Using the Catalog ‐ Introduction ................................................................................................................... 18 Ordering from Your Catalog .......................................................................................................................... 18 Search for a Document from the Catalog .................................................................................................. 20 Preview a Document from the Catalog ..................................................................................................... 21 Ordering Personalized Products ................................................................................................................ 23 Ordering a Document with Mass Personalization ..................................................................................... 24 Ordering Kits .............................................................................................................................................. 28 Ordering Warehouse Items ....................................................................................................................... 29 Document Manager 2.0 User Guide v1.0 Page 1 Shopping Cart ............................................................................................................................................ 29 My Account .................................................................................................................................................... 31 View Order History .................................................................................................................................... 31 Edit Account Information .......................................................................................................................... 32 Ordering Preferences ................................................................................................................................ 33 Manage Filing Cabinet ............................................................................................................................... 35 Corporate Default Filing Cabinet .......................................................................................................... 35 Personal Filing Cabinet.......................................................................................................................... 37 Manage Address Book ............................................................................................................................... 46 Address Book Access ............................................................................................................................. 47 Appendix A: Print & Binding Specifications ................................................................................................... 61 Appendix B: Finishing Options ....................................................................................................................... 62 Appendix C: Update Contact Information in OfficeMaxSolutions.com ......................................................... 63 Accessing Document Manager 2.0 To access Document Manager 2.0 you will need to login through officemaxsolutions.com. To login follow the steps below. 1. Go to the URL: http://officemaxsolutions.com. 2. Enter your username in the Username or PIN field. 3. Enter your password in the Password field. Note: Both the username and password fields are case sensitive. 4. Click Log In. Document Manager 2.0 User Guide v1.0 Page 2 Document Manager 2.0 User Guide v1.0 Page 3 5. Click Create New Custom Print Order to access the User Home (landing page) of Document Manager 2.0. 6. The User Home (landing page) page displays. Document Manager 2.0 User Guide v1.0 Page 4 Home Page Introduction After logging into OfficeMaxSolutions.com and clicking on the Create a New Custom Print Order link, you will arrive at the Document Manager 2.0 Home Page (also known as the “Landing Page”). Notice that it recognizes your name based on your logon credentials. The Home Page will display the ordering methods which are available to your logon. Orders previously placed by you will also display on the Home Page. You will see several links on the Home Page which will take you to different areas of the application. Review these links below. 1. Contact Us: The “Contact Us” page provides information on how to get in touch with OfficeMax ImPress Customer Service. 2. Help: The “Help” page will populate help topics in a question and answer format. Use the “Help” page to familiarize yourself with topics for “New Visitors” and “Tips on Using our Service”. 3. FAQ: The “FAQ” page will populate frequently asked questions and their answers. 4. Logout: Clicking on “Logout” will log you out of the application. 5. Upload and Print: The “Upload and Print” ordering method will allow you to upload files and/or select files from your filing cabinet(s) to submit for print jobs. 6. Order from Your Catalog: The “Order from Your Catalog” ordering method will allow you to select documents for print jobs that you have previously assigned finishing options to (preconfigured items). 7. My Account: The “My Account” page allows access to five different options which are listed on the next page. Use the “My Account” page to view your order history, edit your contact Document Manager 2.0 User Guide v1.0 Page 5 information, set your ordering preferences, manage your filing cabinet(s), and manage your address book(s). 8. Order History: “Order History” will display orders that have been previously placed by you. There are options to view the order, re‐print the order, track the order, and modify the order. My Account Page The “My Account” page provides the options to help you manage your account. •
•
•
•
•
View Order History: This area displays orders previously placed by you along with options to Re‐Print, View, and Track/Modify. Edit Account Information: This area displays your contact information with options to edit as needed. Ordering Preferences: This area allows you to set your default time zone, printing and ordering defaults. Manage File Cabinet: This area allows you to access the different filing cabinets that you may have access to and gives you the ability to add, delete, map, copy, and move files and/or folders. Manage Address Book: This area allows you to access the different address books that you may have access to and gives you the ability to move, add, copy, and delete entries into the different address books that you have access rights to. Document Manager 2.0 User Guide v1.0 Page 6 Note: All orders need to be placed from a single ordering method such as Upload and Print or Order from Your Catalog. Upload and Print This section includes the basic steps for uploading files, printing, selecting the delivery method and submitting the order. 1. On the User Home page, click on the Upload and Print icon. 2. In the Account drop‐down menu select your account number. 3. Select a consignee by following one of the steps listed below: a. Click in the Consignee field and select one of the consignees that displays. b. Enter a consignee in the Consignee field. Note: The account field and consignee field are determined based on your officemaxsolutions.com setup. If you only have one account number or consignee you will not need to make a selection. Note: As you type in the consignee field, the list of consignees available is reduced to your matches. 4. Optional: Enter an Order Name. 5. Add file(s) to your order by clicking on either the Document Upload or From File Cabinet button. Document Upload: The Document Upload option allows you to select and upload unique files. From File Cabinet: The From File Cabinet option allows you to use files that have been saved in a filing cabinet either your personal filling cabinet or a filing cabinet created by a corporate administrator. Document Manager 2.0 User Guide v1.0 Page 7 Document Upload Option To use Document Upload follow these steps: a.
