ThisuserguideprovidesinstructionforplacingPrintingServiceRequestsusingFootPrints.TobeginOpenyourbrowserandselectthePimaCounty

1. FromtheServiceCatalog,select“CommunicationsOffice”byclickingonthe“CommunicationsOffice”tileasillustratedbelow.

2. The“Selecttheitembelowthatbestfitsyourproblemorrequest”willbepresented.Fromthislistclickonthe“PrintServicesRequest”buttonasillustratedbelow.

3. Filloutthe“Project”fieldwithadescriptionastowhatisbeingrequested,forexample,• BusinessCardsforAttorney’sOffice• EnvelopesforOfficeoftheCounty

Administrator• HealthBrochure• TheLoopNewAttractionsDocument• Etc.

4. “YourPersonalInformation”shouldbepopulated.Iftherearefieldsthatareblankandyouwanttoenter

informationforthempleasedo.Fieldswith*arerequiredandmustbefilledin.

5. The“OnBehalfOf…”sectionallowstherequestortoputininformationiftheyarecreatingtherequestforsomeoneelse.Thedropdownboxpresentstheoptionsofselecting“Yes”or“No”.

Selecting“Yes”willpresentfieldstoenterinformationonbehalfoftherequestor:

6. The“RequestInformation”sectionprovidesyouwiththe“Category”selectionandtherequested“DateDue”.Wherethe“Category”isadropdownthatprovidesyouwiththefollowingoptions:

7. Whenselecting“PrinterServices”fromthe“RequestInformation”sectionthe“PrintingRequestInformation”screenispresented.Thisscreenisdividedintothreegroups–PrintingRequestInformation,FundingInformation,andPrintjobDetails.a. PrinterRequestInformationistocollectinformationastowhenthejobistobecompletedbyandwhat

timeofdaythejobshouldbereadybyaswellasanydeliveryinformationifthejobistobedelivered.

b. FundingInformationisthefundingsourceinformationtopayforthejobbeingrequested.IfthejobispartofaCapitalInvestmentProjectadditionalfiledswillbepresentedthanwhatisshownintheillustrationbelow.ALetterofAgreement(LOA)isaletteronfilegivingper-approvalfortherequesttobeprocessed.

c. PrintJobDetailsistheareawherethecustomerselectsthetypeofPrintJobbeingrequested,upon

selection,fieldswillbepresentedtothecustomertofilloutthatarerelevanttothetypeofjobrequested.The“ExampleAttached”isanindicatorthatthecustomerhaschosentoattachasampleoradditionalmaterialthatisrelevanttothejobbeingrequested.

Eachofthesegroups(a,b,andc)willbelookedatinmoredetailastheguideworksthroughascenarioofrequesting“CustomCarbonlessBusinessForms”

Scenario:

SelectingPrinterServicestoRequestCustomCarbonlessBusinessForms

1. Fillingoutthe“PrintingRequestInformation”group(a)illustratedinStep7onthepreviouspage.a. Providethe“Whendoyouneedthis

PrintJob?”?Thismaybeenteredmanually,selectedfromthecalendar,orselectedasthecurrentdatebycheckingthebox.

b. Selectinga“PrintRequestDueTime”isshowninthefollowingscreencapture:

ThevaluesprovidetherequestorwhatperiodofthedaytheyexpectthejobtobecompletedbyontheDueDate.

c. SelectingifthePrintJobistobe“Delivered”or“PickedUp”:

If“Deliver”isselectedtherequestorisprovidedwitha“DeliveryLocation(bldg.&floor)”fieldtofill:

d. EnterinthenameforthePointofContact:

2. Fillingoutthe“FundingInformation”group(b)illustratedinStep7onthepreviouspage.a. TheLetterofAgreement(LOA)isadocumentthat

adepartmenthaspresentedtotheCommunicationsDepartmentstatinganagreementhasbeenmadeforapprovalforPrintJobsthatarerequested.Iftherequestingdepartmentdoesn’thaveanLOAonfileanauthorizingperson’semailaddresswillneedtobeputintotherequest.Whenselecting“No”foranLOA,youwillbepresentedwithafieldtoenterintheauthorizingperson’semailaddress.

b. Thenextgroupoffieldsarethefundingfields.IfthePrintJobrequestisnotpartofaCapitalInvestmentProject(CIP)thenthefirstthreefieldswillneedtobefilledout–FundDepartment,FinancialFund,andFinancialUnit.TheFinancialObjectissettotheappropriateaccountanddoesnotneedtobeprovided.However,iftherequestifpartofaCIPandthefieldissetto“Yes”thenthesetoffinancialidentifierswillneedtoincludeinformationintheadditionalfieldsasillustratedtotheright.

