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Our solutions are based on
tested, reliable, and highly accessible hardware and software solutions.

NewFormat is Appointed Reseller and Solution Partner in
Nordic (Sweden, Denmark, Finland, Iceland) and Baltic Region (Estonia, Latvia, Lithuania)
of leading PDF technology from callas software GmbH.

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Solutions for Prepress, Print Production, Publishing, and Document Exchange




Guide to callas software solutions

callas software solutions help prepress service providers, publishing houses,
ad agencies, printers, companies in packaging industry as well as
designers and in-house publishing departments.

The different callas software products contain an astonishing range of
functionality and are easily usable in many different parts of the workflow.

To highlight some of the possible uses of these products,
this web page gives an overview of common requirements and
how they can be met using the products from callas software.
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1. Checking and correcting PDF documents / Preflight


0. The Basics of Preflight
    Preflight - What is it?
    Preflight is the process of checking your documents to see
    they are fit for whatever use you have for them.

    Preflight
    • is not limited to printed material
    • is different for different workflows

    When do you preflight?
    • in all crucial places of your workflow,
    • whenever a big change is made in the workflow,
    • as many times as possible, and
    • where it makes sense

    • Best practices for preflight:
      • when creating native documents
      • after generation/export to PDF
      • whenever there is a workflow transition:
        • if receiving files from the outside
        • before sending files to another workflow

    Preflight Standards & Profiles
    • a standard or specification defines what a PDF should and should not do
    • a preflight profile implements such a standard in software to report on:
      • information: things you want to know about
      • warnings: things that might be a problem
      • errors: things that will definitely be a problem

    Detect vs fix
    • Software tools (such as callas pdfToolbox, callas pdfaPilot or Adobe Preflight) can often:
      • detect problems (preflight), and
      • fix problems

    • Why fix?
      • often quicker to fix
      • whoever made the file may not know how to fix it

    • What should be fixed?
      • things that should be fixed
      • things that are safe to fix
      • things where the severity of the fix is known and manageable

      • some things cannot be fixed (e.g. image resolution too low)
      • some things should not be fixed automatically,
        but only after close inspection

    Use Existing Standards and Profiles for Preflight
PDF - ISO 32000 itself is a Standard - Picture
Figure: PDF - ISO 32000 itself is a Standard

PDF Substandards for particular use - PDF/A, PDF/X, PDF/UA - Picture
Figure: PDF Substandards for particular use
PDF/A, PDF/X, PDF/UA,...

      Preflighting your workflow with ISO & GWG preflight standards and profiles already
      included in callas pdfToolbox and callas pdfaPilot saves time and minimizes cost:

    ISO & GWG Standards and Profiles - Picture
    Figure: ISO & GWG Standards and Profiles for Preflight
    are included in callas pdfToolbox and callas pdfaPilot



1a. Preflight PDF files
    PDF quality control or preflight is used to check PDF documents to make sure they are
    suitable for use in print, in publishing, in an archive or whatever other purpose they have.

    callas software created its preflight technology to perform such quality control
    manually and/or fully automated.

    As a testament to the quality and reliability of the callas preflight engine,
    it was licensed by Adobe and is used in the Adobe Acrobat Preflight plug-in.
    Read on to learn how to preflight your PDF documents in various ways.

    It all starts with a profile
    The cornerstone of any quality control done with a callas product is a so-called preflight profile.
    A profile is a collection of the checks you want to do on a PDF document and (optionally)
    the problems you want to fix while preflighting.
    In order to be able to preflight your PDF documents, you will either have to choose a
    predefined preflight profile (one included in the product by callas)
    or you will need to make your own.

