User Manual

Operation "Update Print Item details"

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In this article, you will learn

  • which configuration options are available in the Operation "Update Print Item details",
  • for which workflow steps this Operation can be applied, and
  • how you can use the Operation efficiently with a practical application example.

1. Introduction

As described in the article Create a Production Configuration, you can add various Operations within a Product Configuration. This article explains in detail the prerequisites and possible use cases of the Operation Update Print Item details.

The Operation Update Print Item details can be used in Production Configurations that map the entire Workflow – from uploading print data to the final output. The following application scenarios are supported:

  • Standalone usage within a Production Configuration – for example, to update the Print Item status or to set a specific value in a Custom Field for selected Print Items.
  • Multiple use within the same Production Configuration is supported.
  • Flexible placement within the Production Configuration – with the exception of the following Operations, after which the Operation Update Print Item details cannot be placed:
    • Create Imposition
    • Create Imposition with Auto-Nesting
    • Create Production Job
    • Create Production Job from Imposition
    • Send to Printer

The Operation Update Print Item details offers a wide range of options for control and customization within automated workflows. Common use cases include:

  • Changing the Print Item status – For example, to mark a Print Item as successfully revised and ready for print.
  • Customizing the Print Item name – To standardize naming conventions or reflect a previous Operation.
  • Updating the number of copies – Based on information from previous Workflow Operations.
  • Adding tags – To mark processed Print Items or categorize them by specific production attributes.
  • Assigning finishing steps – To indicate downstream actions such as die cutting, assembly, or similar).
  • Entering additional information in the field Print Item Information – To include internal notes or production-relevant messages directly on the Print Item.
  • Setting or updating values in user-defined fields – For targeted management of metadata or to support specific, customized Workflows.

2. Functionality

The core function of the Operation Update Print Item details is to enable targeted modification of uploaded print data within the Workflow by repeatedly adjusting or updating Print Item details after various Operations.

The purpose of this Operation is to optimally prepare Print Items for downstream steps and Operations – such as by setting the appropriate status to control further processing or by updating or initially assigning values in specific fields (e.g., user-defined fields, Print Item information, number of copies, etc.). This targeted adjustment ensures that the Print Items meet the requirements of the next Workflow stage and can be processed smoothly.

2.1. Add Operation

To add the Operation Update Print Item Details, proceed as follows:

  1. Open the relevant Production Configuration via Automation > Product Configurations, then navigate to the tab Operations.
  2. Add the Operation Update Print Item details to the list of Operations. By default, the Operation will be inserted at the end of the existing Operation list.
  3. Move the Operation to the desired position within the configuration. Be sure to observe the placement restrictions earlier – particularly after which Operations this step cannot be inserted.

2.2. Install Operation

After adding the Operation Update Print Item details, you must define the desired parameters within the Production Configuration. The dialog Production Configuration includes – in addition to the ability to set the Print Item status – three further tabs for configuration – General, Advanced, and User-defined Fields.

2.2.1. Update Print Item details – Status

In the dropdown menu of Status [1] (Figure 1), the following entries are available to change the status of the Print Item or Article:

  • Created – Indicates in the Workflow that the Print Item or Article has been created, but an error occurred during creation or the creation process is not yet complete. This status is assigned automatically by the Workflow.
  • Data Check – Indicates in the Workflow that the Print Item or Article has been created and preflighted, but warnings or errors occurred during the print file check. This status is assigned automatically by the Workflow if the preflight was not completed without hits.
  • Normalized – Indicates in the Workflow that the print data of the Print Item or Article has been created and successfully checked without errors or warnings. This status is automatically set by the Workflow when preflight returns no hits.
  • Final Artwork – Indicates in the Workflow the status of the Print Item or Article has been fully and correctly prepared for production. This status is not automatically set by the Workflow and must be assigned manually or via the Operation Update Print Item details.
  • Waiting for Approval – Indicates in the Workflow that the Print Item or Article is part of an Approval Project that has not yet been completed. This status is automatically assigned by the Workflow when the Approval Project for the Print Item or Article is created.
  • Approved – Indicates in the Workflow that the Print Item or Article has been approved within the Approval Project via a manual approval step by an operator or customer. This status is automatically assigned by the Workflow when the approval is granted.
  • Imposed – Indicates in the Workflow that the Print Item or Article has been used at least once in an Imposition. It does not imply that all copies have been placed. This status is automatically assigned by the Workflow after the Print Item or Article is saved within an Imposition.
  • Sent to Printer – Indicates in the Workflow that the Print Item or Article has been successfully rendered and Sent to Printer at least once. It does not confirm that all copies were completely rendered. This status is automatically assigned once the Operation Send to Printer for the Print Item or Article is completed.
  • Printed – Indicates in the Workflow that the Print Item or Article has been printed at least once. Whether all copies were printed is not shown. This status is automatically assigned by the Workflow once the Production Job has been printed. Note: This status can only be assigned if the printing system returns the relevant feedback to the Workflow.
  • Quantity Reached – Indicates in the Workflow that the number of copies specified in the job has been fully printed for the Print Item. This status is automatically assigned by the Workflow once a sufficient number of sheets containing the Print Item have been printed for the Imposition. Note: This status can only be assigned if the printing system provides the necessary feedback to the Workflow.

