Reconciling jobs manually

During manual reconciliation, you tell the system what action to take for each document in the job. You can mark a document Reprint, Pull (to show that it was removed from the job), or OK.
For inserters, reconciliation occurs after a job has completed insertion.

For Automated Verification, reconciliation occurs after a job has completed a step based on the ReadBarcodeData step template.

You must reconcile a job manually when one of these conditions apply:

  • You have only the PDF Document Support or AFP Support feature (not the Inserter or Automated Verification feature).
  • For inserters and Automated Verification, the number of documents to reprint exceeds the maximum percentage allowed for the job, even when you are using automatic reconciliation.
  • For inserters, the inserter controller did not report a status for one or more documents, or Ricoh ProcessDirector could not interpret the status.

Jobs that are ready to be reconciled are in a step based on the Reconcile step template and are in either the Waiting to reconcile state or the Error state.

To reconcile a job manually:
  1. In the Jobs table on the Main page, right-click the job and select Reconcile.

    On the Reconcile Job dialog, the summary table in the upper left corner shows the total number of documents with each action that Ricoh ProcessDirector assigned: OK, Reprint, or Pull. The summary table also includes the total number of documents with no assigned action (Not set). The documents table shows the documents in the job and the action that Ricoh ProcessDirector assigned for each document. Usually, when you start reconciliation, only documents that require attention are listed in the documents table.

    You cannot finish reconciliation until all documents have been assigned an action. No document can have a Requested action value of Not set.

  2. To find other documents, use the summary table in the top left corner of the dialog or the Find Documents area. For example, to find:
    • All documents to be reprinted: click Reprint in the Action column of the summary table.
    • All documents with no assigned action: click Not set in the Action column of the summary table.
    • Documents with certain properties:
      • To enter a range of insert sequence values, click By Range.
        To set values for the Insert sequence property, the workflow must include a step based on the SetPropertiesForReconcile step template or (for inserters only) the SetInsertProperties step template.
      • To enter one or two property values, click By Property.
      • To enter a list of property values, click By List.
    • Documents with certain barcodes: click By List.
  3. If you click By Range:
    1. In the From and To fields, enter the beginning and ending insert sequence values for the range of documents that you want to find.
    2. Click Find.
      Documents that are in that range of values are listed.
  4. If you click By Property:
    1. Select a property in the Property field. Select a Comparison value and then type or scan the value in the Value field.
      For Automated Verification, you can select Verification recipient for the property and Equal to for the Comparison value. Then type a value for the Verification recipient property.
    2. Optional: Click the check box next to the second Property field and then select a second property. Select a Comparison value and then type or scan the property value in the Value field.
    3. Click Find.
      Documents that match both property values are found.

    • To enter a range of numeric values, select the same property in both Property fields. For the first property, use the Greater than or equal to comparison value and enter the low value. For the second property, use the Less than or equal to comparison value and enter the high value.
  5. If you click By List, click Scan. On the Reconcile List page, click one of these radio buttons:
    • Property:
      1. In the Property field, select the property.
      2. In the list box, type or scan each property value on a separate line. Do not include any blanks after the value.
      3. Click OK.
    • Barcode format:
      1. In the Barcode format field, select the barcode format that describes the layout of the barcode that you plan to scan.
      2. In the list box, scan each barcode on a separate line. Do not include any blanks after the barcode.
      3. Click OK.
  6. In the Documents table, review the Action column for each document.
    • To verify that a document in the table is the document that you want to work with, select the document. Click View Original.
    • If the Action is not set, or if you want to change it, select the document and click:
      • Reprint. This action tells the system to print the document again.
      • Mark OK. This action tells the system that the document has been processed successfully.
      • Pull. This action tells the system that the document has been pulled from the job. The system does not print the document again.

      You see the action that you requested in the Requested action column. In addition, the counts in the Current column of the summary table change. For example, you click Reprint for one document that was originally marked OK. The count in the Reprint row increases by 1, and the count in the OK row decreases by 1. The counts in the Original column do not change.

  7. Make sure that all documents have an assigned action.
    To list the documents that have no action, click Not set in the Action column of the summary table.
  8. In the Jobs table on the Main page, right-click the job and select Reconcile.