    The predefined profiles provided by callas software fall roughly in the following categories:
    • Profiles following PDF standards such as PDF/X, PDF/A, PDF/VT and more.
    • Profiles implementing PDF specifications from industry associations
      such as the Ghent Workgroup and PDF/X-Ready.
    • Other example and demo profiles.

    callas pdfToolbox Profile Window - Picture
    Figure 1: The pdfToolbox Profile window showing ISO standard profiles


    Manual preflight
    You can inspect your PDF document manually using pdfToolbox Desktop or pdfaPilot Desktop.
    Both products operate either as a plug-in inside of Adobe Acrobat or as a standalone application.
    Preflighting your documents is as easy as opening the PDF file you want to check,
    selecting the correct preflight profile in the “Profiles” window and then hitting
    one of the buttons “Analyze” or “Analyze and fix”.

    callas pdfToolbox Preflight Results for PDF/X-1a Profile - Picture
    Figure 2: Preflight results for a PDF/X-1a profile

    When performing a manual preflight, the “Result” window pops up and
    displays a list of informational items, warnings and errors.


    Using watched folders to preflight
    In many workflows it is more efficient to organize automated preflight;
    instead of opening each PDF individually, a hot folder or watched folder is setup.
    Any PDF document dropped in this folder is automatically picked up and preflighted.
    The results are moved to predefined folders.

    callas pdfToolbox Watch Folder Setup - Picture
    Figure 3: A watched folder setup in pdfToolbox Server to create PDF/X-4 files

    pdfToolbox Server and pdfaPilot Server implement this type of automated workflow.
    Each created job defines an input folder (the watched folder where PDF files are picked up from)
    and output folders for files without errors, files with errors, files with warnings and so on.
    The preflight profile selected in the job defines which checks and fixes
    are going to be executed on processed files.


    Integrated preflight
    Often the most efficient way to preflight PDF files is integrated into a larger solution
    such as a delivery portal or web-to-print solution. callas tools provides both a
    command-line solution and a real SDK to support these scenarios.

    • Command-line integration
      pdfToolbox CLI and pdfaPilot CLI are command-line applications;
      they can be started from a terminal or command window,
      but are typically launched from the application or script they are integrated with.
      These versions of the applications support all of the preflight capabilities and can
      automatically generate detailed reports (in PDF or XML) for further integration.

    • Using the SDK
      pdfToolbox SDK and pdfaPilot SDK are solutions providing integration on a library level.
      The SDK contains the necessary libraries, headers, documentation and samples to
      integrate preflight closely in a C, C++, Java or .Net application.
      Integrating preflight using the SDK requires development resources
      but does allow for the closest integration in the end.



1b. Report preflight errors - Preflight reports
    The purpose of preflight or quality control is to find out whether
    a PDF document is suitable for print or archival (or any other purpose).
    To do so you preflight the PDF document with a specific preflight profile and examine the results.

    pdfToolbox and pdfaPilot offer a range of different options to view these results as preflight reports;
    different types of reports are typically used for different purposes.

    Classic PDF reports - Comment report, Transparency mask report, and Layer report.
    Three forms of PDF reports format preflight results in a fixed layout;
    each uses different technology to let you see which objects caused particular errors or warnings.
    These reports are regular PDF documents and can be opened in any PDF viewer
    (such as Adobe Acrobat or Apple Preview).
    This makes them ideal to be emailed to clients in order to explain what errors they have to correct.

      Overview
      Each of these reports optionally begins with an overview page;
      this page summarizes information about the preflighted document,
      the environment in which it was preflighted and provides a list of errors and warnings.

    callas pdfToolbox Preflight Error Report - Picture
    Figure 1: The summary page of a preflight report

      Comment report
      This type of report uses comments (also called annotations)
      to highlight the objects causing a particular error.
      After the summary page, additional pages are added that are
      a copy of the document that was preflighted.
      These pages have yellow comments on top of objects
      causing warnings and red comments for objects causing errors.

    callas pdfToolbox Preflight Error Report - Picture
    Figure 2: A comment preflight report

      Each comment shows both the name and description of the preflight error or
      warning that triggered it; as such it makes it easy for clients to see what object
      was wrong and why it was wrong.