b.
c.
d.
Click on the Document Upload button. Click on the Browse button to locate the file to upload. Optional: Enter a description for the file in the Description field. Optional: Save the file to a file cabinet. See the “Manage File Cabinet” section for more information. e. Follow steps b‐d for each file you want to upload. Note: PDF is the recommended file type but there are other options including Microsoft Word, PowerPoint, Zip files and different graphic files. Note: Only six files can be uploaded at a time. To upload more files, return to this page and upload additional files. Or, add all your files to a single zip file and upload that single zip file. Document Manager 2.0 will then extract all the files from the zip file. f.
Click Upload and Continue. Document Manager 2.0 User Guide v1.0 Page 8 From File Cabinet Option To use From File Cabinet follow these steps: a. On the Add Files page, click on the From File Cabinet button. b. Select the folder the file is located in from the Select Folder section. c. Select each of the files that needs to be added to your order by clicking in the checkbox for each of the files. d. Click Add to Order to add all the files and return to the Add Files page. e. Follow steps a‐d for each folder you would like to select files from. Note: You use a combination of both Upload File and From File Cabinet to add files to your order on the Add Files page. Document Manager 2.0 User Guide v1.0 Page 9 6. Once you Upload or Add files, each file will be listed on the Add Files page. 7. From the Add Files page, click Continue to access the Choose Print Options page. 8. Enter the quantity for each file that has been added to the order. Click the update button to see the new order value. Document Manager 2.0 User Guide v1.0 Page 10 Select Print Options 9. The default print specifications displays under the title of the document. To make changes to these print specifications on a specific file follow the steps listed below. a. Click the Print Options button to select printing, binding and finishing options. b. Make changes to any of the Print & Binding options. See Appendix A for the Printing and Binding Specifications. Note: As you make changes to the print options the active preview is updated to display your selection. c. Use the Page Exception feature if one or more pages in your document require different print options. d. Click on Finishing Options to select any required finishing items such as laminating or cutting. See Appendix B for the available Finishing Options. Document Manager 2.0 User Guide v1.0 Page 11 e. Click on the checkbox next to the required finishing item. Some finishing items will also need a selection in the corresponding drop‐down menu. For example, to select 3‐Hole drilling, select the drilling checkbox and then select “Drilling ‐ 3 Hole” from the drop‐down menu. Document Manager 2.0 User Guide v1.0 Page 12 Note: When selecting a finishing item from the drop‐down, the icon changes based on what you select. 10. To Change the Final Size of your document, follow the steps below. a. Click Change File Size b. Select either Preset Size or enter a custom size (in inches). Note: The custom size cannot exceed 60 inches in width or height. c. Click Save Changes to return to the Print Order Submission page. d. Once you have made all the print option selection, click Save to return to the Choose Print Options page. Add Tabs 11. To add tabs or dividers to your document follow the steps below. a. On the Choose Print Options page, click Add Tabs. b. Click the Insert button after the page where you want to insert the tab. Document Manager 2.0 User Guide v1.0 Page 13 Note: If your document is double sided, the tabs can only be inserted after the back side of the page. c.
d.
e.
f.
g.
h.
In the Type drop‐down select the type of tabs you would like to insert. In the Font Choice drop‐down select the font you would like on you tabs. In the Line 1 field enter the text for line 1. In the Line 2 field enter the text for line 2. In the Line 3 field enter the text for line 3. Click Insert. Document Manager 2.0 User Guide v1.0 Page 14 i.
