Guidelines and Helpful Hints for Working with InSite ... - RR Donnelley

Guidelines and Helpful Hints for Working with InSite
Run the system diagnostics once before using InSite. This will determine computer
compatibility and direct you to load any applets that may be missing. Insite uses Java (File
Upload, Download and Smart Review) and Adobe Flash (Preview and Arrange Pages).
Uploading
1. Single page files are preferred but multi page files are acceptable. Single page files
enable a correction workflow wherein single page corrections, named identically to
the original page, can be uploaded to overwrite the original page providing the original
page has not been approved. There is no customer charge for this type of upload and
overwrite correction.
2. Uploads do not need to be named but if there are multiple uploads or correction
uploads naming them may help with understanding the reason for the uploads.
3. To resume the upload that has been disconnected, click on the job name link to open the
job. This will take you to the Summary view of the job. In the File Transfer section you
will see the incomplete upload listed. Click Resume to continue the upload or click
Cancel to permanently stop the upload. If you click Cancel a confirmation dialog box will
pop up. Click OK to confirm the cancellation of the upload.
4. Single version titles will be available for review and approval shortly after file upload
completes. The page status will be Approval Requested and no email notification is
sent.
5. Multi-version titles require processing by Donnelley before proofs are available.
Through test files and pre-planning we can work with you to make multi-version proof
review as quick as possible. Your Donnelley TSR will request approval of pages and
email notification is sent to those who need to review pages.
6. Correction pages that have the same name as the original page, have the same single
page format and have not been approved can be uploaded and the original page will be
replaced with the new page. Pages that were originally uploaded as a multi-page file
can be replaced as well but the entire multi-page file must be uploaded again and no
pages in the multi-page file can have been approved.
Navigating
1. Use the search tool in the Jobs window to locate a title. Search criteria can be any part
of the title, ISBN or Donnelley job number.
2. Components (covers, jackets, etc.) have a separate InSite job with the designation SF.
3. By default, only active jobs are displayed. You can search for Completed or All jobs
by selecting the appropriate criteria from the Status drop down menu.
4. Use the Summary tab to manage access (administrator only) and review approval
status.
5. Use the Page tab to select page order for display in Smart Review, open Smart
Review, approve pages, download files.

6. The Download tab is for accessing any files that need to be downloaded. This is not
frequently used. All uploaded files are available for downloading also.
7. The History tab shows all transactions on the job.
Reviewing and Approving
1. Contact your TSR to discuss how pages will be approved and to review workflow
options that may facilitate an efficient approval process.
2. As long as the page status is Approval Requested any one can approve or reject.
3. There are three categories of disapproval: 1.) reviewed not okay, 2.) correction
requested, 3.) rejected; and two of approval: 1.) reviewed okay, 2.) approved. Any
reviewed okay or not okay status can be changed to another status. Correction
requested and rejected cannot be changed by the customer but files can be uploaded
by the customer, as long as they are named the same and the page has not been
approved, and the corrections will overwrite the standing files and the status will be
reset to Approval Requested. Donnelley can also change the status of these pages.
Only Donnelley can reset the status of an approved page and if this is required the
TSR needs to be contacted.
4. Comments from the Create Text Annotation [T] in Smart Review are included in the
pages of the PDF file that accompanies the email notification. They are also included
in any reports the user wishes to create concerning the page or range of pages.
5. Comments from the Approve Page or Request Corrections options are included in the
body of the email and in any reports.
6. For reviewing efficiency use Smart Review to reject pages or request corrections but
do not approve pages in Smart Review. Following page review go to the Pages tab,
select all and select Approve Pages. This will allow you to approve all pages except
those that were not approved.
7. If a correction page is uploaded and overwrites the original page (see requirements
above) the compare tool can be used to see the difference between the pages.
a. You can select Toggle, Difference or Absolute from the upper right drop
down menu to compare the differences between the pages.
b. To view previous revisions of the page, right-click on the page icon in Smart
Review's page list and you will see a "Load revision into Left / Right Side"
option. Choose the revision you want from the drop-down list that appears.
Only the page last uploaded is active.
8. The Summary tab offers an overview status of page approval. Use the Notes tool in
the Summary tab to communicate with your staff.
9. Use the approval status filters in the Page tab to assist in locating pages by approval
status.
10. The Group feature enables user defined groups to be created and pages associated
with groups.
11. An option for proof review is to select all pages, sorted by position or name, and
download a low res proof. The proof can be opened in Acrobat. Approval or rejection
still need to be done in InSite. If you download a low res proof of anything less than
the entire job the order of pages will follow the file name. If you download a single
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proof of the entire job the order of pages will follow the page imposition or file name
order as you have the order selected in the page view.
12. Arrange Pages is a feature that allows users to change the order of pages, remove and
replace pages. Your TSA can provide more information about this feature. Not all
work is suitable for this feature.
