InstantPDF.
InstantPDF.book Page 2 Wednesday, June 9, 2010 4:04 PM © 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 StatusCheck, Enfocus CertifiedPDF.
InstantPDF.book Page 3 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 3 Contents Chapter 1: Getting Started ...................................................................................11 The Instant PDF Documentation Set .............................................................. 12 Using the Instant PDF Help Set .................................................................... 12 System Requirements............................................................................
InstantPDF.book Page 4 Wednesday, June 9, 2010 4:04 PM 4 Chapter 2: Creating Certified PDF Documents ........................................................... 29 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......................................................................
InstantPDF.book Page 5 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Chapter 5: 5 Working with Certified PDF documents..................................................... 61 About Certified PDF...................................................................................62 Guaranteed Preflighting ............................................................................62 Document Consistency..............................................................................
InstantPDF.book Page 6 Wednesday, June 9, 2010 4:04 PM 6 Chapter 7: Creating and Editing PDF Queues ............................................................85 Creating a New Enfocus PDF Queue.............................................................. 86 Editing an Enfocus PDF Queue .....................................................................87 Using Variables When Configuring PDF Queues ............................................... 89 PDF Queue Properties ...............................
InstantPDF.book Page 7 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Chapter 9: 7 Using and Managing CertifiedPDF.net PDF Queues...................................... 127 What is CertifiedPDF.net? ..........................................................................128 Checking the CertifiedPDF.net Status of Your PDF Queue in Instant PDF................129 Synchronizing a PDF Queue with CertifiedPDF.net ...........................................
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InstantPDF.book Page 11 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Chapter 1: Getting Started About This Chapter Topics 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 overview of the various components of the Instant PDF documentation set and brief instructions on how to use the Instant PDF Help.
InstantPDF.book Page 12 Wednesday, June 9, 2010 4:04 PM Chapter 1: Getting Started 12 The Instant PDF Documentation Set Using the Instant PDF Help Set Accessing the Instant PDF Help The Instant PDF User Guide The Instant PDF User Guide explains the main Instant PDF concepts and provides you with step-by-step instructions on how to work with Instant PDF.
InstantPDF.book Page 13 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide • Finding a Help topic by searching for keywords (Search) Finding a Help topic by title • Avoid special characters and punctuation marks. For example, do not type “synchronize”+”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.
InstantPDF.book Page 14 Wednesday, June 9, 2010 4:04 PM 14 • Chapter 1: Getting Started Click the Show in Contents button ( ) to see the chapter and volume in the Instant PDF Help where this topic is described. The corresponding 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 ( ) and Next Topic ( ) buttons to browse through the topics in the order as they appear in the Contents tab.
InstantPDF.book Page 15 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Installing Instant PDF 15 Starting and Configuring Instant PDF To install Instant PDF: 1 Insert the Enfocus Software DVD into your DVD drive. A window displays the contents of the DVD. In Microsoft Windows, the Installer will start 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.
InstantPDF.book Page 16 Wednesday, June 9, 2010 4:04 PM Chapter 1: Getting Started 16 • If you do not wish to become a member of CertifiedPDF.net (yet), you can leave this dialog box blank. 6 Click Done. Installing Predefined PDF Queues See also: PDF Queues Created by Enfocus • “Setting the Instant PDF Preferences” on page 18 • “Using and Managing CertifiedPDF.net PDF Queues” on page 127 A number of predefined PDF Queues will be installed automatically along with Instant PDF.
InstantPDF.book Page 17 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Buying and Registering Enfocus Instant PDF 17 Getting Support Providing Support Information Try and Buy You may have installed and tested a 30-day trial version of Instant PDF and you now want to purchase 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.
InstantPDF.book Page 18 Wednesday, June 9, 2010 4:04 PM 18 Chapter 1: Getting Started Setting the Instant PDF Preferences To report a problem: 1 Choose Help > Support > Report a Problem on Windows, or Help > Report a Problem on Mac OS X. 2 Fill out the online form and click Submit. Categories of Preferences Proceed as follows to access the Instant PDF Preferences: 1 In the Instant PDF window, choose File > Preferences on Windows, or Instant PDF > Preferences on Mac OS X.
