1. Choose the Right Substrate Type
This is the most common mistake. There are four distinct substrate types, and using the wrong one means the paper will never appear in estimates.
Substrate type | Use for |
Sheet (stock / special-stock) | Commercial print — offset, digital sheetfed, web |
Large-format sheet | Flatbed printers — rigid boards, acrylic, foamex |
Large-format roll | Wide-format roll-fed — vinyl, banner, canvas |
Roll | Commercial web presses (continuous feed) |
A large-format substrate will never appear in a commercial print category (flyers, brochures, etc.) and vice versa. They are completely separate routing paths.
2. Tags Are the Primary Routing Mechanism
Tags are the #1 factor that controls which papers appear in the "Material" dropdown on the estimate page. A paper and a machine must share at least one tag to be connected.
Rules:
● If a paper has tags, it will only appear for machines with overlapping tags
● If a paper has no tags, it acts as a wildcard and matches all machines — this is usually unintentional
● When adding a new paper, always assign the correct tag(s) for the machines it should run on
3. Coat Creates a Routing Category
Every unique coat (surface finish) value creates a separate routing path. Example coats:
Uncoated Silk Gloss Recycled Offset Recycled Silk Recycled Uncoated Recycled |
Best practice: Keep coat values to pure surface finishes (Gloss, Silk, Matte, Uncoated). Never put colour in the coat — "Gloss White" and "Gloss Blue" would create separate routing categories that each need their own machine configuration. Put colour in the name instead.
4. Weight Range on Machines
Machines have minimum and maximum weight limits. A paper outside that range won't route to the machine — even if tags match.
For example:
● Heidelberg XL 75: 30–600 gsm ✅ (wide range)
● Web Offset presses: 30–90 gsm (only lightweight papers)
● Several digital presses have no weight limits set — this means they accept everything, which may not be intentional
When adding a paper: make sure its weight falls within at least one compatible machine's range.
5. Sheet Size Must Match
Commercial papers need a sheet size (SRA3, SRA1, B1, RA1, etc.) that at least one machine supports. If no machine is configured for that sheet size, the paper won't route.
Large-format papers use PS (pre-sized sheet) or PR (print roll) instead of standard codes.
6. Field Rules Can Further Restrict Selection
Field rules are a filter that can hide or restrict substrate options on the estimate page based on other selections the customer makes. For example:
● A field rule could hide certain paper weights when a specific finished size is selected
● A rule could make a paper option required or hidden depending on the product category
● Rules evaluate conditions (like category, quantity, or other field values) and then
show/hide/require fields
Field rules don't change routing — they control what the customer sees in the estimate form. They're configured separately from the substrate itself.
7. Pricing Rules (Post-Calculation Adjustments)
Pricing rules can apply surcharges or discounts after the estimate is calculated, based on conditions like:
● Substrate properties (e.g., charge extra for specialty stocks)
● Order value thresholds
● Customer type
● Quantity ranges
These don't affect which papers appear — they adjust the final price.
8. The Full Checklist for Adding a Substrate
When you add a new paper, verify this list:
Step | What to check |
Type | Is it commercial (stock/special-stock) or large-format? |
Tags | Does it share at least one tag with the target machine(s)? |
Coat | Is the coat a clean surface finish (not colour)? Does the machine have run speeds configured for this coat? |
Weight | Does the weight fall within the target machine's min/max range? |
Sheet size | Does at least one machine support this sheet size? |
Dimensions | Do the width × height fit within the machine's physical limits? |
Price | Commercial papers use price per ton or per 1,000 sheets. Large-format papers use cost per m2. |
Field rules | Are there any field rules on the target category that might hide this paper? |
If any link in this chain is broken, the paper won't appear in estimates.
9. Stock vs Special Stock
The lowest-priced paper → stock (appears as the default material)
Higher-priced alternatives → special-stock (appears as an upgrade option)
Specialty materials (recycled, coloured, NCR) → always special-stock
Quick Diagnostic
If a paper isn't showing up in estimates, check the following list:
1. Tags — most common issue
2. Weight range — machine might not accept that weight
3. Sheet size — no machine configured for it
4. Coat — machine may not have run speeds for that coat
5. Substrate type — large-format paper in a commercial category (or vice versa)