Quick Summary

  • Edit print-ready PDF files on the fly
  • Insert images, text, barcodes and signatures
  • Offer new services without adding technical expertise
  • Get up and running quickly — it's an Acrobat plug-in

RICOH TotalFlow DocEnhancer

Simplify PDF editing, ticketing, job verification and mail prep

Edit PDF documents easily
Does this scenario sound familiar? Just before you send PDF files to print, customers ask you to make last-minute changes or additions. They want to swap a logo or signature on a business letter. Or they tell you the wrong picture is on a direct mail piece. Or they want to add a link. Now what? Send the PDF back to the graphic designer or the customer and wait for the new file? Not anymore.

Fix, preview and print
RICOH TotalFlow DocEnhancer is an Adobe® Acrobat plug-in that lets you edit print-ready PDF files on the shop floor instead of sending them back to the graphic designer or to the customer. The software is so simple that anyone can use it. And, you can preview and check the changes before you create a new file. Make changes like these in no time:

  • Set up page groups that mark the individual mailings within a single PDF file, edit the first group and apply edits across all groups
  • Nudge an address block so it lines up with the envelope window
  • Add OMR marks, barcodes or QR codes
  • Hide data or images
  • Add text or images using conditional logic, so the additions are placed only on the appropriate pages
  • Update signatures on notification letters

Save time, edit large files quickly
Acrobat Professional is a great tool for static, individual PDF documents. But it isn’t designed to help you edit PDFs that contain hundreds or thousands of personalized mail pieces or statements, each of which can be a different number of pages. When you need to edit large and complex PDF files quickly, use RICOH TotalFlow DocEnhancer.

Amaze your customers with new services
With RICOH TotalFlow DocEnhancer, you can market new capabilities, all based on extracting data from PDF files and putting it to more uses. For example, let’s say a customer accidentally deletes the mailing list of names and addresses. You can pull out the metadata from a file and provide the list. Or, make life easier for your customers in these ways:

  • Edit and cleanse addresses
  • Extract data, like recipient contact information, mailing numbers or offers made, for purposes of simple analytics or chargebacks
  • Personalize mailings with variable text
  • Enable cross-media marketing by adding QR codes
  • Use enhanced conditional logic to control variables in complex jobs
  • Use any fonts that are installed on your operating system

Use logic to build better job tickets
Jobs with media and finishing exceptions can bring your ticketing process to its knees. You know the drill. Go to page one. Start stapling. Go to page four. Stop stapling. And so on. Instead, use the optional Ticketer feature to set rules once and let the software do the rest.

Track and report for billing or compliance
Are you already printing regulated documents or materials that are personalized? Do you want to expand your business by printing jobs that have to be produced perfectly? Use the optional Verification feature. It’s a low-cost print piece scanning, tracking and reporting solution that helps you prove every document is printed.

Improve workflow
In addition making last-minute PDF edits, you can use RICOH TotalFlow DocEnhancer to make operational improvements. For example, add manufacturing barcodes that can be read by insertion equipment for tracking and control, or prepare files for a separate production workflow tool.

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New! Save time with smart tickets
With the optional Ticketer feature, you can build in logic to send the right media and finishing information, including exceptions, to a Ricoh cutsheet printer, based on printer configuration. No more setting exceptions on a page-by-page basis, so you'll save lots of time. The Ticketer feature lets you set rules once and apply them to all documents within a PDF file—even hundreds or thousands of documents.

For example, you can set a rule to staple only documents that have multiple sheets. Or, if you are sending a thank-you letter to donors, you can set up the ticket so it includes instructions for variable data (amount of donation last year, amount of proposed donation this year). And you can specify a preprinted color form for donors who contributed more than $500 and a black-and-white form for others.

Verify that each piece is complete and accurate
Many jobs have to be perfect because they’re personalized, customized or subject to government requirements—we call these critical communications. The optional Verification feature of RICOH TotalFlow DocEnhancer helps you track individual pieces within a larger production job and be 100 percent sure that each piece is properly produced.

This feature provides software and a camera/scanner that records production output. It enables you to add a special barcode that uniquely identifies each piece within a job. You can scan barcodes at any point in the production process to track their progress. After you load a scan file into RICOH TotalFlow DocEnhancer’s verification tool, you'll receive a report that shows which pieces are missing so you can create a reprint job. At any point in the process, you can create a visual report showing percent of completion, including details for each scan file you’ve loaded.

How it works

New! Set all the rules, once
The Rules Manager allows you to easily build and edit complex conditional logic statements. The software applies the rules to the entire PDF. For example, a promotional advertisement can be added to statements in a certain zip code, but only when the recipients’ membership level is one of the top three tiers. For all other statements, a default promo can be added.

You also can define rules using text, document properties, job statistics or page placement instructions. An example of a text rule is using a word like Invoice to trigger the printing of a barcode only on the pages where Invoice appears.

Use more fonts
RICOH TotalFlow DocEnhancer can add text to PDF documents using any fonts installed on the operating system. The software embeds the fonts in the PDF, so the document will look the same no matter which system you use for viewing or printing.

See your edits, eliminate guesswork
After you install the RICOH TotalFlow DocEnhancer plug-in, you can access it from the drop-down menu of Adobe® Acrobat® Pro. Or, you can launch it from an icon on your desktop. Either way, you can make changes right in the file and check them as you go.

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TotalFlow DocEnhancer can be added to the quick launch bar or accessed under the DocEnhancer menu of Acrobat Pro. After you open a PDF, you can identify documents and pages within a PDF, identify and extract metadata, and use the metadata to make logic-based edits to a document. Here’s a simple overview:

  1. Find Page Groups
    If there are multiple, separate documents within a single PDF file, the set of indivisible pages that make up that single document is known as a “page group.” The software will search every page and find the start of every new document.

  2. Index Key Metadata
    Metadata is data about content within the PDF file. Using the software, you can visually identify content that appears within each document. For example, on a series of letters, you can find the mail address on each letter and create an indexed list of all those addresses.

  3. Edit the PDF
    When you use the tool to visually mark up the file, you have to work only on the first page group in the file. Any edits you make will be duplicated to the following page groups. For example, you can:
    • Define any barcodes you want to add to the pages. You can build the barcodes with a variety of information, including statistics (what page is this) and information you indexed (add the name into the barcode).
    • Mask areas on the page that you want to cover up with “digital white-out.”
    • Insert images or text.

  4. Save and Print
    After you complete the changes, preview your markups to verify them. Then, save the edits, create a new PDF and go to print.
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System Requirements (windows, other OS)

Operating Systems

  • Windows XP Professional with SP3 or above – 32 and 64 bit
  • Windows 7 Professional with SP1 or above – 32 and 64 bit
  • Windows 8 – and 64 bit, all versions

In addition, the following requirements apply:
  • Adobe® Acrobat® X Pro version 10.1.1 or higher
  • Adobe® Acrobat® X Pro version 11.0.0 or higher
  • Sun Java JRE 1.7 update 6 or above
  • 2GB RAM


TotalFlow DocEnhancer supports the following types:
  • 2 of 5
  • 3 of 9
  • Data Matrix
  • Intelligent Mail®
  • QR codes
  • RM4SCC

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To place an order or ask a question, contact us.

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P.O. Box #141757
Austin, Texas

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