InstantPDF.book Page 19 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Preferences > Personal Information 19 Preferences > Language Language of the Instant PDF User Interface 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.
InstantPDF.book Page 20 Wednesday, June 9, 2010 4:04 PM 20 Chapter 1: Getting Started Preferences > Messages Preferences > Updates Enabling and Disabling All Messages Updating Instant PDF 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.
InstantPDF.book Page 21 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Preferences > Units 21 Preferences > CertifiedPDF.net Membership 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 output option, but it will also be used in the preflight report. CertifiedPDF.net User Information You can visit the CertifiedPDF.
InstantPDF.book Page 22 Wednesday, June 9, 2010 4:04 PM Chapter 1: Getting Started 22 Preferences > CertifiedPDF.net Synchronize Preferences > Jobs Location Storing Jobs Frequency of Synchronizing If you are a member of the CertifiedPDF.net community and you are using a PDF Queue which originates from a Specification on CertifiedPDF.net, you can easily synchronize this PDF Queue. Synchronizing a PDF Queue always means that the PDF Queue from the Specification on CertifiedPDF.
InstantPDF.book Page 23 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Preferences > 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.
InstantPDF.book Page 24 Wednesday, June 9, 2010 4:04 PM 24 Chapter 1: Getting Started 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 Color Management in a Nutshell 3 Click the Enable Color Management check box. A color management system (CMS) is designed to reconcile the different color capabilities of input devices, e.g.
InstantPDF.book Page 25 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Preferences > Jobs History 25 Preferences > Help Location Limiting the Number of Jobs in the History List Multivolume Help Set You can limit the number of jobs that will be kept in the History list. You can specify: The Instant PDF Help Set consists of the Enfocus Instant PDF Help, presenting all the information in the User Guide as online Help topics.
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InstantPDF.book Page 29 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 29 Chapter 2: Creating Certified PDF Documents About This Chapter Topics 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.
InstantPDF.book Page 30 Wednesday, June 9, 2010 4:04 PM 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.
InstantPDF.book Page 31 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 31 A typical conventional PDF creation workflow goes as follows: 1 2 You create your source file in a native application, for example a word processor, a desktop publishing program or graphic design software. You print your source file to a PostScript file.
InstantPDF.book Page 32 Wednesday, June 9, 2010 4:04 PM 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.
InstantPDF.book Page 33 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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.
InstantPDF.book Page 34 Wednesday, June 9, 2010 4:04 PM Chapter 2: Creating Certified PDF Documents 34 You can use these buttons for commonly used tasks: Button Usage Click the PDF Queues button to see the list of PDF Queues and information about the PDF Queue of your choice. PDF Queues Click the Jobs button to see the Job lists. See: “Viewing Jobs” on page 76 Jobs New Click the New button to create a new Enfocus PDF Queue.
InstantPDF.book Page 35 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 35 Creating a Certified PDF Document in QuarkXPress 7 or 8 The Help Area You find the Help area at the bottom of the main Instant PDF window. Enfocus Instant PDF 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.
InstantPDF.book Page 36 Wednesday, June 9, 2010 4:04 PM 36 Chapter 2: Creating Certified PDF Documents A new job is started in Instant PDF for your QuarkXPress 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.
InstantPDF.book Page 37 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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.
InstantPDF.book Page 38 Wednesday, June 9, 2010 4:04 PM 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.
InstantPDF.book Page 39 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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.
InstantPDF.book Page 40 Wednesday, June 9, 2010 4:04 PM 40 Chapter 2: Creating Certified PDF Documents Creating a Certified PDF Document from PostScript or PDF Files Creating a Certified PDF Document by Printing to a Virtual Printer Certify Existing Documents What Is a Virtual Printer? Using Instant PDF, you can convert your existing PostScript or PDF files to reliable Certified PDF documents. A virtual printer is one of the appearances of an Enfocus PDF Queue.