    On the Reconcile Job dialog, the summary information in the top left corner shows the total number of documents with each action that Ricoh ProcessDirector assigned: OK, Reprint, or Pull. The summary information also includes the total number of documents with no assigned action (Not set). When you start reconciliation, no documents are listed in the documents table.

    You cannot finish reconciliation until all documents have been assigned an action. No document can have a Requested action value of Not set.

  9. To find documents, use the summary information in the top left corner of the dialog or select an option to search for documents. For example, to find:
    • All documents to be reprinted: click the number under Reprint.
    • All documents with no assigned action: click the number under Not set.
    • Documents with one or two property values, select By properties.
    • Documents with certain barcodes, select By barcode scan.
    • Documents with a range of insert sequence values, select By range.
      To set values for the Insert sequence property, the workflow must include a step based on the SetPropertiesForReconcile step template or (for inserters only) the SetInsertProperties step template.
  10. If you select By properties, click Edit (Edit icon).
    1. Select a property in the Property field. Select a Comparison value and then type or scan the value in the Value field.
      For Automated Verification, you can select Verification recipient for the property and Equal to for the Comparison value. Then type a value for the Verification recipient property.
    2. Optional: Click the check box next to the second Property field and then select a second property. Select a Comparison value and then type or scan the property value in the Value field.
    3. Click Find.
      Documents that match both property values are found.

    • To enter a range of numeric values, select the same property in both Property fields. For the first property, use the Greater than or equal to comparison value and enter the low value. For the second property, use the Less than or equal to comparison value and enter the high value.
  11. If you select By barcode scan, click Edit (Edit icon).
    1. For Barcode format to use, select the barcode format that describes the layout of the barcode that you plan to scan.
    2. In the Scanned barcodes list box, scan each barcode on a separate line. Do not include any blanks after the barcode.
    3. For Action, select the action to apply to the documents that match the barcodes in the list box.
    4. To save the scanned barcodes and close the dialog, click Save and Close.
  12. If you select By range, click Edit (Edit icon).
    1. Click one of these radio buttons:

      • From To
        In the From and To fields, enter the beginning and ending insert sequence values for the range of documents you want to find.
      • Custom range
        Type the insert sequence selections:
        • Use a hyphen to separate the first and last values in a range.
        • Use a comma to separate value selections.
    2. For Action, select the action to apply to the documents that match the values specified in the Insert sequence property.
    3. To save the range of insert sequence values and close the dialog, click Save and Close.
  13. In the Documents table, review the Action column for each document.
    • To verify that a document in the table is the document that you want to work with, select the document.
      • Click View Original to view a document in its original form.
      • Click View Current to view a document in its current form.
    • If the Action is not set, or if you want to change it, select the document and click:
      • Reprint. This action tells the system to print the document again.
      • OK. This action tells the system that the document has been processed successfully.
      • Pull. This action tells the system that the document has been pulled from the job. The system does not print the document again.

      You see the action that you requested in the Requested action column. In addition, the totals change in the summary information. For example, if you clicked Reprint for one document that was originally marked OK, the Reprint total increases by 1, and the OK total decreases by 1.

  14. Make sure that all documents have an assigned action.
    To list the documents that have no action, click the number under Not set in the summary information.
  15. Optional: To resume reconciliation later and save the changes you have already made on the Reconcile Job dialog, click Finish later.

    To resume reconciliation, right-click the job and select Reconcile.

  16. When all documents have an assigned action, click OK.

    • You cannot click OK until the number of Not set documents is 0.
  17. On the next dialog where you confirm the reconciliation actions:
    1. Optional: Select a different printer in the Printer property.
      Select a printer that accepts the same data format as the original printer.
    2. Optional: For Inserter only: if, in the Reconcile step in the workflow, you selected property values to update before completing reconciliation, enter values in the fields that display on the dialog.
    3. Click Yes.
  18. If one or more documents are marked Reprint, you see the Reprint Documents dialog.
    1. Optional: Select a different printer in the Requested printer property.

      Select a printer that accepts the same data format as the original printer.

    2. Optional: For Inserter only: if, in the Reconcile step in the workflow, you selected property values to update before completing reconciliation, enter values in the fields that display on the dialog.
    3. Click OK.
 
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