Phase 3 - Session 3 Homework: On-Your-Own Topics – Print Reach Help Center

Please review these On-Your-Own Topics and mark the associated GUIDEcx task as Complete before Session 4. These topics are intended for self-study and are generally not covered in detail during implementation sessions.

We highly recommend having Midnight open while reviewing the material and locating each topic within your system. Becoming familiar with the navigation, screens, and settings ahead of time will help you gain a better understanding of the platform and make future implementation sessions more productive.

Tip: As you review these topics, make note of any questions and add them to the Items to Discuss section of the related GUIDEcx task so they can be addressed during a future implementation session if needed.

General: Managing Midnight Sessions

You cannot have more than one instance of Midnight open in the same browser. The system behaves this way because each open window maintains its own session, but the underlying database is still connected in real time. If multiple windows are active, the system can misinterpret which order or estimate should receive the update.

Action Plan to Prevent This:

1. Limit open windows – Keep only one window active at a time in the same browser. If you need to view an order or estimate side by side, open the second order/estimate in another browser.

2. Close unused sessions – Exit out of any duplicate or idle windows immediately to reduce overlap.

3. Double-check before saving – Confirm that the correct order/estimate is displayed before making updates or finalizing entries.

What You Can Do:

1. Feel free to have multiple tabs of Midnight open – but not the same page/module – meaning only one order page, etc.

2. If you want to have multiple tabs open of different orders (you want to verify an older order against another order) – then they should be in different web browsers.

3. Always use Chrome to create/update/write – and use a different browser for referencing (like Edge, Firefox, Safari).

CRM – Improved Handling of Multiple Tabs

A significant update to the CRM module addressed issues where having multiple CRM tabs open could lead to data inconsistencies or corruption. Previously, when users opened and edited multiple customer records in separate CRM tabs, the system could sometimes overwrite data — such as customer names or account details — due to conflicting record information being stored in memory.

The update strengthened how Midnight manages CRM data across multiple open tabs, helping to prevent these conflicts and maintain data integrity.

Although this change reduces the likelihood of data corruption in the CRM area, we still recommend following the best practice of working with only one tab per functional area (e.g., CRM, Estimates, Orders, etc.) at a time. Each tab loads its own copy of the data into memory, and editing the same type of record in multiple tabs can still cause unexpected results — particularly in areas that have not yet been optimized.

General: PCI Compliance

If you’ve enrolled in Print Reach Pay and received a Merchant ID, you will begin receiving emails from our parent company, Fullsteam (specifically the SecurityMetrics Compliance Team). These communications will provide important information about PCI compliance, outline the role of SecurityMetrics, and include instructions for completing the required compliance documentation.

Please be sure to review these emails promptly, as maintaining compliance is an ongoing requirement. You may also receive periodic reminders or updates from SecurityMetrics to ensure your business remains compliant and up to date with industry security standards. SecurityMetrics offers assistance at no cost to help you complete your compliance documents quickly and accurately.

Important: To remain compliant and avoid potential non-compliance fees, refer to the Midnight Knowledge Base: Print Reach Pay and PCI Compliance and AOC article for required steps, compliance requirements, and contact information for assistance.

General: Edit Profile

The Edit Profile screen allows users to update their password, upload an avatar or image, and set a personalized signature.

To change your password, verify that the displayed username is yours, then enter your Current Password, New Password, and Confirm Password fields. Click Change Password to apply the update. You can click Cancel at any time to return to the Home screen.

To add an avatar or image, click Choose Image and select an image file (maximum size: 50 KB).

Additionally, you can choose to create a Personalized Signature to replace the system default signature.

While your company may set a standard signature for emails sent from Midnight, you have the option to use your own when emailing reports. Your custom signature will automatically appear in every email, but you can edit it before sending if needed.

General: Resetting Passwords

Resetting Employee and Customer Passwords

If you are an administrator on your account, you can reset employee and customer passwords using the steps below.

Option 1: From Midnight

1. Log in to Midnight.

2. Navigate to: Accounting > Print Reach Pay.

Option 2: From Print Reach Central (PRC)

1. Go directly to: https://printreachcentral.com/[YourDomain]/login

Replace [YourDomain] with your company’s domain name.