Repeat steps b‐h for each tab that should be inserted. Note: Multiple tabs can be uploaded into a single document using Upload CSV File. Under the Upload CSV File section click on template to download an example template that can then be modified and uploaded into the document. 12. Now that you have completed selecting your print options, click Continue to select your delivery options. Delivery Options and Place Order 13. To complete the Delivery Instructions follow the steps below: a. Enter any special instructions in the Special Order Instructions text box. Note: If you enter any production specifications here the price of your document may be adjusted by the producing location after your order has been submitted. b. If your account requires a cost center select or enter it any the Cost Center field. c. If available enter a value in the Release field. Note: If you enter something in the Release field but do not select a cost center the release field will not display on your invoice. d. Add any additional recipients to the order by either selecting New Recipient or From Address Book. Note: If multiple recipients are added to an order you will receive a separate invoice for each recipient. Document Manager 2.0 User Guide v1.0 Page 15 e. Select the Delivery method. The options below are available. Delivery: If delivery is selected your order will be routed automatically to the appropriate production location. There is no need to select a location. Pickup: If pickup is selected a list of available stores will be displayed. Please make a selection from one of these stores. Note: Depending on the setup of your site your delivery option may be different than those displayed above. f. Select the date the order needs to be delivered by. g. Click Continue to access the Review and Complete page. 14. Click on the View Receipt Details to review your order. 15. Enter a PO Number in the PO Number field. Note: Depending on the setup of your site, the PO Number may or may not be required. 16. Click Place Order. Document Manager 2.0 User Guide v1.0 Page 16 Document Manager 2.0 User Guide v1.0 Page 17 Using the Catalog ‐ Introduction The Catalog is used to store pre‐configured items. Pre‐configuring an item allows you to pre‐
define the paper, finishing options, minimum order quantity, etc. that will be offered for the item in the catalog. These documents can only be added by the Corporate Administrator. When a document is added to the Catalog, the printing and finishing options have already been chosen for you. Catalog Items are available in a Filing Cabinet. The filing cabinet utilizes folders and subfolders just like you manage your own files and folders on your computer. Catalog items can be searched and previewed prior to adding the item to your order. Ordering from Your Catalog To access your catalog items follow the steps below. 1. On the User Home page, click on the Order From Your Catalog icon. The Catalog page displays with a list of your filing cabinets on the left side of the page. 2. In the Account drop‐down menu select your account number. 3. Select a consignee by following one of the steps listed below: a. Click in the Consignee field and select one of the consignees that displays. b. Enter a consignee in the Consignee field. Note: The account field and consignee field are determined based on your officemaxsolutions.com setup. And as you type in the consignee field the list of consignees available is reduced as you type. 4. Optional: Enter an Order Name to help you keep track of a specific order. 5. Using the File Cabinet located on the left hand side of the page, locate the document(s) you want to order. Note: You can select a single item or multiple catalog items in an order. 6. Enter the quantity for each file that has been added to the order Document Manager 2.0 User Guide v1.0 Page 18 7. Click Add button to add the document to your order. Note: You can view your shopping cart at any time by clicking the shopping cart icon in the upper right‐hand corner. 8. Click Continue to verify and add recipients. 9. Select the recipient and delivery. To complete the Delivery Instructions follow the steps below: a. Enter any special instructions in the Special Order Instructions text box. Note: If you enter any production specifications here, the price of your document will be adjusted by the producing location. b. If your account requires a cost center select or enter it in the Cost Center field. c. If available enter a value in the Release field. Note: If you enter something in the Release field but do not select a cost center, the release field will not display on your invoice. d. Add any additional recipients to the order by either selecting New Recipient or From Address Book. Document Manager 2.0 User Guide v1.0 Page 19 Note: If multiple recipients are added to an order you will receive a separate invoice for each recipient. e. Select the Delivery method. The options below are available. Delivery: If delivery is selected your order will be routed automatically to the appropriate production location. There is no need to select a location. Pickup: If pickup is selected a list of available stores will be displayed. Please make a selection from one of these stores. Note: Depending on the setup of your site your delivery options may be different than those displayed above. f.
