RICOH TotalFlow Production Manager User Guide

Operating Instructions
Quick Start Guide
Version 4.3.7

For information not in this manual, refer to the Help System in your product.

Introduction

Important

To the maximum extent permitted by applicable laws, in no event will the manufacturer be liable for any damages whatsoever arising out of failures of this product, losses of documents or data, or the use or non-use of this product and operation manuals provided with it. Make sure that you always copy or have backups of important documents or data. Documents or data might be erased due to your operational errors or malfunctions of the machine. Also, you are responsible for taking protective measures against computer viruses, worms, and other harmful software. In no event will the manufacturer be responsible for any documents created by you using this product or any results from the data executed by you.

Cautions Regarding This Guide

• Some illustrations or explanations in this guide may differ from your application due to improvement or change in the application.
• The contents of this document are subject to change without notice.
• No part of this document may be duplicated, replicated, reproduced in any form, modified or quoted without prior consent of the manufacturer.

Guides for This Application

The following guides are available for this application.
Instruction Manuals

These instruction manuals are included:

• Setup Guide (Printed/PDF)
  This guide explains setup and startup procedures for this application.

• Quick Start Guide (Printed)
  This guide explains how to log in to the application, do a basic configuration, and print the User’s Guide.

• User’s Guide (HTML/PDF)
  This guide explains the functions and basic operations of this application.

Adobe Acrobat Reader or Adobe Reader is required to view the PDF documentation. You can view the HTML documentation using a web browser.
Help
Field help is available on many screens to provide information for specific tasks and settings. In this guide, this type of help is referred to as “on- screen field help”.
In addition, the [Help] menu provides access to the HTML version of the “User’s Guide” directly from the user interface.

How to Read the Documentation

Before Using This Application
This manual contains instructions and cautions for correct use of this application. Before using this application, read this manual thoroughly and completely. Keep this manual handy for future reference.

How to Use the Manuals and Help
Use the instruction manuals and Help according to your needs.
To learn how to install and start this application
See the Setup Guide.
To start working with RICOH TotalFlow Production Manager
See the Quick Start Guide.
To learn about the functions and basic operations of this application
See the User’s Guide.
To learn about configuring on-screen settings
See the on-screen field help.

Displaying the instruction manuals (Setup Guide and User’s Guide)
Use these procedures to display the instruction manuals (HTML/PDF).
The descriptions in the HTML and PDF formats of the instruction manuals are the same.

• To display the HTML User’s Guide:
  – In the TotalFlow Production Manager user interface, click , the help button, at the right of the menu bar, then click [Help].
  – If you are not logged in to TotalFlow Production Manager, enter this URL in a web browser: http://hostname:15888/help/index.jsp. The name of the computer where TotalFlow Production Manager is installed is hostname.

• To display the PDF manuals, click [Start], point to [All Programs], then [RICOH TotalFlow Production Manager], and then click either [Setup Guide] or [User’s Guide].

Displaying balloon help

• When you mouse over certain items on the pages of the user interface (point without clicking), help for that item appears inside a balloon.

• Click to see balloon help for the property. In the balloon help, click to display the related page in the HTML User’s Guide.

Symbols
The following symbols are used in this manual to help you to identify content quickly.

| This symbol indicates points to pay attention to when using the application.
Be sure to read these explanations.
---|---
| This symbol indicates supplementary information that you may find helpful, but not essential to completing a task.
[Bold]| Bold type indicates the names of keys, menus, menu items, windows, field labels, settings, and buttons. It also indicates the names of commands and new terms.
Italic| Italic type indicates variables that you must replace with your own information.
Monospace| Monospace type indicates computer input and output and file names.
{}| In messages and other elements of the user interface, curly brackets indicate variables that a program replaces with its own information.
…| An ellipsis indicates that a series can continue.

Trademarks

Adobe, the Adobe logo, Acrobat, the Adobe PDF logo, Distiller and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. Parts of this software product are ©Copyright 1984–2023 Adobe Systems Incorporated and its licensors. All rights reserved.
Eclipse OpenJ9 documentation is subject to the following copyright: Copyright © 2017, 2021 IBM Corp.
Enfocus PitStop Server is a trademark of Enfocus BVBA. Enfocus is an Esko company.
Fiery is a registered trademark of Electronics for Imaging, Inc. in the U.S. and/or certain other countries.
EFI is a trademark of Electronics for Imaging, Inc. in the U.S. and/or certain other countries.
Firefox is a registered trademark of the Mozilla Foundation.
Google and Chrome are trademarks of Google Inc.
IBM, the IBM logo, and ibm.com are trademarks or registered trademarks of International Business Machines Corp., registered in many jurisdictions worldwide. Other product and service names might be trademarks of IBM or other companies.
Java and all Java-based trademarks and logos are trademarks or registered trademarks of Oracle and/or its affiliates.
MarcomCentral and FusionPro are registered trademarks of MarcomCentral® , a Ricoh Company.
Microsoft, Windows, Windows Server, and Microsoft Edge are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.
The proper names of the Windows operating systems are as follows:

