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Enfocus Instant PDF 08, 25u, Box

1. g You can include multiple message recipients Separate their e mail addresses by a comma For example name1 enfocus be name2 enfocus be name3 enfocus be a You can specify the e mail address directly e g john doe enfocus be or a qualified address e g John Doe lt jd enfocus be gt 7 Following the on screen instructions in the Help area configure the PDF Queue to deliver the Certified PDF documents by e mail You have the following options Configure e mail message Edit e mail preferences Configure e mail message You can configure how your e mail messages should look like by default Click the Configure e mail message button and specify the following E Subject This can always be the same fixed text or variable text If you want to use vari able text click the Variable button and select the appropriate variables to compose your subject text with Message You can type standard message body text here or use variables Whether or not to attach the Certified PDF document and the preflight report to the e mail message The maximum file size of attachments and what should happen if this maximum is exceeded Edit e mail preferences Make sure that the host name and port of the SMTP server for your outgoing mail have been specified correctly in the Instant PDF E mail Server Prefer ences See also d Preferences gt E mail Server on page 26 E Preferences gt Personal Information on
2. Enfocus Instant PDF enfocus O 2010 Enfocus NV all rights reserved Enfocus is an EskoArtwork company Certified PDF is a registered trademark of Enfocus NV patent pending Enfocus PitStop Pro Enfocus PitStop Server Enfocus PitStop Connect Enfocus Instant PDF Enfocus Sta tusCheck Enfocus CertifiedPDF net Enfocus Instant Barcode Enfocus PitStop Extreme Enfocus PDF Workflow Suite Enfocus LightSwitch Enfocus FullSwitch Enfocus PowerSwitch Enfocus SwitchCli ent Enfocus SwitchScripter and Enfocus Browser are product names of Enfocus NV Acrobat Distiller InDesign Illustrator Photoshop FrameMaker PDFWriter PageMaker the Adobe logo the Acrobat logo and PostScript are trademarks of Adobe Systems Incorporated Macintosh Mac Mac OS and ColorSync are trade marks of Apple Computer Inc registered in the U S and other countries Windows Windows 2000 Windows XP and Win dows Vista are registered trademarks of Microsoft Corporation PANTONEO Colors displayed here may not match PANTONE identified standards Consult current PAN TONE Color Publications for accurate color PANTONE and other Pantone Inc trademarks are the property of Pantone Inc OPantone Inc 2006 OPI is a trademark of Aldus Corporation Quark QuarkXPress QuarkXTensions XTensions and the XTensions logo among others are trademarks of Quark Inc and all applicable affiliated companies Reg U S Pat amp Tm Off a
3. Enfocus Instant PDF User Guide 15 Starting and Configuring Instant PDF Configuring Instant PDF When you have installed Instant PDF and you start it for the first time you will be prompted to config ure Instant PDF This basically means filling in your personal contact information and your Certified PDF net account information if available To start and configure Instant PDF 1 Do one of the following In Microsoft Windows choose Start gt All Programs gt Enfocus Instant PDF 09 In the Mac 0S choose Applications gt Enfocus gt Enfocus Instant PDF 09 gt Instant PDF The Enfocus Instant PDF Configuration wizard appears 2 Do one of the following Leave the Show again next time check box selected if you wish to check and if neces sary change your personal or CertifiedPDF net information the next time you start Instant PDF Click to clear the Show again next time check box if you don t wish to see the Enfocus Instant PDF Configuration wizard the next time you start Instant PDF 3 Click Next and fill in your personal contact information The information which you provide here will be used later in Instant PDF and in the Certified PDF workflow For example your name and e mail address will automatically be filled in when your create a new PDF Queue Some of the information will be used in the preflight report 4 Click Next and do one of the following 5 If you already are a member of the C
4. Many printers service providers etc are extremely reluctant to make any changes to their customer s documents for fear of having to assume responsi bility if anything goes wrong This includes issues that can be totally unrelated to the small correction applied Responsibility in a Certified PDF workflow The Certified PDF workflow settles responsibility issues by G Providing a detailed log file of all the changes made to a PDF document Keeping track of the PDF editing process i e who applied which change and when 2 Implementing a robust roll back mechanism which if you wish allows you to easily return to a previously saved state a snapshot of your PDF document Offering the possibility to compare any two of these snapshots visually to detect and examine the differences You need Enfocus PitStop Pro to use the roll back mechanism and the visual compare functions However even if you cannot use these functions other persons who view or edit the Certified PDF document later on in the workflow can still make use ofthem to review the changes made a See also Guaranteed Preflighting on page 62 3 Document Consistency on page 64 Viewing the Edit Log File on page 71 66 Chapter 5 Working with Certified PDF documents The Certified PDF Workflow Explained Principles of a Certified PDF Workflow The Certified PDF workflow is based on the follow ing principles Guaranteed pre
5. PDF Queue to be integrated into QuarkXPress You will then be able to save your QuarkXPress file as a Certified PDF document using that PDF Queue If you set up a PDF Queue for use with QuarkXPress you will have the choice You can use QuarkXPress Print Output Styles or PDF Output Styles in your Enfocus PDF Queue You may want to do this if you use very specific settings in your PDF workflow Of course creating QuarkXPress Print Output Styles or PDF Output Styles requires a certain level of technical expertise because you have to understand the meaning and impact of all the options you select Therefore it will typi cally be the PDF document receiver e g a printer or publisher who will create Print Output Styles or PDF Output Styles and distribute them to the PDF document creators 3 You can automatically derive the PDF settings from the Preflight Profile which you use in your PDF Queue in which case you just need to Set Up a PDF Queue for QuarkXPress 7 or 8 If you wish to use QuarkXPress Print Output Styles or PDF Output Styles you need to proceed as follows 1 Export QuarkXPress PDF Output Styles to a File or 2 Export QuarkXPress Print Output Styles to a File Export QuarkXPress PDF Output Styles to a File You can use QuarkXPress PDF Output Styles in an Enfocus PDF Queue if you select Direct PDF Export as your preferred PDF creation method You configure these PDF Output Styles in QuarkXPress export them to a
6. PDF documents from within Adobe InDesign in a single user friendly step To create a Certified PDF document in Adobe InDe sign 1 Open your output ready Adobe InDesign doc ument 2 Choose File gt Save as Certified PDF 3 Select a PDF Queue from the list of Enfocus PDF Queues in the Enfocus Instant PDF dialog box y A description of the PDF Queue appears in the Print Settings tab Click the PDF Queue Over view tab for an overview of the settings in the PDF Queue 4 Specify the page range you want to print in the Pages box Observe the tips in the Help area 5 Click OK A new job is started in Instant PDF for your Adobe InDesign document Depending on the PDF Queue settings the document may be saved as a Certified PDF document straight away or you may need to take certain actions first such as entering a file name or reviewing the preflighted document Enfocus Instant PDF User Guide 37 Creating a Certified PDF Document in Adobe Illustrator 53 CS4 or CS5 What You Need to Do First Before you can begin using one step Certified PDF creation in Adobe Illustrator you need to configure a PDF Queue for use with Adobe Illustrator See 7 Creating and Editing PDF Queues gt Adobe Illustrator CS3 CS4 or CS5 on page 102 Preferences gt Applications on page 26 Saving an Adobe Illustrator Document as a Certi fied PDF Document Instant PDF adds a menu item to your Adobe Illus trat
7. fied PDF net Publishes to the same Speci fication on CertifiedPDF net You may wish to change some of the properties of the duplicated PDF Queue If so select the PDF Queue and click the Edit button See also Editing an Enfocus PDF Queue on page 87 2 Creating a New Enfocus PDF Queue on page 86 Deleting a PDF Queue Removing a PDF Queue from the List of PDF Queues If you delete a PDF Queue you will remove it from your list of PDF Queues which you can see in the main Instant PDF window It will also be physically removed from your computer s hard disk If you delete a PDF Queue which originates from CertifiedPDF net you will be asked whether you want to unsubscribe from the corresponding Speci fication on CertifiedPDF net To delete a PDF Queue 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select the PDF Queue in the list which you want to delete 3 Choose PDF Queue gt Delete You will be prompted to confirm whether you want to delete the PDF Queue If you delete a PDF Queue which originates from a Specification on Certified PDF net to which you have subscribed you will also be asked whether you want to unsubscribe from that Specification 4 If necessary select the option to unsubscribe from the corresponding Specification on Certi fiedPDF net You will no longer be notified of updates to the Specification 5 Click Yes to confirm See
8. page 19 i Using Variables When Configuring PDF Queues on page 89 FTP on page 113 FTP Delivering Certified PDF Documents by FTP Instead of delivering Certified PDF documents by e mail you can also send them by FTP FTP stands for File Transfer Protocol Sending files by FTP is similar to copying files to a folder on a different network drive You transfer files from one server to another The difference is that the server of the recipient is not a regular file server but an FTP server This means the following An FTP server has a typical name which can be an Internet Protocol IP address or a Uniform Resource Locator URL for example 168 192 2 1 or ftp enfocus com respectively You may need a user name and password to access the FTP server The main benefit of using FTP instead of e mail is that you do not burden your e mail server There fore using FTP is a better option if the file size of your PDF documents can be large or if you or the PDF creators will be sending many PDF documents To configure a PDF Queue to deliver Certified PDF documents by FTP 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the FTP category If one or more 1 s
9. preferences 26 sorting PDF Queues in the list 123 source file references in a Certified PDF document 65 specification on CertifiedPDF net defined 128 standard Enfocus PDF Queue Editor 110 starting a Certified PDF workflow 69 a Certified PDF workflow for a PDF document 68 Instant PDF 15 status button in Adobe Acrobat 68 Certified PDF of a document 70 CertifiedPDF net of a PDF Queue 129 configuration of a PDF Queue 87 document of Certified PDF files 68 70 Preflight Profile of Certified PDF documents 70 stopping jobs 79 subscribing becoming member of the CertifiedPDF net community 128 to a PDF Queue based specification on CertifiedPDF net 136 summary of the PDF Queue properties 115 support getting Enfocus 17 synchronizing a PDF Queue by reimporting 120 synchronizing PDF Queues from CertifiedPDF net Queue to local PDF Queue 130 properties locked in the CertifiedPDF net Queue 132 properties locked in the local PDF Queue 132 properties not locked 132 specifying the frequency 22 system information in Certified PDF documents 67 system requirements 14 U unable to verify with CertifiedPDF net CertifiedPDF net status of a PDF Queue 129 unit of measurement selecting a default 21 unlocking collection of PDF Queue properties 94 properties of a PDF Queue 93 up to date with CertifiedPDF net CertifiedPDF net status of a PDF Queue 129 updates checking for 20 u
10. A O Option B A Property 2 Local PDF Queue a Property 1 O Option A Option B a Property 2 Synchronized local PDF Queue Synchronizing your local PDF Queue with the CertifiedPDF net Queue superimposing their properties 132 Chapter 9 Using and Managing CertifiedPDF net PDF Queues Properties not locked not in your local PDF Queue and not in the CertifiedPDF net Queue All properties which were changed from A to B in the new version v2 of the CertifiedPDF net Queue will be set to B accordingly in your local PDF Queue So If you changed properties in your local PDF Queue to C before the synchronization and did not lock them they will be set to B again after the synchronization Properties which you changed to C in your local PDF Queue but which were not changed in the CertifiedPDF net Queue v2 will be retained they will still be C after the synchro nization Properties locked in the CertifiedPDF net Queue Properties which were locked in the Certified PDF net Queue always win This means that it does not matter whether the properties of your local PDF Queue were changed or had been locked with a local password If you synchronize your local PDF Queue the properties will always be overridden with the corresponding locked properties of the CertifiedPDF net Queue Properties locked in the local PDF Queue You may download and install a CertifiedPDF net Queue in Instant PDF and then change and lock
11. Guide explains the main Instant PDF concepts and provides you with step by step instructions on how to work with Instant PDF Moreover you learn about other Enfo cus core technologies that are integrated into Instant PDF such as Preflight Profiles Action Lists and Certified PDF All the information in the Instant PDF User Guide is also available as online Help To access the Instant PDF User Guide In the main window of Instant PDF choose Help gt Documentation gt User Guide PDF The User Guide will be opened in Adobe Acrobat or Adobe Reader In Mac 0S X it can also be opened in Preview or any other application that is associated with PDF See also Preferences gt Help Location on page 25 Related Documentation You can find related documentation in the Resources section on CertifiedPDF net 1 Go to www certifiedPDF net 2 Click Resources gt Help Using the Instant PDF Help Set Accessing the Instant PDF Help You can access the Instant PDF Help in the following ways From within Instant PDF a From the preflight report To access the Instant PDF Help from within Instant PDF Do one of the following In the main window of Instant PDF choose Help gt Documentation gt Instant PDF Help HTML Click the Help button in the Help area one of the Instant PDF windows To access the Instant PDF Help from the preflight report Click the question mark preceding the error
12. In this chapter 2 Creating a New Enfocus PDF Queue 86 Editing an Enfocus PDF Queue 87 E Using Variables When Configuring PDF Queues 89 PDF Queue Properties 90 Information 91 Author 92 2 Color Management 9 Locking 93 File Name 95 PostScript to PDF 96 x Output Options 97 QuarkXPress 7 0r8 98 Adobe InDesign S3 CS4 or S5 100 Adobe Illustrator CS3 CS4 or CS5 102 Virtual Printer 103 MacOSX 105 i Existing File 105 Correction 106 E Preflight 108 E Review 109 Save 110 E mail 112 FTP 113 Enfocus PowerSwitch 114 Summary 115 86 Chapter 7 Creating and Editing PDF Queues Creating a New Enfocus PDF 6 Click OK when done Queue See also Ways to Create an Enfocus PDF Queue You can create an Enfocus PDF Queue in various ways Creating a New PDF Queue Yourself Importing a PDF Queue on page 120 Duplicating a PDF Queue on page 122 Subscribing to a PDF Queue based Specifica tion on CertifiedPDF net on page 136 Creating a New PDF Queue Yourself Creating a new PDF Queue implies that you config ure each and every property of the PDF Queue You may wish to do this for example if you want to create a completely new PDF Queue and publish this PDF Queue on CertifiedPDF net To create a new PDF Queue yourself 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Click the New button or choose
13. Maybe you do not only want to save your Certified PDF document and send it to a recipient using e mail or FTP you also want to do something else with it For example you may want to print the PDF document automatically as soon as it has been saved If so proceed as follows 1 Select Open in application 2 Click the Browse button and select the pro gram file of the application in which you wish to open the Certified PDF document You may also want to use variables to specify the path to this folder If so click Variables and use the appropriate variables See also x Using Variables When Configuring PDF Queues on page 89 Using the Enfocus PDF Queue Editor Advanced and Standard Editing Modes on page 87 File Name on page 95 12 Chapter 7 Creating and Editing PDF Queues E mail Delivering Certified PDF Documents by E mail You can configure the PDF Queue to send the Certi fied PDF documents by e mail to one or more recipients Proceed as follows 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the E mail category 9 cked see Locking on page 93 Select the option Deliver by e mail 6 Type the e mail address of the message recip ient
14. PDF Queue gt New 3 Select Create your own PDF Queue and click OK You have now accessed the Enfocus PDF Queue Edi tor 4 Do one of the following To check or change the main properties of the PDF Queue click the Standard button To check or change any of the properties of the PDF Queue click the Advanced button 5 Select and change the properties of your choice Editing an Enfocus PDF Queue on page 87 PDF Queue Properties on page 90 Checking the Configuration Status of a PDF Queue Valid Partially Valid or Invalid on page 87 Editing an Enfocus PDF Queue Checking the Configuration Status of a PDF Queue Valid Partially Valid or Invalid The configuration status of an Enfocus PDF Queue indicates whether or not all the properties of a PDF Queue have been configured correctly The configu ration status of a PDF Queue can be a Valid PDF Queue E Partially Valid PDF Queue gt Invalid PDF Queue Valid PDF Queue An Enfocus PDF Queue is valid if at least the follow ing key properties have been configured correctly or specified The PDF Queue should have a name At least one PDF creation method has to be selected A Preflight Profile has to be assigned to the PDF Queue At least one delivery method has to be config ured correctly Partially Valid PDF Queue An Enfocus PDF Queue is partially valid if one of the non key properties has been configured incorrectly You
15. See also Document Consistency on page 64 Responsibility on page 65 The Certified PDF Workflow Explained on page 66 64 Chapter 5 Working with Certified PDF documents Document Consistency PDF editing Issues PDF editing tools such as Enfocus PitStop Pro are very convenient for making intermediate or last minute corrections in PDF documents This saves you both time and money because you do not have to go back to the original application program to re create the PDF document Sometimes it may even be more efficient to make the changes directly in your PDF document Enfocus PitStop Pro for example allows you to make global color changes throughout your PDF document Risks Involved in PDF Editing PDF editing also involves a risk as soon as you edit and save a PDF document you create a version of a document that is different from the original docu ment you made using a word processor or a desk top publishing software These inconsistencies are hard to manage and may introduce problems in archiving or when the document is republished ata later date Conventional PDF editing In a conventional PDF workflow the PDF document goes through the hands of different parties who can each edit it if necessary The original PDF doc ument is replaced by the edited one and there is no efficient means of tracing which changes were made between the different versions of the file or by whom PDF Editing in a Certifie
16. Select Source ICC profiles for the color models of your choice 5 If you want to use different ICC profiles for Target enable the check box and select the Target icc profiles for the color models of your choice 6 Select the CMM Engine you want to use See also x The ICC s Web site www color org i Color Management on page 92 Preferences gt Jobs History Limiting the Number of Jobs in the History List You can limit the number of jobs that will be kept in the History list You can specify The maximum number of jobs that should be kept in the list The maximum number of days a job should be kept in the list To set the preferences for jobs in the History list Choose File gt Preferences gt Jobs History on Win dows or Instant PDF gt Preferences gt Jobs History on Mac OS X and follow the on screen instructions See also Managing Jobs gt Viewing Jobs on page 76 Preferences gt Jobs Location on page 22 Enfocus Instant PDF User Guide 25 Preferences gt Help Location Multivolume Help Set The Instant PDF Help Set consists of the Enfocus Instant PDF Help presenting all the information in the User Guide as online Help topics You can select which version of the Help to use E The Help on your computer E The Help on CertifiedPDF net Choose automatically The Preflight Report Help on CertifiedPDF net J will be updated regularly so it might be recommended to select th
17. This is like paging through a printed book Just above the main title of each topic you will see a hyperlink to the topic above These hyperlinks are called breadcrumbs because they show you where you are in the hierarchy of the Instant PDF Help Clicking the breadcrumb will take you back to the chapter title Creating and Editing Enfocus PDF Queues gt Editing an Enfocus PDF Queue Editing an Enfocus PDF Queue Checking the Configuration Status of a PDF Queue Valid or Invalid The configuration status of an Enfocus PDF Queue indicates whether a PDF Queue is valid or invalid i e whether or not all the properties of a PDF Queue have been configured correctly The configuration status of a PDF Queue can be e Valid Invalid Breadcrumbs above the title of the topic show you where you are in the hierarchy of the Instant PDF Help System Requirements See the Enfocus Web site The system requirements are listed on the Product Info pages on the Enfocus Web site www enfo cus com Installing Instant PDF To install Instant PDF 1 Insert the Enfocus Software DVD into your DVD drive A window displays the contents of the DVD ray In Micro lindows the Installer will start 9 automatically 2 Alternatively download Instant PDF from the Enfocus Web site www enfocus com 3 Double click the appropriate installer icon in the Installers folder 4 Follow the installation instructions on your screen
18. a Certified PDF document because G The document is automatically preflighted with the appropriate Preflight Profile 2 All edits performed in the document after it is certified can be traced which means that the printer eliminates the risk of being held responsible for faulty output Saving an existing PDF document as Certified PDF Instant PDF adds the option Save as Certified PDF to your Adobe Acrobat File menu To create a Certified PDF document in Adobe Acro bat 1 Open the document for which you want to start the Certified PDF workflow in Adobe Acrobat 2 Choose File gt Save as Certified PDF 3 Select a PDF Queue from the list of Enfocus PDF Queues in the Enfocus Instant PDF dialog box A new job is started in Instant PDF Depending on the PDF Queue settings the document may be saved as a Certified PDF document straight away or you may need to take certain actions first such as supplying a file name or reviewing the preflighted document See also Preferences gt Applications on page 26 Creating and Editing PDF Queues gt Virtual Printer on page 103 gt PostScript to PDF on page 96 Enfocus Instant PDF User Guide 39 Creating a Certified PDF Document in Mac 05 X Printing to a Virtual Printer You create a Certified PDF document in Mac OS X by printing to a PDF Queue This PDF Queue is pre sented as a virtual printer so creating a Certified PDF document is like printing to a
19. a Product Key If so you can access the respective purchase order page on our Web site from within your trial version of Instant PDF To buy an Instant PDF Product Key 1 Start Instant PDF 2 Choose Help gt Buy Now 3 Follow the instructions on our Web site Registering Instant PDF Registering Instant PDF means that you provide us at Enfocus Software with user and product infor mation to indicate that you have purchased Instant PDF To register Instant PDF you need a Product Key You receive this Product Key when you purchase Instant PDF To qualify for product upgrades and free tech nical support you must register Instant PDF You can register online To register Instant PDF online 1 Start Instant PDF Choose Help gt Support gt Register Online 2 3 Fill out the online registration form 4 Click Register now See also Getting Support on page 17 Enfocus Instant PDF User Guide 17 Getting Support Providing Support Information When you work with registered Enfocus products you are entitled to free technical support When contacting the Enfocus Customer Support Depart ment it is important that you can provide our sup port engineers with the necessary information about the configuration of your computer system and the Enfocus product s you are using To this end we have included this support information in the dialog box about Instant PDF which you find in the Help menu You can easily co
20. be able to save your Adobe Illustrator file as a Certified PDF document using that PDF Queue If you set up a PDF Queue for use with Adobe Illus trator CS3 CS4 or CS5 you will have the choice You can use Adobe Illustrator PDF presets in your Enfocus PDF Queue in which case you need to Create and Save an Adobe Illustrator PDF Preset in a Separate File first You may want to do this if you use very specific settings in your PDF workflow Of course creating presets requires a certain level of technical expertise because you have to understand the meaning and impact of all the options you select Therefore it will typically be the PDF document receiver e g a printer or publisher who will create presets and distribute them to the PDF document creators You can automatically derive the PDF settings from the Preflight Profile which you use in your PDF Queue in which case you just need to Set Up a PDF Queue for Adobe Illustrator CS3 CS4 or CS5 Create and Save an Adobe Illustrator PDF Preset in a Separate File When you print your original source documents or create a PDF file you always use a number of print or PDF related settings to get the desired output You can save or export these settings as a file for future use You may want to do this to make them available to your service providers clients or PDF document creators but also to use them in your Enfocus PDF Queue The PDF related settings are called presets i