Resetting a User’s Password

Once logged in, click the Gear Icon at the bottom-left corner of the page to open the Admin menu.

Select Users. Locate and select the user whose password you need to reset.

At the bottom of the page, click Reset Password.

Reset User Password

This will reset this user’s password. A temporary password will be sent to the user immediately. After signing in with this temporary password, the user will be forced to change their password.

Choose one of the following:

• Send Reset Email – A password reset email will be sent to the email address on file for the user.

• Set Your Own Password – If you are resetting your own account, you will be prompted on-screen to enter a new password immediately.

General: Service Information

On the right side of each service line item in an estimate or order, you’ll find a magnifying glass icon.

Clicking this icon opens the Service Information window, where details of the selected standard service are displayed. Please note that some fields in this window are view-only and cannot be edited.

(A) Clicking this Wand Icon reopens the Service Wizard for the selected service. The wizard will start at the first question, allowing you to update answers as needed. Once completed, the record is updated accordingly.

(B) The information highlighted in this box displays details pulled from your standard service setup. If price adjustments are configured in a wizard, the unit cost and unit price will automatically update.

(C) File: (MOD only)

(D) Item Notes: This section contains the answers generated by the service wizard associated with the selected standard service. You can also add additional notes as needed. All information entered here is included on the Work Order.

(E) Commodity Code: Select or update the commodity code (for OneSource users only).

(F) Proof ID: If you have “Enable Proofing” selected for this standard service, the proof ID associated with this service will populate here.

(G) File Location: Input field for entering the file location.

(H) Run Rate: Enter or adjust the Run Rate for this service.

(I) Completed: Checking this box marks the task complete and removes task from DJB.

(J) Equipment Scheduling Dates (In/Out): Use these fields to record the service start and completion dates within the order. Please note: this does not automatically reschedule tasks on the DJB.

(K) Taxes: The information highlighted shows the tax information and totals for this service.

(L) Change Order: Select to track modifications made after job creation.

(M) Billable: Select to designate the change order as billable.

(N) Change Order Date: Select the change order date.

(O) Change Order Cost: Enter the associated cost of the change order.

(P) Select the Reason Code for the change order.

(Q) Change Order Details: Add notes for additional details.

Please also see the Work Order: Change Order Report that captures these details.

(R) UDF Fields: The Order Service Detail user defined fields appear in this section.

Employees → Employee Access At-A-Glance

In the Employee Search screen the Access column displays the employee login status at a glance.

Path: From home screen → 1) Click on Admin Menu (gear icon) → 2) Employees → 3) Access.

Possible values:

• No Access – No email or kiosk code

• ShopFloor Only – Kiosk code only

• ShopFloor + Midnight – Both Kiosk code and valid Work Email / Midnight Access selected

• Midnight Only – Valid Work Email present with Midnight Access selected

Employees → Dashboard Widgets

When you log in to Midnight, the Dashboard is displayed as your home screen. The Dashboard contains a variety of widgets that provide real-time information and quick access to key data, helping you stay informed and manage daily tasks more efficiently.

Widgets are designed to deliver important business information at a glance. For optimal performance and usability, we recommend displaying 4 to 6 widgets on your Dashboard. Adding a large number of widgets will require additional scrolling and can impact system performance, as widgets display real-time data.

Related Article: Dashboard Widgets

Admin → CRM

The CRM menu contains five setup options that support customer relationship management activities within Midnight. These settings control the values available throughout the CRM module.

Admin → CRM → Activity Type

The Activity Types table defines the categories used to track interactions, communications, and follow-up activities within the CRM module. Activity Types help classify the nature of customer engagement and provide consistency when recording sales, customer service, and account management activities.

Common examples may include phone calls, meetings, emails, follow-up tasks, appointments, networking events, and customer visits. By categorizing activities, organizations can better monitor customer interactions, review account history, and generate meaningful CRM reports.

Activity Types are available when creating or updating CRM activities and help users quickly identify the purpose of each interaction.