      Transparency mask report
      The transparency mask report uses a combination of transparent object
      and layers to highlight problem objects in a PDF document.
      This means that the report will only work in PDF viewers that support layers
      (such as Adobe Acrobat or Adobe Reader) and not in viewers that lack
      this support (such as Apple Preview).

    callas pdfToolbox Preflight Transparency Mask Error Report - Picture
    Figure 3: Transparency mask preflight report

      Layer report
      The layer report puts objects with a particular problem on a layer;
      this allows toggling layers on and off to see all objects causing a particular problem.
      Because the report also adds background layers,
      you can easily see the problem objects on differently colored backgrounds
      (which is great to see white objects for example).
      The report will only work in PDF viewers that support layers
      (such as Adobe Acrobat or Adobe Reader) and not in viewers that lack
      this support (such as Apple Preview).

    callas pdfToolbox Preflight Layer Error Report - Picture
    Figure 4: A layer preflight report showing transparent objects
    on a differently colored background

    Customizable PDF reports
    All of the classic PDF reports are static, in the sense that you cannot change the layout,
    colors or text of the preflight reports. In some environments that is fine,
    but often it would be nicer to be able to change some aspects of a preflight report
    – especially so if the report is being used for external communication.

      The custom PDF report was created specifically to allow you to modify
      how the preflight report looks and feels. This report is based on an HTML template
      (also using CSS and JavaScript) and because you can create your own templates,
      it’s easy to change colors, modify or add your own logos or artwork and even
      modify what text is shown.
      Always wanted a much simpler preflight report to communicate back to clients?
      The custom PDF report is the way to accomplish that…

    callas pdfToolbox Preflight Default Custom PDF Report - Picture
    Figure 5: The default custom PDF report included in pdfToolbox

    callas pdfToolbox Preflight Default Custom PDF Report - Picture
    Figure 6: A custom PDF report based on a modified template


      In the modified report shown above logos were changed,
      the color of the background elements was changed from
      red to purple and various pieces of text were changed as well.
      Of course much bigger changes are possible as well as long as
      you have some knowledge of HTML and/or JavaScript.

    XML reports
    PDF reports are great to provide feedback to internal users or external clients,
    but when an automated process is involved PDF is typically not perfect.
    For precisely that reason pdfToolbox and pdfaPilot have the possibility
    to generate an XML report as the result of preflight.

    The XML file contains all of the information contained in the PDF reports
    (and much, much more) and it is of course ideal to be parsed by
    automated processes or scripts down the line.

    Want to show preflight results embedded in a web site?
    Write some PHP code to parse the preflight report and you have everything you need.

    Have an automated workflow using FileTrain or Switch?
    Feed it the XML preflight report and you can base further file decisions
    on the information in the report.

    Multiple reports
    Don’t think that you’re limited to just one type of report.
    In all of the automated versions of pdfToolbox or pdfaPilot you can preflight once
    and receive multiple types of reports as a result.
    This makes it painless to setup a workflow where
    • a PDF report is sent to a client and
    • an XML report is used to feed in a database or other job tracking system.



1c. Visually inspect PDF files
    One of the biggest strengths of pdfToolbox is its ability to preflight PDF documents
    and return a detailed list of errors and warnings about a PDF file.
    But in some cases “good” or “not good” simply isn’t a detailed enough answer.
    In such cases pdfToolbox (and pdfaPilot) provide the visualizer to visually inspect a PDF file.

    Ink coverage
    Perhaps the best example of cases where the visualizer proves its worth
    is when a preflight check tells you that a PDF document uses too much ink.

    callas pdfToolbox/pdfaPilot Visualizer Ink Coverage - Picture
    Figure 1: Visualizer showing ink coverage for a PDF document

    The ink coverage mode of the visualizer overlays the PDF document
    with a gray mask and highlights any area of the file that goes over a
    certain threshold with bright colors: yellow for small overruns,
    progressing to red and purple for serious overruns.
    This gives you an immediate view on how serious the ink coverage problem is
    and can help you decide whether the file could still be printed or not.

