1. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 1 Outline Part 1 Introduction to JACoW Overview of the whole editorial process Part 2 SPMS Part 3 Processing Papers and SPMS Part 4 Processing Procedures Part 5 Post Conference Editorial Activities Part 6 Setting up the JACoW systems and software Part 7 Overview of typical problems How to fix problems in papers and transparencies

2. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 2 JACoW Intro. Several slides covering general description of JACoW and the website have been removed.

3. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 3 Some Conclusions from 2005 Team Meeting Acrobat standard moved forward to Acrobat 5 (PDF1.4). Email addresses should not be published in proceedings. –Existing Email addresses to be removed from JACoW site. Update history to be added to JACoW site. Improvements to user documentation on JACoW website suggested. Font issues continue to become more complex but are understood and solutions to the problems have been developed for JACoW. New templates for OpenOffice to be developed. Links with InDiCo renewed and strengthened. Generic PostScript driver to be recommended for authors. Security issues were examined and solutions proposed.

4. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 4 The Editor’s Objective Produce a set of files for publication on JACoW. –which means: PDF files with correct paper size, fonts, performance, banners and hidden fields Indexes and the wrapper (introduction, photos, acknowledgements etc. ) Produce CD and perhaps paper volumes.

5. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 5 Main Steps Collect the abstracts, author names and the names of their institutes (affiliations). Accept abstracts for the conference Collect the files for the papers (before the conference) Collect hard copies of the papers Process the files for the papers to make the raw PDF Feedback information to the authors about the processing Make quality control checks Number the pages, generate keywords Fill in the hidden fields in the PDF files and add page numbers and banners Generate the index files (table of contents, author index) Add the ‘wrapper’ (introduction, acknowledgements etc) Final quality checks Write the CD/DVD (print hard copies etc.)

6. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 6 JACoW SPMS All of the activities on the previous page can be achieved without using the SPMS. However, if the expertise and support is available for your conference, the SPMS can automate much of the work and handle much of the event organisation as well

7. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 7 The Agreement Each conference wishing to use the full SPMS system (i.e. with access to the repository data) or wishing to use JACoW software licenses has to sign the following declaration: As organisers of the xxx conference we undertake that 1.The data supplied and collected with the SPMS system will under no circumstances be used for any other purpose than in connection with the organisation of the conference in question (e.g. non-conference announcements to the whole repository are strictly forbidden). 2.The data will not be provided to any external body for any purpose and especially not for any commercial activities. 3.The data will be destroyed following the publication of the conference proceedings. 4.The profiles and account information generated by the conference will be of the same quality as the data already in the repository (no dummy emails etc.) 5.Software installed using JACoW licenses will be un-installed immediately after the conference.

8. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 8 Editing Expertise Editors –LaTeX (30%), Word (Windows (65%), Mac (5%)) –Acrobat and PitStop (100%) Editor-in-chief/Proceedings producer –All of the above plus html, scripting (perl, ruby …)

9. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 9 SPMS Expertise Database engineer (setting up Oracle and tuning, application of patches etc.) Web server expert (conference server linked to the conference database) Networking engineer (setting up file server, security, upload scripts etc.) Expert Oracle user (ad hoc queries etc. needed by the conference administrator). Conference administrator

10. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 10 Abstract Submission The text of the abstract itself and the names of the authors and their affiliations need to be collected. Some kind of data management is needed to associate a unique identifier with each abstract and the authors. Each abstract/paper will have a primary author and perhaps one or more co-authors. The data collected at this stage will be carried all the way through to publication.

11. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 11 Abstract Brochure Once the programme committee has accepted the abstracts and assigned them to their slots in the programme, it is normal to publish an abstract brochure which contains all of the abstracts and shows how they fit into the overall conference programme. The easiest way to achieve this is to generate the basic contents automatically from the data collected during abstract submission and then apply some formatting to achieve an aesthetically pleasing version.

12. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 12 Paper Submission The editors will normally inform the contributors that they should use the JACoW templates for the preparation of their papers and at the same time give them conference-specific details like how to submit their contributions and what the deadlines are etc. The infrastructure for receiving the papers obviously needs to be in place at this time.

13. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 13 Templates There are versions of the template for US letter paper and for A4 paper Word documents do not transport well from Windows to Macintosh and vice-versa –therefore we have separate templates Word documents may not be compatible from one version of Word to another –therefore we have different versions LaTeX is wonderful – we have one version for each of the paper sizes and there is just one line of code to change to convert the file.

14. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 14 First Step: Visit JACoW.org Templates for latest versions of Word for PC and Mac and LaTeX templates (currently 24 versions) A number of postmortem analyses which trace the development of editor techniques and problems plus other useful instructions.

15. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 15 Function of the Templates Define page layout and margins. Define styles. Explain to authors how they should prepare their paper.

16. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 16 Page Layout A4 paper is 210mm × 297mm US letter paper is 216mm × 279mm Without precautions it is therefore possible to lose information from a page if the print falls outside of a region 210mm × 279mm (JACoW papersize) The templates define a region of text which is 241mm high and 170mm wide resulting in the following margins When processed, the text is in the centre of a JACoW page and will print in the centre of US letter or A4 paper A4US letter Top37mm19mm Bottom19mm Left20mm Right20mm26mm

17. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 17 Title and Author List Styles Single column Title: 14pt UPPERCASE, 0pt before, 3pt after Author list,organisations/affiliations and mailing addresses: grouped by affiliation, listed in 12pt upper and lowercase letters, 9pt above, 12pt below. The name of the primary author first, then co-authors, alphabetically by affiliation

18. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 18 Text Body and Paragraph Styles Two columns 82.5mm wide with 5.3mm separation. Normal paragraphs, first line indented by 3.3mm, 0pt before, 0pt after

19. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 19 Section and Sub-Section Styles Section headings centred, uppercase bold, 12pt, 9pt above, 3pt below. No numbering. Sub-section heading left aligned, 12 pt italic, initial capitals, 6pt above, 3pt below. No numbering.

20. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 20 Figures and Captions Styles Figures and tables should be centred in the column. Figure captions should be below the figure and numbered. Table captions should be above the table and be numbered Single line captions should be centred and multiple line captions should be justified.

21. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 21 References References should be cited as [1] and listed at the end of the document in a section called REFERENCES. The reference list should have a hanging indent (6.3mm) paragraph format. Cathy Eyberger (ANL) did some research and after a few iterations, the following was defined as the standard way to cite JACoW papers: C. Petit-Jean-Genaz and J. Poole, “JACoW, A Service to the Accelerator Community”, EPAC’04, Lucerne, July 2004, p. 249, http://www.jacow.org. Note that in LaTeX the font size is 9pt for references but the word templates use 10pt – this gives some flexibility to editors to gain space in a Word document.

22. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 22 Collecting the Papers The author should send a PostScript file of his final paper, the source files and information about how the documents were prepared (software and platforms etc.) Editors should not accept or use PDF files submitted by the authors.

23. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 23 Making the PostScript The best method to make the PS is to install a generic PostScript driver as described on the JACoW help pages. If a PostScript printer is used, ensure that the fonts (true type or type1) are available in the printer. Do not use download as soft font.

24. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 24 Basic Processing Take the author’s PS file and distill it. Convert it to JACoW papersize Check that the resulting PDF file meets the JACoW requirements (format, style, pagesize, performance etc. Save the final version of the file Note that this will only work successfully for about half of the papers submitted !

25. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 25 When It Doesn’t Work Fix the problem if you can and then make a new PostScript file and process it. If you (or another editor) cannot fix it, the author must be told what the problem is (explain how to fix it if possible) and asked to re-submit.

26. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 26 Final Quality Checks Editors tend to work under pressure at the conference and can easily overlook some small problems and therefore it is necessary to have an independent check on the files. At this stage all of the specifications should be double checked and the performance of the file in terms of its size and time to display on the screen verified. Authors are very bad at giving all of the correct information about their co-authors and affiliations and this needs careful checking and usually a lot of correction to the conference meta-data.

27. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 27 Finishing the PDF Files At this stage all of the papers should be ready to be page numbered and have the hidden fields filled in. One of the hidden fields is for the keywords and they are generated automatically from the text in the paper. When all of the data is ready the PDF files are processed again with scripts which add page numbers, banners and insert the data in the hidden fields.

28. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 28 Making the ‘Wrapper’ The proceedings for JACoW feature a number of web pages providing access to the papers and other conference materials like copies of the presentations, photos etc. These web pages are generated using the meta-data collected during the conference cycle (from abstract submission to final processing).

29. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 29 Burning the CD All of the files should be compatible with ISO 9660 (with Joliet extensions). Once the master has been burnt, it is necessary to check it (Xenu link sleuth † is recommended) and to open every PDF file and to look at every page to make sure that there are no problems (typically one can discover files with missing fonts and pages which will not display). † Xenu’s Link Sleuth ( http://home.snafu.de/tilman/xenulink.html )

30. 30 Part 2 SPMS

31. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 31 Using SPMS All of the previous steps can be carried out using ad hoc methods but the SPMS brings a set of powerful utilities which automate much of the work. There are also a number of scripts (created by Volker Schaa) which are driven by an XML dump from the SPMS database to make quality checks, produce the final PDF files and create most of the files for the CD (including indexes and table of contents).

32. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 32 Basic Architecture

33. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 33 Repository System User User interacts through web forms starting from a log-in to JACoW Repository The web form speaks to oraweb.cern.ch the Oracle web server Oracle is installed on the CERN central computers and the repository database is set up here Database Machine Web Server

34. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 34 Conference System User User interacts through web forms after log-in to conference DB The web form speaks to the Conference Oracle web server Oracle is installed on the conference computer and the conference database is set up in here The conference web server is able to access the file server via cgi scripts which take care of the file transfers File Server Web Server Database Machine Repository Database Machine

35. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 35 JACoW Repository Database of user profiles (names, addresses and preferences) Database of affiliations (institutes, companies etc.) This should fix many of the problems associated with authors entering this information.

36. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 36 Abstract Submission The SPMS provides an interface for authors to submit their abstract Authors must have a JACoW account (i.e have taken ownership of their profile and created a username and password) and are asked to identify co-authors from the names in the repository.

37. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 37 Abstract Submission Form

38. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 38 Adding Authors

39. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 39 File Submission

40. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 40 The Upload Script Clicking on the ‘Upload File’ button sends the data to a script which will transfer the files to a file server and store the meta-data in Oracle. The script was developed by Ivan Andrian and contains documentation which can be extracted using Oracle tools (e.g. pod2html)documentation SPMS System Parameters are used to define the location of the script and the location of the directory on the file server.

41. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 41 Minimum File Requirements In order to process a paper an editor needs at least the source files, but in principle he should get the PostScript file. A weight is attached to each file type so that a threshold can be set to indicate to an editor if there are files which are ready for processing –Typically PS gets 2, source file gets 1 and PDF and other supporting files get 0. –When an editor requests ‘Get Next Paper’ he will get the highest scoring paper above the threshold (normally the score would be required to be >0)

42. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 42 Meta Data The platform type is important because errors can occur if one processes a Macintosh- produced PostScript on a Windows machine. –Editors can therefore select files from a particular type of platform. Editors can also select the type of software used to prepare the papers (not everyone is a LaTeX expert)

43. 43 Part 3 Processing Papers and SPMS

44. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 44 Editor Interface

45. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 45 Editor’s SPMS Page

46. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 46 Downloading Clicking on the download link works in much the same way as the upload script –A new window opens and the editor is presented with a summary of the files which have been uploaded and he can select the one he wants to download. A new version of the script will allow a download of multiple files (particularly useful for LaTeX documents where the graphics are included as separate files)

47. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 47 Download Interface

48. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 48 Processing Methodology - I It is more efficient if there is a common file space for editors to use. –This can be backed up more easily than backing up each individual’s computer –There will be conference specific instructions on how to use the shared file space. Before starting to edit for the first time editors should check that the defaults have all been set correctly (Acrobat, Distiller, PitStop, Word etc.) The editor can then log in to the conference database using his JACoW account.

49. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 49 Processing Methodology - II Select the appropriate platform type and either select a particular paper or ‘Get Next Paper’ The paper will then be assigned to the editor and authors will no longer be able to submit more versions. Once the PostScript file has been downloaded, it should be processed using Distiller. The PDF will automatically open in Acrobat and the PitStop Action List to resize the paper should be run The editor should then check that the file conforms to the necessary standards, save it and print it.

50. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 50 Processing Methodology - III Once the PDF file has been printed a dot should be assigned –Red if the paper requires intervention from the author –Yellow if the editor has fixed problems by opening the source file and making a new PostScript –Green if the file is OK –Black normally indicates that a paper has been withdrawn The paper copy should be labeled with the programme code and an appropriate sticker applied The editor should then upload the PDF file and any new files which he has created and assign a dot to the paper in the database. Clicking on the ‘Set Status’ button will open a screen where the editor can enter comments. Editing is then complete.

51. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 51 Editors Page - Upload/Set Status

52. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 52 Edit Complete Page

53. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 53 Typical Problems 32%Format Probs. - does not match template 24%Other 12%No Postscript File 6%Title not in uppercase 6%Font Problems 4%Bad format in references 4%A4 printed on US Paper or vice-versa 4%Unusable Files 2%Type 3 Fonts (LaTeX) 2%Footnote outside margin 1%Too many pages 1%Colour lost in figures.3%Slow Graphics.25%Blank last page.25%Multiple PS Files.2%PDF file not PS EPAC’06 Problem Statistics from SPMS

54. 54 Part 4 Processing Procedures

55. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 55 Processing Details - I Get the next paper Download the PostScript file if there is one –If not, download the source files and make a PostScript (in Word, print to file using the generic PostScript printer) Drag and drop the PostScript file on to the Distiller If the distilling works, the PDF will open automatically in Acrobat Professional. Run the PitStop Action list (JACoW MediaBox)

56. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 56 Processing Details - II The Distiller may give some indications of font problems but this is not a reliable diagnostic Check the fonts by opening File -> Document Info -> Fonts All fonts should be ‘Type 1’ or ‘TrueType’. Type 3 fonts can be a problem – in general if they are <5% of the information on a page, then it should be acceptable, but this is a topic for the conference editor- in-chief to decide. If there are problems go back to the document and try to change fonts or in the case of a LaTeX paper pass the paper to an expert for re-processing. When the fonts are fixed, make a new PS file and start processing again.

57. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 57 Processing Details - III Check that the number of pages in the final document matches the allowed number (conference specific) and make sure that there is not a blank page at the end. Check that the pages all display without error and that each page displays in less than about 5/N seconds (where N is the processor speed in GHz). –Slow graphics are the main problem which will be detected at this stage and these will require the source to be modified (usually replacing the image with a bit-mapped version). Move the cursor to the lower left hand corner of the Acrobat screen and the page size will be displayed – it should be 595x792pt (  1pt).

58. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 58 Processing Details - IV Change to full page view and check that the text is within the frame. Many problems can be detected at this stage –Some objects may be badly placed and they can be moved back using PitStop –If the template has not been used or has been abused it will be necessary to remake the document from the source file –If the text is shrunk inside the frame it probably means that an A4 document was printed to PS using a US letter printer driver, or vice-versa

59. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 59 Processing Details - V Once a satisfactory PDF file has been made save it using ‘Save As’ with the same name (i.e. Prog_ID.PDF) This will compress the file (optimise for web view) and may also change the PDF version (see later for fix). New files should then be uploaded and the status set (Red/Yellow/Green). –For RED and Yellow dots, the editor will be asked to select a description of the type of problem from a list which is set up in the SPMS by the editor-in-chief If there were problems during the processing the editor should enter a detailed description in the text box so that the author and conference staff can understand the problem.

60. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 60 Action List in PitStop 6

61. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 61 Action List Result

62. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 62 New Behaviour in PitStop 7 It is necessary to open the ‘Action List and PDF Profile Panel’ to gain access to the Action List. The JACoW action list has to be selected and then the window will stay open and one only has to click on the ‘Run’ button.

63. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 63 Action List in PitStop 7

64. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 64 Quality Checks Remember the basic objective –JACoW Paper size –Margins 19mm top/bottom, 20mm left/right –Majority of Type1 and TrueType fonts embedded in the PDF –All pages to display without error messages with adequate speed Editor-in-chief should decide what is acceptable for other items affecting the general appearance and contents e.g. –Title in uppercase or mixed –Font sizes in titles and headings –Fig. or Figure: –…

65. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 65 Final QA The final checks are made with the printed copy, the author’s original (if possible) and the electronic version. Does the PDF version match the author’s hard copy ? Check and correct as necessary: –Title matches what is in the database – The number of pages is the same as in the database –The author list corresponds with what is in the database

66. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 66 Technical Checks Paper size Text within the box Fonts Display speed Absence of error messages Number of pages and no blank pages Examine equations and figures closely for corrupted characters.

67. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 67 QA in SPMS

68. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 68 QA Interface

69. 69 Part 5 Post Conference Editorial Activities

70. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 70 Pre-Press Publication Once all of the papers have been QA’d they can be repatriated to a web server and the SPMS can be used to publish them The SPMS will dynamically build web pages to access these ‘Pre-Press’ papers through the toc.htm package The URL is defined as a system parameter (called Proceedings TOC Base URL) and the rest is done on-line.

71. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 71 Proceedings Scripts Volker Schaa † has created a suite of scripts which make consistency checks and produce nearly all of the files for JACoW publication. These scripts are downloadable from the JACoW website and are available under GPL The scripts are embedded in the documentation file which is in PDF format † v.r.w.schaa@gsi.de

72. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 72 Software Requirements The scripts are intended to run on Windows systems The following software (all free) needs to be installed (instructions on where to find it and how to install it are included in the documentation) –Perl –LaTeX –Wget –PDF utilities (pdftops, pdftotext, pdfimages, pdfinfo and pdffonts) –Autorun Inf Editor –Ruby Scripting Language

73. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 73 Installation of the Scripts The scripts themselves are in a zip file and are installed by unzipping them. They create a structure /AUDIO /contents /HTML /PAPERS /papers-final / TALKS SCS2007 for audio of talks (if used) photos, dividing sheets, scratch data all generated HTML files styles sheets, logos etc. final PDF files, proceedings volumes abstract booklet raw PDF files (as used in toc.htm) slides

74. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 74 Configuration The file conference.config is customised for the particular conference –The logos, conference title, editor-in-chief’s name etc. are specified here –There are a number of tuning parameters, like how to sort names (lexically or alphabetically), if you want to have page dividers between sessions and if you will have proceedings volumes or not.

75. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 75 Checking pagechk.pl checks the number of pages in the PDF file against the entry in the database as well as checking the pagesize Xenu Link Sleuth checks the website for broken links. pdf-showfont.pl can help locate Type 3 fonts and fonts which are not embedded.

76. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 76 Running the Scripts First step is to get an XML dump of the whole database – wget http://oraweb.cern.ch/pls/epac06/spms.xmlhttp://oraweb.cern.ch/pls/epac06/spms.xml Running scan_keywords.pl will generate all of the keywords Then with all of the files in place (papers, talks, audio etc), one runs the script spmsbatch.pl This will build many of the files which are needed for later (like INDEXLOC.HTM the home page for the proceedings and all of the index pages) The next step gen_texpdf.bat processes all of the raw files (page numbers, banners, hidden fields)

77. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 77 Publishing on JACoW To be published on the JACoW site a complete set of files should be sent to the JACoW webmaster. Optionally citation information, in SPIRES and Open Archive Initiative formats can be published. –These files can be produced from the SPMS (two packages to do this exist) once the keywords produced by the scripts have been uploaded in SPMS Once loaded on the JACoW server, the conference files will be indexed by the search engine but this can take up to about one week –A new search engine is being implemented in 2007 and it is hoped that this will improve performance. For each new conference 4 files on the website have to be manually updated.

78. 78 Part 6 Software for Editing

79. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 79 Installing Editor Software The following section describes the installation and setting up of Acrobat Distiller Acrobat Professional PitStop Action Lists LaTeX PDF Maker PDF Optimizer Generic PostScript Printer Driver

80. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 80 Acrobat Distiller Download the joboptions file from JACoW Start Distiller and click on Settings and select ‘Add Adobe PDF Settings’ and then simply add the joboptions file which you downloaded.

81. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 81 Distiller Settings - General

82. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 82 Distiller Settings - Images

83. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 83 Distiller Settings - Fonts

84. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 84 Distiller Settings - Colour

85. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 85 Distiller Settings - Advanced

86. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 86 Distiller Settings - Standards

87. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 87 Distiller Preferences

88. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 88 Acrobat Professional Edit  Preferences  General

89. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 89 Acrobat Page Display Prefs

90. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 90 Acrobat Prof. Startup Prefs Confirm not checked

91. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 91 Acrobat Prof. Screen Grid

92. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 92 PitStop Action List You can either download the Action list from JACoW or set it up manually. In Acrobat hit CTRL+Alt+A which will open the Action List interface then select the Manage tab and either import or New –Select All –Change Media Box –Remove Crop Box

93. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 93 Parameters for Media Box

94. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 94 LaTeX LaTeX should be installed as described in the proceedings scripts documentation. Some special care is needed if one wants to produce the Abstract Booklet but this is all explained in the documentation. MikTeX and Ghostscript/GSView should be installed and this can be achieved by installing ProTeXt which also allows you to download a development environment WinEdt or TeXnicCenter

95. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 95 LaTeX Environment WinEdt is a powerful and versatile ASCII editor and shell for Windows with a strong predisposition towards LaTeX/TeX documents. However this is shareware and a free 31+ day trial period starts when it is installed. It remains fully functional but after the trial period an annoying popup asks you to purchase it at increasingly regular intervals. TeXnicCenter is a feature-rich integrated development environment for developing LaTeX documents on Windows and is freely available under GPL. One needs to install the style (class) file JAC2003.cls in the appropriate place.

96. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 96 PDFMaker This is not the recommended tool to use to make PDF files however, if it must be used there are a number of parameters which need to be changed from the default. The recommended way to make a PDF file is to print to PostScript using a generic PostScript printer driver.

97. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 97 Setting up PDFMaker Enable the PDFMaker toolbar View  Toolbars  PDFMaker From the Adobe PDF (Acrobat) menu select ‘Change Conversion Settings’ and select the JACoW joboptions, just like for the Distiller.

98. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 98 PDFMaker Settings

99. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 99 Uncheck all WORD Features

100. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 100 No Bookmarks

101. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 101 Acrobat PDF Optimizer Change the compatibility level to Acrobat 5 FOR EXPERT USE ONLY

102. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 102 Do Not Remove Fonts The list of embedded fonts is built for each file and by default it will suggest removing them. It is necessary to move the list of fonts to the ‘Retain’ box – see below

103. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 103 Default Behaviour

104. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 104 Required Behaviour

105. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 105 Optimizer Discard Objects

106. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 106 Optimizer Clean up

107. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 107 Generic PostScript Driver Connect to Adobe Website and choose the platform which is appropriate for you (Windows or Mac) then select the 'Adobe' PPD files from the list at the bottom of the page.Adobe Website Download and unzip the '.PPD' files which are needed to configure the driver. Then download the driver installer (Adobe Universal PostScript Driver Installer, in the language of your choice). Start the installer and tell the wizard that it is a 'local printer' and then when asked for a port, select 'FILE:'. When it asks you to 'select printer model' click the 'Browse' button and navigate to find the downloaded and unzipped PPD files. Choose 'Acrobat Distiller' and finally give the printer an appropriate name. Once you have installed the printer go into the printer properties and ensure that the paper size is consistent with what you normally use (US letter is the default). On windows systems, you need to go into the 'Device Settings' in order to complete this task.

108. 108 Part 7 Examples

109. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 109 Standard Processing Making PostScript Running Action List

110. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 110 Examples of Problems Simple fixes in PitStop A4 on US Bad printer driver (Type3 fonts) Text Touch up Loosing Colour Font Substitutions Slow graphics Word and templates Transparencies – transparency, animation, performance

111. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 111 Interactive Session Copy paste from disaster to the template. Dangers with superscripts and symbols Inserting figure using tables

112. JACoWJACoW JACoW Editor Seminar Highlights, J. Poole, 2007 112 Transparencies for Publication No format requirements What about animation ? Main problem is size and performance Examples of problems –Shadow –Transparent layers