|Trace of all events/comments
|Authorís hard copy
||Paper Reception office
You can use any computer and all of the software and preferences should have
been set for you.
The first time that you start an editing session you should create
yourself a directory on the networked file server. All of your work will be
backed up from this server, so that only one machine needs to be backed up.
The fileserver has been mapped to the Z: drive on your computer
- There is shortcut called "Editor File Share" on your desktop - double
click on it to open the file system
- Click on the File Menu and select New -> Folder
- Give your name as the name of the new folder and then you will be ready
for the next stage
- Mozilla/Firefox users can then set the default location for downloads
(from the Tools menu select Options, then Downloads and set the
directory/folder name to the one which you have just created).
Login to your EPAC/JACoW account on
Once logged in, you will automatically get the editor interface
set the platform - in general MAC papers should not be processed on a
PC. You can safely process Linux, Unix and Windows documents on a PC.
Get Next Paper or choose a specific PAPER_ID e.g. TUPLS120
Process files (see below)
Print the processed paper from the final PDF
Write the PAPER_ID on the paper copy
Stick a red, yellow or green dot on it
- RED where there are problems
- indicates to the author that he must come to the proceedings office
- YELLOW if the source file was opened to fix a small problem
- indicates that the author should proof read in case things have
inadvertently been changed
- GREEN if everything was OK
- no further action required - paper can go into QA
Upload the processed files - no need to upload unchanged source files.
you plan to replace the author's Source or PostScript file you have to do so
before setting the status. Otherwise, the paper will be flagged as having
received new files after it's status was set.
After upload - use the interface to set the status red/green etc. in the database
Enter explicit comments when there were problems and check the boxes to
indicate what type of problems were found and click on Save
If there were problems, be explicit in your comments so that the staff in
the paper reception office can explain the problem to the author
- Author Comments can be seen by the author
- Editor's notes are only available for the editors to see
Pass the paperwork for filing
Start another paper
- Editors will be allocated a paper to work on by the database. The editor
should select the platform through the web interface so that MAC files are only
processed on MAC. Once an editor has selected a paper for processing the
author cannot re-submit without some manual intervention by the editorial
- Download the PostScript file to your working directory (the
directory which you set up on the networked fileserver, which you can find on
the Z: drive). Keep all of your files in this directory - it is the only place
where your work will be saved (apart from what you upload again).
- If there is no
PostScript file download the source files and make a PostScript file using the
Generic PostScript Printer - this is preferred to using PDFMaker.
- Drag and drop the PostScript file to the Distiller.
- If the distilling works, the pdf will automatically open in Acrobat.
- Check the fonts by opening File -> Document Info -> Fonts. All fonts
should be of 'Type 1' or TrueType. If there is a problem go back to the
document and try to change fonts or in the case of LaTeX pass the paper to an
expert to fix the font problem. The PostScript file should be re-made and the
processing repeated from Step 3. When a WORD document has been repaired make
the PDF from a new PostScript file.
- Check the number of pages only invited
oral papers can have up to five pages (the third letter of the Programme_Code
for invoted oral papers is I, X, Y or Z), for all others the maximum is three
(third letter of Programme_Code O or P).
- Check that all pages are readable and are displayed in a reasonable time
(every page should display in less than about 5 seconds).
- Check the page size at the bottom of the window: it should be either 595 x
842 pt (A4) or 612 x 792 pt (Letter).
In Acrobat 7 it is necessary to move the mouse pointer to the lower left
corner of the screen to make the page size appear.
- Change to full page view and enable grid (View -> Show Form Grid), if
not already on.
- Resize the document by using the PitStop Action List. CTRL-Alt-A and
execute JACoW Media Box, or use one of the Action List Icons.
- The text should now be inside the margins on all pages
(+/- ~1mm). If part of the text or graphics is outside the box, the offending
may be moved using 'Select Object' tool
in the PitStop toolbar and then click on the move tool . You can
then use the keyboard arrows to nudge objects into position.
- If the format still is wrong, edit the document, make a new PDF and go back to Step 3.
- Save the .pdf file using the Save command.
- Check that the name of this final pdf is the program_code.pdf.
- Print the .pdf file and if possible, compare with the original handed in
at the conference.
- Check that the size of the .pdf file is reasonable (less than 3 MB). For
larger files double check that it will display rapidly.
- Upload files when you are done and then set the status in the database as
- If the file PostScript file has to be made or re-made even if the problem is
trivial, e.g. wrong paper size, stick a Yellow dot, record your actions through
the processing interface, check the boxes which describe the problem best and forward
the paperwork for filing and dotting. Always be clear in your comments about
processing so that others can understand what the problems were. The author will
come to the proceedings office and will be invited to proof read the paper
which has been fixed.
- If the problem is very complicated and can't be fixed by you, stick a red
dot on it. Record the details of the problem through the processing interface
and pass the paperwork to a competent person. If he can fix it, he will
request the paper specifically through the editor interface which will
re-assign it to him, then he can fix the problem and forward the paperwork for
processing and dotting. The author will be informed of the fixing and asked to
proof read. When the editorial team cannot fix the problem, the author will be
informed of the problem and invited to fix it himself, either during the
conference, or back in his laboratory (in the following two weeks, but no
| Setting up Acrobat, Distiller and PitStop Action
There are many settings to check before starting to
process and if Acrobat 7 is in use, the settings in the PDFOptimizer (for
should also be set so that they are the same as for Distiller, PDFMaker etc.
(compression, fonts etc.) and to Acrobat5.0 or later compatibility.
Details about setting up Acrobat software parameters and setting the forms
grid are given in
The distiller settings (JobOptions file) can be downloaded
The JACoW Media Box Action list can be downloaded
Sometimes an unwanted line or object will appear in the PDF file and a method for painting over
it with a white box is described
|Painting over an Object in a PDF File
Objects (like all of the text on the page) can be selected and moved around
using Acrobat Plug-ins.
This document gives some details.
|Type 3 Fonts - no longer a problem
If Type 3 (bit-mapped) fonts are used (default for old LaTeX installations)
then the result used to be pretty awful but if you look now with Acrobat7 it looks like
this - so
you cannot see the difference.
Contributed papers may be up to 3 pages. [codes: A,
B or P]
Invited papers up to 5 pages. [codes: I, X, Y or Z]
||US Letter Paper|
||210 ◊ 297
||216 ◊ 279 |
||8.26 ◊ 11.68
||8.5 ◊ 11.0|
||595 ◊ 841
||612 ◊ 792|
The instructions used for
quality assurance at the conference are available