RSA WebCRD™

Getting Started

User Guide
Getting Started With WebCRD
Document Version: V9.5.2-1
Software Version: WebCRD V9.5.2
July 2015
© 2001 - 2015 Rochester Software Associates, Inc. All Rights Reserved.
AutoFlow™, AutoStock™, CentralPDF™, MultiSite™, QDirect™, SurePDF™, SurePreview™, WebCRD™,
and WebCRD Dynamics™ are trademarks of Rochester Software Associates, Inc. All non-RSA brands
and product names mentioned herein are trademarks of their respective owners.

Disclaimer
Rochester Software Associates, Inc. (RSA) makes no warranty with respect to the adequacy of this
documentation, programs, or hardware which it describes for any particular purpose or with respect to
its adequacy to produce any particular result. In no event shall RSA be held liable for special, direct,
indirect, or consequential damages, losses, costs, charges, claims, demands, lost profits, fees or
expenses of any nature or kind.
Contents

Chapter 1: Introduction to WebCRD 1

Introduction to WebCRD 1
Using Online Help 2

Chapter 2: Logging In and Placing Orders 5

Logging in to WebCRD 5
Placing an Order using the Ordering Home Page 7
Placing an Order with SurePDF 13

Getting Started With WebCRD V9.5.2 i

 Chapter 1: Introduction to WebCRD

Introduction to WebCRD 1
Using Online Help 2

Introduction to WebCRD
WebCRD™ is a browser-based ordering and production application, enabling users to
order, manage, reorder documents and items at one or more designated print centers,
using the Internet or Intranet.
WebCRD supports the entire ordering process, from order placement and file
submission through production, including direct submission to production printers with
detailed job tickets. For administrators, WebCRD provides management tools and
processes to ensure that jobs are printed and produced in a timely and controlled
manner.

Getting Started With WebCRD V9.5.2 1

Chapter 1: Introduction to WebCRD

Using Online Help

The Help link at the top of each page opens online help in either a new window or a
new tab of your browser, depending on your configured browser setting for that action.
l The online help window shows a topic that explains the current application page 
(such as the Ordering Home page or the Cart page).
l You can click toolbar buttons at the top of the Help window to navigate to other
topics, search for information, and print topics.
l If you are a WebCRD System Administrator, you can access help information for all
WebCRD modules using any Help link in the Administrator module; otherwise you
will see help information only for the module that you are currently using (such as
Ordering, Production, Approval, and so forth).
l If you are a WebCRD System Administrator, you can also access all help
information in PDF format on the Documentation page in Administrator (on the
System Administration page, scroll down and click WebCRD Documentation,
License, and then click View System Documentation).

Sample Online Help Window

2 Getting Started With WebCRD V9.5.2

 Using Online Help

Getting Started With WebCRD V9.5.2 3

 Chapter 2: Logging In and Placing Orders

Logging in to WebCRD 5
Placing an Order using the Ordering Home Page 7
Placing an Order with SurePDF 13

Logging in to WebCRD

To log in to WebCRD:
1. Open a supported web browser and type the URL address for the WebCRD Login
page. Your WebCRD System Administrator will tell you the URL address to access
the Login page for your site.

Note: A message informs you if your current browser cannot be used with
WebCRD, and the Login page is not displayed. You may also see a message on the
Login page if the browser you are using is not on the current list of certified
browsers; however you may choose to continue using WebCRD with this browser.
This may occur if your browser accepts automatic updates. Typically, WebCRD will
work with a newer browser version.

2. If the Domain drop-down is displayed, select your domain from the list.
l Select Local Account to log in using WebCRD's local authentication.
l Select Standard Account or another domain name to log in using your standard
application User ID and password.
3. Type your User ID and password, and then click Log In.
The Ordering Home page is displayed (for new users); or for returning users, the
Home page of the last WebCRD module you used is displayed (such as Ordering,
Approval, Production, and so forth).

Note: If your account is missing any required contact information, you will be asked
to fill in the required information before continuing. This may occur if your WebCRD
System Administrator has recently made changes to require specific information for
order placing.

