In this article, you will learn
- how an output environment is configured, and
- the necessary steps to configure it.
1. Introduction
After installing the application, basic system settings must first be configured to enable the processing and output of print jobs. Configuring the output of print data is the first essential step and forms the technical basis for the correct creation and transfer of print data.
Before a (PDF) printer can be set up, several basic components must be defined. These configurations determine where data will be output, which color settings will be used, and on which substrates printing will occur. The following sub-steps are required:
- Adding a Share – to save print data to the desired destination folder, a share must be configured both in the system and on the application server.
- Creating an Ink Family – the inks used by the printing system have to be set up. PDF inks are available for PDF printers. This step is also necessary when only PDF files are being output.
- Adding Substrates – all substrates that will be used by the printer must be created. For PDF printers, a PDF substrate can be created. This step is also required if only PDF files are being output.
Once all sub-steps have been completed, the desired printer can be configured. Only after these settings are finalized is the application capable of transferring print data to a defined output destination.
2. Setting Up a Printer
In the menu Administration > Printer, you can create a new printer. As described above, several prerequisite steps must be completed before the printer can be fully set up. This menu provides a step-by-step guide that clearly indicates which sub-steps have already been completed and which are still pending.
Figure 1: The menu Printers with the step-by-step instructions for configuring a printer
The step-by-step instructions provide the following information and options:
- Completed steps [1] – once a step has been completed, it is displayed in green. This allows you to see at any time which steps have already been successfully executed.
- Incomplete steps [2] – steps that have not yet been completed are highlighted in red. They must be fully completed before proceeding.
- Printer types [3] – use the selection menu to choose the printer type to be created. The step-by-step instructions automatically adapt to the selected printer type.
- Go to [4] – clicking this icon takes you directly to the corresponding area where the required configuration can be performed.
2.1. Setting Up a Share
The first step in creating a printer is to set up the required share. To do this, navigate to Administration > File Management or simply click Go to [4] (Figure 1). Then proceed as follows:
- Add a new Host by clicking on + Add. This opens the dialog Add Host. Enter the following information:
- Name [5] – enter the desired name for the new host. We recommend using a name that corresponds directly to the printer name.
- Type [6] – select the appropriate printer type from the drop-down menu – Printer, Third-Party Printer, or PDF Printer/Output. In this example, the entry PDF Printer/Output is selected.
- Host [7] – enter the IP address of the workstation to which the print data will be transferred. This can, for example, be a Hotfolder where print data is further processed or forwarded to the printer.
- Domain [8] – this field can usually be left empty. However, if the defined host is part of a domain, you must specify the user domain of the target workstation here. Please consult your IT administrator if necessary.
- User [9] – enter the SMB username here.
- Password [10] – enter the corresponding password.
- Click Save to store the host configuration. The configured host is now available for selection in the settings area Hosts.
Figure 2: The dialog Add Host
- Once the host has been sucessfully set up, you can select Shares on the target directory. Shares are typically directories in the file system of the target system. Select the previously host in the corresponding settings area Hosts.
- In the settings area Shares, click + Add. This opens the dialog Add Share. Select the desired target folder.
Figure 3: The dialog Add Share
- Finally, click Apply to save your selection. Then select the previously created Share. Details about the share are displayed on the right in the section Path Details. You have now successfully set up the share, and the application has access to this directory.
Creating a Share in Detail
A detailed description of how to create a Share, as well as all additional options available in this area, can be found in the article Setting Up External Systems, under the section Setting Up the File Management.
2.2. Creating an Ink Family
Before a printer can be created, the appropriate ink family for the respective printer must be configured. To do this, navigate to the menu Administration > Inks and switch to the tab Used Inks, or simply click Go to [4] (Figure 1) in the corresponding row. For a PDF printer, the PDF ink family is already available for selection, so no additional setup is required. If you want to create a custom ink family, proceed as follows:
- In the header of the settings area Ink Families, click + Add to create a new ink family.
- First, select the tab Ink Family [11] and enter the required information.
- Then switch to the tab Inks [12] and add Process Colors that are to be used in this ink family.
- Click Save to make the selected Ink Family available to the application.
Figure 4: The dialog Add Ink Family with the Ink Family and Inks tabs
Creating an Ink Family in Detail
A detailed description of how to create an ink family, as well as all additional options available in this area, can be found in the article Configuring Workflow, under the section Setting Up Ink for the Printer.
2.3. Adding Substrates
The third and final step that has to be completed before a printer can be created is creating a substrate. To do this, navigate to menu Administration > Substrates and switch to the tab Substrates or simply click Go to [4] (Figure 1) in the corresponding row.
In general, substrates can be created manually or via the Material Finder®. In this example, the Material Finder® is used. Proceed as follows:
- Click on + Add and select the option Add Substrate from Material Finder® [13].
Figure 5: The tab Substrates in the menu item Substrates
- This opens the dialog Import Material Finder®, which lists all substrates available through the Material Finder®. You can narrow down the selection using the filters [14].
- Now search for the desired substrate – in this example, GardaMatt Art is used.
- Select the desired substrate and click Import [15].
Figure 6: The dialog Material Finder® with a filtered view
- This will open the dialog Add Substrate Category, provided that this Substrate Category does not yet exist in your system. Now choose whether to add a new Substrate Category or select an existing Substrate Category. In this example, a new Substrate Category is created.
- Enter a Name [16] and optionally a Comment [17]. The name is prefilled but you can change if needed.
- Click Save to create the new Substrate Category.
Figure 7: The dialog Add Substrate Category
- You will finally reach the dialog Add Substrate. This dialog is divided into two steps. In the first step Substrate, enter all relevant parameters for the substrate. If the substrate is imported via the Material Finder®, these values are already prefilled, but can be modified if needed.
- Click Next to proceed to the second step, Substrate Definition.
- Finally, enter all required parameters for the Substrate Definition – Name, Category, Height, Width, Weight, Thickness, Printable Sides, and Comments – and click Save.
Figure 8: Left: The dialog Add Substrate, first step: Substrate; Right: The dialog Add Substrate, second step: Substrate Definition
Creating Substrates in Detail
A detailed description of how to create substrates, as well as all other available options in this area, can be found in the article Creating and Managing Substrates.
Article update: $PRODUCT_NAME_WORKFLOW 1.22.0 – 02/2026