InstantPDF.book Page 41 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Printing to a Virtual Printer You can print to a virtual printer to create a Certified PDF document. You can do this from any application in Windows or in the Mac OS, just as you would print to a regular printer. The difference is, however, that your file will go through a complete PDF creation and quality assurance workflow, resulting in a Certified PDF document.
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InstantPDF.book Page 45 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Chapter 3: Preflighting PDF documents About This Chapter Topics A Preflight Profile is a vital component of an Enfocus PDF Queue. The PDF Queue uses a Preflight Profile to “preflight” your PDF documents: check and correct errors, if any. The result of this check is presented in a preflight report.
InstantPDF.book Page 46 Wednesday, June 9, 2010 4:04 PM Chapter 3: Preflighting PDF documents 46 Preflighting Preflight Profiles Preflighting Defined Preflight Profile: Key Component of a PDF Queue Preflighting is a term derived from the airline industry. The pilot has the responsibility to determine 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.
InstantPDF.book Page 47 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide • Preflight Report The result of a preflight check is presented to you in a preflight report. The preflight report is a PDF document which lists all the properties in the checked PDF document which did not comply with the settings as specified in the Preflight Profile. These deviating properties are not just reported, they also get labeled in the preflight report. The label indicates their respective severity levels.
InstantPDF.book Page 48 Wednesday, June 9, 2010 4:04 PM Chapter 3: Preflighting PDF documents 48 Chapter Contents Image Information all images in the PDF document, along with additional information (e.g. physical and effective resolution, page, angle, custom color functions, etc.
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InstantPDF.book Page 51 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 51 Chapter 4: Using Action Lists About This Chapter Topics 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.
InstantPDF.book Page 52 Wednesday, June 9, 2010 4:04 PM Chapter 4: Using Action Lists 52 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 similar to a “macro” in other applications. The Enfocus actions include: • Selecting objects (for example color, fonts, images etc.
InstantPDF.book Page 53 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Action Types Why Do I 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.
InstantPDF.book Page 54 Wednesday, June 9, 2010 4:04 PM Chapter 4: Using Action Lists 54 Informs Action Lists can also gather information in PDF documents. This can be information about fonts, colors, OPI, etc. The corresponding chapters will be included in the preflight report.
InstantPDF.book Page 55 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 55 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. The examples are the following: • Compensate for Creep • Add Printer Marks Compensate for Creep Suppose you have PDF documents of booklets that are almost press-ready.
InstantPDF.book Page 56 Wednesday, June 9, 2010 4:04 PM 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 documents with printer marks. Others, however, don’t.
InstantPDF.book Page 57 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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.
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InstantPDF.book Page 61 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 61 Chapter 5: Working with Certified PDF documents About This Chapter Topics 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.
InstantPDF.book Page 62 Wednesday, June 9, 2010 4:04 PM Chapter 5: Working with Certified PDF documents 62 About Certified PDF Guaranteed Preflighting What is Certified PDF? Preflighting Issues Certified PDF is a PDF workflow concept developed by Enfocus based on customer requests and feedback from industry experts. “Preflighting” is the process of checking a PDF document against various criteria to ensure that the PDF document meets all the requirements for output or publication.
InstantPDF.book Page 63 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide • 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.
InstantPDF.book Page 64 Wednesday, June 9, 2010 4:04 PM 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.
InstantPDF.book Page 65 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Responsibility 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 created.
InstantPDF.book Page 66 Wednesday, June 9, 2010 4:04 PM Chapter 5: Working with Certified PDF documents 66 The Certified PDF Workflow Explained Principles of a Certified PDF Workflow The Certified PDF workflow is based on the following principles: • Guaranteed preflighting • The Incremental save principle • A robust Roll-back mechanism The illustration shows how a PDF document is preflighted and becomes a Certified PDF document after each editing session.