    Separations
    In cases where you doubt whether a file will separate correctly, or you simply want to
    examine the ink mix or overprint of certain elements the visualizer comes in handy as well.
    It provides a number of different separation preview modes to view single separations,
    just the process separations, just the spot color separations and more.

    callas pdfToolbox/pdfaPilot Visualizer Individual Separations - Picture
    Figure 2: Visualizer showing the cyan separation only

    When previewing separations, pdfToolbox here also shows the total ink amount
    (in percentage of the surface of the trimbox and in square cm) for separations.
    This information could of course be used in cost calculations.

    Safety zone
    While pdfToolbox and pdfaPilot provide a preflight check to detect whether objects
    have enough bleed, this again is an area where visual inspection can often decide
    more accurately whether a document is in fact good for print or not.
    The visualizer has a “safety zone” mode in which it highlights either
    the page border or the bleed area.
    These tools can help greatly to help judge a particular PDF document.

    callas pdfToolbox/pdfaPilot Visualizer Safety Zones - Picture
    Figure 3: visualizer previewing the bleed area



1d. Work with color in pdfToolbox
    Problems with incorrect color spaces and colors are a very frequent problem in graphic arts
    workflows and pdfToolbox offers a lot of functionality in this area to resolve such problems.

    Preflight
    First of all, of course pdfToolbox fully supports preflighting on color.
    In a preflight profile it’s possible to check on the use of RGB, spot color,
    calibrated color spaces (such as ICC-based color spaces),
    output intent used and much more. This gives you a complete solution
    to make sure the color you receive is actually what you want.


    Color conversion with ICC profiles
    The most common color conversion is one with ICC profiles.
    Given a source and destination ICC profile,
    the color engine converts all colors from source to destination.
    pdfToolbox Desktop has a dedicated Switchboard action for this type of color conversion.

    callas pdfToolbox Color Conversion with ICC Profiles - Picture
    Figure 1: Process conversion tab in the pdfToolbox Switchboard

    This allows you to specify which type of file you are converting,
    what colors you want to convert (in the example everything will be
    converted with the exception of spot colors) and what your target is.
    This is a manual or interactive conversion and of course you can also
    perform this automatically with pdfToolbox Server/CLI/SDK

    callas pdfToolbox Color Conversion - Fixup to Convert All Colors to ISOCotedv2 - Picture
    Figure 2: Fixup to convert all colors to ISOCoatedv2

    The key here is the “Convert colors” fixup.
    This can be configured exactly to your liking and then included in a preflight profile.
    Such a preflight profile can be executed in all
    pdfToolbox products (Desktop, Server, CLI and SDK).


    Color conversion using DeviceLink profiles
    pdfToolbox also supports color conversion with DeviceLink-profiler.
    When converting from CMYK to CMYK or for special processing,
    such as TAC reduction or ink saving, color conversion based
    on DeviceLink profiles gives better results.

    • Manually applying DeviceLink profiles
      In pdfToolbox Desktop, the color group on the Switchboard contains
      the “DeviceLink conversion” item.
      Here you can select a DeviceLink profile to use, determine on which
      objects you want it to run and what color spaces you want to convert.
callas pdfToolbox DeviceLink Conversion - Picture
Figure 3: DeviceLink conversion using the Switchboard

    • Automatically applying DeviceLink profiles
      Again using a fixup, the same technique is available in automated workflows.
callas pdfToolbox TAC Reduction Using a Fixup - Picture
Figure 4: TAC reduction using a fixup
      The example fixup implements TAC reduction for PDF files using a ColorLogic profile.