21. chronizing because a new version of this PDF Queue has been published in a Specification on Certified PDF net See Synchronizing a PDF Queue with Certified PDF net on page 130 Unable to verify status for synchronizing with CertifiedPDF net The status of the PDF Queue in Instant PDF cannot be verified with the corresponding PDF Queue on CertifiedPDF net because there is no connection between Instant PDF and the CertifiedPDF net Web site Possible causes are Your computer cannot connect to the Internet Enfocus Instant PDF User Guide 129 B You cannot log on to CertifiedPDF net Maybe you are not a registered member of the Certi fiedPDF net community yet or the e mail address or password specified in the Instant PDF Preferences is incorrect See also What is CertifiedPDF net gt CertifiedPDF net Community on page 128 E Preferences gt CertifiedPDF net Membership on page 21 Not synchronizing with CertifiedPDF net The PDF Queue you have in Instant PDF is not com pared with a corresponding PDF Queue on Certified PDF net to check whether it needs synchronizing Possible causes are x The PDF Queue does not originate from Certi fiedPDF net The PDF Queue may have been imported into Instant PDF but not yet published on CertifiedPDF net You can synchronize this PDF Queue by reimporting it into Instant PDF 3 The PDF Queue was originally downloaded from CertifiedPDF net and installe
22. commonly used tasks Button Usage Click the PDF Queues button to see the PDF Ss Queue list See Viewing PDF Queues on page 33 PDF Queues o Click the Jobs button to see the Jobs lists ay Click the Pause button to interrupt the processing of a job temporarily iv a 3 See Pausing and Resuming a Job on page 80 Pause pora Click the Resume button to resume the processing of a paused job Q as See Pausing and Resuming a Job on page 80 Resume a Click the Cancel button to stop processing the job permanently The canceled job will move to x the History list Cancel See Canceling a Job on page 79 The Job List You find the Job list at the left hand side of the main Instant PDF window The Job list is split into two separate lists The Jobs in Progress list contains the jobs which are currently being processed and jobs which have been paused You can click a job in this list to see its progress The History list contains the finished jobs and jobs which have been canceled You can click a job in this list to see whether it has been completed successfully or not failed Enfocus Instant PDF User Guide 77 The Job Information Area You find the Job information area to the right of the Job list This is where you can see details on the selected Job These can include Basic information about the job such as its name The job s current step
23. differences between devices you can use ICC International Color Consortium profiles whenever color conver sions are made during preflight and correction An ICC profile is a mathematical description of the color space used by a specific device All objects in your PDF documents i e text graphics and images can be associated or tagged with an ICC profile for a given color space Grayscale RGB or CMYK You can select an ICC profile for each color space in the Instant PDF preferences If you want to make separate settings for Images and other objects select the Use other settings for images than for objects The pane underneath will then show two tabs one for images and one for other objects However you may also be using Preflight Profiles or Action Lists in which ICC profiles have been speci fied too In that case the ICC profiles in the respec tive Preflight Profiles or Action Lists will take prece dence over those which you selected in the Instant PDF preferences To set the color management preferences 1 Choose File gt Preferences gt Jobs Color Man agement on Windows or Instant PDF gt Pref erences gt Jobs Color Management on Mac 0S X 2 If you want to make separate settings for Images and other objects select the Use other settings for images than for objects The pane underneath will then show two tabs one for images and one for other objects Click the Enable Color Management check box 4
24. gt Units 21 Preferences gt CertifiedPDF net Membership oooccoccnconcncononcnconcnnononcanoncononcnnos 21 Preferences gt CertifiedPDF net Synchronize 2essssssnsnensnsnensnnnenenennnnnennnnnnn 22 Preferences gt Jobs Location sanken 22 Preferences gt Jobs Processing siieccssetescccseceescesceedvastieeesccucedesseeaesserecessvsinns eave 23 Preferences gt Jobs Color Management ococccncncncncncncncncnconncncncncnanoncnnnanancnnnnnos 24 Preferences gt Jobs HiStOry ccessecssessecsssecsscececesssscssecenseaesecsscessecesseceaseess 25 Preferences gt Help Location 0 cccosrcrsesvcccestececssnesssnsasseasacuscsasccasinesasasascoa 25 Preferences gt Applications susanne ie 26 Preferences gt Esmail SAVET en nenn ia 26 Chapter 2 Chapter 3 Chapter 4 Creating Certified PDF Documents sscscscsscscsccscscscsccscscscsscscscecsscsssees 29 Understanding the PDF Creation PrOCESS ocoococccnncnconcncnnnncnnoncononcnroncncnnnnnonono 30 Creating PDF Documents the Conventional Way Trial and ErrOF occococncnon 30 Creating PDF Documents the Enfocus Way the One Step Process to an Output Ready POFRE essan siase E atncagar weds boosauaatn nsgameuaebaeisaeasamenapanieisececamensets 32 What Is an Enfocus PDF Queue ccccncecececocsecstcnsssdcacesaetdagwesdatneesscadesselstsasas 33 Viewing PDF QUeues nennen 33 Creating a Certified PDF Document in QuarkXPress 7 OF 8 ooco
25. in a booklet the larger the shift of the area of the inner pages will be To compensate for this creep you can integrate an Action List in your PDF Queue This Action List can do the following Shift the printed area of the left hand even numbered pages 5 mm to the right closer to the binding Shift the printed area of the right hand odd numbered pages 5 mm to the left closer to the binding Leave the first page unchanged e g because this page is not numbered Enfocus Instant PDF User Guide 55 The examples are the following Compensate for Creep Add Printer Marks Creep moves the printed area of the inner pages outwards which may cause page numbers near the outer edges of the pages to be trimmed off Changing the page layout move the printed area of the inner pages B and C towards the binding to compensate for creep but leave the first page A unchanged 56 Chapter 4 Using Action Lists Add Printer Marks Suppose you want to create PDF documents which have printer marks such as Trim marks Registration marks Color control strips Some professional authoring DTP or publishing software programs enable you to print your docu ments with printer marks Others however don t Or sometimes you receive PDF documents which have been generated without any trim marks reg istration marks or color control strips In situations like these y
26. in the workflow Any actions you need to take See also Reviewing a PDF Document on page 82 The Help Area You find the Help area at the bottom of the main Instant PDF window The Help area gives you brief specific instructions or background information about the buttons or options where you rest the mouse pointer on You can access the corresponding Help topic for more information by clicking the Help button 7 See also The Instant PDF Documentation Set on page 12 78 Chapter 6 Managing Jobs Job Processing Explained Processing Steps A processing step indicates the current stage of the PDF creation process When a job is being processed you can see its progress in the Job Information area Ifthe PDF Queue for that particular job is known you can also see the job s current processing step and the total number of steps For example the Job Information area might dis play Step 2 of 4 Preflighting Steps Requiring an Action Most jobs do not require any further actions on your part jobs you submit are automatically pro cessed by Instant PDF However certain PDF Queues may require you to perform one or more actions before the job can fin ish For example you may have to specify a file name for the resulting PDF document indicate which PDF Queue needs to be used or review the PDF document In this case the Job Information area displays the instructions you need for c
27. is a util ity that enables your applications e g authoring or graphic design programs to control the printer Basically a printer driver is necessary to transfer the data from your applications to the printer correctly AdobePS is an example of a PostScript printer driver PostScript Printer Description PPD Files A PostScript printer does not only have a printer driver but also a PostScript Printer Description file abbreviated as PPD A PPD describes the features which are specific to your PostScript printer and makes these features accessible in your native application Examples of these features are fonts paper sizes resolution color and finishing options such as stapling and sorting For example if you have a high volume laser printer which can print pages double sided to a mailbox and staple these sets you will be able to select these options when you print a file The PPD will present these options in a graphical user inter face PostScript printers use PPD files to determine how to print your document If you do not use the cor rect PPD file when you print your document might not print correctly or not all of the printer s features will be available when you print In Microsoft Windows a PostScript printer driver is always linked to a PPD On the Macintosh you can use different PPDs with the same printer driver Acrobat Distiller Adist5 ppd is an example of a PPD You can find this PPD on the Adobe We
28. list of all the editing sessions that your Certified PDF doc ument has run through A session comprises all the changes that were made between two saves of the document The Sessions List The chronological list of sessions contains the fol lowing information The Certified PDF product that stamped the session The person or company responsible for the session i The end date and time of the session To view the list of editing sessions 1 Open the PDF document in Adobe Acrobat 2 Click the Status button or depend ing on the status of the document on the File toolbar The Enfocus Certified PDF Status dialog box appears 3 Click the Sessions tab The Sessions list appears displaying the document history Chapter 6 Chapter 6 Managing Jobs About This Chapter This chapter explains how you can control the PDF creation process in Instant PDF using the jobs Instant PDF organizes the documents you submit to it in a Job List and it is by managing the jobs in this list that you can exert even more control over the creation process Enfocus Instant PDF User Guide 75 Topics In this chapter 2 What is a Job 76 Viewing Jobs 76 E Job Processing Explained 78 i Creating a New Job 78 Canceling a Job 79 Pausing and Resuming a Job 80 Deleting aJob 80 Saving PDF Files and or Jobs 81 E Reviewing a PDF Document 82 76 Chapter 6 Managing Jobs What is a Job Visualizi
29. main difference is however that you will not have a regular PDF document but a preflighted and output ready Certified PDF document See also PostScript to PDF on page 96 Understanding the PDF Creation Process on page 30 Correction Correcting PDF Documents Using Action Lists When the PDF document has been created using a PDF Queue its technical quality can be assured in the following stages of the process 1 Correction 2 Preflighting 3 Review visually inspecting the PDF document in Adobe Acrobat Adobe Reader or in any application of your choice The first of these quality assurance stages correc tion can be done automatically by one or more Enfocus Action Lists An Action List is a series of Enfocus actions grouped together as a single com mand to carry out corrective tasks automatically in a PDF document This stage is optional you can assign one or more Action Lists to a PDF Queue if you wish but you are not obliged to do so You cannot create Action Lists in Instant PDF you need Enfocus PitStop Pro to do this but you can include them in your workflow by assigning them to a PDF Queue To add one or more Action Lists to a PDF Queue 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If
30. of the Naviga tion frame 2 Click the first letter of the keyword you are searching for The corresponding keywords appear in the Naviga tion frame 3 Click the index entry of your choice to view the corresponding Help topic Finding a Help topic by searching for keywords You can use the Search function of the Instant PDF Help to find all topics that contain specific words This is like you would use a search engine to find a Web page on the Internet Proceed as follows 1 Click the Search tab at the top of the Naviga tion frame 2 In the Search box type the word s you expect to see in the Help topics you are looking for Observe the following tips You can search for multiple words Just type them in the Search box separated by spaces For example if you want to find information about synchronizing a PDF Queue just type synchronize and queue Enfocus Instant PDF User Guide 13 Avoid special characters and punctuation marks For example do not type synchro nize queue but just synchronize queue The result of your search will always be topics which contain the words exactly as you typed them in the Search box So if you can t see the relevant topic in the list of found topics try again and use an alternative spelling or the singular or plural form Examples Search for not synchronize synchronise e mail email QuarkXPress Quark Xpress 3 Select the Help volum
31. of the Preflight Report which contains far more information and links to the Preflight Report Help It is recommended to use this version if you have the ability to view the report as a PDF document You can use the text version if you only have StatusCheck installed Viewing the Preflight Report To view the text version of the Preflight Report for a Certified PDF document 1 Open the Certified PDF document in Adobe Acrobat 2 Click the Status button or depending on the status of the document on the File toolbar The Enfocus Certified PDF Status dialog box appears 3 Click the Preflight Report tab See also Guaranteed Preflighting on page 62 Preflight Report on page 47 Enfocus Instant PDF User Guide 71 Viewing the Edit Log File All Edits Are Logged The Certified PDF mechanism in Instant PDF keeps a record of every editing session of a Certified PDF document Thus all the changes made to the PDF document are logged chronologically in the PDF document Logging Methods The changes can be logged in two different ways depending on the tool they were made with E If you edit your PDF document with any of the Enfocus Certified PDF compliant plug ins such as Enfocus PitStop Pro the changes are immediately saved in the Edit Log The Edit Log will contain a detailed entry for each of the changes If you edit your PDF document with non compliant third party PDF editing tools Instant PDF wil
32. of the following chap ters Chapter Contents potential problems according to the selected Preflight Profile General File Infor information about the current PDF mation document such as title author profile used data format etc Certified PDF Work information about when the Certified flow Information PDF workflow was started the Preflight Profile that was used to preflight the PDF document and whether the Preflight Profile of the PDF Queue was identical to the Preflight Profile of the Certified PDF document if any Errors amp Warnings Font Information all fonts used in the PDF document along with their attributes type of font embedded or subset etc all color spaces RGB CMYK etc used in the PDF document with additional information where required Color Information 48 Chapter 3 Preflighting PDF documents Chapter Contents Image Information all images in the PDF document along with additional information e g physical and effective resolu tion page angle custom color func tions etc OPI Information OPI usage in the PDF document Using the Preflight Report Hyperlinked Symbols The preflight report lists all the properties in the checked PDF document that deviate from the set tings in the Preflight Profile Of course it s nice to be informed about potential problems but you can do more with the preflight report you can actua
33. service provider or any other supplier of PDF documents The EPQ file of the exported PDF Queue will also contain all relevant files which are used by the PDF Queue such as a Preflight Profile and Action Lists if any If you export the PDF Queue to be used by other people it may be recommended to secure some of the properties of the PDF Queue with a password rs You can also distribute your PDF Queue and 9 make it available to other Instant PDF users by publishing it to a Specification on Certi fiedPDF net To export a PDF Queue 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select the PDF Queue in the list which you want to export Choose PDF Queue gt Export 4 Specify the PDF Queue s file name and the folder where you want to save the PDF Queue 5 Click Save See also Creating and Editing PDF Queues gt Locking on page 93 E Importing a PDF Queue on page 120 Uploading and Publishing a PDF Queue on CertifiedPDF net on page 133 122 Chapter 8 Managing PDF Queues Duplicating a PDF Queue Creating a New PDF Queue Based on an Existing One You can duplicate an Enfocus PDF Queue if you quickly want to create a new queue based on an existing one You can thus create multiple similar PDF Queues This may be handy for example if you want to publish the same source document across various media such as the Web CD ROM and an
34. set up or configure a PDF Queue there will be instances where you will have to enter data This data may vary e g the date and or time when the PDF document is created Instead of typing this information in a given text box you can use variables to provide the required information The text of the variable will then be filled in automatically at the appropriate time e g when the PDF file is created or saved You can use the following variables in the following already be available and known in Instant PDF e g your user name or company name situations Variable Meaning Example Usage User Company The name of the registered Enfocus To compose the file name of the company of Instant PDF Equals generated PDF document lt Trial gt if Instant PDF is not See PDF Queue Properties registered and lt Empty gt if the gt File Name on page 95 company has not been filled in in the registration information Current Document Name The name of the original source Document document User Name The name of the registered user John Doe of Instant PDF Equals lt Trial gt if Instant PDF is not registered Time The current time 09_50_29 meaning 9 50 a m 29 seconds files folder for the current user Local Settings Temp Program Files The full path to the programs folder for the current user C Program Files System Disk The full name of the Sys
35. should see the Stan dard button If not click the Advanced but ton 4 Click the PostScript to PDF category Select the option Allow PostScript to PDF con version 6 Configure the PDF Queue for PostScript to PDF conversion following the on screen instruc tions in the Help area locked Locking on page 93 Using an Adobe PDF Settings File joboptions Adobe PDF Settings are commonly known as Acro bat Distiller Job Options Both are the same the collection of settings which Acrobat Distiller is using to convert PostScript files to PDF They are now called Adobe PDF Settings in Acrobat Distiller 8 and 9 but were called Job Options in previous versions Using an Adobe PDF Settings File joboptions in your PDF Queue is like you would use Acrobat Dis tiller It is important to check these settings care fully because they will ultimately define the qual ity of your PDF documents You can check Adobe PDF Settings in Acrobat Distiller Deriving the Acrobat Distiller PDF Settings from the Preflight Profile Your PDF Queue will always use a Preflight Profile to preflight the PDF documents check a number of properties in the PDF document and fix potential problems if any As such the Preflight Profile is the key determinant of the quality of your PDF docu ment Therefore you may want to derive the Acro bat Distiller PDF settings from the Preflight Profile This means that certain checked properties in
36. the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the Existing File category 5 Select the required options following the on screen instructions in the Help area f one or more properties in this category is 4 locked see Locking on page 93 Importing Existing PDF Files Maybe you already have PDF files or you receive PDF files from elsewhere which you have to convert to output ready Certified PDF files And you cannot or don t want to open the source files of these PDF documents and re create them using a PDF Queue In cases like these you can allow existing PDF files to be imported into a PDF Queue The PDF Queue will at least perform a preflight check of the PDF document using a Preflight Profile and fix errors if any The PDF Queue may also 1 Correct any errors in the PDF document using one or more Action Lists or active fixes in the Preflight Profile 2 Present the PDF document for review before delivering it as a Certified PDF document 106 Chapter 7 Creating and Editing PDF Queues Importing Existing PostScript Files If you allow importing existing PostScript files into a PDF Queue you will be using Instant PDF in a simi lar way as Acrobat Distiller 1 You import or open a PostScript file in Instant PDF 2 You convert the PostScript file to a Certified PDF file The
37. the Preflight Profile will be detected and will be set correspondingly in the Acrobat Distiller PDF settings Example Deriving the Downsampling Settings from a Preflight Profile Suppose you want the maximum resolution of the images in your PDF document to be 300 dots per inch dpi You can then use a Preflight Profile in your PDF Queue which will do the following 1 Check the resolution of the images in your PDF documents 2 Downsample the images to 300 dpi if their original resolution was higher This setting can automatically be derived from the Preflight Profile and specified accordingly in the Acrobat Distiller PDF settings pe erg pe Checked property in a Preflight Profile Monochrome Images Sampling Bicubic Downsampling to 300 pixels per inch for images above 300 pixels per inch Derived corresponding setting in Acrobat Distiller See also Creating Certified PDF Documents gt Under standing the PDF Creation Process on page 30 QuarkXPress 7 or 8 on page 98 Adobe InDesign CS3 CS4 or CS5 on page 100 Adobe Illustrator CS3 CS4 or CS5 on page 102 Virtual Printer on page 103 Enfocus Instant PDF User Guide 97 Output Options Deriving PDF settings from a Preflight Profile You can set up a PDF Queue for Adobe InDesign S3 CS4 or CS5 Adobe Illustrator CS3 CS4 or CS5 or QuarkXPress 7 or 8 and select the option to let the PDF Queue derive the PDF settings fro
38. the PDF Queues button to see the list of PDF Queues 2 Choose PDF Queue gt Import 3 Select the PDF Queue to import The file name of a PDF Queue has the extension epa 4 Click Open 5 Select one of the following options and click OK Install as a new PDF Queue Synchronize an installed PDF Queue and select the PDF Queue to synchronize Both PDF Queues will be merged The PDF Queue is imported and added to the list of PDF Queues You can also import a PDF Queue by double clicking the PDF Queue file EPQ in Windows Explorer or the Finder in Mac 0S 6 If you installed the imported PDF Queue as a new PDF Queue you can check and if neces sary change the properties of the PDF Queue If so click Yes to open the Enfocus PDF Queue Editor See also Editing an Enfocus PDF Queue on page 87 a Exporting a PDF Queue on page 121 Sorting PDF Queues in the PDF Queues List on page 123 Checking the CertifiedPDF net Status of Your PDF Queue in Instant PDF on page 129 Enfocus Instant PDF User Guide 121 Exporting a PDF Queue Saving a PDF Queue As a Separate EPQ File Exporting a PDF Queue means that you save the PDF Queue as a separate file The file name of a PDF Queue will get the extension EPQ You may wish to do this for a number of different reasons For example e To create a backup copy of the PDF Queue To share the PDF Queue with other users for example a
39. to access the Instant PDF Prefer ences 1 In the Instant PDF window choose File gt Preferences on Windows or Instant PDF gt Preferences on Mac OS X 2 Click the categories of your choice and fill in the respective preferences 2 Preferences gt Personal Information Preferences gt Language Preferences gt Messages Preferences gt Updates Preferences gt Units Preferences gt CertifiedPDF net Membership gt Preferences gt CertifiedPDF net Synchronize Preferences gt Jobs Location 2 Preferences gt Jobs Processing 7 Preferences gt Jobs Color Management Preferences gt Jobs History S Preferences gt Help Location e Preferences gt Applications s Preferences gt E mail Server Preferences gt Personal Information Name and Contact Details The personal information includes your name and company contact details together with a message if any It is important that you provide as much personal information as possible because this information will also be stored in the Certified PDF documents which you will be creating Thus the recipients of your PDF documents will be able to contact you if they have any questions To specify your personal information in the pref erences Choose File gt Preferences gt Personal Information on Windows or Instant PDF gt Preferences gt Per sonal Information on Mac 0S X and fill out the form Enfocus Instant PDF User Guide 19 P
40. to one of the PDF Queues The name of the virtual printer which has been created for the PDF Queue If you wish you can give the PDF Queue a name which is more meaningful for you and or the peo ple who will be using the PDF Queue If you use a PDF Queue from CertifiedPDF net 9 you may not want to change the name of the PDF Queue If you do wish to change the name of this PDF Queue make sure that you and the people who will be using this PDF Queue can still know that this is a PDF Queue from CertifiedPDF net It may be an idea to mention the original name of the CertifiedPDF net Queue in the description of the PDF Queue Enfocus Instant PDF User Guide 91 Description The description of the PDF Queue can be any infor mation which you want to share with those who will be using the PDF Queue You will also see this description when you select the PDF Queue in the list in the main Instant PDF window Minimum Instant PDF version to use this queue in With this option you can set the minimum version number of Instant PDF in which this PDF Queue may be used Ifthe PDF Queue contains settings that are not supported by that version because it was cre ated in a newer version the PDF Queue cannot be read regardless of this setting For version 08 this should be entered as 08 or 08 update 1 y You can find the build number on the Support Info tab of the Enfocus Instant PDF About panel 92 Chapter 7 Cr