2.2.2. Update Print Item details – General

In the tab General [2] of the Operation Update Print Item details, the following configuration options are available:

  • Name [3] – Define how the new name of the Print Item should appear after the update. You can use both static text and placeholders by Insert Placeholder [4].
  • Ext. ID (External ID) [5] – Specify how the External ID of the Print Item should look like after the update. Static text can be combined with placeholders by Insert Placeholder [6] to generate unique and dynamic IDs.
  • Copies [9] – Set the number of copies the Print Item should have after the update. The entered value will overwrite the existing copy count.
  • Expected Width [7] – Define the expected width of the Print Item or Print Items after the update. Note: Only the expected width is updated. The actual width of the Print Item remains unchanged.
  • Expected Height [10] – Define the expected height of the Print Item or Print Items after the update. Note: Only the expected height is updated. The actual height of the Print Item remains unchanged.
  • Check-in Preflight and Fixup Template [8] – This parameter cannot be modified, as the Print Item has already been checked into the Workflow with a predefined template. Changes to this value are not possible at this point.

Figure 1: The tab General of the Operation Update Print Item details

2.2.3. Update Print Item details – Advanced

In the tab Advanced [11] of the Operation Update Print Item details, the following parameters can be configured:

  • Winding Type [12] – Define the winding type that the Print Item or Article should have after the update. The following options are available:
    • Outside – Top off First
    • Outside – Bottom off First
    • Outside – Left Side off First
    • Outside – Right Side off First
    • Inside – Top off First
    • Inside – Bottom off First
    • Inside – Left Side off First
    • Inside – Right Side off First
  • No. of Pages [18] – Set the total number of pages the Print Item should have after the update.
  • Post Printing Steps [13] – Select the Post Printing Steps that should be assigned to the Print Item after the update. The available steps must first be defined in the Workflow under Administration > Settings > Post Printing Steps.
  • Rotation for Imposition [14] – Specify the desired rotation of the Print Item or Article within an imposition after the update. The following values are available:
    • 0°
    • 90°
    • 180°
    • 270°
    • In Feeding Direction
    • Across Feeding Direction
  • Tags [15] – Assign tags that should be applied to the Print Item after the update. You can choose from all tags configured under Administration > Settings > Tags > Articles & Print Items.
  • Print Item Info [16] – Enter the information that should appear in the field Print Item Info after the update. The input can include static text and dynamic content by Insert Placeholder [17].

Figure 2: The tab Advanced of the Operation Update Print Item details

2.2.4. Update Print Item details – User-defined Fields

In the tab User-defined Fields of the Operation Update Print Item details, you can specifically set or update values in user-defined fields. All user-defined fields that were created under Administration > Settings > User-defined Fields > Articles & Print Items are available for configuration here. For each of these fields, you can define individually which value should be assigned during the update process. The input can consist of both static text and dynamic content by using placeholders.

Figure 3: The tab User-defined Fields of the Operation Update Print Item details

2.3. Placeholders for Print Item Name, External ID and Print Item Info

By clicking the button Insert Placeholder [4] [6] [17] (see Figure 1 and Figure 2), the dialog Select Placeholder opens. This dialog displays all available placeholders for the selected input field. These placeholders allow you to insert dynamic information into the fields – for example, details related to the Print Item, Article, Production Job, or user-defined fields. When the Operation is executed, the placeholders are automatically replaced with the current corresponding values. This ensures a flexible and context-sensitive update of Print Item details.

Figure 4: The dialog Select Placeholder for dynamic filling of input fields

Useful Placeholder Configurations

The wide range of available placeholders offers users a high degree on flexibility – but may seem overwhelming at first glance. Below are some useful placeholder configurations using the input field Print Item name as an example:

  • ${global.random_guid} – Generates a unique Print Item name based on a randomly created GUID, e.g. a3328987-ac65-4a48-a29d-82c89ee1d471.
  • ${factory_job.file_ref.plain_name} – Sets the Print Item name to match the original file name without the file extension, e.g. Inaccurate_TrimBox_End.
  • ${global.random_guid} | ${factory_job.file_ref.name}– Combines a unique GUID with the current file name including the file extension, e.g. a3328987-ac65-4a48-a29d-82c89ee1d471 | Banner.pdf.
  • ${factory_job.file_ref.plain_name} #${factory_job.quantity} – Uses the file name without the file extension and adds the planned copy quantity, e.g. Inaccurate_TrimBox_End #30.