Logging out of WebCRD

Click Logout in the title bar at the top of any page.

Getting Started With WebCRD V9.5.2 5

Chapter 2: Logging In and Placing Orders

Note: You are automatically logged out if there is no activity for 30 minutes. This time
interval is configurable and may be different at your location.

6 Getting Started With WebCRD V9.5.2

 Placing an Order using the Ordering Home Page

Placing an Order using the Ordering Home Page

Note: Depending on the configuration of your account, there may be a maximum
number of unique items allowed in your Cart. A message informs you if your Cart is
full when you try to add more items.

Add items to your Cart from the Ordering Home page using any of these methods:
l Upload one or more files from your desktop.

Note: WebCRD accepts any type of file. Your print center will determine the types
of files it will accept (such as Word, Excel, PageMaker, and so forth). The valid file
extensions are shown in the Upload A File area of the page.

Online proofs are available immediately on your Cart page for uploaded PDF files,
or for supported native-format file types if optional CentralPDF workflow software is
available.
l Add items from the Catalog or add your previously-ordered items from My Files.
l Add a special order item (for example, a hardcopy document).

Uploading new files to your Cart

If available for your account, uploading one or more new files is one way to add items
to your Cart. There are several ways that you can select files to upload.

To upload one or more files from a single folder:

1. Click Choose Files on the Ordering Home page to display the Open or Choose File
dialog box.
2. Navigate to the folder containing the file(s) you want.
3. Select one or more files, and then click Open.
Use standard selection methods for your computer to select multiple files (for
example, shift-click and ctrl-click).
4. Click Add to Cart (or Add to Book, in Book mode) to upload the file(s), add them
to your Cart, and display the Cart page.

To upload one or more files using drag and drop:

1. Navigate to the folder on your computer containing the file(s) you want.
2. Select one or more files.
Use standard selection methods for your computer to select multiple files (for
example, shift-click and ctrl-click).
3. Drag the files to the Ordering Home page, and drop them on the Choose File
button.

Getting Started With WebCRD V9.5.2 7

Chapter 2: Logging In and Placing Orders

4. Click Add to Cart (or Add to Book, in Book mode) to upload the file(s), add them
to your Cart, and display the Cart page.

To upload one or more files from multiple folders:

1. Click Multiple Files? on the Ordering Home page to display the Upload Multiple
Files page.
2. Click Choose Files to display the Open or Choose File dialog box.
3. Navigate to the folder you want, select one or more files, and then click Open.
Use standard selection methods for your computer to select multiple files (for
example, shift-click and ctrl-click).
4. Repeat steps 2 and 3 until you have selected all files.

Note: Each time you select files, those files are grouped together on the Selected
Files list.

5. If you want to delete a group of files from the upload, click Delete for that group in
the Selected Files list.
6. Click Add to Cart (or Add to Book, in Book mode) to upload all files in the
Selected Files list, and display the Cart page.

Adding Catalog items or items from My Files to your Cart

If configured at your location, you can add items to your Cart from the Catalog or from
My Files. Catalog items may have a fixed price or use a price tier (pricing can vary
according to the quantity ordered). Click the Price link (if available) to display price
tier information in a pop-up dialog box.

To add items to your Cart from the Catalog or from My Files:

1. Click Advanced Search on the Ordering Home page to select and/or search for
items by Catalog, Folder, and Item.
2. If necessary, display the Select Items page by typing additional search criteria and
clicking Search, or click on a folder name.
3. On the Select Items page, type or select quantities for one or more items, and then
click Add All to Cart (bottom of page).
The Cart link in the notifications area is updated to show the number of (unique)
items currently in your Cart.
The specified quantity is added for each recipient on the Cart page. (Multiple
Recipients) is shown in this case, and the total quantity added to the Cart is the
specified quantity * number of recipients.
4. Add more items to your Cart if desired. Click a link in the navigation path at the top
of the page to see files in another Catalog or folder.
5. When done adding items, click the Cart link in the notifications area to display the
Cart page.

