||File server at Elettra
|Authorís working files
||On your computer
||SPMS at CERN
|Trace of all events/comments
||SPMS at CERN
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'll find a folder on the
Desktop named "Editor Working Folder". This will be the
only backupped folder, so please DO NOT RENAME OR MOVE
Please, use that folder for all the papers you are working on. When a paper has been
processed (successfully or not, it doesn't matter), move it in a folder named accordingly
to its paper code, in the folder "DONE".
EXAMPLE: when working on the TUZM02 paper, all its files
will stay in
C:\Documents and Settings\Administrator\Desktop\Editor Working Folder
(i.e., the Editor Working Folder on your desktop). When you'll done, all the processed files
of that paper will be moved in
C:\Documents and Settings\Administrator\Desktop\Editor Working Folder\DONE\TUZM02
As a final note, Mozilla Firefox is already set to download files to that directory.
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. TUZM02
Process files (see below)
Print the processed paper from the final PDF, in colour and in duplex mode.
Write the PAPER_ID on the top side of the paper copy, centered
Write the date/time together with your name just below the PAPER_ID
Stick a red, yellow or green dot on it, at the upper-right corner
- 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 ALL 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 with 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
- Click on the Download link. If you see files called
<PAPER_ID>.AUTODISTILL.PDF, you're lucky. That means that
the PostScript files uploaded by the author successfully distilled. Download
this file and continue with the checking below. Pay attention that the time of
the file be NOT OLDER then the time of the correspondent PostScript., to
avoid new PS files that did not produce a PDF.
- If no good "AUTODISTILL" PDF exists, or if it is unacceptable,
download the PostScript file to your Editor Working Folder.
- If there is no
PostScript file download the source files and make a PostScript
file using the
Adobe Distiller PS Driver - this is preferred to using PDFMaker.
- Drag and drop the PostScript file onto 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 4. 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-Shift-A to
execute JACoW Media Box.
- 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
objects 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 4.
- Save the .PDF file using the Save As... command (CTRL-Shift-S).
- Check that the name of this final PDF is the PAPER_ID.PDF.
- Print the .PDF and check for readability and figure quality.
- 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 SPMS 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. 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
filing. 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
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