41. using in combination with Instant PDF 26 author of a PDF Queue editing 92 140 Index automating tasks running Action Lists automatically 57 using hot folders 57 B buying Instant PDF 17 C canceling jobs 79 categories preferences 18 properties in the PDF Queue Editor 90 Certified PDF converting non Certified PDF documents 38 creating by printing to a virtual printer 40 41 creating from PostScript and PDF files 40 creating from PostScript or PDF files 40 creating in Adobe Acrobat 8 or 9 38 creating in Adobe Illustrator CS3 CS4 or CS5 37 creating in Adobe InDesign CS3 CS4 or CS5 36 creating in QuarkXPress 7 or 8 35 defined 62 67 metadata 67 Preflight Profile status 70 profile statuses 70 Certified PDF workflow defined 62 document consistency 64 explained 66 incremental saves 66 PDF editing 64 preflighting in a 62 principles 66 responsibility in a 65 starting a for a document 68 Certified PDF checking the status of a document 70 defined 62 document status 68 70 user identification 67 CertifiedPDF net becoming member of the community 128 checking the status of a PDF Queue 129 defined 128 preferences becoming member 21 specification defined 128 certifying existing PDF documents 40 PostScript and PDF documents 40 changes action type in Action List 53 checking Certified PDF status of a document 70 configuration status of a PDF Queue 87 checks action type in A
42. will be able to create and deliver Certified PDF documents if you use one PDF creation method but not if you use another For example you may have configured the proper ties for Adobe InDesign integration and selected the option to use PDF presets but you may have omit ted to specify a PDF presets file pdfs or joboptions The PDF Queue can then be partially valid if other PDF creation methods have been con figured correctly for example QuarkXPress or Virtual Printer Invalid PDF Queue An Enfocus PDF Queue is invalid if at least one key property of the PDF Queue has not been selected or has been configured incorrectly For example a Preflight Profile may not have been selected Enfocus Instant PDF User Guide 87 To check the configuration status of a PDF Queue 1 In the main Instant PDF window click the PDF Queues button 2 Select a PDF Queue in the list 3 Check the PDF Queue s status in the informa tion area 4 If the PDF Queue is invalid click the Edit PDF Queue button 5 In the Enfocus PDF Queue Editor click the Advanced button 6 Check the lower left corner of the Enfocus PDF Queue Editor You will find instructions here how to correct configuration errors if any 7 Check the configuration status of the catego ries of properties and correct them Symbol Meaning and usage minus sign The category has not been enabled plus sign The category has been enabled and confi
43. 6 o NN Chapter 1 Chapter 1 Getting Started About This Chapter This chapter puts you on the right track after you have purchased Instant PDF It describes how to install Instant PDF and predefined PDF Queues and how to set the preferences You also find an over view of the various components of the Instant PDF documentation set and brief instructions on how to use the Instant PDF Help Enfocus Instant PDF User Guide 1 Topics In this chapter 2 The Instant PDF Documentation Set 12 Using the Instant PDF Help Set 12 System Requirements 14 i Installing Instant PDF 15 Starting and Configuring Instant PDF 15 Installing Predefined PDF Queues 16 Buying and Registering Enfocus Instant PDF 17 E Getting Support 17 E Setting the Instant PDF Preferences 18 Preferences gt Personal Information 19 Preferences gt Language 19 Preferences gt Messages 20 Preferences gt Updates 20 G Preferences gt Units 21 Preferences gt CertifiedPDF net Membership 21 Preferences gt CertifiedPDF net Synchronize 22 Preferences gt Jobs Location 22 Preferences gt Jobs Processing 23 Preferences gt Jobs Color Management 24 Preferences gt Jobs History 25 2 Preferences gt Help Location 25 e Preferences gt Applications 26 x Preferences gt E mail Server 26 12 Chapter 1 Getting Started The Instant PDF Documentation Set The Instant PDF User Guide The Instant PDF User
44. DF Queue QXP see QuarkXPress R references to source files in a Certified PDF document 65 registering Instant PDF online 17 reimporting PDF Queue 120 removing jobs from the list of jobs 80 PDF Queues from the list of PDF Queues 123 renaming a PDF Queue 91 report interpreting 47 reporting problems with Instant PDF 18 responsibility in a Certified PDF workflow 65 resuming paused jobs 80 Enfocus Instant PDF User Guide 149 reviewing accepting or rejecting PDF documents 82 configuring a PDF Queue for 109 opening PDF documents automatically for review 110 pausing PDF documents 109 PDF document 82 step in job processing 82 roll back mechanism in Certified PDF documents 66 save and link Adobe Illustrator CS3 CS4 or CS5 PDF Preset 102 Adobe InDesign S3 CS4 or CS5 PDF Preset 100 QuarkXPress 7 or 8 PDF Output Styles 98 saving a document as Certified PDF in Adobe Acrobat 8 or 9 38 a document as Certified PDF in Adobe Illustrator CS3 CS4 or CS5 37 a document as Certified PDF in Adobe InDesign CS3 CS4 or CS5 36 a document as Certified PDF in Mac OS X 105 a document as Certified PDF in QuarkXPress 7 or 8 35 a PDF Queue as a separate EPQ file 121 saving jobs in a specified folder 81 saving just the PDF file 81 selections action type in Action List 53 sessions editing in a Certified PDF 72 150 Index severity levels example 47 SMTP server settings
45. DF Queue E Add a printer 2 Adobe PDF Eee 3 WebWorks Rasterizer 3 See what s printing T Generic PostScript Printer 2 Select printing preferences 3 Pause printing E22PP LaserJet 2300 Series amp amp Xerox Phaser 1235PS 0 EHP LaserJet 4050 Series gt Share this printer EHP LaserJet 2200 Series wi Rename this printer ES Canon iR5000 6000 PS3 X Delete this printer vi lt Enfocus PDF Queue presented as a virtual printer in Windows eN Printer List a SO 0 Make Default Add Delete Show Info In Menu Kind Status EA Adobe PDF Adobe PDF 3015 102 m Drupa2004 Adobe PDF 3015 102 Y T HPLaser HP Laserjet 2100 Se Y LIBF83D Lex Lexmark Optra T R test_queue Adobe PDF 3015 102 gt Shared Printers Enfocus PDF Queue presented as a virtual printer in Mac 0S X Printing to a Virtual Printer You can print to a virtual printer to create a Certified PDF document You can do this from any applica tion in Windows or in the Mac 0S just as you would print to a regular printer The difference is how ever that your file will go through a complete PDF creation and quality assurance workflow resulting in a Certified PDF document You may want to use a different method however in applications where you can use Instant PDF as a plug in Adobe InDesign 3 CS4 and CS5 Adobe Illustrator CS3 CS4 and CS5 QuarkXPress 7 and 8 and Adobe Acrobat 8 and 9 To create a Certified PDF document by printing t
46. DF Queue List This is where you can see details on the selected PDF Queue These can include i The status of the PDF Queue E The description of the PDF Queue as provided by the author of the PDF Queue E The summary of the settings in the PDF Queue See also Creating and Editing PDF Queues gt Checking the Configuration Status of a PDF Queue Valid Partially Valid or Invalid on page 87 Checking the CertifiedPDF net Status of Your PDF Queue in Instant PDF on page 129 The Help Area You find the Help area at the bottom of the main Instant PDF window The Help area gives you brief specific instructions or background information about the buttons or options where you rest the mouse pointer on You can access the corresponding Help topic for more information by clicking the Help button See also 8 The Instant PDF Documentation Set on page 12 Enfocus Instant PDF User Guide 35 Creating a Certified PDF Document in QuarkXPress 7 or 8 What You Need to Do First Before you can begin using one step Certified PDF creation in QuarkXPress you need to configure a PDF Queue for use with QuarkXPress See x Creating and Editing PDF Queues gt QuarkXPress 7 or 8 on page 98 Preferences gt Applications on page 26 Saving a QuarkXPress Document as a Certified PDF Document Instant PDF adds a menu item to your QuarkXPress File menu This allows you to create Certified PDF documents fr
47. DF documents such as printers and publishers 5 Industry associations Contributing members pay a yearly fee for the right to publish their Specifications on CertifiedPDF net See also www CertifiedPDF net Preferences gt CertifiedPDF net Membership on page 21 5 Preferences gt CertifiedPDF net Synchronize on page 22 E Checking the CertifiedPDF net Status of Your PDF Queue in Instant PDF on page 129 Synchronizing a PDF Queue with Certi fiedPDF net on page 130 Uploading and Publishing a PDF Queue on CertifiedPDF net on page 133 Checking the CertifiedPDF net Status of Your PDF Queue in Instant PDF CertifiedPDF net Statuses You can check the CertifiedPDF net status of your PDF Queue in the main Instant PDF window Simply select a PDF Queue in the list of PDF Queues and you can see its status in the Information area Symbol CertifiedPDF net Status o Up to date with CertifiedPDF net Green light o Not up to date with CertifiedPDF net Red light oO Unable to verify status for synchronizing Yellow light With CertifiedPDF net oO Not synchronizing with CertifiedPDF net Gray light Up to date with CertifiedPDF net Your PDF Queue in Instant PDF is up to date with the corresponding PDF Queue on CertifiedPDF net Synchronizing with CertifiedPDF net is not neces sary Not up to date with CertifiedPDF net The selected PDF Queue in Instant PDF needs syn
48. DF net you refer the people from whom you receive PDF documents the PDF creators to this Specification They can subscribe to this Specification and use the PDF Queue to cre ate and deliver their Certified PDF documents This will usually be the standard procedure There may be situations however where you wish to distribute your PDF Queue offline e through a medium other than CertifiedPDF net for example on CD ROM In this case you proceed as follows 1 You upload a PDF Queue to a Specification on CertifiedPDF net and publish the Specification 2 You download this published PDF Queue from CertifiedPDF net again and distribute it to PDF creators through a medium other than Certi fiedPDF net e g on CD ROM The PDF creators receive this PDF Queue import it and install it in their versions of Instant PDF 3 The PDF Queues installed at the PDF creators site will remain synchronized with Certified PDF net See also Preferences gt CertifiedPDF net Membership on page 21 Preferences gt CertifiedPDF net Synchronize on page 22 Editing an Enfocus PDF Queue gt Checking the Configuration Status of a PDF Queue Valid Partially Valid or Invalid on page 87 p Exporting a PDF Queue on page 121 Using and Managing CertifiedPDF net PDF Queues gt What is CertifiedPDF net on page 128 Enfocus Instant PDF User Guide 135 Publish distribute synchronize Local PDF Queue 1 Lo
49. Enfocus based on customer requests and feed back from industry experts Three vital issues solved The Certified PDF concept has been designed to address three fundamental issues faced by the majority of users implementing a PDF workflow How to guarantee that a PDF document was successfully preflighted with a specific Preflight Profile How to maintain consistency between the source document s and the PDF document when minor changes can be applied to the PDF document throughout the workflow How to minimize risk and have certainty about responsibility when changing a customer s PDF document before final output See also Guaranteed Preflighting on page 62 Document Consistency on page 64 Responsibility on page 65 Guaranteed Preflighting Preflighting Issues Preflighting is the process of checking a PDF doc ument against various criteria to ensure that the PDF document meets all the requirements for out put or publication Typically the criteria vary depending on the output or publishing process A set of criteria matching the requirements of a par ticular process is called a Preflight Profile Using Preflight Profiles Enfocus PitStop Pro and Enfocus PitStop Server for example allow you to create a Preflight Profile that checks your PDF document against various criteria such as color and font usage Moreover you can use the Preflight Profile to actually fix detected prob lems i
50. History list in the main Instant PDF window 80 information area 77 list 77 methods to create a new 78 pausing 80 reasons for canceling 79 resuming 80 saving in a specified folder 81 saving just the PDF file 81 stopping 79 K knowledge base consulting 17 language changing the of the Instant PDF user interface 19 limiting number of jobs in the History list 25 list of history jobs deleting ajob 80 list of jobs in the main Instant PDF window viewing 76 list of PDF Queues 34 in the main Instant PDF window explained 33 sorting 123 viewing 33 locking collection of PDF Queue properties 94 individual properties of a PDF Queue 93 properties on top of other properties 93 logging methods in a Certified PDF workflow 71 M Mac 0S X configuring a PDF Queue for use with 105 creating a Certified PDF 39 Manual see User Guide merging PDF Queues synchronizing 131 messages enabling and disabling 20 metadata of Certified PDF documents 67 of regular PDF documents 67 minus sign next to a category in the Advanced PDF Queue Editor 87 N name changing the of a PDF Queue 91 configuring PDF file naming in a PDF Queue 95 filling in the user information in the preferences 19 of the virtual printer 104 navigating in Help topics 13 new jobs creating 78 new PDF Queue creating a yourself 86 creating based on an existing one 122 creating from CertifiedPDF net 136 non C
51. In Progress list before jobs lower down in the list are processed To pause a job 1 In the main Instant PDF window click the Jobs button The Job List appears 2 Select the job in the Jobs In Progress list which you want to pause 3 Click the Pause button on the Instant PDF toolbar Resuming Jobs Once ajob has been paused you can resume its processing To resume a job 1 In the main Instant PDF window click the Jobs button The Job List appears 2 Select the paused job you want to resume from the Jobs in Progress list 3 Click the Resume button on the Instant PDF toolbar See also Canceling a Job on page 79 Deleting a Job Deleting Jobs from the History List Jobs which have been completed or canceled are kept in the History list You can select the jobs in this list to view information about them Has the job been completed successfully or did it fail i If the job failed at which stage in the Certi fied PDF creation process did something go wrong This list can be cleaned up automatically at regular intervals in the Instant PDF Preferences you can choose to limit the number of jobs You can also remove a job from this list by deleting it To delete a job from the History list 1 In the main Instant PDF window click the Jobs button The Job List appears 2 Select the job which you want to remove from the History list 3 Choose History gt Remove Job The job is rem
52. Information G System Information Each of these serves its own purpose Personal Information The personal information includes your name and company contact details together with a message if any This information allows people to reach you if they should have any questions about your edit or pre flight actions done in the PDF document System Information The system information consists of the details of the person who registered Instant PDF and infor mation taken from your operating system network and computer This information cannot be changed and is there fore a reliable source to pinpoint responsibility for example If people claim or disclaim responsibility for a given change made in the PDF document the system information will provide incontestable proof This information will be used in the edit log to show who made which changes in a given ses sion To change or view your personal information 1 In the Instant PDF main window choose File gt Preferences gt Personal Information 2 If required fill in your personal information and click OK to save the changes See also Viewing the Edit Log File on page 71 68 Chapter 5 Working with Certified PDF documents Certified PDF Document Status The Status Button Instant PDF adds a dedicated Certified PDF status button to the File toolbar in Adobe Acrobat and Adobe Reader This buttons indicates the status of the document and allows you to vi
53. O 91 Author ne 92 Color Management een 92 Loc is 93 File Names adi s 95 PostSamiptto PO eses dice ies tion 96 A nenne ee ee 97 QuarkXPress Of Bricen en nee een 98 Adobe InDesign CS3 654 01 CB aan 100 Adobe Illustrator CS3 COTOS micras cion dina enana inca Rd 102 A enee eve posdetunuaesveseevegente 103 MaC OS A O O eo 105 EXISTING leia As 105 CONC ON ii ehe ee 106 O een re 108 ROI ida Pes 109 O O RN 110 EMMA ccoo iii 112 O 113 Enfocus Powerswitch sisi ea 114 SUMMAN a naa een Renee men 115 Managing PDF QUeUES cscsccscsccscscsceccscecescscssescscscecescccscescscscssescsces 119 Importine a PDF Queue 120 EXporting a PDF QUEUE ii ne 121 Duplicating a PDF QUEUE nee nee 122 Deleting a PDF QueUe conocia an ER aan 123 Sorting PDF Queues in the PDF Queues List oooococccncccncncnoncncnencnonenanonenenenons 123 Chapter 9 Enfocus Instant PDF User Guide 7 Using and Managing CertifiedPDF net PDF QUeUeS ssessssssessessesssssssssssseeso 127 What is CertifiedPDF net ooooccccccncnncnconcnconcncnnoncncnncnroncnroncnroncncnnoncncnnnnss 128 Checking the CertifiedPDF net Status of Your PDF Queue in Instant PDF 129 Synchronizing a PDF Queue with CertifiedPDF Net oococcccncnconcncnncncncnncnnnnono 130 Uploading and Publishing a PDF Queue on CertifiedPDF Net oococcoccncorcncncn 133 Subscribing to a PDF Queue based Specification on CertifiedPDF net 13
54. Profile database The reason can be for example that there is simply no Preflight Profile with the same name in the Preflight Profile database or that the settings of the Preflight Profile are different Certified PDF Document Statuses Explained The status of your Certified PDF document can be one of the following Your PDF document is not a Certified PDF document because no Preflight Profile is attached to it Your PDF document has an attached Preflight Profile but has not been preflighted yet or it was changed since the time it was last preflighted Your PDF document has been preflighted but the Preflight Report contains errors Your PDF document has been successfully preflighted See also Certified PDF Document Status on page 68 Viewing the Preflight Report of a Certified PDF Document on page 71 Viewing the Edit Log File on page 71 Viewing the Preflight Report of a Certified PDF Document Text Version All Certified PDF documents contain information about the last time the document was preflighted This information is stored as a text only version of the Preflight Report listing all the Error Warning and Fixed messages that were generated during the preflight This allows you to check the contents of a docu ment after it was created and preflighted without having to run the Preflight Profile again 5 When you create a PDF document using ES Instant PDF you have access to the PDF version
55. QuarkXPress 7 or 8 35 preset using an Illustrator print or PDF in a PDF Queue 102 using an InDesignprint or PDF in a PDF Queue 100 printer 103 printer drivers defined 104 printing to a virtual printer to create a Certified PDF document 41 problem reporting 47 problem severity levels defined 47 example 47 processing steps defined 32 78 properties of a PDF Queue 93 locked in the CertifiedPDF net Queue synchronizing PDF Queues 132 locked in the local PDF Queue synchronizing PDF Queues 132 locking and unlocking 93 not in your local PDF Queue and not in the CertifiedPDF net Queue 132 overview 90 PS see PostScript files PS PostScript export configuring a PDF Queue for from QuarkXPress 7 or8 99 Q qpj QuarkXPress 7 or 8 Print Output Styles file see QuarkXPress 7 or 8 deriving PDF export settings from a Print Output Styles file qpo QuarkXPress 7 or 8 PDF Output Styles file see QuarkXPress 7 or 8 deriving settings from a PDF Output Styles file QuarkXPress creating a Certified PDF 35 QuarkXPress 7 or 8 creating a Certified PDF 35 deriving PDF export settings from a PDF Output Styles file XML 99 deriving settings from a Print Output Styles file XML 99 prerequisites for creating Certified PDF documents 35 using Instant PDF as a plug in for 98 QuarkXPress 7or 8 save and link PDF Output Styles 98 save and link Print Output Styles 99 Queue see P
56. Queue 111 FTP configuring a PDF Queue to deliver PDF documents by FTP 113 G guaranteed preflighting in a Certified PDF workflow 62 H Help accessing from the preflight report 12 accessing from within Instant PDF 12 finding a topic by keyword 13 finding a topic by title 13 Help area in the main Instant PDF window 35 77 History list removing jobs 80 history of the document viewing 72 hot folders using 57 Illustrator see Adobe Illustrator CS3 CS4 or CS5 importing configuring a PDF Queue for existing PDF files 105 configuring a PDF Queue for existing PostScript files 106 existing PostScript or PDF files 78 PDF Queues 120 incremental save mechanism in a Certified PDF workflow 66 Enfocus Instant PDF User Guide 143 InDesign CS3 CS4 or CS5 see Adobe InDesign S3 CS4 or CS5 informs action type in Action List 54 installing Enfocus Instant PDF 15 predefined PDF Queues 16 Instant PDF buying 17 registering 17 Instant PDF Help Set accessing 12 interpreting Edit Log 72 preflight report 47 invalid PDF Queue checking the configuration status of a PDF Queue 87 defined 87 job list in the main Instant PDF window viewing 76 job options deriving from the Preflight Profile 96 see also Adobe PDF Settings File using in PDF Queue 96 job processing explained 78 144 Index jobs canceling 79 control buttons 76 creating new 78 defined 76 deleting 80
57. XML file and link this file to your PDF Queue To export QuarkXPress PDF Output Styles to a file 1 In QuarkXPress choose Edit gt Output Styles New gt PDF 2 Enter a name and specify the appropriate set tings for your PDF output and click OK 3 Select that PDF Output Style and choose Export to save it in a folder of your choice The file type will be XML Export QuarkXPress Print Output Styles to a File You can use QuarkXPress Print Output Styles in an Enfocus PDF Queue if you select PS PostScript Export as your preferred PDF creation method You configure these Print Output Styles in QuarkXPress export them to a XML file and link this file to your PDF Queue To export QuarkXPress Print Output Styles to a file 1 In QuarkXPress choose Edit gt Output Styles New gt Print 2 Enter a name and specify the appropriate set tings for your PS output and click OK 3 Select that Print Output Style and choose Export to save it in a folder of your choice The file type will be XML Set Up a PDF Queue for QuarkXPress 7 or 8 Before you can successfully use the Save As Certified PDF command from the QuarkXPress File menu you must set up a PDF Queue that contains the appro priate settings for QuarkXPress There are two mechanisms that you can use when creating a Certified PDF document from QuarkX Press Direct PDF export QuarkXPress saves the document directly to PDF PostScript to PDF export
58. XPress 7 or 8 98 pdf profiles see Preflight Profiles PDF Queue adding Action Lists 106 changing the name or description 91 configuring for direct PDF export from QuarkXPress 7 or 8 99 control buttons 33 created by Enfocus 16 created by third parties 16 creating a new 86 creating a new based on an existing one 122 creating a new from CertifiedPDF net 136 creating a new yourself 86 defined 33 deleting 123 duplicating 122 editing 87 exporting 121 importing 120 information area 34 invalid 87 locking and unlocking properties 93 94 overview of properties 90 partially valid 87 presenting as virtual printer 103 properties 90 publishing on CertifiedPDF net 133 sorting the PDF Queues list 123 using Adobe PDF Settings File joboptions 96 using Job Options 96 valid 87 viewing the list of PDF Queues 33 PDF Queue Editor standard vs advanced 110 PDF Queues list 34 PDF Queues list in the main Instant PDF window explained 33 PDF Settings File joboptions using in PDF Queue 96 PDF style Adobe Illustrator CS3 CS4 or CS5 see preset PDF style Adobe InDesign CS3 CS4 or CS5 see preset PDF workflow conventional 30 personal information in a Certified PDF document changing 67 viewing 67 plus sign next to a category in the Advanced PDF Queue Editor 87 PostScript files converting to Certified PDF documents using a PDF Queue 96 importing to convert them to Certif
59. a number of properties in this local PDF Queue For example you may wish to change and lock the FTP or e mail properties If you synchronize this local PDF Queue the following will happen If the corresponding property in the Certi fiedPDF net Queue was not locked the settings of the locked property of your local PDF Queue will be retained s If the corresponding property in the Certi fiedPDF net Queue was locked the settings of the locked property of your local PDF Queue will be overridden See also Preferences gt CertifiedPDF net Membership on page 21 Preferences gt CertifiedPDF net Synchronize on page 22 Creating and Editing PDF Queues gt Checking the Configuration Status of a PDF Queue Valid Partially Valid or Invalid on page 87 Using and Managing CertifiedPDF net PDF Queues gt What is CertifiedPDF net on page 128 Checking the CertifiedPDF net Status of Your PDF Queue in Instant PDF on page 129 Uploading and Publishing a PDF Queue on CertifiedPDF net What Is Uploading and Publishing on Certi fiedPDF net Publishing an Enfocus PDF Queue on Certified PDF net means that you make your PDF Queue pub licly available in a Specification Other members of CertifiedPDF net can then subscribe to this Specifi cation From within Instant PDF you can upload your PDF Queue to CertifiedPDF net and publish it You have to be a Contributing Member of Certified PDF net to be able
60. also Using and Managing CertifiedPDF net PDF Queues on page 127 Enfocus Instant PDF User Guide 123 Sorting PDF Queues in the PDF Queues List Ways to Sort PDF Queues in the PDF Queues List You can sort the PDF Queues which you see in the list of PDF Queue in the main Instant PDF window You can do this in either one of the following ways Keep the PDF Queues sorted automatically The list of PDF Queues will always be sorted alphabetically by the PDF Queue names Manually i e selecting PDF Queues and moving them up or down in the list To sort PDF Queue in the PDF Queues list 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Do one of the following a To keep the PDF Queues sorted alphabetically by their names choose PDF Queue gt Sort Alphabetically To sort the PDF Queues in the order of your choice choose PDF Queue gt Sort Manually Select a PDF Queue in the list and choose PDF Queue gt Move PDF Queue Up or Move PDF Queue Down 124 Chapter 8 Managing PDF Queues Chapter 9 Enfocus Instant PDF User Guide 127 Chapter 9 Using and Managing CertifiedPDF net PDF Queues About This Chapter Topics CertifiedPDF net is a Web site for professional PDF In this chapter users You can find Enfocus PDF Queues on this site BEN a What is CertifiedPDF net 128 published in PDF Specifications This chapter gives you a brief introduction i