Click Continue. 10. Click on the View Receipt Details to review your order. 11. If required, enter a PO Number in the PO Number field. 12. Click Place Order. Search for a Document from the Catalog To locate items in your catalog, you can use the search feature. Enter the search criteria and click on the Search button. Document Manager 2.0 User Guide v1.0 Page 20 Preview a Document from the Catalog To preview a document from the catalog, click on the item that you would like to preview. The preview displays along with the print production instructions (paper, format, and finishing items). Once you preview the item, you can add the item to your order or you can return to the catalog. Document Manager 2.0 User Guide v1.0 Page 21 Document Manager 2.0 User Guide v1.0 Page 22 Ordering Personalized Products You can order personalized products, such as business cards, by personalizing the information on the document. Follow the steps below to personalize a product. Once you personalize the product you can complete the order using the same ordering instructions in the “Ordering from your Catalog” section. 1. On the User Home page, click on the Order From Your Catalog icon. The Catalog page displays with a list of your cataloged items on the left side of the page. 2. Select the catalog item that would like to personalize. 3. Click on the Customize button. a. Enter the information required to customize the document. Note: If your document has multiple sections such as “Address” or “Contact Information” similar to the screenshot below, click on the arrow to the right of the section name to expand the section which will allow you to personalize the fields. b. Click on the Preview button to verify the document. c. Click on the Add to Order button to add this item to your order. 4. The Shopping Cart displays with the item you just ordered. 5. Click Continue to finish placing your order. Document Manager 2.0 User Guide v1.0 Page 23 Ordering a Document with Mass Personalization Mass personalization allows you to upload multiple records to a single document. An example of using mass personalization would be uploading multiple mailing addresses to a post card. Follow the steps below to order a document with mass personalization. 1. From the main landing page click on Order From Your Catalog. 2. Navigate to the document that you want to customize. 3. Click Customize on the document you want to customize. Document Manager 2.0 User Guide v1.0 Page 24 4. In step 1, download a template by clicking on the template icon. This template will be used to upload the data into your document. Note: A template can be setup to allow for CSV, Excel, or text files to be uploaded. 5. Add the data to the template that you just downloaded. Document Manager 2.0 User Guide v1.0 Page 25 6. In step 2, browse for the file you just created containing the data. 7. Click Upload. 8. Your data will be loaded into the template and the first record will be displayed in the preview. Document Manager 2.0 User Guide v1.0 Page 26 9. To view additional records you the record navigation at the top of the page. When you select an additional record the preview will update. Document Manager 2.0 User Guide v1.0 Page 27 10. Click Add to Order. Ordering Kits Kits may be available for you to order. If you have kits, they will contain multiple items that are combined for you to select as a single order. To view what items are included in a kit, click on the icon found in the catalog to see what items are included in the kit. To place an order, follow the instructions for placing an order for a catalog item. Document Manager 2.0 User Guide v1.0 Page 28 Ordering Warehouse Items Some catalog items may be maintained in a warehouse which allows you to have the option of ordering warehouse items. This feature is only available if your company has requested this feature. Shopping Cart The Shopping Cart allows you to review your selections before you place an order. The following describes the options available in the shopping Cart: •
•
•
•
•
•
Preview: This area allows you to view a preview your selection Change Quantity: This area allows you to change the quantity. To do this, enter the new number you want to order and click on the arrows to the right to update. Remove: This area allows you remove your selection by clicking on the Remove button, Continue Shopping: This button allows you to return to your catalog to select more items. Continue: The continue button allows you to continue to place the order. Cancel Order: This area allows you to delete the order. After you press the Cancel Order button, a confirmation pop‐up box asking you if you are sure you want to cancel your order. Document Manager 2.0 User Guide v1.0 Page 29 Document Manager 2.0 User Guide v1.0 Page 30 My Account To access the “My Account” page, click on the “My Account” link located in the top‐left corner of your page. Use the “My Account” page to view your order history, edit your contact information, set your ordering preferences, manage your filing cabinet(s), and manage your address book(s). View Order History The “View Order History” link allows you to view your ordering history. 