In this article, you will learn
- how to configure an output environment and
- which steps are necessary to do so.
1. Introduction
After installing the Workflow, you first have to parametrize basic system settings so that print jobs can be processed and output. The configuration for outputting print data is the first necessary step and forms the technical basis for the correct generation and forwarding of print data.
Before a (PDF) printer can be set up, several basic components have to be defined. These configurations determine where data is output, which colors are used, and which substrates are printed on. The following sub-steps are required for this:
- Setting up the File Management – for the print data to be saved to the desired destination folder, the File Management has to be set up both in the system and on the Workflow server.
- Ink Family – the inks that are used by the printing system have to be set up. PDF inks are available for PDF printers. This step is also necessary if only PDF files are output.
- Adding Substrates – it is necessary to create all substrates that should be used for the printer. A PDF substrate can be created for PDF printers. This step is also necessary if only PDF files are output.
Once all the sub-steps have been completed, the desired printer can be finalized. Only after these settings have been completed, the Workflow is able to transfer print data to a defined output destination.
2. Adding a Printer
In the Administration > Printers menu, you have the option of creating a new printer. As described above, however, several steps are necessary to create the desired printer. This menu item provides step-by-step instructions that clearly show which steps have already been completed and which are still pending.
Figure 1: The Printers menu with step-by-step instructions for setting up a printer
The step-by-step instructions provide the user with 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 completed.
- Uncompleted steps [2] – steps that have not yet been completed are highlighted in red. They have to be completed before you can continue.
- Printer types [3] – use the selection menu to choose the printer type that should be created. The displayed step-by-step instructions are automatically adapted to your selection.
- Go to [4] – clicking on the icon takes you directly to the relevant area where the respective configuration should be made.
2.1. Adding a Share
The first step in setting up a printer is to configure the respective share. To do this, go to the menu item Administration > File Management or simply click on Go to [4] (Figure 1). Then proceed as follows:
- Add a new Host by clicking on + Add. This opens the Add Host dialog. Enter the following information:
- Name [5] – enter the desired name for the new host here. We recommend choosing a name that corresponds directly to the printer name.
- Type [6] – select the desired printer type from the drop-down menu – Printer, Third-Party Printer, or PDF Printer/Output. In this example, the entry PDF Printer/Output was selected.
- Host [7] – enter the IP address of the workstation to which the print data should be transmitted. This can be a Hotfolder, for example, where the print data is further processed or transferred to the printer.
- Domain [8] – this option can normally be left blank. However, if the defined host is located within a domain, the user domain of the workstation to be accessed must be specified here. Please consult your IT administrator for more information.
- User [9] – enter the SMB user name here.
- Password [10] – enter the password for the user here.
- Click Save to save the configuration for the host. The configured host is now available for selection in the list in the Hosts settings area.
Figure 2: The Add Host dialog
- Once the host has been set up, Shares can be selected in the target directory. Shares are usually directories in the file system of the target system. Now select the host you created earlier in the settings area of the same name.
- In the Shares settings area, click + Add. This opens the Add Share dialog. Select the desired target folder.
Figure 3: The Add Shares dialog
- Finally, click Apply to save your selection. Select the Share you created earlier. You can see details about the share on the right in the Path Details section. You have now successfully set up a share. The Workflow now has access to this directory.
How to create a Share in File Management in detail
A detailed description of how to create a Share, as well as all other options available in this area, is available in the article Setting Up External Systems, under the subheading Setting Up the File Management.
2.2. Creating an Ink Family
To create a printer, you first have to configure the correct ink family for the respective printer. To do this, go to the menu Administration > Inks in the Used Inks tab or simply click on Go to [4] (Figure 1) in the respective row. The ink family PDF is already available for selection for the PDF printer. You therefore do not need to create anything else for a PDF printer. If you still want to create your own ink family, proceed as follows:
- Click on + Add in the header of the Ink Family settings area to create a new ink family.
- First, select the Ink Family [11] tab and enter the required information.
- Then switch to the Inks [12] tab and enter all the process colors that should be used in this ink family.
- To make the selected Ink Family available for the Workflow, click Save.
Figure 4: The Add Ink Family dialog 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 other options available in this area, is provided in the article Configuring Workflow, under the subheading Setting Up Ink for the Printer.
2.3. Adding Substrates
The third and final step that has to be completed that has to be carried out is the creation of a substrate. Only after that, you will be able to create a printer on the system. To do this, go to the menu Administration > Substrates and open the Substrates tab or simply click on Go to [4] (Figure 1) in the respective row.
Substrates can be created manually or using the Material Finder®. In this example, the Material Finder is used. Now proceed as follows:
- Click on + Add and select the option Add Substrate from Material Finder® [13].
Figure 5: The Substrates tab in the Substrates menu item
- This opens the Import Material Finder® dialog, which lists all Substrates available via the Material Finder®. You can use the filters [14] to narrow down your selection.
- Now search for the desired substrate. For this example, we will use GardaMatt Art.
- Select the desired Substrate and click Import [15].
Figure 6: The Material Finder® dialog with a filtered view
- This will take you to the Add Substrate Category dialog, provided that this Substrate Category does not already exist on your system. Now select whether a new Substrate Category should be added or an existing Substrate Category should be selected. In this example, a new Substrate Category is created.
- To do this, assign a Name [16] and, optionally, a Comment [17]. The name is already pre-filled, but can be changed if necessary.
- Click Save to create the new Substrate Category.
Figure 7: The Add Substrate Category dialog
- You will now be taken to the Add Substrate dialog. This dialog is divided into two steps. In the Substrate step, enter all relevant parameters for the substrate. If the substrate is imported via the Material Finder, these values are already pre-filled, but can be changed if necessary.
- Click Next to proceed to the second step, Substrate Definition.
- Finally, assign all the required parameters – Name, Category, Height, Width, Weight, Thickness, Printable Sides, and Comments – for the Substrate Definition and click Save.
Figure 8: Left: The Add Substrate dialog in the first step, Substrate; Right: The Add Substrate dialog in the second step, Substrate Definition
Creating Substrates in detail
A detailed description of how to create Substrates and all other available options in this area can be found in the article Creating and Managing Substrates.
Article update: Workflow 1.22.0 – 02/2026