Introduction:

This document is a guide to installing, configuring and using JetTrac eDocs™. This document also includes detailed instructions for installation and configuration of the JetTrac eDocs Configuration Manager.

Background:

JetTrac eDocs™ allows a user to create custom branded documents – with the capability to logically attach custom or pre-specified brochures, manuals, flyers and add-ons. This ability to instantly send related product or service information enhances customer service and relations. Its graphical interface enables a user to customize formatting, without having prior knowledge of Adobe Central, Adobe Document Server™ or HTML.

JetTrac eDocs™ is written in Java to be run on Windows.

Technical Support:

If you need assistance in installing and configuring JetTrac eDocs™, call Pro Technology Automation, Inc. at 805-527-1248 or e-mail us at support@protechinc.com. Please note that the JetTrac eDocs™ license fee does not cover configuration services and technical support so there may be an additional charge. Please ensure you read these instructions carefully before calling for technical support.

INSTALLATION AND CONFIGURATION OF JETTRAC eDocs™:

Installing Java:

Refer to the document What you need to know about Java and JetTrac Licensing for installing the Java Runtime Environment (Java). It is available on the web at www.jettrac.net on the products page.

Install the following Adobe enterprise components if applicable:

Adobe Output Designer 5.5

VTE 5.5

Central Pro 5.5

Adobe Document Server

Installing JetTrac eDocs:

After the Java Runtime Environment is installed, you are ready to proceed to the JetTrac eDocs files themselves. You will receive an installation ZIP file. Use WinZip to unzip the file. Within WinZip be sure the setting for Use Folder Names is enabled. The following folders and files will be installed:
Folder Name Description

JTeDocs The eDocs application folder where the files listed below are located

Attachments Archive of attachable pdf files

Letters Application specific mdf and HTML files for creating cover letters and email messages by application

LogoSig Logo and signature files

PDFAppendFiles Archive and Temporary folder for user created PDF packages

UserAttachments default path for recipient specific attachments (for demo purposes)
File Name Description

Run JTeDocs.bat Batch file to run JetTrac eDocs

JTeDocs.jar JetTrac eDocs executable program file

jtedocsconfig.jar JetTrac eDocs Configuration Manager executable program file

PartnerApplicationManager.jar JetTrac eDocs license generating program

JTEmail.jar JetTrac eDocs Email executable program file

JTTextMerge.jar JetTrac eDocs substitution variable text merge executable program file

JTeDocs.ini Initialization file with settings managed in the Configuration Manager

EDOCS.lic License file*

TMERGE.lic License file*

EMAIL.lic License file*

jfserver.jmd Sample Central job management database
*These eDocs license files will be created during installation.

The JetTrac eDocs Command Line:

JetTrac eDocs is a Java program and must be run from within the Java Runtime Environment. Assuming that you already have Java installed on your system, the format of the command line is:
java –jar –DJETTRACLF=[path and license filename] [path and jar filename] [path and INI FileName]
A sample is:
java -jar -DJETTRACLF=”C:\JetTrac\License\edocs.lic” “JTeDocs.jar” “JTeDocs.ini”

The JetTrac eDocs Configuration Manager Jar File:

jtedocsconfig.jar contains the executable program for running the eDocs Configuration Manager. Double click on this file from Windows Explorer or create a short cut to it on your desktop. This program will be used as the graphical interface to create and manage the applications that are run from JetTrac eDocs™ .

Using the JETTRAC eDocs™ Configuration Manager:

Getting Around in the JetTrac eDocs Configuration Manager:

Upon executing the jtedocsconfig.jar file the screen below will appear.

Using the File drop down menu select Open. Open the JTeDocs.ini file as shown below.

The settings read from the opened ini file appear in the active General tab. This General tab is where default paths are set for your specific installation of eDocs. The settings on the General tab are described below the screen on the next page.

• Application Title is the text that is displayed in the title bar when you run JetTrac eDocs.

• Web URL Prefix is the fixed part of the link/location where web delivered pdf packages are accessible by the unique name appended to this prefix and sent to the eDoc recipient.

• Web Server Path is the actual web server location used by Adobe Central processing.

• Forms Folder is where the mdf files are located that are used by the Adobe Central Print Agent. These mdf files are application specific for creating the custom cover letters in pdf format for the outgoing eDoc pdf packages.

• Collector Directory is the folder that Adobe Central monitors for transaction or data files.

• Work Folder is a temporary folder used by eDocs to assemble the pdf package and outgoing email message.

• Browse Folder is the default location for selecting attachments that live outside of eDocs for example a Quote saved as a pdf originating in QuickBooks, Excel or Word.

• JFMerge Location is the full path (and executable name) of the Adobe Central Print Agent executable file.

