FreeFlow Print Manager ®

Customer Expectations Document for Version 7.0 Software Document Version 1.3 July 30, 2009

Copyright 2008 Xerox Corporation Copywrite protection claimed includes all forms and matters of copyrighted material and information now allowed by statutory or judicial law or hereinafter grated, including without limitation, material generated from the software programs that are displayed on the screen such as styles, templates, icons, screen displays, looks, etc. XEROX®, the Document Company®, ®, DocuColor®, FreeFlow®, the digitized X, and all Xerox product names and product numbers mentioned in this publication are trademarks of XEROX CORPORATION. All non-Xerox brands and product names may be trademarks or registered trademarks of the respective companies, and are hereby acknowledged. Product appearance, build status and/or specifications are subject to change without notice.

FreeFlow Print Manager 7.0 Customer Expectations Document

Table of Contents TABLE OF CONTENTS ..................................................................................................................................1 INTRODUCTION .............................................................................................................................................2 New Capabilities in Print Manager 7.0 ...................................................................................................................... 2 Improved Operator UI................................................................................................................................................ 2 Improved Printer Administration Tool ........................................................................................................................ 2 Improvements to Print Workflow ............................................................................................................................... 3 JDF Improvements.................................................................................................................................................... 3 Revised Hot Folders.................................................................................................................................................. 3 Trial Version time limit modification........................................................................................................................... 3

FIERY ENABLEMENT PATCH.......................................................................................................................3 VIRTUALIZATION SUPPORT ........................................................................................................................4 SOFTWARE LICENSE PERMISSIONS..........................................................................................................5 MIXED ENVIRONMENTS SUPPORT .............................................................................................................5 PLATFORM PERFORMANCE........................................................................................................................6 PLATFORM SUPPORT – MAJOR CHANGE IN PRINT MANAGER 7.0 .......................................................6 CUSTOMER SOFTWARE SUPPORT ............................................................................................................7 Sustaining Engineering ............................................................................................................................................. 7

BACKING UP YOUR FREEFLOW PRODUCT...............................................................................................8 FreeFlow Product Backup Specifics.......................................................................................................................... 8

FREEFLOW PRODUCT SECURITY CONSIDERATIONS .............................................................................9 FreeFlow Digital Workflow Collection Security.......................................................................................................... 9

PROTECTING AGAINST VIRUS ATTACKS ................................................................................................10 Protecting FreeFlow products from virus contamination ......................................................................................... 10

PROTECTING AGAINST POWER ISSUES .................................................................................................10 HINTS & TIPS ...............................................................................................................................................11 CUSTOMER EXPECTATIONS AGREEMENT .............................................................................................12

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FreeFlow Print Manager 7.0 Customer Expectations Document

Introduction This document provides the feature details and expectations for launch software version 7.0 for FreeFlow Print Manager. It is intended to help you understand the capabilities, requirements, and limitations of the current release. Print Manager is a software product that allows customers to automate the digital print process. It helps reduce job submission error and operator training costs, and provides an integrated view of the print operation in terms of job and printer status. Print Manager supports virtually all PSGsupported Digital Front-Ends (DFE) (DocuSP, Creo & EFI), and monochrome and color digital production printers (cut-sheet, continuous feed, and wide format printers) with a consistent user interface – thus reducing the learning effort. Print Manager has an intelligent, built-in feature to check for programming conflicts. This feature compares the job programming information with the capabilities of the selected printer. In the event the job programming attributes do not match the capabilities of the printer, Print Manager will display an “Unsupported Features” window listing the programming conflicts – thereby reducing the chance of submitting a print job with incorrect or unsupported fields in the job ticket. This feature also compares the job programming that user enters. If the programming attributes are in conflict of each others (e.g. 2-sided and transparency), the conflict message will be displayed. The job and printer status capability available in the FreeFlow Status utility are also slightly different depending upon the DFEs. DocuSP and some of EFI-based printers communicate with Print Manager via the IPP protocol and support a robust set of status options. The Creo DFE, on the other hand, sends a limited set of job and printer status options to the Print Manager client. Print Manager is an integration point for customers using a JDF workflow for all Xerox printers. Users can send a job to Print Manager by placing a JDF file describing the job into a Print Manager Hot Folder. Print Manager then translates the JDF command into the job ticket language of a given DFE/printer, and submits the job for printing. Print Manager also integrates with customer’s workflow through XPIF job ticket. New Capabilities in Print Manager 7.0 Improved Operator UI • “Stock Library” button bellows the Main Stock Selection drop down is added for quick access of the stock library. Stock ID field default value assignment is improved. • Preference added to save additional accounting information Improved Printer Administration Tool • Add support for FreeFlow Express to Print •

FreeFlow Print Manager now uses the same product specific screens as FreeFlow Print Manager – Advanced Print Path due to FreeFlow Print Manager is leveraged off FFPMAPP code base.