Filenames via the API

When files are checked into the Workflow via the API, they are assigned a GUID or an automatically generated name by default. This can affect placeholders that reference the original filename. For example, if you use the placeholders File > Filename or File > Filename (without extension), the files may be named with a string such as 2173167_m-54963-85b76edc-47b4-491e-b798-51d00ef1fb87.pdf.

For this reason, we recommend to use the placeholder Print Item > Print Item name instead, as it refers to the Print Item name stored in the Workflow – possibly already set by you – and therefore provides a meaningful and human-readable name.

3. Update Print Item details – Use Case

To experiment with the Operation Update Print Item details, this section provides a practical application example.

In this use case, print data that has already been uploaded as an Article into the Workflow is standardized to a specific size and then set to the status "Final Artwork". The example simulates the production of postcards with the aim of producing them in a defined format.

To achieve this, a Production Configuration must be created with three Operations – Update Print Item details, followed by Apply Fixup Chain and Update Print Item details – in the specified order. To do this, proceed as follows:

  1. Select the Automation > Production Configurations in the menu.
  2. Create a new Production Configuration. A detailed guide can be found in the article Create a Production Configuration.
  3. In the tab General [19], assign a name to the Production Configuration and then switch to the tab Operations [20].
  4. Add the Operation Update Print Item details [21] to the Production Configuration.
  5. In the configuration dialog, enter the desired values for the Expected Height and Expected Width [24] of the Print Items – e.g. 150 mm x 80 mm. Note: The specified values only update the metadata of the Print Item or Article. This does not physically scale the print data. Therefore, a Fixup Chain is added in the next step.

Figure 5: The dialog Add Production Configuration with the Operations required for the example

  1. Add the Operation Apply Fixup Chain [22] (Figure 5), which contains the desired Fixups. In this example, the Fixup Scale Page Content – Width and Height is used to scale the Print Item to a defined size. Configure the Fixup as follows (Figure 6):
    • Set the Scale Method [26] to Fit from outside (Cut page).
    • Set the Scale Option to Scaling absolute [27].
    • Enable the Variable Content [28].
    • Select Expected Width and Expected Height as values.
  2. Next, add the Operation Update Print Item details [23] (Figure 5) again and set the Status to the desired target value – in this example: Final Artwork.
  3. Save the Production Configuration using the button Save [25] (Figure 5).

Figure 6: The Fixup Chain with the Fixup Scale Page Content – Width and Height

  1. Download the sample file – Update Print Item details_postcards.
  2. Navigate to Articles > Articles in the main menu.
  3. Upload the sample files as new Articles into the Workflow for training purposes.
  4. In the list of Articles, select the previously uploaded print data.
  5. Click Additional Functions [29], then select Create Automation Job [30].
  6. In the dialog Create Automation Job that opens, you can initiate the desired automation process.

Figure 7: The list of Articles with the selected menu Create Automation Job

  1. In the dialog that opens, select the previously created configuration – in this example named Update Print Item details – from the dropdown menu Production Configuration [31].
  2. Then click Execute [32] to start the Automation Job.

Figure 8: The dialog Create Automation Job with the selected Production Configuration

  1. The process begins with the creation of an Automation Job that executes all three configured Operations in sequence.
  2. Track the progress of the Automation Job in real time under Automation > Automation Jobs.
  3. Click the first entry [33] in the process bar to open the Process Overview and view detailed information about the sequence and status of the each step.

Figure 9: The list of Automation Jobs in Automation > Automation Jobs

  1. By selecting the respective step [34] in the Process Overview, you will be presented with a detailed view of the processes executed within that step, along with their respective results.

Figure 10: The dialog Process Overview showing all three Operations of the Production Configuration

  1. Once processing is complete, the Print Items have been scaled to the defined target size and the status has been successfully set to Final Artwork.
  2. By clicking on the name of the Print Item [35] (Figure 10), you can open the Print Item that was created or updated as part of the Automation Job.
  3. The Print Item now has the desired size [36] of 150 mm x 80 mm and is in the Status Final Artwork [37].

Figure 11: The processed Article in the list of Articles with the required Dimensions and Status

Article Update: Workflow Version 1.20.1 – 05/2025

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