• Acrobat Reader is the fully qualified file name to Adobe Reader used by eDocs for previewing outgoing eDoc PDF packages.

Applications Tab:

When you select the Applications tab you will see the screen below. The settings and options are described below the Applications Tab screen. The definition for each column is:
• Description is the logical name for the application.

• Opening Message is the default text you want to appear as the opening paragraph in the cover letter.

• Closing Message is the text you want to appear as the closing paragraph of the cover letter.

• Custom Fields is used for adding additional variables to the data file that is submitted to Adobe Central. These variables may be additions to the cover letter or email text.

• Advanced Custom Fields/Commands is a section that you may insert Print Agent commands that, for example, are executed when certain variable conditions are met.

• Form Name is the name of the mdf file used for creating the cover letter for a specific application.

• Email Body is the default text message contained in the body of the outgoing email message.

Add Row/Edit Row is exactly that. When adding a row you will be prompted to Enter Form Name. Enter an appropriate name then OK. A new row will be added to the Applications Tab list. You may then edit any row. To remove an existing row highlight the row and click Remove Row. The up/down arrows are for sequencing your list of applications. Highlight a row then click the up or down arrow to see how it works.

Highlight the application row that requires editing then click Edit Row. The following Application Information screen appears.

From here you may edit the text associated to the opening, closing and email messages for the application you are editing or adding. Editing text looks something like the screen below. From this screen you may insert variables (Field) into the fixed text, format the text by highlighting it and selecting an option for the drop down list under Format, Clear the text and/or Open an existing text file. Click Done when you have finished with your editing.
Note: The example below shows a section of the text that is bolded.

Products Tab:

When you select the Products tab you will see the screen below. The settings for the Products tab are described below the screen.

You may add or delete product attachments that can be selected from within eDocs. The entries under the Products tab are existing PDF files. The Product attachments are typically informational documents as opposed to marketing documents. Use the Add Row button to add a new attachment that you want available for selection from within eDocs. You may have to scroll to the bottom of the listed Product attachments to see the newly added row. You will then select the new row then Edit Row to enter the new Description and File. The Size is automatically populated based upon which file you select. The Product Information Entry screen looks something like this when you add or edit a row for the Products list.

To delete an entry from this list highlight the row for that entry and use the Delete Row button. Use the Up/Down arrow buttons to resequence the list.
Please note that for the File Name entry for a new product attachment it will be necessary to type or Browse to the fully qualified name of the PDF file.

Literature Tab:

When you select the Literature tab you will see the screen below. The settings for the Literature tab are described below the screen.

You may add or delete literature attachments that can be selected from within eDocs. The entries under the Literature tab are existing PDF files. The Literature attachments are typically marketing documents. Use the Add Row button to add a new attachment that you want available for selection from within eDocs. You may have to scroll to the bottom of the listed Product attachments to see the newly added row. You will then select the new row then Edit Row to enter the new Description and File. The Size is automatically populated based upon which file you select. The Marketing Information Entry screen looks something like this when you add or edit a row for the Literature list.

Users Tab

When you select the Users tab you will see the screen below. The settings for the Users tab are described below the screen.

• Name entries appear in eDocs in the Seller Information area as the From or CC. It is available as a Custom Field (substitution variable) with the field name of ContactName when editing Opening, Closing and Email messages in eDocs.

• Title is available as a Custom Field (substitution variable) with the field name of ContactTitle when editing Opening, Closing and Email messages in eDocs.

• Phone is available as a Custom Field (substitution variable) with the field name of ContactPhone when editing Opening, Closing and Email messages in eDocs.

• Fax is available as a Custom Field (substitution variable) with the field name of ContactFax when editing Opening, Closing and Email messages in eDocs.

• Email entries appear in eDocs as the sender of a PDF package. It is available as a Custom Field (substitution variable) with the field name of ContactEmail when editing Opening, Closing and Email messages in eDocs.

• Address1 and Address2 are available as Custom Fields (substitution variables) with the field names of ContactStreet and ContactCityStateZip respectively when editing Opening, Closing and Email messages in eDocs.

• Signature and Logo are inserted into the field nominated data file created by eDocs processing as POSITION_LOGO and POSITION_SIGN. They may be used as designed in Adobe Output Designer. For example, a cover letter could use a dynamic logo in the header of a letterhead and a dynamic signature for the closing based upon the User entry that can then be selected as the From in the Seller Information.

You may add or delete Users that can be selected from within eDocs. You may edit a User by clicking into the row and selecting Edit Row. The entries made to the list under the Users tab are the available choices for the sender selected from within eDocs. Use the Add Row button to add a new User that you want available for selection from within eDocs. You may have to scroll to the bottom of the listed Users to see the newly added row. You will then select the new row then Edit Row to enter the new User details which will look something like this.