The following fields are available:

Activity Code – A unique code used to identify the activity type.
Status Code – The default status associated with the activity type, helping define how the activity will be tracked within the CRM process.
Description – A detailed description of the activity type and its intended purpose.
Active – Indicates whether the activity type is available for use when creating or updating CRM activities.

Admin → CRM → Contact Types

The Contact Types table contains the classifications used for contact records throughout the CRM module. Contact Types help define a contact's role or relationship to a customer account and provide additional context when viewing or managing customer information.

Common examples include Billing Contact, Company Contact, CSR, Sales Representative, Accounts Payable, Accounts Receivable, and other organization-specific roles.

Assigning Contact Types helps users quickly identify who should be contacted for specific situations, such as billing inquiries, order questions, sales opportunities, or customer service requests.

The following fields are available:

Contact Type – The name of the contact classification used to define a contact's role or relationship to a customer account.
Active – Indicates whether the Contact Type is available for use when creating or editing contact records.

Admin → CRM → Customer Source

The Customer Source table identifies how a customer or prospect was acquired. Tracking customer sources helps organizations understand where new business originates and provides valuable insight into the effectiveness of marketing, sales, and lead generation efforts.

Common examples include Referral, Telemarketing, Website, Trade Show, Social Media, Email Campaign, Existing Customer Referral, and other lead sources.

When creating a customer or prospect record, a Customer Source can be assigned to indicate how the relationship began. Over time, this information can help measure lead quality, evaluate marketing initiatives, and identify which channels generate the most business opportunities.

The following fields are available:

Source Code – A unique code used to identify the customer source.
Description – A description of the customer source or lead origin.
Active – Indicates whether the customer source is available for use when creating or editing customer and prospect records.

Admin → CRM → Industry

The Industry table contains the industry classifications assigned to customer records. These values help categorize customers by the type of business or market they serve and are available throughout the CRM module.

Common examples include Healthcare, Education, Financial Services, Manufacturing, Retail, Government, Non-Profit, Real Estate, and other industry segments.

Industry classifications can be used for customer segmentation, targeted marketing campaigns, sales reporting, account analysis, and customer relationship management. By assigning customers to the appropriate industry, organizations can better understand their customer base, identify market trends, tailor products and services to specific business sectors, and analyze revenue opportunities within different industries.

The following fields are available:

Industry Name – The name of the industry classification assigned to customer records.
Description – A description of the industry and its intended use.
Active – Indicates whether the industry classification is available for use when creating or editing customer records.

Admin → Postage

This menu contains 10 setup options used to define mailing classifications, rates, tracking information, and postage-related settings throughout the system.

Admin → Postage → Mail Category

The Mail Category table defines the categories of mail piece types used within the system. Mail Categories help classify mail pieces for processing, estimating, and reporting purposes. Common examples include Letters, Postcards, and other mailing types.

Mail Categories (Cat) are assigned to Sortation/Postage within the Data/Postage tab of an order or estimate.

When selected, Mail Categories (Piece Type) are populated on all Work Orders.

Admin → Postage → Mail Class

The Mail Class table contains the mailing classes available for postage calculations and mailing preparation. Mail Classes are used to identify the postal service level associated with a mailing. Common examples include First Class, Marketing Mail, and other postal classifications.

Mail Class (Classification Type) is assigned to Sortation/Postage within the Data/Postage tab of an order or estimate.

When selected, Mail Class (Class) is populated on all Work Orders.

Admin → Postage → Mail Geography

The Mail Geography table defines the geographic mailing areas used within the system. Mail Geography records help identify the distribution area for a mailing, with common examples including Local, Regional, and other distribution zones.

In addition to defining mailing regions, many organizations use Mail Geography to identify the point of entry for a mailing, such as the facility, postal region, or distribution location where mail enters the postal system. This provides additional flexibility for mailing operations, postage reporting, and workflow management.

Mail Geography (Geo) is assigned to Sortation/Postage within the Data/Postage tab of an order or estimate.

When selected, Mail Geography (Geo/Ship) is populated on all Work Orders.