61. an automatically check at regular intervals whether updates of the program are avail able You can determine how often this check has to be done To set the frequency of checking for updates 1 Choose File gt Preferences gt Updates on Win dows or Instant PDF gt Preferences gt Updates on Mac OS X 2 Select how often you want Instant PDF to check for updates If you select every so often you ll only receive a message when Instant PDF is out of date If you select Manually you ll receive a message at all times so if Instant PDF is up to date or out of date You can always check for updates of Instant PDF at a convenient time by choosing Help gt Check for Updates Preferences gt Units Units in Instant PDF and in the preflight report You can select a default unit of measurement You will use this unit in the Enfocus PDF Queue Editor for example when specifying bleed size as an out put option but it will also be used in the preflight report To specify the default unit of measurement 1 Choose File gt Preferences gt Units on Win dows or Instant PDF gt Preferences gt Units on Mac OS X 2 Select a unit of measurement See also Output Options on page 97 Enfocus Instant PDF User Guide 21 Preferences gt CertifiedPDF net Membership CertifiedPDF net User Information You can visit the CertifiedPDF net Web site from within Instant PDF You may wish to do this for dif f
62. an find them From Database The Database contains predefined Preflight Profiles and Preflight Profiles which are already available in the Enfocus Preflight Profiles Database Both are installed on your computer s hard disk along with Instant PDF The Enfocus Preflight Profile Database can also be used and updated by other Enfocus products such as Enfocus PitStop Pro 7 0 or higher and Enfocus PitStop Server 4 0 or higher This means that if you create a Preflight Profile with PitStop Pro it will also appear in the From Data base list in the Select Preflight Profile dialog The Global list contains Preflight Profiles available to all users on the computer The Local list is only available to the current user From file You can use Preflight Profiles from elsewhere on your computer s hard disk or on a network drive for example if someone has sent you a Preflight Profile by e mail The default extension of a Pre flight Profile s file name is ppp The Browse button allows to select the Preflight Profile you want to use Enfocus Preflight Profiles Library You can also find Preflight Profiles on the Enfocus Preflight Profiles Library page on the Enfocus Web site www enfocus com gt Support gt Download gt Preflight Profiles You can also access this page from within Instant PDF choose Help gt Online Resources gt Preflight Profiles Library or by clicking the More Preflight Profiles available in the Preflight Profi
63. b site See also i Creating and Editing PDF Queues gt PostScript to PDF on page 96 gt Creating a Certified PDF Document by Printing to a Virtual Printer on page 40 Mac 0S X Save As Certified PDF in Mac OS X You can allow Mac OS X PDF creation in your PDF Queue The users ofthe PDF Queue willthen be able to save their original documents as Certified PDF documents from within any application in Mac OS X To configure a PDF Queue for use with Mac OS X 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the Mac OS X category Select Allow Mac OS X PDF Creation If the option in this category is locked see J Locking on page 93 See also Creating a Certified PDF Document in Mac OS X on page 39 Enfocus Instant PDF User Guide 105 Existing File Importing Existing PDF or PostScript Files You can configure the PDF Queue in such a way that you can import existing PostScript or PDF files into the PDF Queue Proceed as follows To configure a PDF Queue for importing existing PDF or PostScript files 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click
64. be InDesign CS3 CS4 or CS5 on page 100 gt Adobe Illustrator CS3 CS4 or CS5 on page 102 gt Virtual Printer on page 103 gt PostScript to PDF on page 96 gt Existing File on page 105 Creating Certified PDF Documents gt Creating a Certified PDF Document in QuarkXPress 7 or 8 on page 35 gt Creating a Certified PDF Document in Adobe InDesign CS3 CS4 or CS5 on page 36 gt Creating a Certified PDF Document in Adobe Illustrator CS3 CS4 or CS5 on page 37 gt Creating a Certified PDF Document in Adobe Enfocus Instant PDF User Guide Acrobat 8 or 9 on page 38 gt Creating a Certified PDF Document from PostScript or PDF Files on page 40 gt Creating a Certified PDF Document by Printing to a Virtual Printer on page 40 23 24 Chapter 1 Getting Started Preferences gt Jobs Color Management Color Management in a Nutshell A color management system CMS is designed to reconcile the different color capabilities of input devices e g a scanner or digital camera and out put devices e g a printer or press to ensure con sistent color throughout the creation display and print process Ideally this means that the colors displayed on your monitor accurately represent the colors of the final output It also means that differ ent applications monitors and operating systems will display colors consistently Using ICC Profiles for Color Conversion To eliminate or at least minimize color
65. behind the scenes QuarkXPress creates a PostScript file first This PostScript file is automatically passed on to Instant PDF To configure a PDF Queue for use with QuarkXPress 7 or 8 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button Enfocus Instant PDF User Guide 99 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the QuarkXPress 7 category Select the option Allow QuarkXPress 7 inte gration or Allow QuarkXPress 8 integration 6 Follow the on screen instructions in the Help area to specify the way in which you will be creating PDF documents from QuarkXPress in order of priority E Direct PDF Export PS PostScript Export e properties in this categ Locking on page 93 Direct PDF Export If you selected Direct PDF Export as the preferred method of creating PDF documents you can also specify which PDF export options you will use when you save your QuarkXPress as a Certified PDF docu ment The settings derived from the Preflight Profile of the PDF Queue E The settings from a QuarkXPress PDF Output Styles file XML PS PostScript Export If you selected PS PostScript Export as the pre ferred PDF creation method a PostScript file will be created first using a virtual printer You can
66. ble to investigate your problem To save a job or a PDF file in a specified folder 1 In the main Instant PDF window click the Jobs button to see the list of jobs 2 Select the job in the History list which you wish to save or the job which contains the PDF file you need Enfocus Instant PDF User Guide 81 You can see the name of the PDF file in the Job information area The PDF file will have the same name or number as the job followed by the extension pdf Job failed Job failed during the Reviewing step File was rejected after Review m PDF Queue used was Enfocus Sheet CMYK 3v2 The PDF file has NOT been delivered to Folder the target folder Processing history Job started from an existing PDF file File name set to 0022 pdf The PDF file was preflighted successfully v 3 Do one of the following Click the Save PDF As button to save the PDF file only Click the Save Job As button to save all the files of the job in a separate folder 4 Specify a name and location for the job or the PDF file and then click Save 82 Chapter 6 Managing Jobs Reviewing a PDF Document Introducing the Review Step PDF Queues can be configured to include a review step in every job that is submitted to them The review step allows you to review the document before it is saved e mailed or published to an FTP site You can use this review opportunity to trace problems in the document be
67. ble to edit all of them in advanced mode but only some of them in standard mode The properties which you can edit in standard mode are indicated separately Category Property Editable in standard mode General Information x Author Color Management Locking Job Info File Name x PDF Creation PostScript to PDF Output Options QuarkXPress 7 or 8 Adobe InDesign 53 S4 or 55 Adobe Illustrator 53 S4 or 55 Virtual Printer Mac 0S X Existing File Processing Correction Preflight x Review x Delivery Save x E mail x FTP x Enfocus Switch x Summary Information Filling in or Changing the Name and Description of a PDF Queue Proceed as follows 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button Click the Information category 4 Fill in or change the Name and Description of the PDF Queue following the on screen instructions in the Help area If one or more properties in this category is Y locked see Locking on page 93 Name The name as it appears in this text field is identical to the name of the PDF Queue as you will see it elsewhere in Instant PDF In the list of PDF Queues in the main Instant PDF window In the list of PDF Queues which you see when you print or save your original document from within an application
68. cal PDF Queue 2 PDF Queues which are published on CertifiedPDF net first and then exported remain synchronized with CertifiedPDF net 136 Chapter 9 Using and Managing CertifiedPDF net PDF Queues Subscribing to a PDF Queue based Specification on CertifiedPDF net Creating a New PDF Queue by Subscribing to a Specification You can create a new PDF Queue by subscribing to a Specification containing a PDF Queue on Certified PDF net You can do this from within Instant PDF provided that you are a member of the Certified PDF net community The PDF Queue of the Specifi cation will then be installed locally in your version of Instant PDF but you will be notified of changes if any to the corresponding PDF Queue in the Spec ification on CertifiedPDF net Furthermore your local PDF Queue will be kept synchronized with its CertifiedPDF net counterpart To create a new PDF Queue by subscribing to a PDF Queue based Specification on CertifiedPDF net 1 Choose File gt Preferences gt CertifiedPDF net gt Membership and make sure that your e mail address and password are filled in correctly This is the e mail address and password which you use to log on to CertifiedPDF net 7 If you are not a member of CertifiedPDF net yet you can click the Become a Member button Subscriber membership of Certi fiedPDF net is a free of charge service 2 In the main Instant PDF window click the PDF Queues button to see list of PDF Que
69. ccccncnccncnccncncnncncnnoncncnncnroncnons 67 Certified PDF User Identification coccccocncnncncnncncnncncnnnncncnncncnncncnncncncnanonono 67 Certified PDF Document Status uusesensessnsnsnnenennenennensennnnnnnsnnsnsnnsnsnnennnnnn nn 68 Starting a Certified PDF Workflow for a PDF document occccccccccccccccnncnncnnncnnnnno 68 Checking the Certified PDF Status of a PDF Document reresesesesenennsnnennnnnnnn 70 Viewing the Preflight Report of a Certified PDF DocuMent ococccccccncncncncnnnanon 71 Viewing the Edit LOG Flia na 71 Viewing th amp Editing Sassions susesesscisenskan ek 72 Managing JODS ciscccocinoscaconsnnncacinncicnaccacccnccanon cacon croacia cia ca naar rar rca TD Wiatisa Job ein 76 MEA AA EE EDER 76 Job Pr cessing Explained acia none er nE ENE AA EEEIEE ER 78 Creating a NCW JOD un en 78 C nceling aJobr 2 2 2m ea 79 Pausing and Resuming A JOD cocinan redacta inet 80 Deleting TJOD rar ia a ee ee Fun ne 80 Saving PDF Filessan d l Or Jobs neo kin net 81 Reviewing a PDF Document 82 Chapter 7 Chapter 8 Creating and Editing PDF Queues csscscscsccsceccccscsceccscscsssscscssesssceseeesOD Creating a New Enfocus PDF Queue euereensnsssesnsnsnnnenenenennnennnnnenennnnnnnennnnne 86 Editing an Enfoc s PDF QUO ocacion iii din een cules 87 Using Variables When Configuring PDF QUQUES ococcccncncnccncnnnncnccncnconcncnncncnnns 89 PDF QUeue Properties cocacola actas 90 A T
70. ccccncnccncnconcncnncncnns 35 Creating a Certified PDF Document in Adobe InDesign S3 CS4 or CS5 wo eee eee ee 36 Creating a Certified PDF Document in Adobe Illustrator CS3 Sk or CSD occccccccccco 37 Creating a Certified PDF Document in Adobe Acrobat 8 OF 9 ococcccncnccccncnncncnno no 38 Creating a Certified PDF Document in Mac OS X oococnccccncnccncnnoncnnoncnconcncnanuconono 39 Creating a Certified PDF Document from PostScript or PDF Files aseeseen 40 Creating a Certified PDF Document by Printing to a Virtual Printer o oco 40 Preflighting PDF documents csscscscsssscscsscscsccccscscecscescececsscscscescscscess 45 Preflighting ass asia ns 46 PretliehtProfiles nenne A a E i 46 POTRO a 47 Using Action ListS siccssccecoccccescsectscescseccdcccesccaadescdsstascdassescisasssosescsscse DI Definition and Purpose of an Action LiSt ooocococccncncncncncnnncncnanoncnnncnancnnnanos 52 Action IN 0 E POCA OT veuaceaunosusewapeeCaneenewdeieee 53 ACOSO o 55 Further Automatica 57 Chapter 5 Chapter 6 Enfocus Instant PDF User Guide 5 Working with Certified PDF documents scscsscscscsscscscsscscececcscscscescsces OF A TO 62 Guarantecd PrevliGhtiNg irritaci n 62 Document ConsisteneY ane nennen em dianas 64 Respons DIY a era 65 The Certified PDF Workflow Explained esessssssesessnsenensnnnnnnnnnennnnennennnnnnene 66 What Is an Enfocus Certified PDF Document o
71. check by a Preflight Profile In other words the following principles are applied in a PDF Queue An Action List in a PDF Queue can only select and change properties in a PDF document It is the Preflight Profile that checks the prop erties of a PDF document and fixes problems if any Ifan Action List in a PDF Queue contains checks they will be ignored and you will see a correspond ing message appearing when the PDF document reaches the correction stage in the Certified PDF creation workflow 54 Chapter 4 Using Action Lists Informs Action Lists can also gather information in PDF doc uments This can be information about fonts col ors OPI etc The corresponding chapters will be included in the preflight report See also Definition and Purpose of an Action List on page 52 Action Lists in Practice Practical examples of Action Lists Let s take a look at a couple of examples of Action Lists The purpose of these examples is to give you an idea of how Action List work in practice Compensate for Creep Suppose you have PDF documents of booklets that are almost press ready The page are to be printed double sided folded and trimmed You want to make sure that the page numbers which are close to the edge of the page do not get trimmed off Indeed when pages are folded for saddle stitch binding the printed area slightly moves outward This is known as creep in the publishing world The more pages
72. ction List 53 collection of PDF Queue properties locking and unlocking 94 Color Management 92 configuration status of a PDF Queue checking 87 configuring a PDF Queue 87 consistency of documents in a Certified PDF workflow 64 consulting 17 Enfocus Knowledge Base 17 Contributing Member of CertifiedPDF net who 128 converting PostScript and PDF files to Certified PDF documents 40 copying PDF Queues 122 correcting PDF documents adding Action Lists to a PDF Queue 106 creating a new PDF Queue 86 based on an existing one 122 from CertifiedPDF net 136 yourself 86 creating Certified PDF documents from PostScript or PDF Files 40 in Adobe Acrobat 8 or 9 38 in Adobe Illustrator S3 CS4 or CS5 37 in Adobe InDesign S3 CS4 or S5 36 in Mac OS X 39 in QuarkXPress 7 or 8 35 printing to a virtual printer 40 creating new jobs 78 Enfocus Instant PDF User Guide 141 creating PDF documents the conventional way 30 the Enfocus way 32 D deleting jobs from the History list 80 PDF Queues 123 delivering Certified PDF documents by e mail 112 by FIP 113 to PowerSwitch 114 description of a PDF Queue changing 91 direct PDF export configuring a PDF Queue for from QuarkXPress 7 or8 99 Distiller PDF Settings joboptions deriving from the Preflight Profile 96 deriving from the Preflight Profile example 96 document consistency in a Certified PDF workflow 64 document history viewing 72 docume
73. cu ment visually to see if the document is ready for output You may be able to detect some problems at a glance For example a font may look wrong in your PDF document or originally colored graphics may be converted to black and white Some problems however cannot be detected visually so there is no guarantee that your PDF document really is ready for output If you noticed given problems in your PDF document you discard the PDF file and try to locate the cause of the problems first before you re create the PDF document Resolving problems may not be that straightforward because they may sometimes be caused by a combination of incorrect settings at various instances or in various software programs You may have to check your source file s You may have to change the Print Setup prop erties of your PostScript printer You may have to select a different printer driver to create a PostScript file with You may have to change the Adobe PDF Settings in Acrobat Distiller 8 or 9 Enfocus Instant PDF User Guide 31 Conventional PDF creation workflow You may have to repeat steps 2 through 6 a number of times until you arrive at a PDF document that looks okay 7 If your PDF document looks fine on screen you publish it e g on the Web in print or on CD ROM But even when published your PDF document may still not meet your quality standards even though it seemed okay on screen For example the PDF document ma
74. d PDF Workflow To help reduce document consistency problems the Certified PDF workflow features a mechanism that Logs all the changes that are made to a Certified PDF document a Stores these changes inside the Certified PDF document Makes sure a new preflight check is run after editing to guarantee that the PDF document is still output ready PDF editing in a non Certified workflow Source document PDF version 1 PDF editing PDF version 2 PDF editing A PDF version 3 Introducing the Edit Log Based on the logged information an edit log a human readable preflight report is generated If consistency between the PDF document and the source file s is very important you can use the edit log to change the source file s accordingly Source file references To assist in this process a Certified PDF document can also keep a reference to the source file s from which the PDF document was created You can use this reference to make sure that the source file has not been edited since the PDF document was cre ated See also Guaranteed Preflighting on page 62 Responsibility on page 65 Viewing the Edit Log File on page 71 Enfocus Instant PDF User Guide 65 Responsibility Responsibility Issues In addition to causing inconsistencies changing a PDF document that was created by someone else can create ambiguity about who is ultimately responsible for the final result
75. d PDF receiv ers This chapter shows you how you can manage multiple PDF Queues Enfocus Instant PDF User Guide 19 Topics In this chapter Importing a PDF Queue 120 E Exporting a PDF Queue 121 E Duplicating a PDF Queue 122 i Deleting a PDF Queue 123 Sorting PDF Queues in the PDF Queues List 123 120 Chapter 8 Managing PDF Queues Importing a PDF Queue Using an Externally Supplied PDF Queue There may be situations in which you receive a PDF Queue from someone to whom you have to deliver Certified PDF documents This can be a colleague a customer or a supplier for example a printer They may have created a PDF Queue sent it to you and asked you to create your PDF documents using that particular PDF Queue In this case you can import the PDF Queue into Instant PDF The following will happen when you import a PDF Queue into Instant PDF 5 The imported PDF Queue is added to the list of PDF Queues in the main Instant PDF window If necessary the name of the PDF Queue will be made unique and you will get a corre sponding warning If you imported a PDF Queue which originated from CertifiedPDF net the PDF Queue s Certi fiedPDF net status will be verified If the imported PDF Queue is invalid you will receive a warning and the Enfocus PDF Queue Editor will open allowing you to correct configuration errors Synchronizing a PDF Queue by Reimporting You can also reimport a PDF Queue e impor
76. d in Instant PDF but the Specification containing the corresponding PDF Queue is no longer avail able on CertifiedPDF net The Specification Publisher may have deleted or unpublished the PDF Queue Unpublishing a Specification means that only the Specification Publisher can view it and modify it but it is not avail able for Subscribing Members on the public part of the Web site See also Preferences gt CertifiedPDF net Synchronize on page 22 Importing a PDF Queue gt Synchronizing a PDF Queue by Reimporting on page 120 Synchronizing a PDF Queue with Certi fiedPDF net on page 130 130 Chapter 9 Using and Managing CertifiedPDF net PDF Queues Synchronizing a PDF Queue with CertifiedPDF net Synchronizing PDF Queues from CertifiedPDF net Queue to Local PDF Queue If you are a member of the CertifiedPDF net com munity and you are using a PDF Queue which origi nates from CertifiedPDF net you can easily synchro nize this PDF Queue Synchronizing a PDF Queue always means that the PDF Queue from Certified PDF net is downloaded and its settings are applied to the corresponding local PDF Queue although this will mainly occur in the background The Certified PDF net status of two PDF Queues is compared in the synchronization process The status of your local PDF Queue i e the PDF Queue you are using in Instant PDF and which originates from CertifiedPDF net This is the status as it was whe
77. der for each PDF document that is generated by the PDF Queue You obviously do not want to do this if you will be creating a large number of PDF documents Specifying the Save Options Using the Advanced Enfocus PDF Queue Editor Proceed as follows 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton in this ce ed see Locking on page 93 4 Click the Save category Specify where PDF documents generated through this PDF Queue should be saved You have the following options Use Specified Folder Ask Every Time Enfocus Instant PDF User Guide 11 Open in Application Use Specified Folder Select the option Use specified folder if you wish to save all the PDF documents generated through this PDF Queue in the same folder Click Browse to select the output folder of the PDF Queue You may also want to use variables to specify the path to this folder If so click Variables and use the appropriate variables Ask Every Time Select the option Ask every time if you wish to select a folder for each PDF document that is gener ated by the PDF Queue You obviously do not want to do this if you will be creating a large volume of PDF documents Open in Application
78. e CertifiedPDF net Queue wins The settings of the PDF Queue on CertifiedPDF net will override those of your local PDF Queue with a few excep tions The following can happen 1 You download and install a PDF Queue from CertifiedPDF net on Monday It becomes a local PDF Queue in Instant PDF Let s call it local PDF Queue version 1 v1 2 You edit your local PDF Queue on Tuesday Nothing happens to the corresponding PDF Queue on CertifiedPDF net The version of your local PDF Queue changes to v2 Your local PDF Queue is then more recent than the corresponding PDF Queue on CertifiedPDF net Yet it will not need synchronizing because the PDF Queue on CertifiedPDF net v1 has not changed in the mean time 3 The PDF Queue on CertifiedPDF net is updated and a new version of the PDF Queue is pub lished on Wednesday CertifiedPDF net Queue v2 4 You synchronize your local PDF Queue with CertifiedPDF net on Thursday The result of the synchronization depends on whether properties of your local PDF Queue or the CertifiedPDF net Queue were locked or not The fol lowing scenarios are possible Properties not locked not in your local PDF Queue and not in the CertifiedPDF net Queue Properties locked in the CertifiedPDF net Queue Properties locked in the local PDF Queue Enfocus Instant PDF User Guide 131 a Property 1 O Option A Option B amp O Property 2 CertifiedPDF net Queue amp O Property1 O Option
79. e in which you want to search for these words If you are not sure where you will find the relevant topic select All Available Books 4 Click the Search button The topics found are listed in the Navigation frame The topics will be sorted by relevance the most relevant topic will appear on top of the list The topic titles will be preceded by a figure This is a ranking score which the topic gets depending on where and how often the words you searched for appeared in the topic If the words you searched for appear in the main title of the topic this topic will most likely get a ranking score of 100 and be on top of the list If you searched for words in All Available Books the topic titles will be followed by the title of the corresponding Help volume in which they were found 5 Click the topic title of your choice to view the corresponding Help topic Navigating in Help Topics You can use the following navigation aids atthe top of the Topic frame when viewing Help topics 14 Chapter 1 Getting Started Click the Show in Contents button E to see the chapter and volume in the Instant PDF Help where this topic is described The corre sponding chapter and volume in the Contents tab will be expanded You may wish to do this to find related topics in the same chapter Click the Previous Topic E and Next Topic EX buttons to browse through the topics in the order as they appear in the Contents tab
80. eating and Editing PDF Queues Author Filling in or Changing the Author s Details of a PDF Queue Proceed as follows 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the Author category 5 Fill in your name company and contact details following the on screen instructions in the Help area nis Ca LS J locked see Locking on page 93 Author PDF Queue Creator The author of a PDF Queue is the person who cre ates and configures the PDF Queue You can enter your name company name and contact details here so that the users of the PDF Queue will know how to reach you if they have any questions of problems If you are using a Specification with a PDF Queue from CertifiedPDF net you will find extensive con tact information in the Specification itself Color Management Disable Color Management If the Disable Color Management option is selected no ICC profiles will be used for color conversion In this case the default PostScript color conversion rules will be used If Color Management is enabled in the Preflight Profile it will take priority over this option Use general Instant PDF preferences If this option is selected the ICC profiles from the gene
81. ect a PDF Queue and click OK The job is processed and you can follow the progress in the Job Information area 6 If required complete any additional actions prompted by the PDF Queue in the Job Infor mation area e g specifying an output file name or reviewing the document Once the job finishes successfully the output file is a Certified PDF document To start a Certified PDF workflow for an existing document from Adobe Acrobat 1 Open the document in Adobe Acrobat 2 Choose File gt Save as Certified PDF Enfocus Instant PDF User Guide 69 3 Select a PDF Queue and click OK The document is submitted to Instant PDF as a new job Carry out the required actions if any that appear in the Job Information area e g file nam ing or reviewing See also About Certified PDF on page 62 E The Certified PDF Workflow Explained on page 66 d Job Processing Explained on page 78 Creating a New Job on page 78 Reviewing a PDF Document on page 82 70 Chapter 5 Working with Certified PDF documents Checking the Certified PDF Status of a PDF Document Viewing the Status Instant PDF enables you to check the Certified PDF status of a document and its associated Preflight Profile The overall Certified PDF status of your documents is dependent on the Preflight Profile status To check the status of a document 1 Open the PDF document in Adobe Acrobat 2 Click the Status button or dep