    • Where to get DeviceLink profiles
      pdfToolbox is only capable of applying DeviceLink profiles on PDF documents;
      it does not contain a profile editor or creator.
      To use the DeviceLink functionality,
      one will need DeviceLink profiles and there are a number of options in this regard:

      • Use the DeviceLink profiles included in the DeviceLink option for pdfToolbox,
        a separate, payable, option that will provide you with a list of important
        DeviceLink profiles, mainly targeted towards converting between standards
        (such as between SWOP and ISOCoated).

      • Use your own DeviceLink profiles.
        There are various tools such as CoPrA from ColorLogic to create DeviceLink profiles.
        What is important is to make sure that these profiles are open or unsecured
        so that they are usable in pdfToolbox.

      • Purchase a DeviceLink pack created by another vendor.
        Such a pack contains pre-made DeviceLink profiles created by that vendor.
        A good example of such a vendor is ColorLogic which sells a wide range of
        DeviceLink packs that include the possibility to convert between standards,
        do TAC reduction or can be used in ink saving scenarios.

    Working with spot colors
    Changing or removing spot colors is another common question and pdfToolbox
    implements a wide range of functionality around spot color. In pdfToolbox Desktop
    you can interactively work with a list of spot colors in a PDF document.
callas pdfToolbox Working with Spot Colors in the Switchboard - Picture
Figure 5: Working with spot colors in the Switchboard

    For each spot color you have the possibility to change its name,
    alternate color space and values, remap it to a process color or
    other spot color or simply convert it to CMYK.

    In an automated workflow you’re again better off using a fixup to
    remap spot colors or convert them to CMYK.
    The “Map spot and process colors” fixup makes it possible to
    remap spot colors or convert them to CMYK.
callas pdfToolbox Remapping Spot Color Using a Fixup - Picture
Figure 6: Remapping spot color using a fixup

    Fixing common color problems
    In practice there are also a number of common color problems that
    don’t involve any of the previous color conversions.
    An example is correcting four color black which is shown in the example fixup below.
callas pdfToolbox - Fixup to Convert 4C Black to Real Black - Picture
Figure 7: Example fixup to convert 4C black to real black

    pdfToolbox provides fixes for all common color problems, including:
    • Converting four color black to real black
    • Converting the color “All” (separation black) to real CMYK black
    • Converting rich black to real black or vice versa
    • Setting black or gray objects to overprint and white objects to knockout

    Which of these fixes are suitable for your workflow is a decision you need to make.
    But pdfToolbox does include all of this functionality to make it easy for you
    to correct whatever you feel you need to correct in PDF documents!



2. Preparing documents for archival


2a. Creating archive-ready PDF files
    More and more, PDF/A (the ISO standard for long-term archival of PDF documents)
    is becoming the file format of choice to archive documents.
    pdfaPilot is an all-round expert in creating archive-ready PDF/A documents;
    read on to get lots of background on what is supported and how to go about this.

    Different versions and flavors of the PDF/A Standard
    The first questions when thinking about creating PDF/A documents is usually which
    version and flavor of the standard should be used.
    The full list is:
    • PDF/A-1a, PDF/A-1b
    • PDF/A-2a, PDF/A-2b, PDF/A-2u
    • PDF/A-3a, PDF/A-3b, PDF/A-3u

      Versions
      PDF/A-1 was the original version of the standard;
      it doesn’t allow a whole list of modern PDF features such as
      transparency, forms of compression for images and layers.

      PDF/A-2 extended support for these features and also opened up
      the possibility to store other PDF/A files inside a PDF/A-2 file
      (allowing a PDF/A-2 to behave a little like a small archive if you want).

      PDF/A-3 is the most recent addition and opens up the way to store
      any file inside a PDF/A-3 file. This allows email attachments to be
      stored in their native form inside the archive email for example,
      or electronic invoices in PDF/A-3 format that have the invoice data
      embedded in them as XML.

      Flavors
      The “b” or “basic” flavor is focused entirely on visual reproduction;
      the only thing that counts is to be able to see the document on screen
      or print it exactly as it was put in the archive.