InstantPDF.book Page 67 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide What Is an Enfocus Certified PDF Document? 67 Certified PDF User Identification An Enfocus Certified PDF document can contain two types of user identification: Introducing Metadata • Personal Information Any regular PDF document contains metadata, i.e. information about the document itself.
InstantPDF.book Page 68 Wednesday, June 9, 2010 4:04 PM Chapter 5: Working with Certified PDF documents 68 Certified PDF Document Status Starting a Certified PDF Workflow for a PDF document 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 view more detailed information.
InstantPDF.book Page 69 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 69 Select a PDF Queue and click OK. Existing PDF Documents 3 You can also bring existing PDF documents into a Certified PDF workflow. 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 naming or reviewing).
InstantPDF.book Page 70 Wednesday, June 9, 2010 4:04 PM 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.
InstantPDF.book Page 71 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Viewing the Preflight Report of a Certified PDF Document 71 Viewing the Edit Log File All Edits Are Logged 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.
InstantPDF.book Page 72 Wednesday, June 9, 2010 4:04 PM 72 Chapter 5: Working with Certified PDF documents Viewing the Editing Sessions Interpreting the Edit Log Depending on the product that was used to perform the edits on the Certified PDF document, the edit log will display more or less information.
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InstantPDF.book Page 75 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Chapter 6: Managing Jobs About This Chapter Topics This chapter explains how you can control the PDF creation process in Instant PDF, using the jobs. In this chapter: • What is a Job? 76 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.
InstantPDF.book Page 76 Wednesday, June 9, 2010 4:04 PM Chapter 6: Managing Jobs 76 What is a Job? Viewing Jobs Visualizing the PDF Creation Process About the Job List Whenever you create a PDF document using Instant PDF, a new Job is created. The Job List is one of the two views of the main Instant PDF window. You see the Job list when: A Job represents the entire set of actions that occur when you use Instant PDF to generate a Certified PDF document.
InstantPDF.book Page 77 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide You can use these buttons for commonly used tasks: Button Usage 77 The Job Information Area You find the Job information area to the right of the Job list. Click the PDF Queues button to see the PDF Queue list. See: “Viewing PDF Queues” on page 33 Enfocus Instant PDF PDF Queues Click the Jobs button to see the Jobs lists. Jobs Click the Pause button to interrupt the processing of a job temporarily.
InstantPDF.book Page 78 Wednesday, June 9, 2010 4:04 PM 78 Chapter 6: Managing Jobs Job Processing Explained Creating a New Job Processing Steps Different Job Creation Methods A processing step indicates the current stage of the PDF creation process. You can create new jobs: When a job is being processed, you can see its progress in the Job Information area. If the PDF Queue for that particular job is known, you can also see the job’s current processing step and the total number of steps.
InstantPDF.book Page 79 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 2 Select a PDF Queue to process the current job with. 3 Follow the instructions in the Job Information area to complete 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).
InstantPDF.book Page 80 Wednesday, June 9, 2010 4:04 PM Chapter 6: Managing Jobs 80 Pausing and Resuming a Job Deleting a Job Pausing Jobs Deleting Jobs from the History List In some cases, you may want to pause a job. Jobs which have been completed or canceled are kept in the History list.
InstantPDF.book Page 81 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Saving PDF Files and/or Jobs What Is Saved? 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”. You can select a job in the History list and save either the entire job or just the PDF file in a separate folder.
InstantPDF.book Page 82 Wednesday, June 9, 2010 4:04 PM 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 before Instant PDF automatically dispatches it to the output location.
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InstantPDF.book Page 85 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Chapter 7: Creating and Editing PDF Queues About This Chapter Topics 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 chapter describes in detail how you can set up a PDF Queue and configure each of its properties, arranged in categories, correctly.
InstantPDF.book Page 86 Wednesday, June 9, 2010 4:04 PM 86 Chapter 7: Creating and Editing PDF Queues Creating a New Enfocus PDF Queue 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 Specification on CertifiedPDF.