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Only a single instance of the printer registration application can be started on the user’s desktop

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Remote access with authorization enabled. First authorized user to connect to this tool can edit printers. Other connections can only view the printers. However, if there is no activity in 10 minutes, the connection will be timeout.

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FreeFlow Print Manager 7.0 Customer Expectations Document •

“Identify Configuration” button added to the add printer wizard and view/edit dialog. Clicking the button will automatically fill in the printer model and controller type for the printer at the specified IP address. This feature is available for DocuSP IPP printers, EFI IPP printers and Creo printers.

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New “Finish” button in the add printer wizard allows the user to add a printer without having to go through the product specific screens. Default values will be used for product specific settings.

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Printer “Search” option allows the user to search a subnet for new printers. The search will skip printers are already in the database. This feature is available for DocuSP IPP printers, EFI IPP printers and Creo printers.

Improvements to Print Workflow • Supports new print controller / printer combinations including Xerox iGen4® 90 / 110 Press. JDF Improvements • JDF document reference support. Only single document reference is supported. If multiple documents are referenced in the JDF, only the first document referenced will be used. Revised Hot Folders • Hot folder allows user to drop jobs and/or with associated job ticket into the hot folder directory in batch mode. There are two folders automatically generated during hot folder submissions – FaultedJobs and ticketqueue. The default hot folder application GUI will show the status of submission. •

The failed job will be stored in the fail folder - FaultedJobs.

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A job ticket (.xpf) will be saved by moving ticket from hot folder to ticketqueue folder when submission contains ticket only. The hot folder GUI will show Completed by listed the ticket name. Until an associated document is detected in the hot folder, the completion of submission to print will be indicated at the document name at File View tab of hot folder application GUI.

Trial Version time limit modification • Trial version time limit has been reduced to 30 days instead of 60 days.

Fiery Enablement Patch To download the Fiery Enablement Patch for FreeFlow Print Manager from the Xerox website: • Access the Xerox Home Page at: http://www.Xerox.com and select: Support & Drivers > Color Printers: DocuColor • Find the applicable printer-specific Xerox Digital Color Press and Fiery DFE in the list of printers, and select: Drivers & Downloads • Select the “Fiery Enablement Patch for FreeFlow Print Manager” from the list of available downloads • Follow the instructions provided with the patch to install the software on the Fiery DFE

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FreeFlow Print Manager 7.0 Customer Expectations Document

Virtualization Support • When installing in a virtualized environment, it is the customer’s responsibility to provide full support of the virtualization environment & virtual software itself. The customer must also provide support for Xerox to install FreeFlow software in the virtual environment. • For FreeFlow problems unique to running in a virtualization environment, Xerox will make best effort to fix.

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FreeFlow Print Manager 7.0 Customer Expectations Document

Software License Permissions Several FreeFlow software products are available for purchase from Xerox Corporation including: FreeFlow Makeready, FreeFlow Process Manager, FreeFlow Web Services, FreeFlow Output Manager, FreeFlow Print Manager, and the FreeFlow VI Suite. Each software product is sold with install permissions conveyed as part of the purchase price. This includes all third-party software permissions that may be employed by the FreeFlow products. The purchase of the Print Manager software grants the purchaser the right to install as many instances of the software as they want in a given physical location (site), meaning the software may be installed on multiple Windows PC or server as applicable, at any given time. The software license for a FreeFlow product is conveyed to the buyer at the time of purchase. Software licenses are not transferable. If the ownership of the FreeFlow product is transferred through resale or other conveyance, the software license will need to be re-purchased by the new owner.

Mixed Environments Support For customers who have purchased multiple FreeFlow products it is imperative that all of the products are at the same software level to minimize compatibility issues. Unique characteristics may be created with document generation relative to file format, file contents and system compatibility with differing versions of FreeFlow software. Keeping the FreeFlow software at the same release levels will also facilitate efficient problem escalation and resolution. If possible, this constraint should also be adhered to when sharing files across environments.