82. edit Preflight Profiles in Instant PDF To do this you need Enfocus PitStop Pro or Enfocus PitStop Server Alternatively you can download Preflight Profiles from our Web site See also Creating and Editing PDF Queues gt Preflight on page 108 www enfocus com for information about Enfocus PitStop Pro or Enfocus PitStop Server 7 www enfocus com support pdfprofile slist php to download Preflight Profiles from our Web site Preflight Report Problem Severity Levels Defined The result of a preflight check is presented to you in a preflight report The preflight report is a PDF doc ument which lists all the properties in the checked PDF document which did not comply with the set tings as specified in the Preflight Profile These deviating properties are not just reported they also get labeled in the preflight report The label indi cates their respective severity levels In Preflight Severity label Meaning Profile in preflight report Report as Caution Information The deviating property may not be a real problem in the strict sense ofthe word but just something you should be informed about Report as Error The property really Error has to be as specified in the Preflight Profile A PDF document with errors is not output ready Fix this Fixed The problem has been problem resolved in the way specified in the Preflight Profile Problem Severity Levels Example Suppose tha
83. ee Lo properties in this cat cking on page 93 5 Select the option Deliver by FTP and specify at least the Server Name This can be an IP address or a URL for example 168 192 2 1 or ftp enfocus com You may also want to specify The Server Port if required Choose between Active or Passive FTP Enfocus Instant PDF User Guide 113 Refer to the on screen instructions for more details Providing a User Name and Password You can enter a User Name and Password in the queue editor if you require authentication of those who will access the FTP server If the server requires a User Name and Password and it wasn t entered in the Queue Editor you will be prompted for a User Name and Password in the Jobs view when the job reaches the delivery state You then also get the option to remember the user name and password However if the User Name and Password setting is locked the delivery will fail See also Preferences gt E mail Server on page 26 14 Chapter 7 Creating and Editing PDF Queues Enfocus PowerSwitch Delivering Certified PDF Documents to Enfocus PowerSwitch Instead of delivering Certified PDF documents by e mail or FTP you can also send them to Enfocus PowerSwitch Enfocus PowerSwitch is the workhorse of the Enfocus Switch product family Using its com prehensive scripting and metadata tools you can build a smarter and more advanced workflow that integrates seamlessly with thi
84. elivery will fail The Submit Point The Flow and Submit Point defines where the Certi fied PDF enters PowerSwitch You can choose between Ask every time and setting a specified Submit Point When set to Ask every time the user will be asked to browse to and select a Submit Point in the Enfocus PowerSwitch Setting a specified Submit Point is done by using the Browse button This will connect to the Enfocus PowerSwitch using the defined Server Name Port User Name and Password Enfocus Instant PDF User Guide Summary PDF Queue Configuration at a Glance The PDF Queue Summary gives you a brief overview of how the PDF Queue has been configured It con sist of the following sections The Overview section explains what the PDF Queue will do i e which PDF creation and delivery methods will be used 2 The Settings section lists all the properties of the PDF Queue and indicates how these prop erties have been set You can scroll through the summary to quickly check the settings or you can also use this infor mation for troubleshooting purposes or when con tacting Enfocus Customer Support 115 116 Chapter 7 Creating and Editing PDF Queues Chapter 8 Chapter 8 Managing PDF Queues About This Chapter Using a PDF Queue in Instant PDF will hardly ever be a self contained process you may not be using just one but several PDF Queues and you can exchange these with colleagues PDF creators an
85. ending on the status of the document on the File toolbar The Enfocus Certified PDF Status dialog box appears Status information The Status tab of the Enfocus Certified PDF Status dialog box gives you the following information The name author and date of the Certified Preflight Profile The status of the Certified Preflight Profile The status of the Certified PDF document Certified Preflight Profile Statuses Instant PDF determines the status of the Preflight Profile that is embedded in the PDF document by comparing it to the Preflight Profiles in your Pre flight Profile database which are the ones which you see listed in the Enfocus Processing Preflight panel The embedded Certified Preflight Profile can either match one of the Preflight Profiles in the Preflight Profiles database or not The Preflight Profiles match when the following conditions are met Preflight Profiles created with earlier versions of Enfocus PitStop Pro must have the same settings except for differences between Do and Do Log Preflight Profiles created with the current version of Enfocus PitStop Pro must have the same settings for Problems to detect and Report as Different settings for fixes are not taken into account The Certified Preflight Profile can have either one of the following statuses It matches a Preflight Profile in the Preflight Profile database It does not match any of the Preflight Profiles in the Preflight
86. ent Informs Gathering information in a PDF document A Look Inside an Action List in Enfocus PitStop Pro An Action List consists of a series of actions to see how actions are presented arranged by type When creating or editing an Action List in Enfocus PitStop Pro all actions will be arranged by type so they can easily be found Enfocus Instant PDF User Guide 53 Selections Before you can change something in a PDF docu ment you evidently have to select it Anything which can be selected in a PDF document is listed in the Selections category together with the logical operators AND NOT OR Changes The list of changes includes almost anything which professional PDF editing tools like Enfocus PitStop Pro can do including x Adding objects or page numbers i Changing a wide variety of properties including page boxes Color conversions Removing objects G Rotating and scaling page contents Font and color related changes Checks Action Lists do not necessarily change PDF docu ments They can also be created to check various properties in PDF documents or detect specific objects or elements For example an Action List can check font related properties or detect empty pages in a PDF document Checks however are not allowed in Action Lists which you wish to integrate into PDF Queues because PDF documents which are processed through an Enfocus PDF Queue are always submit ted to a preflight
87. ent creators You can automatically derive the PDF settings from the Preflight Profile which you use in your PDF Queue in which case you just need to Set Up a PDF Queue for Adobe InDesign S3 CS4 or CS5 Create and Save an Adobe InDesign PDF Preset in a Separate File When you print your original source documents or create a PDF file you always use a number of PDF related settings to get the desired output You can save or export these settings as a file for future use You may want to do this to make them avail able to your service providers clients or PDF docu ment creators but also to use them in your Enfocus PDF Queue The PDF related settings are called presets in Adobe InDesign E PDF presets which you use when you export your Adobe InDesign documents to PDF File gt Export To create and save an Adobe InDesign PDF preset in a separate file 1 In Adobe InDesign CS3 CS4 or CS5 Choose File gt Adobe PDF Presets gt Define 2 If necessary create a new preset or edit an existing one 3 Save the preset file in a folder of your choice Save the PDF preset in a joboptions file For more information about creating PDF presets see the Adobe InDesign documenta tion or Help Set Up a PDF Queue for Adobe InDesign CS3 CS4 or 55 Before you can successfully use the Save As Certified PDF command from the Adobe InDesign File menu you must set up a PDF Queue that contains the appropriate settings fo
88. erent reasons x To keep your local PDF Queues synchronized with corresponding PDF Queues on Certi fiedPDF net To upload your PDF Queues to Certified PDF net and publish them in a PDF Specification To become a member of CertifiedPDF net To be able to do this you have to fill in your Certi fiedPDF net user information your e mail address and a password in the preferences To set the preferences for your CertifiedPDF net account 1 Choose File gt Preferences gt CertifiedPDF net Membership on Windows or Instant PDF gt Preferences gt CertifiedPDF net on Mac 0S X 2 Do one of the following If you wish to become a member of Certi fiedPDF net click Become a Member If you wish to check out CertifiedPDF net first click Visit CertifiedPDF net G If you already are a member of Certi fiedPDF net type the e mail address and password of your CertifiedPDF net account click OK See also s www certifiedPDF net E Working with Certified PDF documents on page 61 Using and Managing CertifiedPDF net PDF Queues on page 127 a Subscribing to a PDF Queue based Specifica tion on CertifiedPDF net on page 136 22 Chapter 1 Getting Started Preferences gt CertifiedPDF net Synchronize Frequency of Synchronizing If you are a member of the CertifiedPDF net com munity and you are using a PDF Queue which origi nates from a Specification on CertifiedPDF net you can easily synchro
89. erties Enfocus Instant PDF User Guide 93 5 Click the padlock next to the property which you wish to lock or unlock 6 Lock or unlock the properties of your choice 7 If necessary click other categories and lock or unlock the respective properties 8 Click OK when done Locking Properties on Top of Other Properties There may be situations where you have a PDF Queue in which a number of properties have been locked already You may then wish to 2 Unlock some of these properties Lock some additional properties on top of the ones which are already locked You can do this in the same way as you would lock or unlock individual properties of a PDF Queue provided that you know the password of the prop erties which have already been locked Locking Collections of Properties Instead of locking or unlocking individual proper ties of a PDF Queue you can also lock or unlock a collection of properties All properties i No properties Properties which are relevant to you if you are a member of an industry association printer or publisher Be careful however if you apply a collection of locked properties in a PDF Queue which has already a number of locked properties The settings of the collection of locked properties will override the properties which were already locked in the PDF Queue Suppose you have a PDF Queue named 94 Chapter 7 Creating and Editing PDF Queues CMYK Ads in which a n
90. ertified PDF net community fill in your Certified PDF net account information i e the e mail address and password which you use to log on to CertifiedPDF net If you wish to become a member of Certi fiedPDF net click the Become a Member button 16 Chapter 1 Getting Started If you do not wish to become a member of CertifiedPDF net yet you can leave this dialog box blank 6 Click Done See also 7 Setting the Instant PDF Preferences on page 18 Using and Managing CertifiedPDF net PDF Queues on page 127 Installing Predefined PDF Queues PDF Queues Created by Enfocus A number of predefined PDF Queues will be installed automatically along with Instant PDF You can use these PDF Queues as soon as you start Instant PDF PDF Queues Created by Third Parties Not only Enfocus but also third parties may have created PDF Queues The Ghent PDF Workgroup for example may have created ready to use PDF Queues and published these on CertifiedPDF net You can install predefined PDF Queues in Instant PDF to get started right away You can do this By Importing a PDF Queue see page 120 By Subscribing to a PDF Queue based Specifi cation on CertifiedPDF net see page 136 See also www ghentpdfworkgroup org www certifiedPDF net Buying and Registering Enfocus Instant PDF Try and Buy You may have installed and tested a 30 day trial version of Instant PDF and you now want to pur chase
91. ertified PDF documents converting to Certified PDF documents 38 not synchronizing with CertifiedPDF net CertifiedPDF net status of a PDF Queue 129 not up to date with CertifiedPDF net CertifiedPDF net status of a PDF Queue 129 0 opening PDF documents automatically for review configuring a PDF Queue 110 in an application configuring a PDF Queue 111 out of date with CertifiedPDF net CertifiedPDF net status of a PDF Queue 129 Enfocus Instant PDF User Guide 145 output options bleed 97 printer marks 97 spreads 97 P partially valid PDF Queue 87 pausing jobs 80 PDF documents for review 109 PDF creation process explained 30 PDF documents creating by printing to a virtual printer 40 creating from PostScript files 40 creating in Adobe Illustrator CS3 CS4 or CS5 37 creating in Adobe InDesign CS3 CS4 or CS5 36 creating in Mac OS X 39 creating the conventional way 30 creating the Enfocus way 32 creating in QuarkXPress 7 or 8 35 PDF editing conventional approach 64 in a Certified PDF workflow 64 issues 64 PDF export configuring a PDF Queue for from QuarkXPress 7 or 8 99 146 Index PDF export settings for direct PDF export deriving from a QuarkXPress 7 or 8 PDF Output Styles file XML 99 for PostScript PS export deriving from a QuarkXPress 7 or 8 Print Output Styles file XML 99 PDF file saving justthe ofajob 81 PDF Output Styles save and link in Quark
92. ew more detailed information Statuses Explained This button changes depending on the status of the PDF document that you are working with Button Meaning The current PDF document is not a Certified PDF El document The current PDF document is a Certified PDF docu ment which was successfully preflighted meaning that the PDF document does not contain any errors v Click this button to see the document status The current PDF document is a Certified PDF docu ment which was not successfully preflighted Possible causes are The PDF document contains errors or The Certified PDF Profile embedded in the PDF document does not match a Preflight Profile in the Preflight Profiles database i e the ones which you see listed in the Enfocus Processing Preflight panel The corre sponding Preflight Profile in the Preflight Profiles database may have been changed or removed Click this button to see the document status See also What Is an Enfocus Certified PDF Document on page 67 The Certified PDF Workflow Explained on page 66 Checking the Certified PDF Status of a PDF Document on page 70 Starting a Certified PDF Workflow for a PDF document Creating Certified PDF Documents with Instant PDF When you create a new PDF document using one of the options available in Instant PDF such as the Adobe InDesign Adobe Illustrator or QuarkXPress plug ins or using a virtual printe
93. ferences gt Jobs Location on Windows or Instant PDF gt Preferences gt Job Location on Mac OS X 2 Do one of the following Click Use Default to store jobs in the default folder Click Browse to select a folder of your choice See also x Preferences gt Jobs History on page 25 Preferences gt Jobs Processing Instant PDF Interacting with Other Applications Although Instant PDF is a stand alone software program it can and in most cases will interact with other applications as jobs are being processed You can use Acrobat Distiller in the PDF creation stage of your workflow You can use Instant PDF as a plug in for Adobe InDesign Adobe Illustrator QuarkX Press or Adobe Acrobat which allows you to save your documents as Certified PDF using an Enfocus PDF Queue Or you can print to a PDF Queue in the form of a virtual printer The PDF document can automatically be opened for review in Adobe Acrobat Adobe Reader or any other PDF viewer For all of the above cases you can specify what should happen with the respective interacting applications at the corresponding stage in the workflow To set the job processing preferences Choose File gt Preferences gt Jobs Processing on Windows or Instant PDF gt Preferences gt Jobs Pro cessing on Mac OS X and follow the on screen instructions See also Creating and Editing PDF Queues gt QuarkXPress 7 or 8 on page 98 gt Ado
94. flighting The Incremental save principle A robust Roll back mechanism The illustration shows how a PDF document is pre flighted and becomes a Certified PDF document after each editing session Incremental save In the Certified PDF workflow all the modifications done in a Certified PDF document are logged per session and saved in an edit log file Also the edited Certified PDF documents can be saved incre mentally This means that the changes done in version 3 for example are saved on top of the changes done in version 2 but you keep one physi cal PDF file Thanks to the incremental save principle the file size of your Certified PDF document does not increase drastically as it is edited further on in the workflow Adobe Acrobat only saves the changes made during the different sessions Roll back mechanism The Certified PDF workflow also offers you a robust roll back mechanism Each time someone edits your Certified PDF document at a later stage for example using Enfocus PitStop Pro a snapshot will be included in the file You may think of a snapshot as an image of the state of the PDF document at the time it was saved This allows the user to any previous stage in the Certified PDF workflow and to compare different versions of your PDF document even though he or she maintains one physical PDF file See also a What Is an Enfocus Certified PDF Document on page 67 Starting a Certified PDF Workflo
95. focus LightSwitch Enfocus FullSwitch and Enfocus PowerSwitch offer even further automation All the functionality is driven by a visual flow editor and supported by the robust automation tools that are at the core of all Switch products More information about Enfocus PitStop Server and the Enfocus Switch products is available on our Web site at www enfocus com Enfocus Instant PDF User Guide 57 58 Chapter 4 Using Action Lists Chapter 5 Chapter 5 Enfocus Instant PDF User Guide 61 Working with Certified PDF documents About This Chapter This chapter covers all aspects of Certified PDF in Instant PDF ranging from a detailed explanation on the advantages of a Certified PDF workflow to how you can create new Certified PDF documents using Instant PDF In this chapter About Certified PDF 62 Guaranteed Preflighting 62 Document Consistency 64 Responsibility 65 The Certified PDF Workflow Explained 66 What Is an Enfocus Certified PDF Document 67 Certified PDF User Identification 67 Certified PDF Document Status 68 Starting a Certified PDF Workflow for a PDF document 68 Checking the Certified PDF Status of a PDF Document 70 Viewing the Preflight Report of a Certified PDF Document 71 Viewing the Edit Log File 71 Viewing the Editing Sessions 72 62 Chapter 5 Working with Certified PDF documents About Certified PDF What is Certified PDF Certified PDF is a PDF workflow concept developed by
96. fore Instant PDF auto matically dispatches it to the output location In practice a job that was submitted to a PDF Queue that includes a review step will be paused until you review the document and either accept or reject it The following information is displayed in the Job Information area for a job that needs to be reviewed The current step is Reviewing the created PDF File and the status is Waiting for your input The results of the preflight check are listed and three buttons are available Review Reject PDF and Cancel Job and Accept PDF and Continue Reviewing Accepting and Rejecting Documents The review mechanism in Instant PDF works in two steps 1 You review the PDF document that was cre ated by Instant PDF Ifthe PDF document con tains errors or warnings the preflight report will automatically be displayed so you can confidently trace any problems 2 Based on your findings and the messages in the preflight report you either accept or reject the document If you accept the document job processing resumes normally and the document will be saved or dis patched according to the PDF Queue settings If you reject the document the job is automatically canceled and the PDF document is not saved How to Review a PDF Document If the PDF Queue includes a review stage the job automatically pauses after the document is pre flighted and waits until you either accept or reject the document To revie
97. g Preflighting Defined Preflighting is a term derived from the airline industry The pilot has the responsibility to deter mine the airworthiness of the aircraft before take off This means that he or she has to perform a number of checks prior to each flight Preflighting PDF documents basically means the same thing the pilot in command i e the per son who creates or processes a PDF document has to make sure that the document is airworthy or rather outputworthy before delivering it Qutputworthy means that the PDF document is fit for use for example That a PDF document to be printed on a four color offset press contains only CMYK colors and that all the necessary fonts are included That a PDF document intended for online viewing contains only RGB colors Moreover any property of a PDF document which does not meet the requirements of the Preflight Profile can be reported as a problem and some of them can be fixed in the same process Preflighting Mechanism How exactly does preflighting work in an Enfocus PDF Queue The preflight stage in the Certified PDF workflow typically goes like this 1 The PDF document is submitted to a preflight check against a Preflight Profile 2 A number of problems may be detected and some of those may be fixed automatically 3 The detected and fixed problems are listed in a preflight report The next step in the workflow is the review stage This is whe
98. gured correctly exclamation points The category has not been configured correctly Click this category and resolve the problem Using the Enfocus PDF Queue Editor Advanced and Standard Editing Modes Editing an Enfocus PDF Queue implies that you select one or more properties of the PDF Queue and change them To do this you use the Enfocus PDF Queue Editor The Enfocus PDF Queue Editor has two editing modes A standard editing mode You can use this mode if you just want to see or change the main properties of a PDF Queue These main properties include the following categories Information Preflight Review Save and Send 3 An advanced editing mode You can use this mode if you want to see all the properties of a PDF Queue 88 Chapter 7 Creating and Editing PDF Queues To access the Enfocus PDF Queue Editor 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Do one of the following To check or change the main properties of the PDF Queue click the Standard button To check or change any of the properties of the PDF Queue click the Advanced button See also PDF Queue Properties on page 90 7 Creating a New PDF Queue Yourself on page 86 Enfocus Instant PDF User Guide 89 Using Variables When Configuring PDF Queues Using Variables Why and Where When you
99. h occurs in the following steps 1 General gt Author A Certified PDF workflow is started for the PDF document Metadata is added to the PDF document your name company and contact details 2 PDF Creation The PDF document is generated 3 Processing gt Correction The PDF document can be corrected using one or more Action Lists Creating a Certified PDF document using a PDF Queue Original document PDF Queue Certified PDF document 4 Processing gt Preflight The PDF document is preflighted using a Preflight Profile various properties of the PDF document are checked and some of them can be fixed if they are incorrect 5 Processing gt Review If necessary you can review the PDF document in Adobe Acrobat or Adobe Reader 6 Delivery The PDF document is saved on a specific location and can automatically be sent to a recipient by e mail or FTP What Is an Enfocus PDF Queue The Enfocus PDF Queue a Complete Certified PDF Creation and Quality Assurance Workflow An Enfocus PDF Queue is a complete Certified PDF creation and quality assurance workflow You create an Enfocus PDF Queue in Instant PDF to convert your source documents to output ready Certified PDF documents in a single step Output ready mean ing according to predefined parameters provided by the PDF document receiver The PDF Queue carries out all the intermediate steps of the PDF creation and quality assurance process automatically 1 Add i
100. ied PDF documents 78 PostScript Printer Description PPD file selecting when configuring the virtual printer properties of a PDF Queue 104 PostScript to PDF configuring a PDF Queue for PostScript to PDF conversion 96 PowerSwitch configuring a PDF Queue to deliver PDF documents to PowerSwitch 114 PPD see PostScript Printer Description file Ppp see Preflight Profile adding to a PDF Queue Enfocus Instant PDF User Guide 147 preferences Applications 26 becoming member of the CertifiedPDF net community 21 categories 18 CertifiedPDF net Account 21 changing e mail 112 checking for updates 20 Job Processing 23 Jobs History 25 Language 19 Preflight Report Help 25 Sending E Mail 26 Synchronize 22 units 21 User Information 19 Preflight Profile adding to a PDF Queue 108 definition 46 error level options 47 predefined 46 Preflight Profile status of Certified PDF documents 70 preflight report errors and warning explained in Help topics 25 hyperlinked symbols 48 interpreting 47 problem severity levels 47 viewing 47 148 Index preflighting adding a Preflight Profile to a PDF Queue 108 defined 46 guaranteed 62 in a Certified PDF workflow 62 issues 62 mechanism explained 46 using Preflight Profiles 108 prerequisites for creating a Certified PDF in Adobe Illustrator CS3 CS4 or CS5 37 for creating a Certified PDF in Adobe InDesign CS3 CS4 or CS5 36 for creating a Certified PDF in
101. ify where and how to save the Certified PDF file when it is ready The options which you have to save the Certified PDF document differ depending on whether you are 2 Specifying the Save Options Using the Stan dard Enfocus PDF Queue Editor 2 Specifying the Save Options Using the Advanced Enfocus PDF Queue Editor Specifying the Save Options Using the Standard Enfocus PDF Queue Editor Proceed as follows 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Standard Enfocus PDF Queue Editor You should see the Advanced button If not click the Standard button ee Locking on page 93 4 Click the Save button Specify x What the File Name of the PDF documents should look like The Folder in which the PDF documents should be saved File Name See File Name on page 95 Folder You can specify where PDF documents generated through this PDF Queue should be saved You have the following options Use specified folder Select this option if you wish to save all the PDF documents generated through this PDF Queue in the same folder Click Browse to select the output folder of the PDF Queue You may also want to use vari ables to specify the path to this folder If so click Variables and use the appropriate vari ables Ask every time Select this option if you wish to select a fol
