Adding steps to edit AFP files

After you create barcodes, text, or hidden areas in a sample AFP file using Ricoh Visual Workbench, you must add a step to one or more workflows to create barcodes, text, or hidden areas in production AFP files that use the workflows. The step names the Visual Workbench control file that contains the definitions for the barcodes, text, or hidden areas.
You can base the step on the EditAFP step template. When you configure the step, you can choose to first create any page groups and index tags that are defined in the same control file. The barcodes, text, and hidden areas can depend on the page groups or index tags defined in the control file being created first.

Position the step relative to these steps if they are present:

  • After a step that converts line data to AFP format (for example, after the ConvertLineDataJobIntoAFP step)
  • After a step that converts Xerox data to AFP format
  • Before a step that transforms AFP files into another format (for example, before the TransformJobIntoPDF step)
  • Before the EnableRepositioning step if you configure the EditAFP step to create page groups and index tags
  • Before the PrintJobs step
  • After a step based on the IndexAFP step template (unless using Index first)
  • After a step that changes the property values in the barcode

  • If you created fixed-length page groups with the IndexAFP step template, you can use the EditAFP step template to enhance AFP files that the Ricoh ProcessDirector Transform Features create.
To add a step to edit AFP files:
  1. Click the Workflow tab.
  2. Do one of these:
    • Edit a workflow:
      1. In the Workflow Objects portlet, click the Workflows tab.
      2. Select the workflow that you want to add the step to and click Disable workflow (Disable workflow icon).
      3. Click the name of the workflow.
    • Copy a workflow:
      1. In the Workflow Objects portlet, click the Workflows tab.
      2. Select the workflow that you want to copy and click Copy workflow (Copy workflow icon).
      3. Name the copy of the workflow, fill in or edit other values that you need, and click Ok.
  3. Click the name of the workflow you want to modify.
    If you prefer to modify a copy of the workflow, right click it and choose Copy. Name the copy of the workflow, fill in or edit other values that you need, and click Continue.
  4. Optional: Disable the workflow by clicking the switch to the left of the workflow name. If you do not disable the workflow while you edit it, jobs that use this workflow continue to move through steps. When you save, the workflow is momentarily disabled then enabled again. Jobs that are processing in the workflow could move into error.
  5. In the Workflow Objects portlet, click the Step Templates tab.
  6. In the workflow editor, click Step Templates in the top right corner of the window.
  7. Select the EditAFP step template and drag it into the Workflow Editor portlet. Place the step where you want it.
  8. Select the EditAFP step template and drag it into the workflow editor. Place the step where you want it.
  9. Type a name for the new step or use the current name. Click OK.
  10. Connect the EditAFP step to other steps.
  11. Right-click the step and select Properties.
  12. If necessary, change the General properties.
  13. Click Job Defaults.
  14. Click AFP.
  15. In the Visual Workbench control file field, type the path and file name of the Visual Workbench control file that contains the definitions to create the page groups, index tags, barcodes, text, and hidden areas.

    • If you want to use the same workflow for input files that require different control files, you can use symbolic notation for the name of the control file. For example, if you have two input files, abc.afp and xyz, with corresponding control files, abc.afp.ctl and xyz.ctl, and you want to use the same workflow for both files, you can use ${Job.InputFile}.ctl as the control file in the Visual Workbench control file field. ${Job.InputFile}.ctl causes Ricoh ProcessDirector to set the value of the Visual Workbench control file to the name of the input file plus the .ctl extension.
  16. If the control file contains definitions to create page groups and index tags, you might want to select Yes in the Index first field.

    • Do not select Index first if the IndexAFP step and the EditAFP step run in different phases. For example, if a barcode contains the document sequence and another step in the workflow sorts the documents in a different order, you might put the IndexAFP step in the Prepare phase and then put the EditAFP step after the build step in the Assemble phase.
  17. If you select Yes in the Index first field, remove any step from the workflow that is based on the IndexAFP step template because the Index first option and the IndexAFP step provide the same function. (It is more efficient to select Yes in the Index first field than to run an IndexAFP step.)
  18. Click OK.
  19. Save and enable the workflow.
 
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