3. ThescreenIllustratedbelowisgroup(c)fromthe“PrintingRequestInformation”screeniswheretheprintjobisdefinedbyselectingvaluesfrommultiplefields.Pleasenotethatthe“CustomCarbonlessBusinessForms”isdonethroughselecting“OffsetPrinting”.ThisscenariowillbedifferentfromonewhereapersonmayselecttohaveBusinessCardsmade.BusinessCardswouldhavefewerfieldstofillout.Alsonotewhengoingthroughthefieldstheremaybeoptionsthatdonotfit“CustomCarbonlessForms”andwillareleftblank.a. The“PrintServices”isthefieldwherethetypeof

PrintJobisselected.Thechoicesthatareavailableareillustratedhere:

Thislistispresentedwhenclickingonthe“PrintServices*”dropdown.

b. “HowManyareNeeded”istohaveanumericvalueenteredindicatinghowmanyarebeingrequested.

c. “PaperWeight”isthepaperweightthatisavailablefortherequestedprintjob.Theoptionsareprovidedinthedropdown.

d. “PaperType”referstovariouspapertypesfromwhichcanbeselectedbyclickingonthedropdowntoviewtheoptions.Inthisscenario,“CarbonlessCustom”isbeingselected.Thispresentstheuserwithadditionalfieldsthatneedtobefilledouttodescribethecarbonlessforms.

The“No.ofParts”istoidentifythenumberofpagestherearetobeforeachform.Thisisselectablefromthedropdownmenu,with6beingthemaximumnumberselectable.

The“CustomCarbon1-6”istolistthecolorofeachpageofthecarbonlessform.

Note:Whenselectingthe“PaperType”theremaybeadditionalfieldsthatneededtobefilledout.Mostofwhicharetospecifythepapercolor.

e. “Printing”allowstheselectionofthesidestobeprintingon,colororblackandwhite,or“asis”.Thisisselectablefromalistofdropdownoptions.

f. FinishingOptions–thissectionoftheformallowsthecustomertoselectfinishingoptions–Binding,Covers,Folding,HolePunch,Numbering,ShrinkWrap,Staples,Padding.Manyofthesehaveanoptionof“Other”.Note:Whenselecting“Other”pleasespecifyinthe“PrintJobDescriptionandInstructions”whatisbeingrequestedwithregardstotheselectionof“Other”.Inourscenario,“HolePunch”and“Padding”areselected,otherchoicesdonotfitwithrequesting“CustomCarbonlessForms”.Note:Hereagain,selectionofsomeoftheFinishingOptionsmayrequireadditionalinformationtobeprovided.Fieldswillbepresentedfortheadditionalinformationtobeadded.InourScenario,Paddinghaspresentedadditionalfieldsthataretobefilledout.

g. The“Checktheboxtoselecttheoption”listareadditionalfinishingoptions.Selectinganyoftheboxesindicatethatthecustomerwantsthisserviceaspartoftheirprintjobrequest.

h. The“PrintJobDescriptionandInstructions”isanopentextfieldtoallowthecustomertoprovideadditionalinstructionsthatwillbehelpfulinfulfillingtherequest.Asnotedpreviously,whenanoptionselectedinanyofthefieldsis“Other”,pleaseprovidemoredetailastowhat“Other”mayentail.

i. The“ExampleAttached”CheckBoxistoallowthecustomertoindicatethatattachmentsareassociatedwiththisPrintJobRequest.Thecapabilitytoattachafile/filesisfoundunderthe“Attachments”sectiondetailedlaterinthisdocument.ThischeckboxistoallowtheinformationthatanattachmentisincludedwiththerequesttothePrintShoptechnicianwhentheyarefulfillingtherequest.

ENDofScenario

8. The“Description”isatextareathatallowsthecustomertoputinanycommunicationsrelatedtothePrintJobjustdetailed.ThisisatextfieldthatcontinuallyappendsinformationwhiletheticketbeingconsideredforTicketing.ItprovidesanareathatthePrintShopcancommunicatewiththecustomerifadditionalinformationisrequiredtoprocesstherequest.

9. The“Attachments”sectionistoallowthecustomertoattachfilestothePrintJobRequest.

Toselectthefile/files,clickonthe:

Tobepresentedwith“WindowsExplorer”toselectthefiles.Followthepromptsthroughtheselectionprocess.

10. CompletingtheOnlinePrintServicesRequisition.Clickthe“Save”icontosavetherequisition.ThiswillnotifytheCommunicationsDepartmentPrintShopthatarequesthasbeensubmitted.