To delete an entry from this list highlight the row for that entry and use the Delete Row button. Use the Up/Down arrow buttons to resequence the list.

Using JETTRAC eDocs™:

Getting Around in the JetTrac eDocs:

Upon executing the Run JTeDocs.bat file the screen below will appear.

The settings read from the ini file set up in the JetTrac eDocs Maintenance Tool appear as options in the Seller Information, Order Information, Marketing Information and Application areas of this screen.

Seller Information:

Select the correct From available in the list when you click the down arrow to the right of the From entry box. It will look something like the screen below. This list comes directly from the entries you made in the Users tab when using the eDocs Maintenance Tool. Check the Date and select anyone from the available list you want to copy (CC) on this email or select the blank line and manually add or paste the email address of who is being copied.

Customer Information and Application Details:

You may manually enter the Customer Information or Import the contents of an active contact record (if you are using the GoldMine contact management database) that you have copied the contents of. Make sure you have the correct application selected. Remember, these applications are setup in the JetTrac eDocs Maintenance Tool Applications tab.

You may edit the Opening, Closing or Email messages that were set up in the maintenance tool if needed. You may browse to a recipient specific PDF file by using the Select Attachment button. This PDF document selected will be added to the package with the cover letter and any Order Information or Marketing Information PDFs that have been selected below, for example an additional attachment would be a Quote or Order Acknowledgement specific to the recipient that was created in any Windows application, such as QuickBooks, Excel or Word. You may Preview document once you have finalized your selections.
You may Edit the Opening, Closing or Email messages from the three buttons in the Application area of the eDocs screen. They all work the same. We will look at Edit Opening Message. Click Edit Opening Message. The screen below will appear.

From here you may manually edit the text message going out in this email. Remember, any permanent changes to this text message must be done using the JetTrac eDocs Maintenance Tool. You may insert fields from the Field list into the text. The fields originate from Users and Customer Information. We added @CustomerFirstName. to the text.

You may add formatting to this text as well. Some choices appear below. The example is for Bold. It appears as \b. for activating bold and \b0. for deactivating bold for the selected text.

Order Information:

If you are acknowledging an order/purchase then you will mark the appropriate Description with a Quantity as shown below under Product Information. The literature relating to what has been purchased will be added to the PDF package being sent out. If maintenance contracts are involved then the Start Date and End Date need to be added as well. The information about product purchase(s) is shown in the cover letter if the cover letter is designed properly with Adobe Output Designer.

Marketing Information:

Under the Select column “X” marks the Marketing (called literature in maintenance) PDFs that you want included in the email PDF package. The larger the size and number of PDFs the longer it will take Adobe Document Server to package them and your email systems to send them out.

Preview package/document:

• Preview Package runs three processes used in eDocs; Adobe Central Print Agent, Adobe Document Server and Adobe Reader for viewing the entire PDF package.

• Preview Letter runs two processes used in eDocs; Adobe Central Print Agent and Adobe Reader for viewing the letter as a PDF.

• Preview Email runs two processes used in eDocs; Adobe Central Print Agent and Internet Explorer for viewing the HTML output.

• Send Email runs three processes used in eDocs; VTE Print Agent, Adobe Document Server and JetTrac Email for sending an email direct without submitting the process to Adobe Central Pro.

Process:

By selecting the Process button from the Application area of the eDocs screen a field nominated file containing all the User fields, Customer Information fields, text, text edits, custom fields and advanced custom fields is submitted to Adobe Central Pro. Please see the eDocs job in the Job Management Database (jfserver.jmd) that is included with the installation files. Review the Adobe Central eDocs job, tasks and steps to become more familiar with eDocs working with Adobe Central Pro.

Using JETTRAC eDocs™ Document Assembly:

Getting Around in the JetTrac eDocs Document Assembly:

The Document Assembly option is for creating, managing and selecting specific paragraphs or text to create a document dynamically.
Select File then Document Assembly as shown below.

The following or something very similar will be displayed.

The above listed selections are paragraphs or text that may be edited and/or selected to build a document. You may add additional selections as well by using Add Row. Use the Up/Down arrow buttons to resequence the list.
By highlighting then clicking Edit Row the text associated to the row is displayed as in the example following. You have options of formatting text by highlighting that text and selecting a formatting option from the Format drop down list. You may also insert variable fields within the text using the Field drop down list for the available fields.
The editing tool works the same as in the eDocs Configuration Manager when editing opening, closing and email messages.

Once you have edited and/or added text you click Done. You may now select it under the Select column by marking it with an “X”as displayed below. The document will be assembled based upon the order and selections made. Click OK. Use Preview document to see the results.

JetTrac eDocs