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FreeFlow Print Manager 7.0 Customer Expectations Document

Platform Performance FreeFlow Print Manager customers familiar with various platform performance issues understand that many circumstances affect the responsiveness of the software. Concurrently running software applications, RAM memory, hard disk optimization, CPU clock speed and application/data file locations may all contribute to impact system performance. Regardless of the platform and operating system capability, the system performance may decrease with the introduction of color reprographic images. Scanned color files may easily attain several MB in size. The associated FreeFlow operations acting on these large color images may therefore be slower. Although every effort is explored to achieve optimum performance with the FreeFlow software, reduced performance may be experienced with some operations.

Platform Support – Major Change in Print Manager 7.0 FreeFlow Print Manager will run on the following operating systems: Windows XP, Windows Server 2003 and Vista. The following operating systems are no longer supported: Sun Solaris, Macintosh and Red Hat Enterprise Linux. Print Manager application is no longer a Java based application. It adopted the FreeFlow Print Manager – Advanced Print Path application code base. However, FreeFlow Print Manager 7.0 still has Java components and it requires Java Runtime version 1.5.

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FreeFlow Print Manager 7.0 Customer Expectations Document

Customer Software Support Xerox products and solutions are fully maintained and supported through the Field Service Maintenance Agreement (FSMA). The agreement covers both hardware and software support for a given product or solution. As part of the FSMA, FreeFlow software and operational assistance is available through hotline support. This group works closely with various software development organizations to resolve software issues that inevitably arise with any software application. The process with which to address these problems is referred to as the Software Problem Action and Resolution (SPAR) process and enables a closed-loop communication between the customer and the development organizations. Sustaining Engineering Customers who wish to remain at an older release of software are entitled to the hotline support as outlined in the FSMA. However, operational and software issues will be handled on a ‘besteffort’ basis. That is, the support team will attempt to assist our customers resolve problems to the best of their ability based on available skill levels, hardware and software availability. No software development support for problems on older software versions will be provided. Effective with the launch of FreeFlow software version 7.0, the following FreeFlow software releases are supported: FreeFlow software version 7.0: This is the latest version of the software. Problems found with this version will be escalated to the Workflow Development Team and, if appropriate, patches issued against the FreeFlow 7.0 code base. FreeFlow software version 6.0: The support hotline will continue to support the latest release of version 6.0 software. Software development will continue to provide software patch releases to address identified problems. Customers are encouraged but are not required to upgrade their software to the current FreeFlow software release. Previous FreeFlow software: The support hotline will continue to operationally support customers with Field Service Maintenance Agreements (FSMA). Customers are encouraged but are not required to upgrade their software to the latest software release. Software development will no longer provide patch releases to identified software issues.

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FreeFlow Print Manager 7.0 Customer Expectations Document

Backing Up Your FreeFlow Product Customer performed backup procedures on the FreeFlow products are an important and necessary function. The customer is responsible for scheduling and performing this important function to ensure all data integrity of the backup process. FreeFlow Product Backup Specifics Additional information and user instructions on performing a backup on a FreeFlow product are found in the “Back up and Restore” chapter in System Administrator Guide for FreeFlow Applications. However, it is recommended that customers save the following files for easy recover and set-up: xmedpr35.xmp

contains the user stock library entries added by the user

PrinterList.xml

contains the list of connected printers that has been created by the Printer Administration tool as the user registers a printer

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FreeFlow Print Manager 7.0 Customer Expectations Document

FreeFlow Product Security Considerations Computer / Information Security is a journey and not a destination. Even the most secure systems are vulnerable given someone who has the right knowledge, access, and enough time. Threats include physical damage at the system, over networks, or as well as damage caused by viruses. The goal is to minimize the security risks, as much as possible, and have policies in place to detect and reduce the negative impact of a security incident. Examples of things that can be done to reduce risks include proper use of logins and passwords, restricting network access, and use of virus detection software. FreeFlow Digital Workflow Collection Security Xerox’s Role: Xerox will strive to provide the most secure software product possible based on the information and technologies available while maintaining the products performance, value, functionality, and productivity. Customer’s Role: Although the FreeFlow product support team will try to provide software that is secure, the customer is ultimately responsible for securing their environment to meet their specific security needs. Depending on the customer needs, the customer can increase security by installing a firewall, implementing a private network, and/or physically securing the hardware to a limited access area. The customer, again depending on their needs, should use tools to monitor and log physical and network access to the FreeFlow hardware and software so to determine if and when a security incident has occurred. The customer should also back-up their data so to ensure that is can be recovered in case of deletion or corruption. In implementing a security strategy, customers must keep in mind that they should not modify the FreeFlow product system or its environment in any way that will prevent it from functioning properly. If the customer performs such modifications, Xerox will not be able to support the product should problems occur. The customer may be responsible for returning the FreeFlow product back to the original installed state. This may include uninstalling unsupported software, resetting configuration settings, or possibly reinstalling the FreeFlow software product.