      The “a” or “advanced” flavor adds additional requirements.
      Text must be embedded in such a way that it can easily be extracted
      (the meaning must be clear, not just the visual appearance),
      images must have alternative text associated with them
      (again to make their meaning clear) and all elements in the PDF/A
      must be tagged (to be able to distinguish between different heading levels,
      body text, find paragraphs and tables etc.).

      The “u” or “Unicode” flavor sits somewhere in between “b” and “a”.
      It focuses mainly on visual reproduction, but does require that
      all text can easily be extracted or searched.

      Which PDF/A Standard should you use?
      That very much depends which types of documents you are archiving
      and what features you want to enable in your archive.
      Keep in mind that it’s much easier to create a “b” PDF/A file than an “a” PDF/A file
      (because of all of the additional requirements).
      What is good news is that pdfaPilot supports all versions and all
      flavors of the standard, so you have total freedom on that front.


    Interactive verification or conversion of PDF/A
    pdfaPilot Desktop provides different ways to verify compliance of a PDF with your
    PDF/A version of choice and different ways to convert (or attempt) to convert a
    PDF into your PDF/A version of choice.
    The easiest way however is the “PDF/A in one click” window.

    callas pdfToolbox - PDF/A in One-Click Window  - Picture
    Figure 1: The PDF/A in one click window in pdfaPilot Desktop

    Using the action button (the button with the gear icon in the top right corner)
    you can select which PDF/A version and flavor you want to work with.
    The window then offers two buttons,
    once to simply check an opened PDF file against the PDF/A standard you selected,
    the other to convert it to that standard.
    Using the pdfaPilot preferences, you can select whether you want to enable
    fallback methods if regular conversion to PDF/A fails.


    Fallback methods for conversion
    Fallback methods are used when pdfaPilot has attempted conversion to PDF/A
    and that conversion failed. As a fallback you can:
    • Convert the complete document to PostScript and then back to PDF.
      This forces a number of newer PDF features to be converted to older features
      and it rewrites the PDF file from scratch, which sometimes fixes problems.

    • Convert pages with problems to images.
      If specific pages have problems, pdfaPilot will convert just those pages to images
      and insert them into the PDF instead of the original page.

    • Convert all pages into images.
      If nothing else works pdfaPilot can create a completely new PDF document
      and insert an image version of all pages of the original PDF into this
      new PDF document in a last ditch effort to fix the problems that exist
      in the original PDF document.

    Of course these fallback methods take time and often imply degradation in quality
    for the document that will be put into the archive.
    It is up to you to decide whether you want to use these fallback methods.
    If clients submit files to you and you absolutely have to put something in the archive,
    there sometimes is no other choice than work with fallback conversion for
    troublesome PDF documents.


    Automating the process
    In most cases the volume of files to be put in an archive is huge;
    callas pdfaPilot Server can easily handle such volumes and process
    PDF documents in an automatic, unattended way.

    callas pdfaPilot Server Job Setup Window - To Automaticly Convert to PDF/A-1b -  Picture
    Figure 2: A pdfaPilot job to automatically convert to PDF/A-1b

    pdfaPilot Server lets you create jobs, where each job has a watched folder,
    an associated profile and a number of output folders defined.
    All files that arrive in the watched folder are automatically picked up
    and processed with the selected profile.
    The result is dropped in the success or error folder depending on the processing result.


    Integrated preflight
    Often the most efficient way to check PDF files for compliance with your
    PDF/A standard or to convert them to it, is integrated in a larger solution
    such as a web portal or document management system.
    callas provides both a command-line solution and a real SDK to support these scenarios.

    • Command-line integration
      pdfaPilot CLI is a command-line application;
      it can be started from a terminal or command window,
      but is typically launched from the application or script it are integrated with.
      This version of the application supports all of the PDF/A capabilities and can
      automatically generate detailed reports (in PDF or XML) for further automation.