8 Getting Started With WebCRD V9.5.2

 Placing an Order using the Ordering Home Page

How to search for items to add to your Cart

Searching from the Ordering Home page

If configured at your location, several options may be available for searching for
Catalog items (or for your personal items in My Files) from the Ordering Home page.
Your WebCRD System Administrator configures the ordering and search options that
are enabled on your Ordering Home page.
l Search Catalog - by Item Description
l My Files - search for your personal items by Item Description
l Search Catalog - by category keyword (metadata)
l Search bar - search for an item by Item Description, Form Number, and/or any
active metadata category field. Type one or more full or partial search terms in the
Search field.

Searching from the Select Items, Select By Folder, or Select By Workgroup

pages
The Item Search bar (available on the Select Items, Select By Folder, or Select By
Workgroup pages) contains a single Search field that can be used to search for an item
by Item Description, Form #, and/or any active metadata category field. Type one or
more full or partial search terms in the Search field (separated by spaces), and then
click Search , or press Enter on your keyboard to display matching items in the list.
Below the Search field, you can click Show Advanced Search Criteria to display
specific field inputs for all available search criteria, including Created dates and
Expiration date (for your files). Click Remove Advanced Search Criteria to hide
those fields and clear the advanced search criteria.
Before or after searching, you can make a selection from the Rows Per Page drop-
down list to show fewer or more items on the page; or select a Sort By option (Item,
Form #, Date, Location, A-Z, and Z-A).

Adding a Special Order item to your Cart

If configured at your location, you can add a special order item to your Cart. Use this
option when you do not have a file that can be uploaded.
Examples of special order documents/items include:
l Hard-copy documents that you will deliver to the print center (for copying,
scanning, archiving, etc.).
l Files on a CD or other external storage media that you will deliver to the print
center.
l Files that your print center does not accept for uploading.

Getting Started With WebCRD V9.5.2 9

Chapter 2: Logging In and Placing Orders

To add a special order item to your Cart:

Click the Go button in the Special Orders section of the Ordering Home page. A new
special order item is added to your Cart, and the Cart page is displayed so that you can
configure the special order item.

10 Getting Started With WebCRD V9.5.2

 Placing an Order using the Ordering Home Page

Using the Cart page

Note: Use the Cart page to specify an optional order name, item information for each
item, shipping information, and billing information for your order.

Note: Depending on the configuration of your account, some functions of the Cart
page may be locked (not changeable) or hidden, such as account codes, or Shipping
(recipient) and/or Billing information. The standard configuration is described here.

To place your order:

1. If desired, provide an optional name for your order or select a different site for the
order.

Note: If your location requires you to provide an order name, enter it in the pop-up
dialog box, and then click Continue.

2. Configure the Print Options for each item in the order (add more items to your Cart
if desired).
3. Select the desired ship date or service level for the order (use either the pop-up
calendar or the Service Level drop-down list, depending on the method enabled for
your site).
4. Select quantities and the shipping method for each Shipping Address (recipient) .
5. Review Billing Information (enter account codes if necessary).
You can also click the Estimate link to see the Order Charges page if desired.
6. Click Place Order to place your order.

Note: If the order cost is displayed (configurable for each site), it is automatically
updated whenever you make any change that may affect the price, such as quantity,
shipping date or service level, print options, site selection, and adding recipients or
more items. A brief message is shown on the bottom of the screen while changes are
being saved and the order cost is updated.

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Chapter 2: Logging In and Placing Orders

Placing your order

To place the order (submit it to the print center for processing or submit it
for approval):
1. Review your order carefully on the Cart page before submitting it to the print center
or for approval (if optional Approval Authority is in use at your location).

Note: Once you place the order, you cannot modify or cancel it. If you need to
change an order that you have placed, contact your approver or your print center.

2. Click Place Order to submit the order to the print center or for approval.
l Confirm the order cost, and then click Place Order on the confirmation dialog
box to submit the order; or click Cancel to return to the Cart page.
l After you place the order, the Order Submitted page is displayed. You can print
the order receipt if desired.