InstantPDF.book Page 87 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Editing an Enfocus PDF Queue 87 To check the configuration status of a PDF Queue: 1 In the main Instant PDF window, click the PDF Queues button. Checking the Configuration Status of a PDF Queue: Valid, Partially Valid or Invalid 2 Select a PDF Queue in the list. The configuration status of an Enfocus PDF Queue indicates whether or not all the properties of a PDF Queue have been configured correctly.
InstantPDF.book Page 88 Wednesday, June 9, 2010 4:04 PM Chapter 7: Creating and Editing PDF Queues 88 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.
InstantPDF.book Page 89 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 89 Using Variables When Configuring PDF Queues Using Variables: Why and Where? 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.
InstantPDF.book Page 90 Wednesday, June 9, 2010 4:04 PM 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.
InstantPDF.book Page 91 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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. 3 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.
InstantPDF.book Page 92 Wednesday, June 9, 2010 4:04 PM 92 Chapter 7: Creating 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 Standard button. If not, click the Advanced button. 4 Click the Author category.
InstantPDF.book Page 93 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Locking 5 Click the padlock next to the property which you wish to lock or unlock. If you lock or unlock the property for the first time, you will be prompted to enter a name and password and click OK. 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 changing these properties accidentally or incorrectly.
InstantPDF.book Page 94 Wednesday, June 9, 2010 4:04 PM Chapter 7: Creating and Editing PDF Queues 94 “CMYK Ads” in which a number of properties have been locked and you apply a collection of locks to this PDF Queue.
InstantPDF.book Page 95 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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.
InstantPDF.book Page 96 Wednesday, June 9, 2010 4:04 PM 96 Chapter 7: Creating and Editing PDF Queues PostScript to PDF Converting PostScript Files to Certified PDF Documents 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 document using Acrobat Distiller: Using an Adobe PDF Settings File (*.joboptions) Adobe PDF Settings are commonly known as Acrobat Distiller Job Options.
InstantPDF.book Page 97 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide This setting can automatically be derived from the Preflight Profile and specified accordingly in the Acrobat Distiller PDF settings.
InstantPDF.book Page 98 Wednesday, June 9, 2010 4:04 PM 98 Chapter 7: Creating and Editing PDF Queues • “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 QuarkXPress 7 or 8 Where to Start? You can use Instant PDF as a plug-in for QuarkXPress 7 or 8, which implies that you configure your PDF Queue to be integrated into QuarkXPress.
InstantPDF.book Page 99 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 2 Enter a name and specify the appropriate settings 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”. 3 Make sure you are in the Advanced Enfocus PDF Queue Editor: You should see the Standard button. If not, click the Advanced button. 4 Click the QuarkXPress 7 category.
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InstantPDF.book Page 101 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide To create and save an Adobe InDesign PDF preset in a separate file: 1 In Adobe InDesign CS3, CS4 or CS5, Choose File > Adobe PDF Presets > 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 documentation or Help.
InstantPDF.book Page 102 Wednesday, June 9, 2010 4:04 PM 102 Chapter 7: Creating and Editing PDF Queues Adobe Illustrator CS3, CS4 or CS5 To create and save an Adobe Illustrator print preset or PDF preset in a separate file: 1 In Adobe Illustrator, Choose Edit > Adobe PDF Presets on Windows, or File > Adobe PDF Presets > Define on Mac OS X. • If necessary, create a new preset or edit an existing one.
InstantPDF.book Page 103 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 5 Select the option Allow Adobe Illustrator CS3 integration, Allow Adobe Illustrator CS4 integration or Allow Adobe Illustrator CS5 integration. If one or more properties in this category is locked, see “Locking” on page 93. Check the categories Virtual Printer and PostScript to PDF and make sure that these properties have been correctly configured too.
InstantPDF.book Page 104 Wednesday, June 9, 2010 4:04 PM 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 desktop (Mac OS) will be the same as the name of the PDF Queue which the virtual printer represents. Do not change this name outside Instant PDF because the PDF Queue may become invalid and may no longer work properly.