    • Integration using the SDK (Software Development Kit)
      pdfaPilot SDK is a solution providing integration on a library level.
      The SDK contains the necessary libraries, headers, documentation and code samples
      to integrate PDF/A support closely in a C, C++, Java or .Net application.
      This requires development resources but allows for
      the closest possible integration in the end.



2b. Archiving emails and attachments
    In today’s world, emails are an integral part of regular business communication;
    there are many laws and regulations that state they have to be archived
    just as any other business documents.
    pdfaPilot fully supports email archival both interactively and automatically.

    Conversion mechanism
    pdfaPilot does not integrate in incoming or outgoing email servers to do its job;
    instead it converts email messages in msg or eml formats
    (the two most widely spread email file formats) into PDF or PDF/A documents.
    This conversion can be done interactively in pdfaPilot Desktop,
    using watched folders in pdfaPilot Server or integrated into other solutions
    using pdfaPilot CLI and SDK.

    Supported conversions
    Depending on the email itself and on what output file is needed,
    pdfaPilot offers different conversion possibilities.
    All possibilities can be seen in the Switchboard implementation below.

    callas pdfaPilot Switchboard E-mail to PDF -  Picture
    Figure 1: E-mail to PDF options in the Switchboard

    Explanation of each conversion possibility and its implications:

    • PDF: Embed attachments as original.
      Generates a regular PDF document and embeds any attachments from
      the email in the generated PDF document in their original format.

    • PDF: Embed attachments as PDF.
      Generates a regular PDF document.
      If the email has attachments they are converted into PDF documents and
      then embedded in the generated PDF document.

    • PDF: Embed attachments as original and PDF.
      Generates a regular PDF document.
      If the email has attachments they are converted into PDF documents.
      The result of the conversion to PDF and the original attachments are
      both embedded in the generated PDF document.

    • PDF: Add attachments as additional pages.
      Generates a regular PDF document.
      If the email has attachments they are converted to PDF and
      appended at the end of the converted PDF document as additional pages.

    • PDF/A-1: Add attachments as additional pages.
      Generates a PDF/A-1 document.
      If the email has attachments they are converted to PDF and
      appended at the end of the converted PDF/A-1 document as additional pages.
      This is the only option for PDF/A-1 because the PDF/A-1 standard
      does not allow embedded files (whatever they are).

    • PDF/A-2: Embed attachments as PDF/A.
      Generates a PDF/A-2 document.
      If the email has attachments they are converted into PDF/A-2 documents and
      then embedded in the generated PDF/A-2 document.

    • PDF/A-2: Add attachments as additional pages.
      Generates a PDF/A-2 document.
      If the email has attachments they are converted to PDF and
      appended at the end of the converted PDF/A-2 document as additional pages.

    • PDF/A-3: Embed attachments as original.
      Generates a PDF/A-3 document and embeds any attachments from
      the email in the generated PDF/A-3 document in their original format.

    • PDF/A-3: Embed attachments as PDF/A if possible.
      Generates a PDF/A-3 document.
      If the email has attachments they are converted into PDF/A-3 documents and
      then embedded in the generated PDF/A-3 document.
      If conversion to PDF/A is not possible for a particular attachment
      it is embedded in its original format instead.

    • PDF/A-3: Embed attachments as original and PDF/A.
      Generates a PDF/A-3 document.
      If the email has attachments they are converted into PDF/A documents.
      The result of the conversion to PDF/A and the original attachments are
      both embedded in the generated PDF/A-3 document.



3. More advanced stuff


3a. Make workflows dynamic with variables
    Most checks you want to run on PDF documents are generic:
    colors have to be correct, image resolution needs to be sufficient,
    dangerous PDF constructs must not be present and so on.
    In those cases it is perfectly possible to create a single preflight profile
    that is used for many different products or in many different workflows.

