Document processing features

Document processing features expand the capabilities of a workflow from controlling and tracking jobs to controlling and tracking individual documents in a job.

Without changing the application that creates the job, you can change how the individual documents are processed, using business rules to indicate what processing to do. You can pull documents out of a workflow, attach documents to email, or reprint individual documents. The documents in the job can be split into multiple jobs, sorted based on document-specific information such as address data, or grouped into subset jobs based on data in the document.

Two features add basic functions and objects for processing documents. You must install one or both of these features before you can install the other document processing features:

  • PDF Document Support adds functions and objects for processing documents in PDF jobs. This no-charge feature is provided with the base product but is not installed by default.
  • AFP Support adds functions and objects for processing documents in AFP jobs.

The other document processing features add functions and objects for specialized needs such as archiving document information in a repository or inserting documents into envelopes. To install these features, you must install PDF Document Support, AFP Support, or both. If you install PDF Document Support, the other document processing features work with PDF files. If you install AFP Support, they work with AFP files. If you install both, they work with both types of files. Examples of these document processing features are:

  • Archive
  • Automated Verification
  • Inserter
  • Postal Enablement
  • Preference Management

PDF Document Support and AFP Support let you identify individual documents within a job and map data, such as customer names or postal codes, in the documents to Ricoh ProcessDirector document properties. Ricoh ProcessDirector stores the document properties and their values in a document properties file.

PDF Document Support includes Ricoh ProcessDirector Plug-in for Adobe Acrobat to identify documents and map data. You can also use the plug-in to add enhancements such as barcodes, OMR marks, images, hidden areas, and text to the documents.

AFP Support includes Ricoh Visual Workbench to identify documents and map data. You can purchase features that add plug-ins to Ricoh Visual Workbench:

  • AFP Editor lets you create barcodes and text, and hide areas that contain unwanted content, such as obsolete barcodes.
  • Whitespace Manager lets you define areas of white space and then fill the white space with content, such as images and text.

Object

PDF Document Support and AFP Support add the barcode format object. Barcode formats are used to interpret the data collected by a barcode scanner. You can define a barcode format that includes a document property that identifies each document in a job. Then you can scan the barcode on a document to find the document in the system.

You can use a hand-held barcode scanner attached to the computer to reconcile documents. We recommend that you configure your barcode scanner to send a New Line signal after each scan.

Workflow phase

PDF Document Support and AFP Support add the Assemble phase to the Ricoh ProcessDirector workflow. The figure Document processing phase in the Ricoh ProcessDirector workflow, shows how the Assemble phase fits into the workflow.

If you have customized phase names in your system, those phase names differ from the phase names in the diagram.

Document processing phase in the Ricoh ProcessDirector workflow

Image shows the Receive, Prepare, Assemble, Print, and Complete phases

Step templates

PDF Document Support and AFP Support add step templates for processing documents within workflows:

  • For PDF Document Support, steps based on the IdentifyPDFDocuments and BuildPDFFromDocuments step templates apply your document definitions, data mappings, and other document changes made with Ricoh ProcessDirector Plug-in for Adobe Acrobat to PDF jobs.
  • For AFP Support, steps based on the IdentifyDocuments and BuildAFPFromDocuments step templates apply your document definitions, data mappings, and other document changes made with Ricoh Visual Workbench to AFP jobs.
  • A step based on the SetDocPropsFromConditions step template lets you update the document properties file for a job based on other document and job property values. For example, you can group documents based on a particular postal code range, and then create separate child jobs for the postal code groups.
  • Steps based on the SortDocuments, SplitDocuments, and GroupDocuments step templates let you manipulate documents within a single file and output the documents as one or more new jobs.
  • A step based on the EmailDocuments step template lets you email each PDF document in a job as an attachment to an individual email address. Ricoh ProcessDirector can send email directly through the default SMTP server or indirectly through an email service provider.
  • A step based on the SetDocPropsFromList step template lets you read one or more list files in a directory and set the value of a specified document property for each document in the document properties file for the job. You can use the value of the document property to group documents in a job for common processing. For example, using this step, you can provide a "pull list" of documents in a job. Using the pull list, you can suppress documents from printing, divert them from inserting, or send them to an express mail service.
  • A step based on the SetPropertiesForReconcile step template lets you use the Insert sequence document property to find documents on the Reconcile Job dialog or the Documents portlet.
  • A step based on the Reconcile step template lets an operator set an action to take for the documents in a job. You can place a Reconcile step after a PrintJobs step in a workflow. When a job enters the Reconcile step, the operator selects the Reconcile action to reconcile a job manually. During manual reconciliation, the operator marks documents that are OK, any documents to be reprinted, and any documents to pull from the job without reprinting.
  • A step based on the CreateReprints step template processes documents to be reprinted after reconciliation by creating a child job containing only the reprints. The child job can be sent through the same workflow as the original job or through a different workflow.

For a complete list of step templates supplied with document processing features, see the Reference section of the Ricoh ProcessDirector information center.

 
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