102. is option To set the preferences for the Preflight Report Help Choose File gt Preferences gt Help Location on Win dows or Instant PDF gt Preferences gt Help Location on Mac OS X and follow the on screen instructions See also G Using the Instant PDF Help Set on page 12 26 Chapter 1 Getting Started Preferences gt Applications Using Applications in Combination with Instant PDF Instant PDF provides a plug in or XTension for the following applications QuarkXPress 7 and 8 Adobe InDesign S3 CS4 and CS5 Adobe Illustrator CS3 CS4 and CS5 Adobe Reader 8 or 9 Adobe Acrobat 8 or 9 It uses the following versions of Acrobat Distiller for PDF creation Acrobat Distiller 9 Acrobat Distiller 8 For each of these applications you can specify the location of their respective program files To set the preferences for applications Choose File gt Preferences gt Applications on Win dows or Instant PDF gt Preferences gt Applications on Mac OS X and follow the on screen instructions See also Creating Certified PDF Documents gt Creating a Certified PDF Document in QuarkXPress 7 or 8 on page 35 gt Creating a Certified PDF Document in Adobe InDesign CS3 CS4 or CS5 on page 36 gt Creating a Certified PDF Document in Adobe Illustrator CS3 CS4 or CS5 on page 37 gt Creating a Certified PDF Document in Adobe Acrobat 8 or 9 on page 38 Preferences gt E mail Ser
103. l intercept and log them However the Edit Log file will contain no details on the changes nor on the product with which the changes were made Viewing the Edit Log To view the Edit Log for a Certified PDF document 1 Open the PDF document in Adobe Acrobat 2 Click the Status button or depending on the status of the document on the File toolbar The Enfocus Certified PDF Status dialog box appears 3 Click the Edit Log tab The Edit Log appears displaying a list of the edits that were performed in the document 72 Chapter 5 Working with Certified PDF documents Interpreting the Edit Log Depending on the product that was used to per form the edits on the Certified PDF document the edit log will display more or less information Typi cally the edits are recorded in the following for mat Product abbreviation Edit Description Page For example if somebody deleted an image using Enfocus PitStop Pro the following message might appear in the Edit Log PP Remove Selection Page 5 The following abbreviations are used to identify the Enfocus products in the Edit Log gt IP Instant PDF 7 PP PitStop Pro CW Enfocus Certified PDF PS PitStop Server d PEX PitStop Extreme PCO PitStop Connector Viewing the Editing Sessions About Sessions The Certified PDF mechanism in Instant PDF allows you to consult the history of your PDF document This means that you can view a chronological
104. lar to a macro in other applications The Enfocus actions include Selecting objects for example color fonts images etc Changing adding or removing objects E Checking properties in a PDF document Gathering information in a PDF document To create Action Lists you need Enfocus PitStop Pro but you can include one or more existing Action Lists in your Enfocus PDF Queue Alternatively you can also download Action Lists from our Web site See also a Action Types on page 53 Creating and Editing PDF Queues gt Correction on page 106 www enfocus com for information about Enfocus PitStop Pro www enfocus com support actionlistlib actionlist index php to download Action Lists Why Would Use Action Lists The main reasons why you would use Action Lists in an Enfocus PDF Queue are You do not use Enfocus PitStop Pro to edit your PDF documents You want to prevent repetitious PDF editing tasks You want to integrate the correction of PDF documents in your PDF creation workflow Indeed creating a PDF document usually isn t enough You will most likely review the result and you may have to make some corrections to make the PDF document ready for output But you may not have the required software at your disposal to edit PDF documents Or maybe you do have PDF editing tools but there may be sequences of tasks which you have to do a number of times either within a single PDF docu ment o
105. les Library hyperlink in the Select Preflight Profiles window Select a Preflight Profile or the complete Enfo cus Preflight Profile Library and download the archive file Extract or expand the Preflight Profiles to a folder then click the button again in the Enfocus PDF Queue Editor to add the Preflight Profile to your PDF Queue Using Action Lists on page 51 Preflighting PDF documents on page 45 www enfocus com gt Products gt Enfocus PitStop Pro Enfocus Instant PDF User Guide 109 Review Review before Delivery Reviewing the PDF document is the final stage in the PDF quality assurance process 1 The PDF document may have been corrected using one or more Action Lists 2 The PDF document has been submitted to a preflight check using a Preflight Profile 3 You may wish to review the Certified PDF doc ument before you deliver it Reviewing a PDF document can mean for example that you open the PDF document in Adobe Acrobat or Adobe Reader and inspect it visually However some potential problems in the PDF document may not be immediately visible on screen There fore you may be using a PDF editing tool like Enfo cus PitStop Pro to take a look inside the PDF doc ument To configure a PDF Queue for review 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button Click the Review category 4 Select
106. lly use it for troubleshooting purposes The entries in the preflight report are not only pre ceded by a severity label Error Caution or Fixed but also by the following hyperlinked symbols Symbol Meaning and usage Click this symbol to view the online help topic a about this particular problem You will find a detailed description of the cause of the problem and instructions how to resolve it or prevent it in the future _ Click this symbol to view the first object or text in HA the PDF document which has this deviating prop erty See also Managing Jobs gt Reviewing a PDF Docu ment on page 82 Working with Certified PDF documents on page 61 Chapter 4 Chapter 4 Using Action Lists About This Chapter You can add Action Lists to your PDF Queues to automate corrections or changes in PDF documents This chapter explains what Action Lists are and how and why you use them It also gives you an idea of how Action List can work in practice Enfocus Instant PDF User Guide 51 Topics In this chapter a Definition and Purpose of an Action List 52 Action Types 53 Action Lists in Practice 55 z Further Automation 57 52 Chapter 4 Using Action Lists Definition and Purpose of an Action List What Is an Action List An Action List is a series of Enfocus actions grouped together as a single command to carry out tasks automatically in a PDF document It is simi
107. m its associ ated Preflight Profile These PDF settings can be z PDF Output Styles or Print Output Styles of QuarkXPress 7 or 8 PDF presets of Adobe InDesign CS3 CS4 or CS5 PDF presets of Adobe Illustrator CS3 CS4 or CS5 If you do this you can also select and specify the following output options Spreads x Printer marks Bleed y See the Adobe InDesign Adobe Illustrator or QuarkXPress documentation or Help for more information about spreads printer marks or bleed To specify Adobe InDesign Adobe Illustrator and QuarkXPress output options 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the Output Options category Select output options of your choice and if necessary specify the bleed size If one or more properties in this category is locked see Locking on page 93 6 Click OK See also Preferences gt Units on page 21 Chapter 7 Creating and Editing PDF Queues QuarkXPress 7 or 8 on page 98 Qua rkXPress T or 8 Adobe InDesign CS3 CS4 or CS5 on page 100 Adobe Illustrator CS3 CS4 or CS5 on page 102 Where to Start You can use Instant PDF as a plug in for QuarkX Press 7 or 8 which implies that you configure your
108. n icon or its shortcut Instant PDF will then start automatically and start a job to convert the Post Script or PDF document to a Certified PDF docu ment To certify PostScript and PDF documents 1 In Instant PDF click the Jobs button on the toolbar 2 Choose Job gt New 3 Locate the PostScript or PDF file for which you want to start a Certified PDF workflow and click Open The file appears as a job in the Jobs in Progress list 4 Select the job in the Jobs in Progress list and click the Select PDF Queue button 5 Select a PDF Queue and click OK A new job is started in Instant PDF Depending on the PDF Queue settings the document may be saved as a Certified PDF document straight away or you may need to take certain actions first such as supplying a file name or reviewing the preflighted document Creating a Certified PDF Document by Printing to a Virtual Printer What Is a Virtual Printer A virtual printer is one of the appearances of an Enfocus PDF Queue When you create or change a PDF Queue you can choose to present the PDF Queue as a virtual printer If you do this the name of the PDF Queue will also be the name of the vir tual printer as it appears in the list of Printers and Faxes in Control Panel Windows or in the Printer List Mac 0S Printers and Faxes File Edit View Favorites Tools Help P search Folders Hr dress Printers and Faxes la Name Printer Tasks Q My First P
109. n Adobe Illustrator PDF presets which you use when you export your Adobe Illustrator documents to PDF File gt Export To create and save an Adobe Illustrator print pre set or PDF preset in a separate file 1 In Adobe Illustrator Choose Edit gt Adobe PDF Presets on Windows or File gt Adobe PDF Pre sets gt Define on Mac OS X If necessary create a new preset or edit an existing one 2 Save the preset file in a folder of your choice Save the PDF preset in a joboptions file 3 Set Up a PDF Queue for Adobe Illustrator S3 CS4 or CS5 and link the preset file to the PDF Queue Set Up a PDF Queue for Adobe Illustrator CS3 CS4 or CS5 Before you can successfully use the Save As Certified PDF command from the Adobe Illustrator File menu you must set up a PDF Queue that contains the appropriate settings for Adobe Illustrator To configure a PDF Queue for use with Adobe Illus trator CS3 CS4 or CS5 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the Adobe Illustrator CS3 Adobe Illus trator CS4 or Adobe Illustrator CS5 category 5 Select the option Allow Adobe Illustrator CS3 integration Allow Adobe Illustrator CS4 inte gration or Allo
110. n to CertifiedPDF net and i Checking the CertifiedPDF net Status of Your describes how Instant PDF and CertifiedPDF net can PDF Queue in Instant PDF 129 interact Synchronizing a PDF Queue with CertifiedPDF net 130 Uploading and Publishing a PDF Queue on CertifiedPDF net 133 Subscribing to a PDF Queue based Specifica tion on CertifiedPDF net 136 128 Chapter 9 Using and Managing CertifiedPDF net PDF Queues What is CertifiedPDF net CertifiedPDF net An Online Resource for PDF Spec ifications CertifiedPDF net is an online resource for PDF Speci fications Online resource CertifiedPDF net is a Web site for professional PDF users The primary goal of CertifiedPDF net is to provide graphic arts professionals with a central ized hub to exchange PDF Specifications Through integration with Enfocus desktop products you stay up to date with changes that happen to these Specifications CertifiedPDF net also provides a wealth of support ing resources such as white papers tips and tricks and a database of explanations and solutions on the feedback you get from your preflight report PDF Specifications A PDF Specification is a collection of files which the document creator can use to deliver PDF documents which are up to the document receiver s expecta tions A Specification can include d A PDF Queue A Preflight Profile Action Lists PostScript Printer Description PPD Files QuarkXPress 7 or 8 Print Ou
111. n you last synchro nized or downloaded this PDF Queue The status of the CertifiedPDF net Queue i e the PDF Queue which is published on CertifiedPDF net and which corresponds to your local PDF Queue Your local PDF Queue needs synchronizing if its sta tus when you last synchronized or downloaded it differs from the PDF Queue on CertifiedPDF net Consequently synchronizing PDF Queue always goes in one direction from the CertifiedPDF net Queue to your local PDF Queue How to Synchronize Your PDF Queues Proceed as follows 1 In the main Instant PDF window select the PDF Queue which you want to synchronize with CertifiedPDF net 2 Do one of the following Click the Synchronize button Choose PDF Queue gt Synchronize The CertifiedPDF net site will be contacted and your local PDF Queue will be synchronized with the latest version on CertifiedPDF net Synchronizing a PDF Queue CertifiedPDF net E PDF Queue ma Instant PDF Synchronizing a PDF Queue from CertifiedPDF net to your local PDF Queue in Instant PDF Synchronizing PDF Queues Merging PDF Queues Synchronizing your local PDF Queue implies that the settings of its properties will be merged with the settings of the CertifiedPDF net Queue Your local PDF Queue and the CertifiedPDF net Queue will be as it were superimposed The general rule that applies when you synchronize your local PDF Queue with CertifiedPDF net is that th
112. n your PDF documents Preflighting and Your Workflow Ideally a PDF document should be preflighted at an early stage in a workflow i e as soon as it has been created This is particularly true if the PDF document will move from the PDF document pro vider who created the PDF document to the PDF document recipient e g a publishing or printing department Detecting problems in the PDF docu ment before the file leaves the PDF document pro vider saves time and money Even more so when the PDF file is sent to a different physical location Preflighting in a Certified PDF workflow A Certified PDF workflow supports the preflight pro cess by 4 Offering the PDF document provider a simple and streamlined way to preflight a PDF docu ment with a Preflight Profile supplied by the PDF document recipient 3 Including the Preflight Profile and the corre sponding preflight report in the PDF docu ment This way there can be no doubt about the preflight status of the PDF document Enfocus Instant PDF User Guide 63 Offering a straightforward user interface that enables the recipient of the PDF document to verify that the document has been preflighted successfully with a Preflight Profile he or she provided The above mentioned features help to 8 Motivate the PDF document provider to actu ally preflight his or her PDF documents Dramatically reduce the number of problems in files received from PDF document providers
113. nd in many other coun tries This product and use of this product is under license from Markzware under U S Patent No 5 963 641 Other brand and product names may be trademarks or registered trademarks of their respective holders All specifications terms and descriptions of prod ucts and services are subject to change without notice or recourse Contents Chapter 1 Enfocus Instant PDF User Guide 3 Getting SAMO coc ccessssccccsssececoescaescsecdacescdeececcsecsscdcesccccsesssssseassassesevseseeTl The Instant PDF Documentation Set ococcccccncnccncnconcncnncncnnoncncnncnroncnconcncnnono 12 Using the Instant PDF Help Set oococccccncccncncncnononcncncnnncncccconononcncornononononnns 12 System Requirements A Runners 14 Installing Instant PDF Dean s 15 Starting and Configuring Instant PDF c oococcccncncnncncnnoncnncncnconcncnncncnnnnnononos 15 Installing Predefined PDF Queues ururesesesesenennnnnunnnnnnsnnnnnensnnnnnnnsnnnnnennnnn 16 Buying and Registering Enfocus Instant PDF o ocococncncncncncncncnnncnconnnncncnnnnnns 17 Getting SUP POF casitas 17 Setting the Instant PDF PreferenceS oooccccccccccconcncnncnnoncnncnnnoncncnncnncncnonenanos 18 Preferences gt Personal Information ococccnncncnncnconcncnnnncncnncncnnoncnconcncnncnonns 19 Preferences gt Language nennen ana in 19 Preferences gt M amp ssages nn nes nn 20 Preferences gt Updates ann nn ana 20 Preferences
114. nformation about the PDF document in the PDF document itself 2 Create not just a regular PDF document but a Certified PDF document 3 Correct the PDF document using Enfocus Action Lists 4 Preflight the PDF document using a Preflight Profile 5 Allow you to review the PDF document 6 Deliver the Certified PDF document by saving it on a specific location or sending it to a recipi ent by e mail or FTP See also Creating and Editing PDF Queues on page 85 amp Using and Managing CertifiedPDF net PDF Queues on page 127 Enfocus Instant PDF User Guide 33 Viewing PDF Queues About the PDF Queue List The PDF Queue List is one of the two views of the main Instant PDF window You see the PDF Queue list when You start Instant PDF You choose PDF Queue gt Show PDF Queue List You click the PDF Queues button Las You can use the PDF Queue List to see information about the PDF Queues that are installed on your computer and to manage them Components of the PDF Queue List The PDF Queue List consists of a The PDF Queue Control Buttons E The PDF Queues List a The PDF Queue Information Area The Help Area The PDF Queue Control Buttons You find the PDF Queue control buttons on the tool bar when you are viewing the PDF Queue list 34 Chapter 2 Creating Certified PDF Documents You can use these buttons for commonly used tasks Button Usage Click the PDF Queues button to see the lis
115. ng the PDF Creation Process Whenever you create a PDF document using Instant PDF a new Job is created A Job represents the entire set of actions that occur when you use Instant PDF to generate a Certified PDF document It is your primary means of manag ing the PDF creation process Working with Jobs The Jobs you submitted to a PDF Queue are dis played in the Job List View Jobs give you more con trol over the PDF creation process You use them to follow the progress of the different steps in the PDF creation process s You use them to pause or cancel the PDF creation process if required See also Viewing Jobs on page 76 Creating a New Job on page 78 Canceling a Job on page 79 Pausing and Resuming a Job on page 80 Viewing Jobs About the Job List The Job List is one of the two views of the main Instant PDF window You see the Job list when You start a new Job You choose Job gt Show Job List You click the Jobs button in the toolbar ba ror v You can use the Job List to see information about the Jobs that are in progress or jobs that have been processed recently Components of the Job List The Job list consists of the following components The Job Control Buttons The Job List The Job Information Area The Help Area The Job Control Buttons You find the Job control buttons on the toolbar when you are viewing the Job list You can use these buttons for
116. nize this PDF Queue Synchroniz ing a PDF Queue always means that the PDF Queue from the Specification on CertifiedPDF net is down loaded and its settings are applied to the corre sponding local PDF Queue although this will mainly occur in the background You can specify how frequently you want Instant PDF to check the CertifiedPDF net Web site for updates of PDF Queues in Specifications to which you have subscribed To set the preferences for synchronizing PDF Queues with CertifiedPDF net 1 Choose File gt Preferences gt Synchronize on Windows or Instant PDF gt Preferences gt Syn chronize on Mac 0S X 2 Select how often you want Instant PDF to check for updates of the PDF Queue If you do not want Instant PDF to check for updates of PDF Queues automatically at regular intervals you can choose to check manually You can then synchronize this PDF Queue at a convenient moment simply by selecting the PDF Queue and clicking the Synchronize button or choosing PDF Queue gt Synchronize See also Using and Managing CertifiedPDF net PDF Queues gt Synchronizing a PDF Queue with CertifiedPDF net on page 130 Preferences gt Jobs Location Storing Jobs You can specify the folder where jobs have to be stored The following subfolders will be created automatically An Active folder for jobs in progress x A Failed folder A Successful folder To specify the folder to store jobs 1 Choose File gt Pre
117. not click the Advanced but ton 4 Click the Correction category Click the button to open the Select Action List dialog 6 Select one or more Action Lists you want to add either From Database or From file 7 Click OK The Action Lists of your choice are added to the bottom of the list of Action Lists to run on the PDF file The Action Lists appear in this list in the order in which they will be run on the PDF documents the Action List on top of the list will start first 8 If necessary change the order of the Action Lists select an Action List and click the Move Up or Move Down button re properties in this cat see Locking on page 93 Where Can I Find Action Lists If you want to add Action Lists to your PDF Queue this is where you can find them From Database The Database contains predefined Action Lists and Action Lists which are already available in the Enfo cus Action List Database Both are installed on your computer s hard disk along with Instant PDF The Enfocus Action List Database can also be used and updated by other Enfocus products such as Enfocus PitStop Pro 7 0 or higher and Enfocus PitStop Server 4 0 or higher This means that if you create an Action List with PitStop Pro it will also appear in the From Database list in the Select Action List dia log The Global list contains Action Lists available to all users on the computer The Local list is only avail able to
118. nt status of Certified PDF documents 68 70 documentation set of Instant PDF overview 12 duplicating a PDF Queue 122 142 Index e mail configuring a PDF Queue for delivering PDF documents by 112 preferences 112 eal Enfocus Action List see Action Lists Edit Log in a Certified PDF document 64 interpreting 72 editing PDF documents conventional approach 64 PDF Queues 87 Enfocus Knowledge Base consulting 17 Enfocus PDF Queue Editor accessing 88 standard vs advanced 110 Enfocus PitStop Server Enfocus PowerSwitch 57 EPQ file saving a PDF Queue as a separate 121 error reporting 47 error severity levels defined 47 example 47 errors and warnings explained in Help topics 25 exclamation points next to a category in the Advanced PDF Queue Editor 87 existing PDF files configuring a PDF Queue to import 105 converting to Certified PDF documents 40 importing to convert them to Certified PDF documents 78 starting a Certified PDF workflow for 69 existing PostScript files configuring a PDF Queue to import 106 importing to convert them to Certified PDF documents 78 export configuring a PDF Queue for direct PDF from QuarkXPress 7 or 8 99 exporting PDF Queues 121 file naming configuring the of generated PDF documents in a PDF Queue 95 finding Help topic by keyword 13 Help topic by title 13 folder to save generated PDF documents configuring in PDF
119. o a virtual printer 1 Open your original document in its native application 2 Choose File gt Print 3 Select a PDF Queue presented as a virtual printer from your list of printers 4 Check the print settings which are specific to your native application change them if nec essary and click Print See also Creating a Certified PDF Document in QuarkX Press 7 or 8 on page 35 Creating a Certified PDF Document in Adobe InDesign CS3 CS4 or CS5 on page 36 Creating a Certified PDF Document in Adobe Illustrator CS3 CS4 or CS5 on page 37 Creating a Certified PDF Document in Adobe Acrobat 8 or 9 on page 38 Creating and Editing PDF Queues gt Virtual Printer on page 103 Enfocus Instant PDF User Guide 41 42 Chapter 2 Creating Certified PDF Documents Chapter 3 Chapter 3 Preflighting PDF documents About This Chapter A Preflight Profile is a vital component of an Enfo cus PDF Queue The PDF Queue uses a Preflight Pro file to preflight your PDF documents check and correct errors if any The result of this check is pre sented in a preflight report This chapter explains these key concepts of pre flighting and illustrates what happens in the pre flight stage of your Certified PDF workflow Enfocus Instant PDF User Guide 45 Topics In this chapter Preflighting 46 Preflight Profiles 46 Preflight Report 47 46 Chapter 3 Preflighting PDF documents Preflightin
120. o select the file type before you click the Save button Other users will later be able to search for this Specification based on the type of files it contains In Instant PDF click Publish the specification on CertifiedPDF net On CertifiedPDF net you can do the following 134 Chapter 9 Using and Managing CertifiedPDF net PDF Queues Type a Publication message in the text box New but also existing Subscribers will be able to view this publication message Select the option to send an invitation in e mail to potential Subscribers 9 Click the Publish button 10 Ifyou selected the option to send an invita tion in e mail click the hyperlink to edit and send the invitation A new message will be created in your default e mail program This message will have a hyperlink to your pub lished Specification Fill in the recipients edit the message body if necessary and send the invitation Notice that the status of your Specification on Certi fiedPDF net is now public other members of Certi fiedPDF net can now subscribe to this Specification and download and install the PDF Queue in their versions of Instant PDF 1 In Instant PDF click OK to close the Upload Enfocus PDF Queue dialog box See also Using and Managing CertifiedPDF net PDF Queues on page 127 www certifiedpdf net gt Resources gt Help Publish Then Export Once you have published a PDF Queue in a Specifi cation on CertifiedP
121. offset press You could create dedicated PDF Queues for each of these media Each of these PDF Queues could use the same user information and delivery methods but have different names and Preflight Profiles You could also have a prefix added auto matically to the file name of the PDF documents depending on the media for which they are intended For example Documents you print to could get the file name the Web PDF Queue www pdf the CD ROM PDF Queue cd pdf the offset press PDF Queue press pdf Inthe above example the approach would be as follows 1 You create an original Enfocus PDF Queue either from scratch or from CertifiedPDF net 2 You duplicate this original PDF Queue 3 You change the name Preflight Profile and PDF file naming prefix of the second PDF Queue 4 You repeat steps 2 and 3 for the third queue To duplicate an Enfocus PDF Queue 1 In the main Instant PDF window click the PDF Queues button 2 Select the PDF Queue which you want to duplicate 3 Choose PDF Queue gt Duplicate A new PDF Queue will be created This PDF Queue will have the same properties as the original The following properties may require your attention Original PDF Queue Duplicated PDF Queue Name Same as original preceded by Copy of Synchronizes with a PDF Queue on CertifiedPDF net Published on CertifiedPDF net Synchronizes with the same PDF Queue on Certi