    But sometimes checks are very specific and cannot easily be shared.
    A good example of such a case comes up if you want to check job dimensions (width and height).
    Those dimensions could very well be different for every job and that means that you need
    to now duplicate that single profile for each product and insert a specific size check…
    That doesn’t sound like the best idea…

    Luckily pdfToolbox and pdfaPilot support variables that can make the preflight dynamic
    (different for each product or even each checked PDF file).
    And the best news? They’re easy to use in pdfToolbox and pdfaPilot!


    A static (regular) size check
    Checking the size (dimensions) of a PDF document boils down to
    checking the height and width of a page box, typically the trimbox,
    which gives the size for the final piece. Such a check may look like this:

    callas pdfToolbox Preflight Static Check Height and Width of the Trimbox - Picture
    Figure 1: A preflight check for the height and width of the trimbox

    The check tests the width and height of the trimbox,
    in this example taking orientation into account
    (in other words, landscape and portrait are not interchangeable for the purposes of this check).


    A dynamic (variable) size check
    If you look at the window that defines the static check, you’ll see a number of orange icons.
    Each of those allows inserting a variable into that particular check property.
    When clicked, they bring up the variable editor:

    callas pdfToolbox Preflight Check - The Variable Editor - Picture
    Figure 2: The variable editor

    To define a variable in a check or fix,
    pdfToolbox needs three pieces of information:
    • Label:
      - This is shown when the check or fix is executed in pdfToolbox Desktop.
    • Default value:
      - The value used when nothing special is done during execution of the check or fix.
    • Internal Name:
      - The variable name that can be used in pdfToolbox Server, CLI or SDK
      to modify what value will actually be used by the check or fix.

    To make our check fully dynamic,
    we have to input variables for the width and height of the trimbox:

    callas pdfToolbox Preflight Dynamic Check Height and Width of the Trimbox - Picture
    Figure 3: A dynamic check showing variables in use

    The more cryptic value for the width and height properties make it clear
    that there is indeed a variable defined for each of those properties.
    That’s all we have to do in our check to make it dynamic.


    Using dynamic profiles

    • pdfToolbox Server
      If a preflight profile contains at least one check or fix that contains variables,
      it’s called a dynamic preflight profile.
      Such profiles can be selected in pdfToolbox Server just as you would a regular profile.
      But then you can modify what values will be used by adding additional
      CLI commands in the pdfToolbox Server job window.

    callas pdfToolbox Server Job Window - Picture
    Figure 4: The pdfToolbox Server job window

      While the above pdfToolbox Server job looks perfectly normal,
      we did add additional CLI parameters to setup our variables.
      For each variable, we add something in the format:
      --setvariable=:
      • Variable name is the symbolic name for the variable
        as you defined it in the check or fix.
      • New value is the value you want pdfToolbox to use during preflight.

      As you can see this allows you to take a variable preflight profile and
      configure different jobs, each of which will perform a different preflight
      based on the “setvariable” commands you add in the job definition.

    • pdfToolbox CLI and pdfToolbox SDK
      You can actually go further still when using pdfToolbox CLI or pdfToolbox SDK.
      Because there you issue commands to preflight each file, you can actually modify
      how the preflight should be done for each individual preflight.
      This is great if you have a web portal that can tell you what
      the customer ordered and if you can modify each preflight
      to match the checks to actually what the customer ordered.


    Possibilities of variables
    Variables can be added to checks and fixes.
    The only limitation is that the property of the check or fix needs to have
    that little orange button next to it in order to let you define a variable.
    But it is also possible to select a check or fix in a profile and setup a
    variable that will act like a switch:
    • set it to “1” and the check or fix is executed during preflight,
    • set it to “0” and it’s not executed.

    This allows you to build profiles that contain optional checks or fixes and
    simply by setting the value for the variables you used to the correct values
    ensure that the checks and fixes are or are not executed…




For more information contact NewFormat


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tel:+46 (0)70 631 53 01

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