If optional Approval Authority is in use at your location, additional approval of your

order may be required (based on your membership in an approval group and/or usage
of account codes that are linked to an approval group). When you submit the order, a
message informs you if the order was submitted for approval or submitted directly to
the print center.

To save your Cart without placing an order:

WebCRD automatically saves changes you make on the Cart page (such as print
options, quantities, due dates, etc).
Your Cart, with all saved items and selections, is available at any time by clicking the
Cart link in the Notifications area on Ordering pages.
You can start a new Cart by clicking Start a New Cart at the bottom of the page. You
have the option to save your current Cart (your order is available from the Orders list).
If you do not save your current Cart, the order is canceled.

12 Getting Started With WebCRD V9.5.2

 Placing an Order with SurePDF

Placing an Order with SurePDF

SurePDF can be used on either Windows or Macintosh computers. Ensure that you have
downloaded and installed the SurePDF print driver for your operating system.

Using SurePDF with Windows

To send a print job to the print center using SurePDF (Windows):

Note: This information applies to the SurePDF 5 workflow.

1. Create your document. You can use any application that supports PostScript
printing.
2. Choose Print from your application’s File menu.
3. Select the SurePDF printer from the Printer drop-down list (the actual printer name
is specific to your location; the default name is Send to WebCRD).
4. Click Print on the Print dialog box.
The progress bar is displayed as the document is being converted to PDF and
transmitted to WebCRD.

To log in to WebCRD to configure and submit the order:

1. On the WebCRD Login page, type your User ID and password, and then click Log
In.
2. If you already have documents in your Cart, you can either add this document to
your current Cart or start a new Cart (if your Cart is empty, the Cart page is
displayed automatically and these two choices are not shown).
l Select My Cart to add this document to your current Cart (default selection); or
Select A New Cart to add this document to a new Cart (your current Cart
contents, if any, are saved).
l Click Checkout.

Note: Depending on the configuration of your account, there may be a maximum

number of unique items allowed in your Cart. A message informs you if your Cart is
full when you try to add more items.

If your Cart is full, you can select from these options:

l Go to the existing Cart without ordering this file
l Create a new Cart and order this file (Your existing Cart will be saved and can be
found on the Orders page.)
l Add to Book (Note: only shown if optional Book feature is installed)
3. Select print options on the Cart page, and submit the order.

Getting Started With WebCRD V9.5.2 13

Chapter 2: Logging In and Placing Orders

Using SurePDF With Macintosh

To send a print job to the print center using SurePDF (Macintosh):

Note: This information applies to the SurePDF 5 workflow.

1. Create your document. You can use any application that supports PostScript
printing.
2. Choose Print from your application’s File menu.
3. Select the SurePDF printer from the Printer drop-down list (the actual printer
name is specific to your location; the default name is Send to WebCRD).
4. Click Print on the Print dialog box.
The progress bar is displayed as the document is being converted to PDF and
transmitted to WebCRD.

To log in to WebCRD to configure and submit the order:

1. On the WebCRD Login page, type your User ID and password, and then click Log
In.
2. If you already have documents in your Cart, you can either add this document to
your current Cart or start a new Cart (if your Cart is empty, the Cart page is
displayed automatically and these two choices are not shown).
l Select My Cart to add this document to your current Cart (default selection); or
Select A New Cart to add this document to a new Cart (your current Cart
contents, if any, are saved).
l Click Checkout.

Note: Depending on the configuration of your account, there may be a maximum

number of unique items allowed in your Cart. A message informs you if your Cart is
full when you try to add more items.

If your Cart is full, you can select from these options:

l Go to the existing Cart without ordering this file
l Create a new Cart and order this file (Your existing Cart will be saved and can be
found on the Orders page.)
l Add to Book (Note: only shown if optional Book feature is installed)
3. Select print options on the Cart page, and submit the order.

14 Getting Started With WebCRD V9.5.2

Notes
Getting Started With WebCRD V9.5.2
© Rochester Software Associates, Inc. July 2015