122. om within QuarkXPress in a single user friendly step To create a Certified PDF document in QuarkXPress 1 Open your output ready QuarkXPress docu ment 2 Choose File gt Save as Certified PDF 3 Select a PDF Queue from the list of Enfocus PDF Queues in the Enfocus Instant PDF dialog box A description of the Queue appears in the Print Settings tab Click the PDF Queue Over view tab for an overview of the settings in the PDF Queue 4 Specify the page range you want to print in the Pages box Observe the tips in the Help area 5 Click OK 36 Chapter 2 Creating Certified PDF Documents A new job is started in Instant PDF for your QuarkX Press document Depending on the PDF Queue set tings the document may be saved as a Certified PDF document straight away or you may need to take certain actions first such as entering a file name or reviewing the preflighted document Creating a Certified PDF Document in Adobe InDesign 53 CS4 or CS5 What You Need to Do First Before you can begin using one step Certified PDF creation in Adobe InDesign you need to configure a PDF Queue for use with Adobe InDesign See 5 Creating and Editing PDF Queues gt Adobe InDesign S3 CS4 or CS5 on page 100 E Preferences gt Applications on page 26 Saving an Adobe InDesign Document as a Certified PDF Document Instant PDF adds a menu item to your Adobe InDe sign File menu This allows you to create Certified
123. omplete the job processing if required Save to folder Confirmation messages if file already exists Send e mail attachment too large Review see Reviewing a PDF Document See also Canceling a Job on page 79 Pausing and Resuming a Job on page 80 Reviewing a PDF Document on page 82 Enfocus Instant PDF User Guide 79 Canceling a Job Why Cancel a Job You may want to cancel the processing of a job when you think its results will be unacceptable For example if during the review stage of the PDF creation process you find that the document con tains errors that cannot be fixed in the PDF you can cancel the job and fix the problem in the source documents Also if a serious error occurred in a job you may need to cancel it To cancel a job 1 In the main Instant PDF window click the Jobs button The Job List appears 2 Select the job in the Jobs In Progress list which you want to cancel 3 Click the Cancel button on the Instant PDF toolbar 4 Click OK to confirm The canceled job will move to the History list See also 3 Pausing and Resuming a Job on page 80 i Deleting a Job on page 80 80 Chapter 6 Managing Jobs Pausing and Resuming a Job Pausing Jobs In some cases you may want to pause a job For example if you have submitted multiple jobs at the same time and you want to finish a specific job first you will need to pause the jobs at the top of the Jobs
124. ompleting the action Creating a New Job Different Job Creation Methods You can create new jobs Directly from within the Instant PDF window using the New command in the Job List view See Creating Jobs from the Job List view Directly by dragging a PostScript or PDF file onto the Instant PDF application icon or its shortcut Indirectly by printing to a virtual printer or using the QuarkXPress XTension or the plug in for Adobe InDesign Adobe Illustrator or Adobe Acrobat See also Creating Certified PDF Documents gt Creating a Certified PDF Document in QuarkXPress 7 or 8 on page 35 gt Creating a Certified PDF Document in Adobe InDesign CS3 CS4 or CS5 on page 36 Creating a Certified PDF Document in Adobe Illustrator CS3 CS4 or CS5 on page 37 gt Creating a Certified PDF Document in Adobe Acrobat 8 or 9 on page 38 gt Creating a Certified PDF Document in Mac OS X on page 39 gt Creating a Certified PDF Document by Printing to a Virtual Printer on page 40 Creating Jobs from the Job List view You can create a Certified PDF document from within the Instant PDF window To create a new job 1 Do one of the following Choose Job gt New select a PostScript or PDF file and click Open Drag a PostScript or PDF file onto the Instant PDF application icon or its shortcut 2 Select a PDF Queue to process the current job with 3 Follow the instructions in the Job Information area to c
125. on page 38 To configure a PDF Queue for use with a virtual printer 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the Virtual Printer category Select the option Allow Virtual Printer 6 Selecta PostScript Printer Description PPD file following the on screen instructions in the Help area If one or more properties in this category is ad see Locking on page 93 one locke 104 Chapter 7 Creating and Editing PDF Queues Name of the Virtual Printer The name of the virtual printer as it appears in the list of Printers and Faxes Windows or on the desk top Mac 0S will be the same as the name of the PDF Queue which the virtual printer represents Printer Drivers PPDs and Instant PDF queues When you create and set up an Enfocus PDF Queue you may want to present your PDF Queue as a vir tual printer and use a specific PPD for the PostScript to PDF conversion It is important that you have a good understanding of what printer drivers and PPDs are and can do because they will very much contribute to the quality and look of your PDF document Printer Drivers Every printer which you install on your computer system has a printer driver A printer driver
126. option Ask every time if you wish to enter a file name for each PDF document that is generated by the PDF Queue You may not want to do this if you will be creating a large volume of PDF documents See also Using Variables When Configuring PDF Queues on page 89 Save on page 110 96 Chapter 7 Creating and Editing PDF Queues PostScript to PDF Converting PostScript Files to Certified PDF Docu ments Using an Enfocus PDF Queue You can use a PDF Queue to convert your PostScript files to Certified PDF documents This method is similar to the traditional way of creating PDF docu ment using Acrobat Distiller 1 You create a PostScript file of your original document You use a printer driver for exam ple Adobe PDF in this process 2 Acrobat Distiller converts the PostScript file to a PDF file using specific conversion settings called Adobe PDF Settings in Acrobat Distiller 8 and 9 If you enable the PDF Queue to convert PostScript files to PDF files you can also specify the conversion settings Using an Adobe PDF Settings File jobop tions Deriving the Acrobat Distiller PDF Settings from the Preflight Profile To configure a PDF Queue for PostScript to PDF conversion 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You
127. or File menu This allows you to create Certified PDF documents from within Adobe Illustrator in a single user friendly step To create a Certified PDF document in Adobe Illus trator 1 Open your output ready Adobe Illustrator document 2 Choose File gt Save as Certified PDF 3 Select a PDF Queue from the list of Enfocus PDF Queues in the Enfocus Instant PDF dialog box y A description of the PDF Queue appears in the Print Settings tab Click the PDF Queue Over view tab for an overview of the settings in the PDF Queue 4 Specify the page range you want to print in the Pages box Observe the tips in the Help area 5 Click OK 38 Chapter 2 Creating Certified PDF Documents A new job is started in Instant PDF for your Adobe Illustrator document Depending on the PDF Queue settings the document may be saved as a Certified PDF document straight away or you may need to take certain actions first such as entering a file name or reviewing the preflighted document Creating a Certified PDF Document in Adobe Acrobat 8 or 9 Bringing Non Certified PDF Documents into the Fold Instant PDF also allows you to convert regular PDF files documents to more reliable Certified PDF doc uments even if you do not have access to the source files The advantages of doing this are numerous Let s take the example of a printer who receives a non certified document from a designer It s a good idea for him to make the document
128. or warning entry in the preflight report The corresponding Help topic appears in your browser window displaying the cause and possible solutions for the error message which appeared in the preflight report Finding the Right Help Topic In the main window of Instant PDF choose Help gt Documentation gt Instant PDF Help HTML You will see that the Help window consist of two frames The Navigation frame on the left This is where you see the Contents Index and Search tabs and the titles of the Help volumes Quick Start Help Enfocus Instant PDF Help and Preflight Report Help The Topic frame on the right This is where you will see the actual text of the topic You can quickly find the relevant Help topic in sev eral ways Finding a Help topic by title Contents Finding a Help topic by keyword Index Finding a Help topic by searching for keywords Search Finding a Help topic by title Finding a Help topic by title is like you would use the table of contents in a printed User Guide Proceed as follows 1 Click the Contents tab at the top of the Navi gation frame 2 Click a title in the Navigation frame The corresponding topic appears in the Topic frame Finding a Help topic by keyword Finding a Help topic by keyword is like you would use the index in a printed User Guide The index is a list of keywords arranged in alphabetical order Proceed as follows 1 Click the Index tab at the top
129. ou can simply add printer marks automatically to your PDF documents by integrating an Action List in your PDF Queue Se 1 Original PDF document without any printer marks 2 PDF document in which an Action List has been run to add trim marks A registration marks B and color control strips C Further Automation As explained in Definition and Purpose of an Action List on page 52 you can use Action Lists to automate repetitious tasks You can integrate these Action Lists into your PDF Queue so that all the PDF documents which are created through this PDF Queue are automatically corrected But if you have a large number of existing PDF documents to which you want to apply the same Action List s you may feel the need for further automation Indeed you would repeatedly have to G Open each individual PDF document Execute one or more Action Lists Close and save the PDF document Consequently the task of running Action Lists in itself may become repetitious and may thus be eli gible for automation Enfocus PitStop Server offers further automation of PDF processing tasks It is a stand alone application which you can use to create so called Hot Folders In these Hot Folders you can include one or more Action Lists and a Preflight Profile The Preflight Profile and Action List s will be executed automati cally as soon as PDF documents arrive in an input folder which you have selected En
130. oved from the History list See also Preferences gt Jobs History on page 25 G Viewing Jobs on page 76 Saving PDF Files and or Jobs What Is Saved You can select a job in the History list and save either the entire job or just the PDF file in a sepa rate folder If you save a job you will actually create a folder which contains all the files relevant to this job including The Preflight Profile used in the PDF Queue Action Lists if any which were used in the PDF Queue The Certified PDF file which was generated g The preflight report of the Certified PDF docu ment The PostScript Printer Description PPD file which was used to create the PDF document Any PDF settings files which were used e g Adobe PDF Settings Adobe InDesign presets QuarkXPress print styles or PDF export options Why Save a PDF File or a Job You may wish to save a job or just the PDF file in the following situations The job failed because there were errors detected in the PDF document which you cannot resolve Although the job failed you will still have a Certified PDF document but it will not be output ready You may want to send this PDF document to someone who can resolve the errors e g using PitStop Profes sional or PitStop Server You may wish to contact the Enfocus Customer Support Department with a particular problem In this case our support engineers will require all the relevant files to be a
131. py this informa tion and paste it in a text file or an e mail message which you can then send to our Customer Support Department Consulting the Enfocus Knowledge Base The Enfocus knowledge base provides a wealth of information on more specialized topics or recent issues The knowledge base articles are arranged by Enfocus product and you can use keywords to quickly find the relevant article in the knowledge base To consult the Enfocus Knowledge Base E In Instant PDF choose Help gt Support gt Search Knowledge Base on Windows or Help gt Search Knowledge Base on Mac 0S X or Go to the Enfocus Web site www enfocus com and choose Support gt Knowledge base Reporting a Problem Although our Software Development and Quality Control teams do their utmost to ensure that our software products and their documentation are up to quality standards there may be an occasion where you experience a problem in using Instant PDF If so you can report this problem to our Cus tomer Support Department Our support engineers will give your problem immediate attention and will try to help you with accurate to the point information or hands on assistance 18 Chapter 1 Getting Started PAR N Setting the Instant PDF 1 Choose Help gt Support gt Report a Problem on Windows or Help gt Report a Problem on Prefe rences Mac OS X 2 Fill out the online form and click Submit Categories of Preferences Proceed as follows
132. r you automati cally start a Certified PDF workflow for that docu ment Sample Certified PDF workflow with Instant PDF Source document PDF u JAE Action List Preflight Review Profile Certified PDF Existing PDF Documents You can also bring existing PDF documents into a Certified PDF workflow Starting a Certified PDF workflow for a PDF docu ment means that you stamp the document You provide it with the information necessary to enjoy the benefits of the Certified PDF workflow for that particular PDF document As soon as you have started a Certified PDF work flow for a document any change made to the doc ument will be recorded per editing session and can be traced in the edit log See also Viewing the Edit Log File on page 71 To start a Certified PDF workflow for an existing document if you do not have Adobe Acrobat 1 In the Instant PDF main window click the Jobs button on the toolbar 2 Choose Job gt New you can also drag and drop a PostScript or PDF Y file onto the Instant PDF application icon or its shortcut Instant PDF will then start automati cally and start a job to convert the PostScript or PDF document to a Certified PDF document 3 Browse to the PDF document that you want to make Certified select it and click OK The file appears as a job in the Jobs in Progress list 4 Select the job in the Jobs in Progress list and click the Select PDF Queue button 5 Sel
133. r Adobe InDesign To configure a PDF Queue for use with Adobe InDesign CS3 CS4 or CS5 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the Adobe InDesign CS3 Adobe InDesign CS4 or Adobe InDesign CS5 category 5 Select the option Allow Adobe InDesign CS3 integration Allow Adobe InDesign CS4 inte gration or Allow Adobe InDesign CS5 integra tion amp If one or more properties in this category is 9 locked see Locking on page 93 Check the categories Virtual Printer and Post Script to PDF and make sure that these prop erties have been correctly configured too Enfocus Instant PDF User Guide 101 See also y Creating and Editing PDF Queues gt PostScript to PDF on page 96 gt Output Options on page 97 gt Virtual Printer on page 103 Creating a Certified PDF Document in Adobe InDesign CS3 CS4 or CS5 on page 36 e Preferences gt Applications on page 26 102 Chapter 7 Creating and Editing PDF Queues Adobe Illustrator 3 CS4 or 55 Where to Start You can use Instant PDF as a plug in for Adobe Illustrator CS3 CS4 or CS5 which implies that you configure your PDF Queue to be integrated into Adobe Illustrator You will then
134. r in multiple PDF documents To prevent these repetitious tasks you can use one or more Action Lists Moreover you can integrate these Action Lists into your Enfocus PDF Queues to make sure that corrections are done in your PDF docu ments automatically before these documents are submitted to a preflight check See also 2 Creating and Editing PDF Queues gt Correction on page 106 Action Types Why Do Have to Know What Action Types Are In Instant PDF you can just use one or more Action Lists by integrating them into your PDF Queues but you cannot create or change them To do this you need Enfocus PitStop Pro Still it is important that you understand a What an Action List can do What types of actions can be included in an Action List Which action types can be used in Action Lists for PDF Queues and which cannot What Are Action Types Typically you use an Action List to select something in the PDF document and to change it into some thing else For example you select the spot color Company Green and change it into Company Gray You do this throughout the complete PDF document but you also want to do this in other PDF documents However an Action List can do a lot more It can include the following types of actions Selections Selecting objects for example color fonts images etc Changes Changing adding or removing objects s Checks Checking properties in a PDF docu m
135. ral Instant PDF preferences for color conversion will be used However if Color Management is enabled in the Preflight Profile it will take priority over this option See also E Preferences gt Jobs Color Management on page 24 Locking Ways to Lock Properties of a PDF Queue You can lock one or more properties of a PDF Queue to prevent the users of the PDF Queue from chang ing these properties accidentally or incorrectly There are various ways to lock properties of a PDF Queue Locking Individual Properties of a PDF Queue Locking Properties on Top of Other Proper ties Locking Collections of Properties Locking Individual Properties of a PDF Queue If you lock properties of a PDF Queue you will be promped to enter a password You or the users of the PDF Queue will need to enter this password to unlock these properties again Padlock icons next to the properties indicate whether the respective property is locked or unlocked Icon Meaning d The property is unlocked 3 The property is locked To lock or unlock individual properties of a PDF Queue 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Select the appropriate category of prop
136. rd party technology The workgroup client bundled with Enfocus Power Switch allows your team members to submit and track jobs from their own workstation To configure a PDF Queue to deliver Certified PDF documents to Enfocus PowerSwitch 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the Enfocus PowerSwitch category e or more properties in this categor locked see Locking on page 93 5 Select the option Deliver to an Enfocus Pow erSwitch and specify at least the Server Name This can be an IP address or a URL for example 168 192 2 1 or powerswitch enfo cus com 6 You may also want to specify the Server Port If no Port is entered the default port 51008 is used Username and Password g The Submit Point Refer to the on screen instructions for more details Providing a User Name and Password You can enter a User Name and Password in the queue editor If no User Name and Password is entered in the Queue Editor you will be prompted for a User Name and Password in the Jobs view when the job reaches the delivery state You then also get the option to remember the user name and password However if the User Name and Password setting is locked the d
137. re you may take a look at the preflight report and visually inspect the PDF document See also Preflight Profiles on page 46 Creating and Editing PDF Queues gt Preflight on page 108 gt Review on page 109 Preflight Profiles Preflight Profile Key Component of a PDF Queue A Preflight Profile is a key component of a PDF Queue the PDF Queue needs a Preflight Profile to preflight PDF documents A Preflight Profile is a col lection of criteria which a PDF document should meet to be outputworthy Each criterion corre sponds to a given property of the PDF document An example of such a property is RGB colors The fact whether a PDF document can contain objects in RGB colors or not can be one of the criteria of the Preflight Profile For each criterion in the Preflight Profile it can be specified Whether it should be checked or not How a deviating property in the PDF docu ment should be listed in the preflight report as Information or as Error Moreover some criteria also offer the option to fix deviating properties For example the Preflight Profile can automatically convert all RGB colors in the PDF document to CMYK Using Preflight Profiles Using Preflight Profiles in Instant PDF simply means that you find an existing Preflight Profile and assign it to a PDF Queue A PDF Queue always needs a Pre flight Profile Without a Preflight Profile a PDF Queue can never be valid You cannot create or
138. references gt Language Language of the Instant PDF User Interface You can select the language in which you wish to see the user interface of Instant PDF To set the language of the Instant PDF user inter face Choose File gt Preferences gt Language on Windows or Instant PDF gt Preferences gt Language on Mac 0S X and select the language of your choice 20 Chapter 1 Getting Started Preferences gt Messages Enabling and Disabling All Messages When using Instant PDF you will receive messages For example if you select a PDF Queue and click the Delete button a message will appear asking for your confirmation You can disable some of these messages by clicking the option Don t show this message again in the respective dialog box Reviewing file with the review plug in A The PDF file will be opened so you can review it When you are done reviewing just click the review button on the Acrobat toolbar R Don t show this message again Some messages can be disabled by clicking the corresponding option in the dialog box You can specify the behavior of all messages in the Instant PDF preferences enable them all or disable them all To enable or disable all messages Choose File gt Preferences gt Messages on Windows or Instant PDF gt Preferences gt Messages on Mac 0S X and follow the on screen instructions in the Help area Preferences gt Updates Updating Instant PDF Instant PDF c
139. regular printer The difference is however that your file will go through a complete PDF creation and quality assur ance workflow resulting in a Certified PDF docu ment You may want to use a different method however in applications where you can use Instant PDF as a plug in Adobe InDesign Adobe Illustrator QuarkX Press and Adobe Acrobat See also 2 Creating a Certified PDF Document in QuarkX Press 7 or 8 on page 35 2 Creating a Certified PDF Document in Adobe InDesign CS3 CS4 or CS5 on page 36 3 Creating a Certified PDF Document in Adobe Illustrator CS3 CS4 or S5 on page 37 G Creating a Certified PDF Document in Adobe Acrobat 8 or 9 on page 38 Creating a Certified PDF Document by Printing to a Virtual Printer on page 40 40 Chapter 2 Creating Certified PDF Documents Creating a Certified PDF Document from PostScript or PDF Files Certify Existing Documents Using Instant PDF you can convert your existing PostScript or PDF files to reliable Certified PDF docu ments For example if you regularly receive PostScript files from designers or other suppliers you can convert them to Certified PDF documents in a single step How to convert PostScript and PDF documents You can use the Job gt New command in Instant PDF to create new Certified PDF documents from Post Script or PDF files Alternatively you can also drag and drop a Post Script or PDF file onto the Instant PDF applicatio
140. ry Select the appropriate option following the on screen instructions in the Help area Use Specified Name and use variables to compose the file name of generated docu ments Ask Every Time f this property is locked see Locking on page 93 Use Specified Name Select the option Use specified name if you wish to generate file names for your PDF documents auto matically as these PDF documents are created by the PDF Queue You can specify the file name syn tax i e the building blocks which make up the name of your PDF document If you do this you can use d A prefix A suffix One or more variables The prefix or suffix can be any text which you wish to include in the file name of the PDF document You may want to include a reference To the name of of the PDF Queue with which the PDF document was created Enfocus Instant PDF User Guide 95 To the name of the Preflight Profile with which the PDF document was prelighted Naming your PDF documents this way may be par ticularly convenient if you are using a PDF Queue or Preflight Profile from a Specification on Certified PDF net Example An example of a file name could be CMYK_brochure14042004 PDF where we can distinguish the following building blocks File name MYK_ brochure 14042004 PDF Syntax CMYK_ File_name Date PDF Prefix Variable Variable Extension Ask Every Time Select the
141. s next to a category in the Advanced PDF Queue Editor 87 plus sign next to a category in the Advanced PDF Queue Editor 87 minus sign next to a category in the Advanced PDF Queue Editor 87 A aborting ajob 79 accessing Enfocus PDF Queue Editor 88 Help from the preflight report 12 Help from within Instant PDF 12 User Guide PDF 12 Acrobat Distiller PDF Settings joboptions deriving from the Preflight Profile 96 deriving from the Preflight Profile example 96 Action Lists adding to a PDF Queue 106 defined 52 examples 55 in practice 55 reasons for using 52 taking a look inside 53 where to find them 107 108 Enfocus Instant PDF User Guide 139 action types in Action Lists defined 53 Adobe Acrobat 8 and 9 creating Certified PDF documents 38 Adobe Illustrator CS3 CS4 or CS5 configuring a PDF Queue for use with 102 creating a Certified PDF 37 PDF style see preset prerequisites for creating Certified PDF documents 37 save and link PDF Style 102 using Instant PDF as a plug in for 102 Adobe InDesign CS3 CS4 or CS5 configuring a PDF Queue for use with 100 creating a Certified PDF 36 creating Certified PDF documents 36 PDF style see preset prerequisites for creating Certified PDF documents 36 save and link PDF Style 100 using Instant PDF as a plug in for 100 Adobe PDF Settings File joboptions using in a PDF Queue 96 advanced Enfocus PDF Queue Editor 110 applications
142. se specified folder configuring the Save options of a PDF Queue 111 name configuring PDF file naming of a PDF Queue 95 Enfocus Instant PDF User Guide 151 User Guide PDF W accessing 12 epee gh warnings user identification a enabling and disabling 20 Certified PDF 67 n g workflow using a Preflight Profile in a Certified PDF document 62 in a PDF Queue 46 starting a Certified PDF for a document 68 X V valid PDF Queue checking the configuration status of a PDF Queue 87 XPress see QuarkXPress variables structure 90 using when configuring a PDF Queue 89 viewing document history 72 edit log file 71 editing sessions 72 jobs 76 list of editing sessions of a Certified PDF document 72 PDF Queues 33 preflight report 47 71 text version of the preflight report of a Certified PDF document 71 viewing your personal information in a Certified PDF document 67 virtual printer defined 40 presenting a PDF Queue as a 103 printing to a to create a Certified PDF 40 Enfocus Kortrijksesteenweg 1095 9051 Gent Belgium T 32 9 216 92 11 F 321912109212 info enfocus com www enfocus com Enfocus Inc 8535 Gander Creek Drive Miamisburg OH 45342 United States T 1 800 676 1775 F 1 937 454 1702 info enfocus com www enfocus com