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FreeFlow Print Manager 7.0 Customer Expectations Document

Protecting Against Virus Attacks A virus is a software program that replicates itself trying to infect as many files and computers as possible. A virus may spread through the sharing of files between computers, through e-mail, or through exposed network connections. Viruses may damage data, cause the computer to crash, display messages, impose performance implications, expose security holes, or lie dormant. Protecting FreeFlow products from virus contamination Xerox’s Role: Xerox takes special precautions to ensure the software is shipped free from computer virus contamination. Xerox Customer Support Engineers also take care when performing service on the equipment so software viruses are not introduced into the system. Customer’s Role: We strongly recommend that the customers invest in a virus detection software application to continue to protect their FreeFlow products from viruses. The customer is responsible to validate that the virus software does not interfere with the normal operation of the FreeFlow software product. Computer viruses are best detected by virus detection and control application software that is accepted by the PC industry. Some of the virus detection and control applications available to, and widely used by, the PC industry include: • Norton Anti-Virus by Symantec • VirusScan NT by Network Associates, Inc. To ensure maximum protection from new viruses, update or upgrade your virus detection software frequently. We strongly recommended that you incorporate the following guidelines to help keep your FreeFlow products free from viruses and prevent any issues caused by viruses: • On a regular basis (weekly), run virus detection software on all FreeFlow product workstations. • In the event you find a virus on a FreeFlow product workstation, do not remove the virus. Instead, cancel the virus detection and back up the entire hard drive. NOTE: This is to protect the data in the event of corruption during the course of the virus removal. The virus can then be removed using the procedures supplied with the virus protection software.

Protecting Against Power Issues Changes in power can effect computer equipment and cause software/hardware damage and file corruption requiring possible service call and possibility of need to reload system software that can cause downtime. We strongly recommended that the FreeFlow product hardware be kept on a dedicated electrical line with an Uninterruptible Power Supply, Surge Protection, and Power Fluctuation Protection.

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FreeFlow Print Manager 7.0 Customer Expectations Document

Hints & Tips

• Ticket or status data caching for the IPP printers (e.g. DocuSP IPP printers and EFI IPP Printers) and Creo Printers. Due to real time data pulling from printer will take longer time, some customers do not want the pulling delay. There are some changes in the pulling behavior in order to accommodate this request. Here is some caching behavior that should be aware of. The first time a printer is selected the UI will be blocked while we gather the printer information. This will also occur if we are never able to communicate with the printer. After the data is retrieved the UI is released and populated. The pulled data is then stored in a cache file. The next time the printer is selected the UI is not blocked and the cached data is loaded. In the background we will gather the printer data and overwrite the current cache. For stock library the cached data is read whenever the printer is selected or the stock library dialog is shown. In the case of the printer supported attributes the only time the cache is read is when the printer is selected. • Printing data logging – LastPrintLog and LastPrintTicketLog The main purpose of this printing data logging capability is to assist the diagnosis of the printing problem in the field. For the applications (i.e. Print Manager, Print Manager – Advanced Print Path, Process Manager, Express to Print and Web Services) that utilize the Print Manager printing mechanism, a last print log and ticket log will be generated. Both of the logs can be found in C:\Program Files\xerox\FreeFlow\Logs\System\. Each print submission will overwrite the previous files with the newest data. The last print log contains information about the document sent as well as the printer sent to along with a listing of some of the components the job passed through. These components can also report any failure encountered in greater detail than the message reported to the user. Within the last print ticket is an exact copy of the ticket data sent to the printer.

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FreeFlow Print Manager 7.0 Customer Expectations Document

Customer Expectations Agreement Special considerations or performance limitations identified by Xerox and agreed to by the customer: ____________________________________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ I have reviewed and understand the product specifications and space requirements for each of the modules that will be installed: (Signatures required): Customer _____________________________________________________________________________________ Xerox Sales Representative ______________________________________________________________________ Xerox Analyst Representative ____________________________________________________________________ Xerox Service Representative_____________________________________________________________________

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