1. To view your order history, click on the link named “View Order History”. a. Resume: The “Resume” link will allow you to continue with an order that you had previously left unfinished. b. Track/Modify: The “Track/Modify” link will allow you to both check on the status of your order, as well as, make changes to your order if the print center has not already begun producing the order. c. View: The “View” link will allow you to view the job ticket for your order. d. Re‐Print: The “Re‐Print” link will allow you to send the order again to be produced. This might be useful for those orders that are submitted frequently. Changes are able to be made to the order to accommodate different quantities, documents, etc. Document Manager 2.0 User Guide v1.0 Page 31 Edit Account Information The “Edit Account Information” link will allow you to view and edit your contact information for this site. Once you make any necessary changes, click “Submit” located at the bottom of the page. Document Manager 2.0 User Guide v1.0 Page 32 Note: Changes made to contact information within Document Manager 2.0 will not be reflected in OfficeMaxSolutions.com. Follow the steps found in Appendix C to make changes to contact information in OfficeMaxSolutions.com. Ordering Preferences The “Ordering Preferences” link will allow you to set your personal preferences for print options and ordering options such as your time zone, paper format defaults, paper color defaults, etc. To set your preferences, make the necessary adjustments and click on “Save”. Document Manager 2.0 User Guide v1.0 Page 33 Document Manager 2.0 User Guide v1.0 Page 34 Manage Filing Cabinet The “Manage File Cabinet” link will allow you to add, delete, copy, map, and move files and folders within your personal filing cabinet and any other file cabinets that you may have access to. Note: Your access rights will determine what filing cabinets you have the ability to manage. You may only have “read” access to some filing cabinets while you may have “read”, “write”, and “delete” access to others, etc. Corporate Default Filing Cabinet When clicking on the “Manage File Cabinet” link, you will see your “Corporate Default” filing cabinet. The “Corporate Default” filing cabinet is a filing cabinet that all users in your company will have “read” access to. This filing cabinet is managed by your company’s Corporate Administrator who will have full “read”, “add”, “edit”, and “delete” access. Your access level will allow you to “read’ or view these files, as well as, order these files. Document Manager 2.0 User Guide v1.0 Page 35 Listed under the section named “File Name/Description” in your Corporate Default filing cabinet, you’ll notice the files that are loaded to this filing cabinet. If there are many, and you need to find a particular file, you may search for the file using the “Search” function. The search function has a drop‐down menu that will allow you to search by file “Name”, file “Description”, file “Type”, and file total “Pages”. To search, select the search type by clicking on the drop‐down arrow. Input your search criteria and click on “Search”. To view a screenshot of your file, you may click on the icon listed under the “Preview” column. Document Manager 2.0 User Guide v1.0 Page 36 Personal Filing Cabinet To access your “Personal” filing cabinet, click on the drop‐down arrow under the section named “Select Folder” and click on “Personal”. Your “Personal” filing cabinet will display. You are the only one who has access to your “Personal” filing cabinet. You can use your “Personal” filing cabinet to store files that you frequently submit for printing. Document Manager 2.0 User Guide v1.0 Page 37 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. To upload your file(s), click on the link named “Upload File” listed under the section named “Add Documents”. Document Manager 2.0 User Guide v1.0 Page 38 Note: Supported file types are listed under the section named “Preferred Applications and File Types Include”. These file types are the same as is available for the Upload and Print ordering method. 2. 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. 3. Include a description of the file if you would like. 4. 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. 5. Click on the button named “Upload and Continue” at the bottom of the page. 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. 6. 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 User Guide v1.0 Page 39 7. 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 User Guide v1.0 Page 40 Upload InDesign Files “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. To upload InDesign files, click on the link named “Upload InDesign Files” listed under the section named “Add Documents”. Document Manager 2.0 User Guide v1.0 Page 41 2. In the section named “File Information,” click on the “Browse” button to select your InDesign file for upload. 3. 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. 4. 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”. 5. Enter a description, if necessary. 6. 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 and CS4 are only supported at this time. 7. Your files(s) will go through a conversion process. View your conversion results and click on “Continue”. Document Manager 2.0 User Guide v1.0 Page 42 8. 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 User Guide v1.0 Page 43 Maintenance Sometimes it may be necessary to Move, Copy, Map, or Delete a file or file folder. At times, you may also need to add a new file folder to your filing cabinet(s). These actions are quite simple and can all be done here on the same page. 1. Move: To “Move” a file or file folder to another filing cabinet or file folder within a filing cabinet, click on the radio button next to the item to be moved listed under “File Name/Description” and then click on the drop‐down arrow under “Move Selected items To”. Select the folder or filing cabinet that the item needs to be moved to. Click on “Move”. 