InstantPDF.book Page 105 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Mac OS X 105 Existing File Save As Certified PDF in Mac OS X Importing Existing PDF or PostScript Files You can allow Mac OS X PDF creation in your PDF Queue. The users of the PDF Queue will then be able to save their original documents as Certified PDF documents from within any application in Mac OS X.
InstantPDF.book Page 106 Wednesday, June 9, 2010 4:04 PM Chapter 7: Creating and Editing PDF Queues 106 Correction Importing Existing PostScript Files If you allow importing existing PostScript files into a PDF Queue, you will be using Instant PDF in a similar 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.
InstantPDF.book Page 107 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 8 If necessary, change the order of the Action Lists: select an Action List and click the Move Up ( ) or Move Down ( ) button. See also: If one or more properties in this category is locked, see “Locking” on page 93. • “Preflight” on page 108 • www.enfocus.
InstantPDF.book Page 108 Wednesday, June 9, 2010 4:04 PM 108 Chapter 7: Creating and Editing PDF Queues Preflight Preflighting PDF Documents Using Preflight Profiles A PDF document can be corrected or changed automatically using one or more Action Lists. The next stage in assuring the technical quality of your PDF documents is preflighting. To preflight PDF documents, you assign a Preflight Profile to your PDF Queue.
InstantPDF.book Page 109 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 1 Select a Preflight Profile or the complete Enfocus Preflight Profile Library and download the archive file.
InstantPDF.book Page 110 Wednesday, June 9, 2010 4:04 PM 110 Chapter 7: Creating and Editing PDF Queues As soon as the PDF documents have been preflighted, they will remain in the Jobs in Progress list in the main Instant PDF window and their processing status will be Paused. You can then review these PDF documents.
InstantPDF.book Page 111 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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.
InstantPDF.book Page 112 Wednesday, June 9, 2010 4:04 PM 112 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 Certified PDF documents by e-mail to one or more recipients. 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: • Subject. This can always be the same, fixed text or variable text.
InstantPDF.book Page 113 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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.
InstantPDF.book Page 114 Wednesday, June 9, 2010 4:04 PM 114 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.
InstantPDF.book Page 115 Wednesday, June 9, 2010 4:04 PM 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 consist 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. • The Settings section lists all the properties of the PDF Queue and indicates how these properties have been set.
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InstantPDF.book Page 119 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Chapter 8: Managing PDF Queues About This Chapter Topics 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 and PDF receivers. This chapter shows you how you can manage multiple PDF Queues.
InstantPDF.book Page 120 Wednesday, June 9, 2010 4:04 PM 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.
InstantPDF.book Page 121 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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 OS. 6 If you installed the imported PDF Queue as a new PDF Queue, you can check and, if necessary, change the properties of the PDF Queue. If so, click Yes to open the Enfocus PDF Queue Editor.
InstantPDF.book Page 122 Wednesday, June 9, 2010 4:04 PM 122 Chapter 8: Managing PDF Queues Duplicating a PDF Queue 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: 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.
InstantPDF.book Page 123 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Deleting a PDF Queue 123 Sorting PDF Queues in the PDF Queues List 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.
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InstantPDF.book Page 127 Wednesday, June 9, 2010 4:04 PM 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 users. You can find Enfocus PDF Queues on this site, published in PDF Specifications. This chapter gives you a brief introduction in to CertifiedPDF.net and describes how Instant PDF and CertifiedPDF.net can interact. In this chapter: • What is CertifiedPDF.
InstantPDF.book Page 128 Wednesday, June 9, 2010 4:04 PM 128 Chapter 9: Using and Managing CertifiedPDF.net PDF Queues What is CertifiedPDF.net? CertifiedPDF.net: An Online Resource for PDF Specifications CertifiedPDF.net is an online resource for PDF Specifications. 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 centralized hub to exchange PDF Specifications.