• Windows 10:
  Microsoft® Windows 10 Pro Microsoft® Windows 10 Enterprise

• Windows 11:
  Microsoft® Windows 11 Pro Microsoft® Windows 11 Enterprise

• Windows Server 2016:
  Microsoft® Windows Server® 2016 Standard

• Windows Server 2019:
  Microsoft® Windows Server® 2019 Standard Microsoft® Windows Server® 2019 Essentials

• Windows Server 2022:
  Microsoft® Windows Server® 2022 Standard Microsoft® Windows Server® 2022Essentials

OpenJDK is a trademark of Oracle America, Inc. Java and OpenJDK are trademarks or registered trademarks of Oracle and/or its affiliates. Copyright Oracle America, Inc.
PostgreSQL Database Management System (formerly known as Postgres, then as Postgres95) is a trademark of Cybertec – The PostgreSQL Database Company.
RICOH TotalFlow Prep is a trademark of Ricoh Company, Ltd. in the United States, other countries, or both.
Safari is a registered trademark of Apple, Inc.
The license management portion of this Licensee Application is based upon one or more of the following copyrights: Sentinel® RMS
Copyright 1989–2022 Thales Group
All rights reserved.
Sentinel® Caffe ™
Copyright 2008–2022 Thales Group
All rights reserved.
Sentinel® EMS
Copyright 2008–2022 Thales Group
All rights reserved.
Other product names used herein are for identification purposes only and might be trademarks of their respective companies. We disclaim any and all rights to those marks.

Quick Start Guide

• Installing TotalFlow Production Manager
• Logging in to TotalFlow Production Manager
• Creating a Printer
• Creating a Workflow
• Printing the User’s Guide
• Uninstalling TotalFlow Production Manager
• Troubleshooting

Installing TotalFlow Production Manager

To install TotalFlow Production Manager, you need the TotalFlow Production Manager installation media.
To install TotalFlow Production Manager:

1. Log in to Windows as an administrator.

2.  Insert the TotalFlow Production Manager installation media.
   The installation should start automatically. If it does not, launch setupTFPM_64.exe in the DVD root directory.

3.  You see the [User Account Control] dialog. Click [OK].
   You see the TotalFlow Production Manager splash screen:

4. Select a language for the installer and click [OK].
   You see the Introduction dialog.

5.  Click [Install].
   The installer verifies that the prerequisites are installed on your system. This might take a few minutes. When it finishes, you see the [Choose Install Folder] dialog.

6.  In the [Choose Install Folder] dialog:
   
   1. Optional: To change the default installation folder, click [Choose]. Select the folder where you want to install TotalFlow Production Manager and click [OK].
   The installer creates another folder called instal lation_drive:\aiw\aiwl. Files that
   TotalFlow Production Manager uses (for example, spool files, control files, and trace files) are stored there.
   2. Click [Next].
   You see the [License Agreement] dialog.

7.  Inthe [License Agreement] dialog:
   1. Read the license agreement.
   2. Click [I accept the terms of the License Agreement].
   3. Click [Next].

8.  Inthe [User and Company] dialog:
   1. Enter your name in the [User name] field.
   2. Enter the name of your company in the [Company name] field.
   3. Click [Next].
   You see the [Pre Installation Summary] dialog.

9. Review the information in the [Pre Installation Summary] dialog and click [Install].
   TotalFlow Production Manager. is installed and activated.

10.  If you see the [Windows Security Alert] dialog during the installation, click [Unblock].

11. When TotalFlow Production Manager has been activated, you see the [Restore Data] dialog. If you saved TotalFlow Production Manager data from a previous installation in a backup file and want fo restore it, do these steps.
    Use this procedure only to restore data that you backed up using the procedure in Uninstalling TotalFlow Production Manager, p. 15. Do not use it to restore data that you backed up using aiwbackup.
    1. Select [I would like to restore data],
    2. Click [Choose].
    3. Select the backup file and click [Open].
    The backup file can be in any folder. We recommend installation_drive:\aiw\aiw1 \backup. The default file name of the backup file is installation_drive: \installation_folder\bin\migrateData.zip.