2. Copy: To “Copy” a file or file folder to another filing cabinet or file folder within a filing cabinet, click on the radio button next to the item to be copied listed under “File Name/Description” and then click on the drop‐down arrow under “Copy Selected items To”. Select the folder or filing cabinet that the item needs to be copied to. Click on “Copy”. 3. Add New Folder: To create a new folder within a filing cabinet or file folder, click in the text box listed under “Add New Folder” and input the folder name that you would like to add. The folder will be added to the folder or filing cabinet that is currently open. 4. Map: To “Map” a file or file folder to another filing cabinet or file folder within a filing cabinet, click on the radio button next to the item to be mapped listed under “File Name/Description” and then click on the drop‐down arrow under “Map Selected items To”. Select the folder or filing cabinet that the item needs to be mapped to. Click on “Map”. “Mapping” a file/folder allows the file/folder to be accessed from its original location, as well as, any other locations that the file/folder has been mapped to. 5. Delete: To “Delete” a file or file folder, click on the radio button next to the item to be deleted listed under “File Name/Description” and then click on the “Delete” button. Note: To delete file folders that contain files, select the radio button under “Delete Files/Folders” for “Delete Folders that Contain Files” and then click on “Delete”. Document Manager 2.0 User Guide v1.0 Page 44 Document Manager 2.0 User Guide v1.0 Page 45 Manage Address Book When clicking on the “Manage Address Book” link, you will see your “Personal” address book. Your “Personal” address book is only visible to you. You may use your Personal” address book to store contacts that you may order for frequently. Document Manager 2.0 User Guide v1.0 Page 46 Address Book Access You will have full “read”, “add”, “edit”, and “delete” access to your “Personal” address book. Depending on your access rights, you may also have access to other address books. The “Corporate Default” address book is managed by your company’s Corporate Administrator who will have full “read”, “add”, “edit”, and “delete” access. Your access level to the “Corporate Default” filing cabinet will allow you to “read” or view the address book, as well as, use the address book when ordering. 1. To view other address books that you may have access to, click on the drop‐down arrow next to the section named “Current Address Book” and select your desired address book. Document Manager 2.0 User Guide v1.0 Page 47 New Recipient Use the “New Recipient” link to add a new contact or “Recipient” to your address book. 1. Click on the link named “New Recipient”. 2. Fill in the required fields as pictured below. 3. Select the address book that you would like to add your recipient to by clicking on the drop‐down arrow in the area named “Add Recipients to”. 4. When finished, click on “Submit” and you will be returned to your address book. 5. All contacts or “Recipients” that you have in your address book will display. Note: You may also include file folders in your address book that may help to organize different kinds of contacts or “Recipients”. Document Manager 2.0 User Guide v1.0 Page 48 Document Manager 2.0 User Guide v1.0 Page 49 Upload CSV File If you have many contacts or “Recipients” that you need to upload, it may be more convenient to upload everything all at once by using the feature named “Upload CSV File Recipients” or “Upload CSV”. The first step will be to download a sample CSV file to use as a template for adding additional contacts/”Recipients”. 1. To download the sample CSV file, click on the link named “Sample CSV” located at the bottom of the section named “Upload CSV File with Addresses”. Document Manager 2.0 User Guide v1.0 Page 50 2. Once clicking on “Sample File”, you will see a “File Download” window. Click on “Save”. 3. Next, you will see the “Save As” window. Select your desired drive/folder to save the CSV file to. Verify that the file extension is being saved as .CSV. Click on “Save”. Document Manager 2.0 User Guide v1.0 Page 51 4. Open the file that you just downloaded and saved. The CSV file will open with your Microsoft Excel program. Fill in the appropriate fields with your contact/”Recipient” information. Once you finish, save the file with your new contact/”Recipient” information. Make sure that the file is saved as a CSV file and not as an Excel file. 5. The following window may appear for you when you are saving the file with your new information. Make sure you click on “Yes” if you do receive this window. When closing Excel you may receive the window for a second time. Again, click on “Yes”. Document Manager 2.0 User Guide v1.0 Page 52 6. To upload your CSV file into your address book, select your file by clicking “Browse” listed under the section named “Upload CSV File With Addresses” and next to the option named “Choose File”. 