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Q. What exactly are the print specs?

The print specs (i.e., printing specifications) form explains to vendors the specific printing requirements for a particular job. It is a worksheet that production people use to define a print job’s physical characteristics, such as flat size, binding, and cover stock. It replaces any manual print ordering form you’re using.

Q. Do job tickets require printing specifications?

No, Print specs are optional. They are useful only to jobs that involve printing.

Q.How are print specs used?

Print specs track dozens of specific characteristics about a print job and are entered from the job ticket window (a user must be given access to add a print spec RFQ). Use print specs to secure quotations from various vendors before deciding who’ll do the work.

Q.What about jobs with several large printing components?

If a job contains several large printing components (e.g., member directory, services handbook, marketing kit, etc.), then add each component as a separate print specs for the job ticket.

Q. How many print specs can one job have?

A job may have as many different print specs as necessary to fully delineate the job’s printing requirements.

Q. How can I identify a particular print specs on a job ticket that has more than one print specs?

Each print specs form has a description area and a status area in which you can type identifying information. When the Printing Specifications window is opened, you’ll see a listing of every print specs form for the job ticket, listing their date, who added them, and their description and status.

Q. Once I identify the print specs I wish to edit, how do I open it?

Simply double-click on the line that shows the print specs you wish to edit. The actual print specs form opens. You can then edit, add, and delete any information.

Q.Can I edit the print specs format or add more sections?

The printing specifications form itself is comprehensive, but it isn’t customizable. The names of the various headings can’t be changed. In addition, not all of the form’s sections need to be used. The sections that have no text will appear blank on the printed specifications form.

Q. Can I change the sort order of the print specs listed in the Printing Specifications window?

The printing specifications window can be resorted by clicking on any column heading. The column headings are: Date, Added By, Description, and Status. The individual print specs can also be resorted in ascending or descending order by clicking on the arrow button next to the desired heading.

Q. How can we send print specs to vendors?

The print specs can be printed and faxed to vendors (if you're using print specs to secure quotations from various vendors). They can also be saved as PDF files and sent as email attachments.

Q. How can print specs be saved as PDF files?

Any report or form in Clients & Profits can be saved as a PDF file. For detailed instructions see the PDF Tech Note.

Q. How can the print specs be distributed to the job's team members?

Print specs don't necessarily need to be printed since they can be viewed in C&P by anyone with access to job tickets. Since print specs are updated in real-time, the production department always sees the most up-to-date version of the print specs.

Q. Will everyone be able to edit the print specs?

No, it's a user access privilege. Choose the option in Users, Access & Passwords under the Jobs tab for "can add/edit print spec RFQ's".

Q. Who typically writes up print specs?

It's usually production managers since they're the ones who know the most about the various aspects of print work.

Q. Can I change the document heading "printing specifications" to something else?

No, the term "printing specifications" isn't customizable.