Admin → Postage → Mail Sort

The Mail Sort table contains the sorting methods used during postage processing and mailing preparation. Mail Sort options help define how mail is organized before submission to the postal service. Common examples include Automation, EEDM, Carrier Route, and other sorting methods.

Mail Sort (Sort) is assigned to Sortation/Postage within the Data/Postage tab of an order or estimate.

When selected, Mail Sort (Sort) is populated on all Work Orders.

Admin → Postage → Post Office

The Post Office table maintains the post office locations available for mailing and postage processing.

Post Office (PO Drop) is assigned to Data Processing within the Data/Postage tab of an order or estimate.

When selected, Post Office (PO Drop) is populated on all Work Orders.

To assist with scheduling PO drops, the selected Post Office can also be displayed on certain production reports, providing visibility into where mail is scheduled to enter the postal system and helping coordinate mailing logistics.

Admin → Postage → Postage Affix

The Postage Affix table contains the postage affixes available within the system. A postage affix represents the method or marking used to indicate postage payment on a mail piece.

The following fields are available:

Name – The name of the postage affix.
Description – A description of the postage affix.
GLID – The General Ledger ID associated with the postage affix for accounting purposes.
Inv Item – The inventory item associated with the postage affix.
Pstg Bank Account – The postage bank account used for postage transactions.
WB Permit No – The Window Book permit number associated with the affix.
WB Permit Type – The Window Book permit type.
WB Rate – The Window Book postage rate.
WB Sec Postage Acct – The Window Book secondary postage account.
WB Sub Total Postage – Indicates whether postage is subtotaled within Window Book processing.
On Invoice – Determines whether postage charges associated with the affix are included on customer invoices.
Taxable – Indicates whether the postage affix is subject to tax calculations.
Active – Indicates whether the postage affix is available for use.

Please Note: For details on the Window Book / PostalOne! Integration and related Postage Affix settings, refer to the Knowledge Base article: Window Book / PostalOne! Integration.

Postage Affix (PO Drop) is assigned to Sortation/Postage within the Data/Postage tab of an order or estimate.

When selected, Postage Affix (Affix) is populated on all Work Orders.

Admin → Postage → Postage Est Rates

The Postage Estimate Rates table maintains the postage rates used during the postage estimating process. These rates are commonly used when generating estimates for mailing services and provide a quick method for approximating postage expenses prior to final mail processing.

Postage Estimates Rates are updated in Midnight prior to USPS-scheduled rate increases, helping ensure that postage calculations are based on the most current USPS rates available

The following fields are available:

Rate Description – The name or description of the postage rate.
Postage Rate – The postage amount used when calculating estimated postage costs.
Active – Indicates whether the postage estimate rate is available for use.

Postage Estimates Rates (Postage) are selectable in Sortation/Postage within the Data/Postage tab of an order or estimate.

Admin → Postage → Postage Rate Code

The Postage Rate Codes table maintains the USPS mailing classifications and presort levels used for postage calculations and mail processing. These codes identify the sorting level associated with a mailing, such as 5-Digit, 3-Digit, AADC, and Mixed AADC, and are used to determine the appropriate USPS postage rate during estimation and production.

Admin → Postage → Postage Spoilage

The Postage Spoilage table contains the spoilage classifications used for postage tracking and reporting. These classifications help identify whether spoiled postage can be recovered or must be written off.

Common examples include:

Recoverable
Non-Recoverable

Postage Spoilage is assigned within Postage Inventory Adjustments.

Admin → Postage → Postage Status

The Postage Status table contains the statuses available for postage transactions. These statuses help users track the progress and disposition of postage-related activities.

Each record includes:

Name – The name of the postage status.
Active – Indicates whether the status is available for use.

Postage Status is selectable in Sortation/Postage within the Data/Postage tab of an order or estimate.

When selected, Postage Status is populated on all Work Orders.

Admin → Estimate/Order → Record Resolution

The Record Resolution table contains the actions available when resolving Canadian, Foreign and Unmailables records within the Data/Postage tab within an order.