Skip to main content
Eptura Knowledge Center

#11 - Set up the Copy Module

  1. Last updated
  2. Save as PDF

Your Eptura Workplace implementation is based on the plan purchased.

Effectively manage centralized copy production, no matter how complex.

Implementation Tasks

Below is a summary of the configuration, as this module has a few areas to be set up we recommend you read the Copy Administration article as we explained the set up using an example.

Copy Module Set up - Admin Learning
We recommend this learning path as a starting point to understand what can be set up for the Copy Module.
Pages: 11
  • Copy Administration
    The Copy module must be configured before your Customer can submit copy jobs and Operators can process the copy jobs. As this module has a few areas to be set up we recommend you read this article as we explained the set up using an example.
  • Rename the default Product Category
    There is a default product category called Copy Center that your company can use and if you like this can be renamed.
  • Add or Edit Products
    The product are what your customers will choose to submit a Copy Job Request for.
  • Add or Edit Item Categories
    Review the list of categories as you may find the default order categories may need your needs. However, if you need more order categories these can be set up
  • Add, Edit, or Delete Order Items
    You can set up the order items and these will be grouped by the Order Categories.
  • Add or Edit Product Items
    The Product Items screen can be add the Order Items to your Products.
  • Add or Edit Warning Codes
    The warning codes determine if the ticket is is considered late, such as 30 mins or 60 mins.
  • Add or Edit Vendors
    If you don't provide the Copy Job's production task in-house then you can set up a third-party vendor.
  • Add or Edit Job Status Codes
    The status codes are used to manage the Copy Job progress through the Request Queue.
  • Add or Edit Delivery Types
    The delivery type determine how to let the customer know the Copy Job is completed, such as Call when ready, Pick-up.
  • Import Forms
    This allows you to upload batches of forms. For example, this is useful for Hospitals or Schools who use many forms.

Additional Set up

  • When working with the Copy module you may find that you need to track more data. To help, there are 30 custom fields that can be used. Learn more in Edit Copy Custom Fields.
  • If you have a particular order or want fields to be hidden then you can customize the layout of the Copy Job “Ordered By” Layout, Copy Job “Deliver To” Layout, and Copy Job “Bill To” Layout. Learn more in Customize Copy Module.

Preferences

We recommend you review and set up the preferences for your organization:

  • Allow Alerts Email notification and then set up the emails for the following:
    • Job Submission Header
    • Job Submission Footer
    • Job Completion Header
    • Job Completion Footer
    • Job Approval Requested Header
    • Job Approval Requested Footer
    • Job Approved Header
    • Job Approved Footer
    • Job Rejected Header
    • Job Rejected Footer
  • Show pricing on emails that go out to the approvers and requestors.
  • Allow user to specify a different bill to person when submitting a new job.
  • Allow user to specify a different deliver to person when submitting a new job.
  • Allow operators and administrators to delete copy center jobs.
  • Show job item pricing when submitting a new job.
  • Allow administrators to override job pricing for the selected job.
  • Allow operators to specify a different center for completion of the copy job.
  • Allow copy jobs to automatically transfer to the selected center for completion.
  • Allow mail room to deliver copy orders to the clients.
  • Requires client to agree to specified terms and conditions before entering a job.
  • Forces anyone submitting a copy ticket to select an approver from the directory.
  • Allows users to reuse previously attached files for new copy tickets.
  • Add a copy machine

Learn more in Edit Copy Preferences.

Quick Start

Now, the Copy module is ready next you can learn about how to use it.

Copy - Customer Learning
Learn how a Customer role can create a Copy Job request. Additionally, they can view the Request Queue for their requests and search for archived Copy Job requests.
Pages: 3
  • Submit a Copy Request
    Learn how to submit a Copy Job Request and the emails received that itemize any costs associated with each request.
  • View Request Queue
    Learn about the request queue where you can change the status of a Copy Job request, update the Production View information, and so much more.
  • Copy Search History
    When copy jobs are archived, they are available via Copy Search History.
Copy - Manager Learning
Learn how a Manager role can create a Copy Job request and they can view their requests and requests for someone else. Additionally, Managers can search for archived Copy Job requests. If your Admin has set up an Approver then you could be sent an email request to approve or reject the Copy Request Job (Note this is not part of the Manager role as the Approver is assigned by email, however we can assume the Approver will have the Manager or an Admin role).
Pages: 4
  • Submit a Copy Request
    Learn how to submit a Copy Job Request and the emails received that itemize any costs associated with each request.
  • View Request Queue
    Learn about the request queue where you can change the status of a Copy Job request, update the Production View information, and so much more.
  • Approve or Reject the Copy Job Request
    When your business has the approval process is set up by your Administrator then all Copy Job Request will need to be approved before they can enter the Request Queue.
  • Copy Search History
    When copy jobs are archived, they are available via Copy Search History.
Copy Process Requests - Operator Learning
Learn how a Operate role can process the Copy Job Request. Where they can view the Request Queue’s for new jobs, process the job in the Production View, change the job’s status, and if needed, they can either transfer or cancel the job. Additionally, if needed Operators can submit Copy Job Requests.
Pages: 5

Next Onboarding Step