InstantPDF.book Page 129 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Checking the CertifiedPDF.net Status of Your PDF Queue in Instant PDF • 129 You cannot log on to CertifiedPDF.net. Maybe you are not a registered member of the CertifiedPDF.net community yet or the e-mail address or password specified in the Instant PDF Preferences is incorrect. See also: CertifiedPDF.net Statuses You can check the CertifiedPDF.net status of your PDF Queue in the main Instant PDF window.
InstantPDF.book Page 130 Wednesday, June 9, 2010 4:04 PM 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 community and you are using a PDF Queue which originates from CertifiedPDF.net, you can easily synchronize this PDF Queue. Synchronizing a PDF Queue always means that the PDF Queue from CertifiedPDF.
InstantPDF.book Page 131 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 131 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 “the CertifiedPDF.
InstantPDF.book Page 132 Wednesday, June 9, 2010 4:04 PM 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.
InstantPDF.book Page 133 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Uploading and Publishing a PDF Queue on CertifiedPDF.net 6 On CertifiedPDF.net, do the following: • Fill in the Specification data. Make sure you click the Save specification data button when you’re finished. It is important that you provide as much specific information about your Specification as possible.
InstantPDF.book Page 134 Wednesday, June 9, 2010 4:04 PM Chapter 9: Using and Managing CertifiedPDF.net PDF Queues 134 • Type a Publication message in the text box. New, but also existing Subscribers will be able to view this publication message. If you are publishing a Specification which you previously unpublished to change it, you might want to add a brief note about these changes here. • Select the option to send an invitation in e-mail to potential Subscribers. 9 Click the Publish button.
InstantPDF.book Page 135 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 135 Publish, Then Export Once you have published a PDF Queue in a Specification on CertifiedPDF.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 create and deliver their Certified PDF documents. This will usually be the standard procedure.
InstantPDF.book Page 136 Wednesday, June 9, 2010 4:04 PM 136 Chapter 9: Using and Managing CertifiedPDF.net PDF Queues Subscribing to a PDF Queue-based Specification on CertifiedPDF.net You can only subscribe to Specifications that contain a PDF Queue. If you select a Specification 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.
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InstantPDF.book Page 141 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide Color Management 92 141 creating PDF documents the conventional way 30 configuration status of a PDF Queue the Enfocus way 32 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.
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InstantPDF.book Page 146 Wednesday, June 9, 2010 4:04 PM 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 (*.
InstantPDF.book Page 147 Wednesday, June 9, 2010 4:04 PM Enfocus Instant PDF User Guide 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 preferences Applications 26 becoming member of the CertifiedPDF.net community 21 categories 18 CertifiedPDF.
InstantPDF.book Page 148 Wednesday, June 9, 2010 4:04 PM 148 Index preflighting properties of a PDF Queue 93 adding a Preflight Profile to a PDF Queue 108 locked in the CertifiedPDF.net Queue, synchronizing PDF Queues 132 defined 46 locked in the local PDF Queue, synchronizing PDF Queues 132 guaranteed 62 in a Certified PDF workflow 62 locking and unlocking 93 issues 62 mechanism explained 46 not in your local PDF Queue and not in the CertifiedPDF.
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InstantPDF.book Page 150 Wednesday, June 9, 2010 4:04 PM 150 Index severity levels synchronizing example 47 SMTP server settings a PDF Queue by reimporting 120 synchronizing PDF Queues preferences 26 from CertifiedPDF.net Queue to local PDF Queue 130 sorting properties locked in the CertifiedPDF.net Queue 132 PDF Queues in the list 123 properties locked in the local PDF Queue 132 source file references properties not locked 132 in a Certified PDF document 65 specification on CertifiedPDF.
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InstantPDF.book Page 154 Wednesday, June 9, 2010 4:04 PM Enfocus Kortrijksesteenweg 1095 9051 Gent Belgium T: +32 9 216 92 11 F: +32 9 216 92 12 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.