143. stant PDF in the most efficient way it is important that you have a good understanding of how PDF docu ments can be created and what happens behind the scenes in this process This section describes the two different PDF creation workflows Creating PDF Documents the Conventional Way Trial and Error Creating PDF Documents the Enfocus Way the One Step Process to an Output Ready PDF File Creating PDF Documents the Conventional Way Trial and Error Save as PDF Let s consider the conventional way of creating PDF documents Most applications today for example word processors desktop publishing programs or graphic design software have a Save as PDF func tion with which you can simply convert your source file to a PDF document Convert to Adobe PDF button Some programs may even have a dedicated Convert to Adobe PDF button to do this This button may look like this Thus it may seem that creating PDF documents is a one step process you click the button or save your file as PDF However this is not always the case What actually happens is that you print your document to a temporary PostScript file This file is then taken to Acrobat Distiller and converted to a PDF file Creating PDF documents step by step Some people do not use the Convert to Adobe PDF button or Save as PDF function and prefer the step by step approach 1 Print the source file to a PostScript file 2 They open this file in Acroba
144. suring the technical quality of your PDF documents is preflighting To preflight PDF documents you assign a Preflight Profile to your PDF Queue A Preflight Profile is a collection of criteria which a PDF document must meet to be outputworthy For each criterion the Preflight Profile specifies 5 If it should be checked or not How deviating properties in the PDF docu ment should be listed in the preflight report i e as Information or as Error Moreover a Preflight Profile can automatically fix some of the detected potential problems in the PDF document You cannot create a Preflight Profile in Instant PDF you need Enfocus PitStop Pro Enfocus PitStop Server or Enfocus PitStop Automate to do this but you need to include it in your workflow by assign ing it to a PDF Queue To add a Preflight Profile to a PDF Queue 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button Click the Preflight category 4 Click the button to open the Select Preflight Profile dialog 5 Select the Profile you want to use either From Database or From file 6 Click OK The name of the Preflight Profile and its description will be shown c Ul ore p KISS gt Ld LOL y E J locked see Locking on page 93 Where Can I Find Preflight Profiles If you want to add a Preflight Profile to your PDF Queue this is where you c
145. t Distiller and convert itto a PDF file This way of creating PDF documents is a multi stage process with pitfalls rather than pitstops at every stage Conventional PDF workflow When you create a PDF document you do more than just creating it You want to make sure that the PDF document is okay Therefore you also review your PDF document and try to correct any errors if possible E When the PDF document looks okay you deliver it which can mean that you save it on a specific location or you send it to someone else A typical conventional PDF creation workflow goes as follows 1 You create your source file in a native applica tion for example a word processor a desktop publishing program or graphic design soft ware In your native application you select a Post Script printer from your list of printers and check its Print Setup properties for example paper size and orientation graphics resolu tion scaling etc Acrobat Distiller using the AdobePS driver is an example of such a Post Script printer You print your source file to a PostScript file In Acrobat Distiller you check and set Job Options or Adobe PDF Settings such as graphics resolution and compression PDF file compatibility font embedding or subsetting color settings You select the PostScript file you have just created and convert itto a PDF file In Adobe Acrobat you open and review the PDF document You can check the PDF do
146. t a PDF Queue which already existed in your PDF Queues List If you do this you will have the fol lowing options You can install the imported PDF Queue as a new PDF Queue Its name will then be made unique i You can synchronize the existing PDF Queue with the imported PDF Queue You will then have to select the PDF Queue in the list which you wish to synchronize This PDF Queue will be merged with the imported PDF Queue If some of the properties of both PDF Queues have been configured differently it will be the settings of the imported PDF Queue that will be maintained The following scenarios are possible Property Existing PDF Imported Result after Queue PDF Queue update 1 Specified asA Specified as B B 2 Not specified Specified as A A 3 SpecifiedasA Not specified A For example suppose the review properties of the PDF Queues have different settings PDF Queue Existing PDF Queue Pause PDF file before delivery Review property Imported PDF Queue Open PDF file automatically in Adobe Acrobat or Adobe Reader If the existing PDF Queue is synchronized it will be the settings of the imported PDF Queue that will be retained Open PDF file automatically in Adobe Acrobat or Adobe Reader certi N6 CO U A Synchronizing a PDF Queue with Certi fiedPDF net on page 130 To import a PDF Queue into Instant PDF 1 In the main Instant PDF window click
147. t of PDF Queues and information about the PDF Queue of your choice PDF Queues U Click the Jobs button to see the Job lists O See Viewing Jobs on page 76 Jobs m Click the New button to create a new N Enfocus PDF Queue See Creating and Editing PDF Queues on New page 85 mo Click the Edit button to change the prop erties of a selected PDF Queue See Creating and Editing PDF Queues on page 85 use the PDF Queue and to remove it from he list Delete See Managing PDF Queues gt Deleting a Click the Delete button if you no longer t m a a PDF Queue on page 123 ick the Synchronize button if you wish 127 to apply the CertifiedPDF net Queue See Using and Managing CertifiedPDF net Synchronize ppF Queues gt Synchronizing a PDF Queue with CertifiedPDF net on page 130 The PDF Queues List You find the Enfocus PDF Queues list at the left hand side of the main Instant PDF window The PDF Queues list shows you all the PDF Queues that are present on your computer You can sort this list or you can select a PDF Queue and edit or man age it See also y Creating and Editing PDF Queues on page 85 E Managing PDF Queues on page 119 5 Sorting PDF Queues in the PDF Queues List on page 123 4 Using and Managing CertifiedPDF net PDF Queues on page 127 The PDF Queue Information Area You find the PDF Queue information area to the right of the P
148. t some of your documents contain RGB colors First you want to create PDF documents using a PDF queue for proofing purposes for exam ple printing on a laser printer This PDF Queue may use a specific PPD and a Preflight Profile for that particular output device In that case RGB colors are not really a problem However you would like to know which PDF documents contain objects or text in RGB color because at a later stage you might want to print these documents on an offset press You could then use two distinctive Enfocus PDF Queues with different Preflight Profiles to create and preflight these PDF documents A PDF Queue with a Preflight Profile for the laser printer which reports RGB colors as Information Enfocus Instant PDF User Guide 47 A PDF Queue with a Preflight Profile for the color press which reports RGB colors as Error See also a Duplicating a PDF Queue on page 122 Viewing a Preflight Report You can view the preflight report in the review stage of the Certified PDF workflow If the checked PDF document has deviations from the Preflight Profile the preflight report can be displayed auto matically on top of the PDF document itself See also d Managing Jobs gt Reviewing a PDF Docu ment on page 82 e Creating and Editing PDF Queues gt Review on page 109 Interpreting Preflight Reports Report Chapters The preflight report generated by Instant PDF is a PDF document that consists
149. tem Disk C My Documents The full path to the documents folder for the current user C Documents and Settings jdoe My Documents Desktop The full path to the desktop for the current user C Documents and Settings jdoe Desktop Unique ID A sequential number to make 123 the file name unique Date The current date in a format May 6 2004 acceptable for the current language Temp The full path to the temporary C Documents and Settings jdoe To specify the folder where the PDF files have to be saved To specify the application in which the PDF files have to be opened when ready See PDF Queue Properties gt Save on page 110 90 Chapter 7 Creating and Editing PDF Queues Structure of a Variable A variable consists of a name and a value The variable name is what you see in the list when you want to select a variable The variable value is how the variable has been filled in It appears below the variable name to give you an idea about its usage Select Variable Insert variable Current Document Name Ex 3 Date n Desktop My Documents Program Files System Disk a Temp r Cancel Present value Current Document PDF Queue Properties Overview of PDF Queue Properties The table below gives an overview of all the prop erties of a PDF Queue which you can specify or change using the Enfocus PDF Queue Editor You will be a
150. the current user From file You can use Action Lists from elsewhere on your computer s hard disk or on a network drive for example if someone has sent you an Action List by e mail The default extension of an Action List s file name is eal The Browse button allows to select the Action List you want to use Enfocus Action List Library You can also find Action Lists on the Enfocus Action List Library page on the Enfocus Web site www enfocus com gt Support gt Download gt Action Lists You can also access this page from within Instant PDF choose Help gt Online Resources gt Action List Library or by clicking the More Action Lists avail able in the Action List library hyperlink in the Select Action List window Select an Action List or the complete Enfocus Action List Library and download the archive file Extract or expand the Action Lists in the archive file to a folder then click the button again in the Enfocus PDF Queue Editor to add the Action Lists to your PDF Queue Enfocus Instant PDF User Guide 107 See also Using Action Lists on page 51 E Preflighting PDF documents on page 45 G Preflight on page 108 www enfocus com gt Products gt Enfocus PitStop Pro 108 Chapter 7 Creating and Editing PDF Queues Preflight Preflighting PDF Documents Using Preflight Profiles A PDF document can be corrected or changed auto matically using one or more Action Lists The next stage in as
151. the option Review the PDF file before delivery and specify what should happen with a job that needs reviewing 7 Pause Open Automatically re properties in this category is Locking on page 93 Pause You can choose to pause a PDF document if you or any other users of the PDF Queue wish to review the PDF document at a moment which you find convenient This may be a good option if you will be creating a large number of PDF documents You can then review a collection of PDF documents at regular intervals 110 Chapter 7 Creating and Editing PDF Queues As soon as the PDF documents have been pre flighted they will remain in the Jobs in Progress list in the main Instant PDF window and their pro cessing status will be Paused You can then review these PDF documents Depending on the outcome of the review you can s Approve the PDF documents and resume processing Disapprove the PDF documents and cancel them a Choose to review the PDF document later Open Automatically You can choose to open the PDF document auto matically as soon as it has been preflighted You can select the option Open Automatically if you will be creating time critical PDF documents which need reviewing immediately The preflighted PDF document will then be opened in the application which you specified in the Instant PDF Preferences e g Adobe Acrobat or Adobe Reader Save Standard vs Advanced Enfocus PDF Queue Editor You can spec
152. to upload and publish Specifica tions To up In a new Specification In an existing Specification load and publish your PDF Queue on Certi fiedPDF net 1 2 3 In this step the PDF Queue is wrapped in a Spec ificati In the main window of Instant PDF select the PDF Queue which you want to upload to and publish on CertifiedPDF net Choose PDF Queue gt Upload Click the Upload button on on CertifiedPDF net but it is not publicly available yet other members cannot yet see and subsc A ribe to this Specification Do one of the following Select Upload as a new specification and fill in or change a name for the Specification Select Upload to an existing specification select a Specification and if necessary change its version number Click the Upload button Click Edit the specification on Certified PDF net 6 Enfocus Instant PDF User Guide 133 On CertifiedPDF net do the following Fill in the Specification data Make sure you click the Save specification data button when you re finished potential Subscribers then be able to use this informati th criteria to quickly find the r cifications select wi select y Gi Search select v elect v elect select country M Rust Search You can click the Add file or Add documenta tion button browse for the file to add and include a brief description If you add a Spec ification file make sure you als
153. tput Styles or PDF Output Styles Adobe InDesign S3 CS4 or CS5 PDF Presets s Adobe Illustrator CS3 CS4 or CS5 PDF Presets Adobe PDF Settings joboptions ICC Profiles Documentation The PDF document receiver creates and publishes Specifications on CertifiedPDF net The PDF docu ment creator uses Specifications from Certified PDF net CertifiedPDF net Community CertifiedPDF net is a public Web site and is accessi ble to anyone You can freely visit the Web site and browse through the list of Specifications You can also see who is a contributing member of Certified PDF net or take a look at the available resources However if you wish to use CertifiedPDF net effec tively you can become a registered member of the CertifiedPDF net community You can register As a Subscribing Member As a Contributing Member Subscribing Member Subscribing members or subscribers are typi cally people who create and deliver PDF documents Once registered as a subscribing member you can download and subscribe to PDF Specifications You can manage your Specifications on CertifiedPDF net and you will also be notified automatically if one of these Specifications is updated Subscribing members can use CertifiedPDF net free of charge Contributing Member Contributing members or contributors are those who create Specifications and publish them on Cer tifiedPDF net These are typically People who receive P
154. ues 3 Click the New button or choose PDF Queue gt New 4 Select Subscribe to a specification from Certi fiedPDF net and click OK 5 Select the Specification which contains the PDF Queue of your choice and click Subscribe You can only subscribe to Specifications that contain a PDF Queue If you select a Specifica tion that does not contain a PDF Queue the Subscribe button will appear dimmed and will thus be unavailable You can of course always subscribe to these Specifications the regular way i e go to www certifiedpdf net subscribe to a Specification which does not contain a PDF Queue and download and install various components of this Specifica tion e g a Preflight Profile and one or more Action Lists You can then use these compo nents when you create and configure a new PDF Queue yourself Refer to the Certi fiedPDF net User Guide for more information The PDF Queue will be installed and will appear in your list of Enfocus PDF Queues in the main Instant PDF window Its status will be Up to date with CertifiedPDF net You will be asked whether you want to check and if necessary change the properties of the PDF Queue If so click Yes to open the Enfocus PDF Queue Editor See also Creating a New Enfocus PDF Queue gt Creating a New PDF Queue Yourself on page 86 Using and Managing CertifiedPDF net PDF Queues on page 127 Chapter 10 Index Signs and Symbols exclamation point
155. umber of properties have been locked and you apply a collection of locks to this PDF Queue The following can happen Property PDF Queue Collection Result CMYK Ads of locked properties A Unlocked Locked Locked B Locked Unlocked Unlocked C Locked Locked Locked D Unlocked Not specified Unlocked E Locked Not specified Locked To lock or unlock a collection of properties 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the Locking category Select a Lock Collection and read the text in the Description box to see which categories of properties will be locked 6 Click Set Locks 7 Click OK File Name Naming PDF Documents You can specify how the names should be of the PDF documents which are generated through the PDF Queue Use Specified Name Ask Every Time To configure PDF file naming in a PDF Queue 1 In the main Instant PDF window click the PDF Queues button to see the list of PDF Queues 2 Select a PDF Queue in the list and click the Edit button 3 Make sure you are in the Advanced Enfocus PDF Queue Editor You should see the Stan dard button If not click the Advanced but ton 4 Click the File Name catego
156. us PDF Queue 33 i Viewing PDF Queues 33 Creating a Certified PDF Document in Adobe InDesign CS3 CS4 or CS5 36 Creating a Certified PDF Document in Adobe Illustrator CS3 CS4 or CS5 37 Creating a Certified PDF Document in QuarkX Press70r8 35 Creating a Certified PDF Document in Adobe Acrobat 8 or9 38 Creating a Certified PDF Document in MacOSX 39 Creating a Certified PDF Document from Post Script or PDF Files 40 Creating a Certified PDF Document by Printing to a Virtual Printer 40 30 Chapter 2 Creating Certified PDF Documents Understanding the PDF Creation Process Different approaches towards the same ultimate goal No matter how you create a PDF document your ultimate goal will always be the same you want to have an output ready PDF document in the most efficient way Qutput ready meaning that you or the recipient of your PDF document will be able to publish the PDF document for example on the Web in print on CD ROM or on whatever medium The most efficient way meaning that the PDF creation process is smooth quick and easy You want to spend or waste as little time as possible on Specifying settings in various programs which ultimately define the quality of your PDF document Checking reviewing editing or even re creating your PDF document to get it ready for output You can achieve this goal by using Instant PDF to create your PDF documents In order to use In
157. use E The settings derived from the Preflight Profile of the PDF Queue 2 The settings from a QuarkXPress Print Output Styles file XML 100 Chapter 7 Creating and Editing PDF Queues See also Creating and Editing PDF Queues gt PostScript to PDF on page 96 gt Output Options on page 97 gt Virtual Printer on page 103 Creating a Certified PDF Document in QuarkXPress 7 or 8 on page 35 Preferences gt Applications on page 26 Adobe InDesign 53 CS4 or 55 Where to Start You can use Instant PDF as a plug in for Adobe InDesign CS3 CS4 or CS5 which implies that you configure your PDF Queue to be integrated into Adobe InDesign CS3 CS4 or CS5 You will then be able to save your Adobe InDesign file as a Certified PDF document using that PDF Queue If you set up a PDF Queue for use with Adobe InDesign CS3 CS4 or CS5 you will have the choice G You can use Adobe InDesign PDF presets in your Enfocus PDF Queue in which case you need to Create and Save an Adobe InDesign PDF Preset in a Separate File first You may want to do this if you use very specific settings in your PDF workflow Of course creating presets requires a certain level of technical expertise because you have to understand the meaning and impact of all the options you select Therefore it will typically be the PDF document receiver e g a printer or publisher who will create presets and distribute them to the PDF docum
158. ver SMTP Server Settings You can configure a PDF Queue to deliver Certified PDF documents automatically by e mail If you do this you must set the preferences correspondingly i e fill in the host name the port number user name and password of the SMTP server for your outgoing e mail If no username and password is required leave the fields empty For example 5 Outgoing SMTP server mail out server com G Port number 25 You can find this information in your e mail pro gram When in doubt contact your system admin istrator To set the e mail preferences Choose File gt Preferences gt E mail Server on Win dows or Instant PDF gt Preferences gt E mail Server on Mac OS X and follow the on screen instructions See also Creating and Editing PDF Queues gt E mail on page 112 Chapter 2 Chapter 2 Enfocus Instant PDF User Guide 29 Creating Certified PDF Documents About This Chapter This chapter deals with the main task which you will be doing in Instant PDF creating Certified PDF documents by using an Enfocus PDF Queue It also gives you an insight into the PDF creation process with or without Instant PDF and explains what PDF Queues are Topics In this chapter 2 Understanding the PDF Creation Process 30 Creating PDF Documents the Conventional Way Trial and Error 30 Creating PDF Documents the Enfocus Way the One Step Process to an Output Ready PDF File 32 2 What Is an Enfoc
159. w Adobe Illustrator CS5 inte gration If one or more properties in this c locked see Locking on page 93 A Check the categories Virtual Printer and Post 9 J Script to PDF and make sure that these prop figured too erties have been correctly c See also Creating and Editing PDF Queues gt PostScript to PDF on page 96 gt Output Options on page 97 gt Virtual Printer on page 103 Creating a Certified PDF Document in Adobe Illustrator CS3 CS4 or CS5 on page 37 s Preferences gt Applications on page 26 Enfocus Instant PDF User Guide 103 Virtual Printer Presenting a PDF Queue As a Virtual Printer You can allow Instant PDF to present the PDF Queue asa virtual printer This means that the PDF Queue will appear as a printer in the list of Printers and Faxes Windows or on the desktop Mac 0S You can then create Certified PDF documents simply by printing to this virtual printer from within any application in Windows or in the Mac OS You may want to use a different method however in Mac OS X or in applications where you can use Instant PDF as a plug in See E Creating a Certified PDF Document in QuarkX Press 7 or 8 on page 35 i Creating a Certified PDF Document in Adobe InDesign S3 CS4 or CS5 on page 36 Creating a Certified PDF Document in Adobe Illustrator CS3 CS4 or CS5 on page 37 5 Creating a Certified PDF Document in Adobe Acrobat 8 or 9
160. w a document 1 In the Instant PDF Jobs in Progress list select the job that is waiting to be reviewed The Job Information area informs you that the job is waiting to be reviewed 2 Click the Review button in the Job Informa tion area Adobe Acrobat or any other PDF viewer opens dis playing both the created PDF document and its pre flight report In Adobe Acrobat the latter is only dis played if a preflight error was found 3 Check the preflight report as well as the doc ument itself for problems ne Help Y buttor 1 tl 4 Do one of the following i If you are satisfied with the quality of the document click Accept PDF and Continue If the document contains errors you can click Decide Later first and check the errors and warnings listed in the preflight report first If you cannot resolve the errors in the PDF docu ment click Reject PDF and Cancel Job See also E Preflighting PDF documents on page 45 z Creating and Editing PDF Queues gt Editing an Enfocus PDF Queue gt Review on page 109 Chapter 7 Chapter 7 Enfocus Instant PDF User Guide 85 Creating and Editing PDF Queues About This Chapter An Enfocus PDF Queue is the core of Instant PDF You always send your documents to a PDF Queue to turn them into Certified PDF documents This chap ter describes in detail how you can set up a PDF Queue and configure each of its properties arranged in categories correctly Topics
161. w for a PDF document on page 68 PDF editing in a Certified PDF workflow Source document PDF version 1 PDF editing amp preflighting Preflight report PDF editing amp preflighting gt Preflight report PDF version 3 5 B B What Is an Enfocus Certified PDF Document Introducing Metadata Any regular PDF document contains metadata i e information about the document itself The Docu ment Summary dialog box of Adobe Acrobat for example contains metadata such as Title subject and author of the PDF document Creator The native application in which the original document was created Producer the printer driver with which the PDF document was generated PDF version Page size Certified PDF Metadata An Enfocus Certified PDF document can be enriched with the following metadata g A reference to one or more source documents on which the PDF document was based A Preflight Profile A preflight report a User and system identification An edit log listing all the changes done in the PDF document per editing session the time in which the PDF document was opened edited and saved 2 A session comment See also About Certified PDF on page 62 The Certified PDF Workflow Explained on page 66 Enfocus Instant PDF User Guide 67 Certified PDF User Identification An Enfocus Certified PDF document can contain two types of user identification e Personal
162. y contain RGB colors while it was intended for offset color printing The published copies may have to disappear into the trash and the whole pro cess may have to be redone 32 Chapter 2 Creating Certified PDF Documents Creating PDF Documents the Enfocus Way the One Step Process to an Output Ready PDF File Creating a Certified PDF Document in One Step Once you have installed Instant PDF and created or imported the Enfocus PDF Queues of your choice creating output ready PDF documents literally becomes a one step process Moreover your PDF document will be a Certified PDF document so you can be confident that potential output related problems if any are checked and fixed in the same run Using Instant PDF you create a Certified PDF docu ment as follows 1 You simply send your source file to an Enfo cus PDF Queue You can do this in a variety of ways Using a virtual printer print your source file to an Enfocus PDF Queue Using the QuarkXPress XTension or plug in for Adobe InDesign CS3 Adobe InDesign CS4 Adobe InDesign CS5 Adobe Illustrator S3 Adobe Illustrator CS4 Adobe Illustrator CS5 or Adobe Acrobat select an Enfocus PDF Queue and save your source file as a Certified PDF file a Importing an existing PDF or PostScript file into Instant PDF Processing steps Creating a Certified PDF document by using an Enfo cus PDF Queue means that you start a Certified PDF workflow a complete process whic

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