Versioned Jobs
1. Versions are may be displayed in different ways:
a. A Version Plan is created by Donnelley and the appropriate version layers are
assigned to the plan. The version plan layers are selectable in the Page tab and
Smart review.
b. All version layers are visible and are turned on and off through the separations
manager in Smart Review.
c. Binding versions (i.e. Vol 1, Vol 2, Combo, etc) are managed through
imposition and version plans that separate common and version unique pages.
2. Only versions that need to be approved will be set for approval.
3. Versions are identified by two letter state postal abbreviations. The national or base
version may be represented by an underscore _.
4. State unique front matter signatures will be in page order either in front of or
following the layered pages.
5. In Smart Review it is possible to display only unique version content on the page,
eliminating common page content, but it is not possible to display only pages
containing version content.
6. When approving pages for a specific version make sure the version layer for that
state, either in the Page tab or in Smart Review is active. If it is not active you will
not approve the correct version layer.
Viewing
1. Monitors should be set to the highest possible resolution, compatible with your video
card, for optimum viewing of pages in Smart Review.
2. The opening screen Jobs view can be sorted by any of the column headers by clicking
on the header.
3. Sorting by position in the Page tab gives you the same order as the imposition. Sorting
by Name gives the order of the file names. Smart Review opens with pages in order
based on these settings. Sorting by signature is not recommended as pages will be out
of order.
4. When you leave the Page view and return to it the last position setting will be retained.
5. You can select All Pages in the Page view without displaying all pages. It takes too
long for the browser to display all pages, especially on a large title.
6. In Smart Review changing the display in the right column from the icon view to the
list view
(red square) will enable the pages to load faster in InSite.
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7. Files are available in InSite for up to three weeks after printing completes. The status
may be changed to complete so you may have to look for the title filtering for the
status of Complete.
8. The Preview tool shows the order of pages in the imposition plan.
9. Color Accurate Viewing - If a page displays with a red X you may be viewing a color
accurate proof without a color accurate monitor. Turn off the red X in the Smart
Review general preferences. (Color accurate viewing requires software, supported
monitors and daily maintenance. Your Donnelley TSA can discuss these
requirements.)
10. Status indicators, from left to right:
o Work in process, not ready for approval
o Approval requested
o Approved
o Rejected
o Waiting for correction
User and Access Rights
Administrator - Create other users, manage access to titles, proof review and approval,
file upload and download
Approver - Proof review and approval, file upload and download
Reviewer - Proof review, file upload and download, cannot approve or reject.
Upload - Upload files for processing. No proof visibility.
Access to all jobs in customer account.
Enabled by customer or Donnelley Administrator.
Visibility into all titles.
E-mail notifications are received for all titles.
Access to specific jobs.
Administrator assigns users to job level access.
Users can be assigned to user groups and the group can be assigned to a title.
Users in groups can be set for a different level of access than the default access level
for the user.
Access limited to specific titles.
E-mail notifications received for accessed titles.
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Setting Up Email Notification
All users receive email based on event notification preferences.
1. The user sets up email notifications for events.
a. There will be no email notification until the user updates the settings.
b. Likely options are upload, request approval and all negative reviews. Email
notifications are user specific, not job specific.
c. Email notification can be changed by the user.
Maintenance and Performance
1. Your InSite session remains open as long as you are using it and will time out after
thirty minutes of inactivity.
2. Select your name in the upper right corner to change your user name, password, email
and event notification preferences.
3. Event notifications are customer user preferences and are not set by Donnelley.
o You will not receive emails unless you set up event notifications in your user
profile.
4. Keep your web browser and Java cache cleaned out. See the Mac and PC
troubleshooting guides in the Insite Resource Page for instructions.
5. Bookmark the InSite link and save your user name and password, using browser
settings for saving information, to make locating and logging on easier.
6. To prevent the Java Applet Trust window from always showing select Show
Certificates and select Always Trust. This setting will be retained until you clear your
cache.
7. You can create a summary report of all transactions by selecting a range of pages then
selecting Report. This will bring up options of what you want to include in the report.
The more you include the larger the report. One report page is created for every page
of every version so if you have an 11 version 1500 page job you will get a 16,500 page
report. Quitting InSite stops the process of creating the report.
8. Preview needs Adobe Flash to operate properly.
http://www.adobe.com/shockwave/welcome/
9. Most of the data in InSite can be copied and pasted into a Microsoft Office document
or printed to PDF. This may be useful for creating lists of jobs or users.
10. Having multiple Smart Review sessions, for the same user on the same title, open at
the same time slows performance.
11. It is possible for a single user to have multiple InSite sessions open simultaneously.
We recommend this be kept to the minimum number required to perform the
necessary work.
12. Sharing your user name and password which may result in having the same user
logged on multiple times prevents users from chatting in Smart Review and makes
tracking of approval decisions difficult.
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