12.  Click [Next].
    You see the [Install Complete] dialog.

13. Click [Done].
    You see the [Restart Required] dialog.

14. Restart Windows:
    • To restart Windows immediately, click [Now].
    • To do other tasks before restarting Windows, click [Later].
    When you restart Windows, TotalFlow Production Manager starts automatically.

Logging in to TotalFlow Production Manager

To log in to TotalFlow Production Manager:

1. Open a browser window.

2.  Type this URL in the address bar of your browser:
   • On the system where TotalFlow Production Manager is installed, type:
   
   host_name is the name of the system where TotalFlow Production Manager is installed.
   You see the TotalFlow Production Manager login dialog:
   
   If connection fails, see Problems with Connecting to TotalFlow Production Manager, p. 16.

3. Type Admin in the [User name] field.
   User names are case-sensitive.

4. Type password in the [Password] field.
   Passwords are case-sensitive.

5. Click [LOGIN].
   You are prompted to change your password:
   

6. Type your old password in the [Current password] field.

7. Type your new password in the [New password] field and in the [Confirm password] field.
   Passwords can be from 8 to 32 bytes. They are case-sensitive and cannot include these characters:
   ‘ (apostrophe)
   < (less than)
   = (equals sign)

   (greater than)
   ` (grave accent)
   | (vertical bar)
   ~ (tilde)
   ${ (dollar sign followed by left brace)
   [DEL] (Delete key)
   All non-printing characters

8.  Click [CHANGE].

Creating a Printer

Create a printer to represent a printer device that can print PDF files. This type of printer is called a Job Ticket printer.
You need to know the host name or IP address of the printer device.
To create a Job Ticket printer:

1. Log in to TotalFlow Production Manager as an administrator.

2. In the menu bar, click [Operations].
   You see the [Operations] page of the TotalFlow Production Manager user interface. It is divided into areas called pods.

3.  In the objects pod on the left, click [Printers].

4. In the tool bar of the [Printers] tab, click [New], then select [Job Ticket Printer…].
   You see the [Create Job Ticket Printer] dialog:
   

5. In the [Name] field, type a name for the printer, for example, TestPrinter.
   Printer names are case-sensitive and must not contain spaces. They can be 1 through 32 bytes long.

6.  Select a [Printer type] according to the type of device that you intend to use. It can be [Standard], for Ricoh printers, [Custom] for non-Ricoh printers, or [Windows (Feature Preview)], for printers connected to your Windows system that use a printer driver compatible with the Windows V4 Print Subsystem.

7. In the [TCP/IP address or host name], type the IP address of the printer.
   For printers using the EFI Fiery controller option, use the IP address of the controller.

8.  Accept the defaults for the other fields.

9. Click [OK].
   You see an icon for the new printer in the [Printers] tab.

10. To use the new printer, click  , the enable button, next to it.

Creating a Workflow
Create a workflow to receive jobs and send them to the printer.
To create a workflow:

1. Open the [Operations] page of the TotalFlow Production Manager user interface.

2. In the tool bar of the objects pod on the left, click [Workflows].
   You see the [Create Workflow] dialog:
   

3.  In the [Name] field, type a name for the workflow, for example, TestPrinter_WF.
   Workflow names are case-sensitive. They can be 1 to 30 bytes (30 single-byte characters or fewer multibyte characters) long.

4. Under [Submission Methods], select [Hot folder]

5.  In the [Requested printer] list, select the printer that you created before.

6.  Accept the defaults for the other fields.

7.  Click [OK].
   You see an icon for the new workflow in the [Workflows] tab. Along with the printer, a hot folder called install_drive:\aiw\aiw1\System\hf is created. This hot folder is where the workflow receives jobs.

8. If the workflow is disabled, click , the enable button, next to it.

Printing the User’s Guide

Now you can print the TotalFlow Production Manager User’s Guide.
Do this task on the same system where you installed TotalFlow Production Manager.
To print the User’s Guide:

1. Make a copy of the User’s Guide:
   • If Adobe Reader (or Adobe Acrobat, which includes Adobe Reader) is installed:
   1. In the Windows tool bar, click [Start], point to [All Programs], then [RICOH TotalFlow Production Manager], and then click [User’s Guide].
   The User’s Guide opens in Adobe Reader.
   2. Click [File], then [Save As], then [PDF…].
   3. Select a folder and click [Save].
   • If Adobe Reader is not installed:
   1. Open the install_drive:\Program Files\RICOH TotalFlow PM\docs folder. 2. install_drive is the drive where TotalFlow Production Manager is installed.

