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A PDF Production Handbook

A PDF Production Handbook

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Published by Samartha Vashishtha
An all-in-one Handbook for PDF Production from unstructured FrameMaker documents.
An all-in-one Handbook for PDF Production from unstructured FrameMaker documents.

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Published by: Samartha Vashishtha on Aug 10, 2010
Copyright:Attribution Non-commercial


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APDF ProductionHandbook 
This handbook captures a generic workflow that you can use to produce PDF files fromFrameMaker documents in a team authoring environment. It is assumed that a versioncontrol system such as Perforce is in use to control access to the shared source files.The following sections are included in this handbook:
Relevant scenario
A typical scenario where this workflow will come handy is as follows:
Your team uses single-sourcing to produce output in multiple formats from the sameFrameMaker source files.
The documentation set under consideration consists of multiple files shared acrossseveral books.
The source files have multiple text insets.
Before you get started with creating a PDF, ensure the following:
Your peers have checked in the latest source files into the version control repository.
You have complete access to all the files and folders.
Important considerations
Cross references
Cross-references arenot updated automat-ically when thereference destina-tions are within text insets.
Cross-references are not updated automatically when the reference destinations arewithin text insets.
Application of conditional tags drastically alters cross-references.Make sure that a cross-reference destination is not hidden in your book because of conditional text. In such cases, you'll get many unresolved cross-references when youupdate the book.
Variables and special characters
You cannot search in FrameMaker for text that appears as variables in yourdocument. To search for such content, generate a makeshift PDF and search in it.
You can't search for special formatting and nonprinting characters, such as non-breaking space, the usual way in FrameMaker.For example, if you used a non-breaking space or non-breaking hyphen in a longproduct name so that it doesn't break across lines, typing the product name in plaintext as it appears in the
dialog will return no results.SeeAbout typing in dialog boxesin FrameMaker Help to see how you can inputspecial characters in the
dialog box. If you suspect that the product name isnot returned in searches, turn on the text indicators. Alternatively, create a PDF,even by ignoring the warnings about pagination, and so on, to search for specialformatting and nonprinting characters.
Change bars
When you are creating the final PDF for publication, remove the change bars. Note thatchange bars appear again if you flatten the text insets in a book after you have clearedall change bars across the book.If you want to preserve the change bars in thesource, you can set their color to white in the
Change Bar Properties
dialog (Format >Document > Change Bars), so that they are not visible in the PDFs. Later, if required, you canset the change bar color again to a visible color.SeeIdentify revised text with change barsinFrameMaker Helpfor more information.If you choose to make the change bars white,ensure that you don’t have a black backgroundfor the page numbers in the header/footer. Otherwise, white change bars will be visiblealongside changed page numbers in the PDF.
Latest patches, service packs, and fixes
Install a Microsoft hotfix fromhttp://bit.ly/18312xif  you are facing  problems while trying to generate PDFs fromFrameMaker 7.2 or FrameMaker 8.0 files.
Download and install the patches for FrameMaker from Adobe.com and other patchesfrom Microsoft.com.In particular, install a Microsoft hotfix fromhttp://bit.ly/18312xif you are facingproblems while trying to generate PDFs from FrameMaker 7.2 or FrameMaker 8.0 files.
Equip yourself with relevant details
Gather as much editorial and production information from your publishing team andeditors as possible.
Book Conditional Text settings.
If you don't have a set already, create one yourself.
Create a table with a list of books and their corresponding conditional tags toshow/hide. Take a printout of this table and pin it to your cubicle wall so thatyou have an easy reference.
Document metadata
Consult your editor for standard PDF settings such as the following that your organi-zation applies to PDF documents:
Document information such as the correct document title, copyright, authorinformation, etc.
File naming conventions.
How the PDF should open, how navigation should be, and what to show on theAcrobat or Adobe Reader title bar.
Document security. Understand the security settings that your organizationapplies to published PDFs, such as allowing users to print, extract text, etc.
PDF settings
Specify the PDF settings for AdobeDistiller.
Specify the PDF settings for AdobeDistiller.
Style guide and production instruc-tions
For quick reference to verify paragraph formats, namingconventions, etc.
Template files.
You may have to importand reapply the variables, paragraph,character, and cross-reference formatswith the standard definitions from thetemplate files.
If you are creating thePDF on a machinedifferent from the onewhere you created thedocuments, ensurethat you have all therequired fonts on your machine.
If you are creating the PDF on a machine different from the one where youcreated the documents, ensure that you have all the required fonts on your machine.FrameMaker displays the list of missing fonts when you open such documents.Copy such fonts to your machine. Typically, fonts such as
used in bulletstyles may be missing.
Stage 0: Prepare the content
From the following list, carry out all the steps that are required:
Spell check. Use the spell-checking guidelines of your organization. Do remove allthe spell-checking overrides:
In FrameMaker 9, click 
Edit > Spelling Checker
In the
Spelling Checker Options
dialog, ensure that no options are selectedunder
.Text insets and variables within the text are not spell-checked at this stage. To spell-check the insets, check out the inset files from the version-control repository, spell-check them, and check your changes back in.
Preferably, spell check after applying the required conditional text show/hidesettings. For example, hide all editorial comments and author notes before you spell check. If you applied word-or character-level conditional text settings, there could bewords running into each other that may be incorrectly flagged as misspelt words.

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