7. Next, select the address book that you would like to save the contacts/”Recipients” into by clicking on the drop‐down arrow in the section named “Import To”. You can also click on the checkbox to “Ignore Duplicates” as an option. 8. Lastly, click on the link named “Upload CSV”. Document Manager 2.0 User Guide v1.0 Page 53 Note: You may complete the upload for CSV files in two areas. One option is to follow the steps listed above. Another option is to follow the screen prompts listed after clicking on the option named “Upload CSV File Recipients”. Document Manager 2.0 User Guide v1.0 Page 54 9. Once your CSV file has been uploaded, you will receive an “Upload Confirmation”. Click on “Continue” and you will be taken back to your address book that will display all contacts/”Recipients” that you now have available in your address book. Document Manager 2.0 User Guide v1.0 Page 55 Actions for Selected Items Actions available in this section allow a user to move contact(s)/”Recipient(s)” to another address book or file folder within an address book, add a folder to an address book/folder, add a folder and copy contact(s)/”Recipient(s)” to another address book/folder inside that new folder, and delete contact(s)/”Recipient(s)” from an address book/folder. Document Manager 2.0 User Guide v1.0 Page 56 Move to The “Move to” button will allow you to move contact(s)/”Recipient(s)” to another address book or file folder within an address book. 1. To use this feature, select the checkbox next to the contact(s)/”Recipient(s)” that you would like to move. 2. Select the address book/folder that you would like to move the contact(s)/”Recipient(s)” to. 3. Click on “Move to”. Document Manager 2.0 User Guide v1.0 Page 57 Add The “Add” button will allow you to create a new folder in the existing address book or file folder within an address book. 1. To use this feature, click in the text box next to the “Add” button and type the name of the new folder that you would like to create. 2. Next, click on the “Add” button. Document Manager 2.0 User Guide v1.0 Page 58 Copy The “Copy” button will allow you to add a folder and copy contact(s)/”Recipient(s)” to that new folder in another address book or file folder within an address book. 1. To use this feature, click in the text box next to the “Copy” button and type the name of the new folder that you would like to create. 2. Next, select the address book/folder that you would like to copy the contact(s)/”Recipient(s)” to. 3. Select the checkbox next to the contact(s)/”Recipient(s)” that you would like to copy. 4. Click on “Copy”. Document Manager 2.0 User Guide v1.0 Page 59 Delete The “Delete” button will allow you to delete contact(s)/”Recipient(s)” within the current address book or file folder within the address book that you are viewing. 1. To use this feature, select the checkbox next to the contact(s)/”Recipient(s)” that you would like to delete and click on “Delete”. Document Manager 2.0 User Guide v1.0 Page 60 Appendix A: Print & Binding Specifications Item Format Description
Allows you to change the print color, either black and white or color, and the size of the document. Paper 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 selections here will require a selection from the Front Cover Color drop‐down. The color selection for your front cover.
Paper Color Binding Front Cover Front Cover Color Back 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. Document Manager 2.0 User Guide v1.0 Examples Black & White ‐ Single Sided Black & White ‐ Double Sided Color ‐ Single Sided 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 Black White Blue Bright Cover Clear Cover Vinyl Cover Page 61 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 Shrinkwrap Description
Examples Allows for the document to be cut to specific sizes. 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)
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 quantity on the previous page should be the number of copies, not the quantity of pads. Allows for the document to be shrinkwrapped. In the Quantity field enter the quantity of shrinkwraps. In the Sheets per Shrinkwrap field enter the number of sheets in each shrinkwrap. Note that the quantity on the previous page should Document Manager 2.0 User Guide v1.0 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 entered: Copy Quantity: 50 (Pads x Sheets / Number Up) Quantity: 8 Sheets per Pad: 25 Example: To order 10 shrinkwraps with 100 sheets per shrinkwrap the following specifications should be entered. Copy Quantity: 1000 Quantity: 10 Sheets: 100 Page 62 Stapling be the number of copies, not the quantity of shrinkwraps. Allows for the document to be stapled. Stapling ‐ Double Left Stapling ‐ Landscape Stapling ‐ Portrait Stapling ‐ Saddle Stitch Appendix C: Update Contact Information in OfficeMaxSolutions.com Changes to Document Manager 2.0 contact information that you would like to be reflected on OfficeMaxSolutions.com can be made within OfficeMaxSolutions.com. 1. After logging in, click on the link named “Your Profile”. 2. The “Your Profile” page displays several links. To make edits to your contact information within OfficeMaxSolutions.com, click on the link named “Contact Information”, make necessary changes, and then click “Submit”. Document Manager 2.0 User Guide v1.0 Page 63 3. To make changes to your username and/or password, click on the link named “Username and Password”, make necessary changes, and then click “Submit”. Document Manager 2.0 User Guide v1.0 Page 64