2. Right-click UserGuide.pdf and drag and drop it to My Documents or any other folder that you can find easily.

3. Select [Copy Here].
   Make sure that you copy UserGuide.pdf rather than moving it. If you accidentally move it, copy it back to install_drive:\Program Files\RICOH TotalFlow PM\docs. You need to keep a copy there for future reference.
   2. Open the workflow’s hot folder.
   The hot folder is calledinstall_drive:\aiw\aiw1\System\hf and install_drive is the drive where TotalFlow Production Manager is installed.
   3. Drag and drop the copy of the User’s Guide to the hot folder.

Uninstalling TotalFlow Production Manager
To uninstall TotalFlow Production Manager, use the Windows [Programs and Features] utility.
To uninstall TotalFlow Production Manager:

1. Log in to Windows as a local administrator.

2.  Goto [Control Panel].

3.  Set the view of the [Control Panel] to [Large Icons] or [Classic View].

4. Double-click [Programs and Features].
   You see the [Programs and Features] dialog.

5. Select [RICOH TotalFlow Production Manager], then click [Uninstall/ Change].
   You see the TotalFlow Production Manager splash screen, then the [Back up Data] dialog.

6. Do either of these:
   • To back up TotalFlow Production Manager
   1. Select [Yes] and click [Next].
   You see the [Backup Jobs] dialog.
   2. Select [Yes] to include jobs in the backup file or [No] to exclude jobs and click [Next].
   You see the [Backup Directory] dialog.
   3. Click [Choose]. Select the folder where you want to save the backup file and click [OK].
   You can choose any folder. We recommend instal lationdrive:\installation folder\bin.
   A. Click [Next].
   The backup file is created. The default file name is migrateData. zip.
   •  To uninstall without backing up, select [No] and click [Next].
   You see the [Uninstall TotalFlow Production Manager] dialog.

7. Click [Uninstall].
   You see the [Uninstall Complete] dialog.

8. Restart Windows:
   • To restart Windows immediately, select [Yes, restart my system].
   • To restart Windows later, select [No, I will restart my system myself].

9. Click [Done].
   After reboot, uninstall process will perform some additional operations. Do not stop your machine.

Troubleshooting

This section describes actions you can take if you have problems.

Problems with Connecting to TotalFlow Production Manager

If you cannot connect to the TotalFlow Production Manager login dialog, check these items:

1. Make sure that TotalFlow Production Manager is running.
   After you install TotalFlow Production Manager, you need to restart the computer to complete the installation and start TotalFlow Production Manager.

2.  Open a Windows command prompt and type this command:
   ping host_name
   host_name is the name of the system where TotalFlow Production Manager is installed.
   If you do not receive a reply, contact your network administrator.

3. Make sure that your DNS settings are correct.
   Contact your network administrator for help.

4. Make sure that a firewall is not blocking your access to the TotalFlow Production Manager system.
   You might need to authenticate through the firewall or configure the firewall so that it does not block port 15080.

Problems with Printing the User’s Guide

If the TotalFlow Production Manager User’s Guide is not printed, check these items:

1. Refresh your browser to make sure that it shows the current printer status.
2.  In the [Printers] pod, check the status indicator to the left of the printer graphic:
   Indicator| Meaning| What to do
   ---|---|---
   | Ready| This is correct. Go to the next step.
   | Disabled| Click , the enable button, next to the printer icon.
   | Offline| The printer device is offline. Make sure that the printer device is turned on and that a firewall is not blocking access to it.
   | Error| The printer device is in error .For example, it might be jammed. Check the printer device.
   | Warning| The printer device is in a warning state. For example, it might be low in paper or toner. Check the printer device.
3. In the [Workflows] pod, check the status indicator to the left of the printer graphic:
   Indicator| Meaning| What to do
   ---|---|---
   | Ready| This is correct. Go to the next step.
   | Disabled| Click , the enable button, next to the printer icon.
4. Make sure that the workflow is associated with the printer:
   1. Click the workflow icon to open the [Properties for Workflow]dialog.
   2. Make sure that the printer is selected in the [Requested printer] list.

Copyright © 2013 – 2023 Ricoh Company, Ltd. All rights reserved.
RICOH TotalFlow Production Manager Operating Instructions Quick Start Guide
12/2023 D3C58551F

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