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Understanding and Using the PDF Check Report

Introduction
"Error" and "Caution"

The PDF Check Report Responses
Recreating your PDF to be IEEE Xplore®-Compatible
Updating the pdf.cfg File
Helpful Links

Introduction

The PDF Check Report is the results of a comparison of the PDF you submit with the specifications for IEEE Xplore PDF compatibility. The report tells you where to find the problems.

Below is a detailed explanation of the possible report responses, and instructions on fixing them. For additional assistance, contact IEEE PDF Support at pdfsupport@ieee.org

"Error" and "Caution"

An error found in the PDF means that the PDF is not IEEE Xplore-compatible. The PDF has failed the PDF Check. It will be necessary for you to choose one of the following options

  • Fix each error per the solutions below, go to your account, click Try Again, and submit the new PDF for Checking, OR
  • Go to your account, click Try Again, and submit instead your source application file(s) for conversion by IEEE PDF eXpress, OR
  • Get assistance from PDF Support.

A caution means that some element of your PDF does not meet optimal standards, but the PDF still is IEEE Xplore-compatible. Correcting cautions in your PDF is optional.

The PDF Check Report Responses

Below is a table listing what responses the PDF Checker gives, and what they mean.

Errors—Fix is required for IEEE Xplore compatibility
The report says: Which means:

Bookmarks found in document

The document contains bookmarks.

Document contains link annotations

The document contains hypertext links to locations in the document.

Form Fields found in document

The document contains form fields.

Document contains security

Some level of security has been applied to all or part of the PDF. This includes a password.

Font ### is not embedded

The font listed was not embedded

Font ### is not subsetted

The font listed was not subsetted (at 100%)

 

Cautions—Fix is suggested, but not required for IEEE Xplore compatibility
The report says: Which means:

Effective resolution of color or grayscale image is less than 300 dpi

Image may not render well when printed

Effective resolution of color or grayscale image is more than 301 dpi

File size of image is unnecessarily large for standard printing

Effective resolution of monochromatic image is less than 600 dpi

Image may not render well when printed

Effective resolution of monochromatic image is more than 601 dpi

File size of image is unnecessarily large for standard printing

Image with ### filter found

Recommended compression filter was not used

Image without filter found

No compression was used, the result being either that the image is unnecessarily large or that it may not render well when printed

External Link Annotations found

The document contains links to other files.


Recreating your PDF to be IEEE Xplore-Compatible

Using your latest PDF Check report:

  1. Find the error below, and solutions for Acrobat Distiller, Aladdin GhostScript, and pdfTeX/pdfLaTeX.
  2. Perform the Solution (either fix existing PDF or create new PDF)
    If there is more than one Cause listed, you may need to try more than one Solution.
  3. Go to your account, click Try Again, and submit the new PDF to IEEE PDF eXpress for Checking.

If you have trouble, you may submit your source file(s) for conversion to PDF, or get assistance in creating your PDF.

If the report says:

Possible cause(s)

Solution

(1)

Bookmarks found in document

(1) User inserted bookmarks into the PDF.

Click

(2)

Document contains security

(2a) User applied security to some or all elements of the PDF

Click

(2b) If source is Microsoft Word— PDFMaker is set to apply security to all PDFs

Click

(3)

Font ### is not embedded

(3a) The font file does not exist on the system that created the PDF

Click

(3b) The font is not being found by Distiller

Click

(3c) The font is not embeddable

Click

(3d) Using Office 2003 or 2007

Click

(4)

Font ### is not subsetted

(4a) PDF conversion options are not set correctly

Click

(4b) Headers/footers were added using Acrobat 6 function (or other application)

Click

(4c) Using Office 2003 or 2007

Click

(5)

Document contains link annotations

(5) User has applied a link to text in the document.

Click

(6)

Document contains form fields

(6) User has used form fields in the document.

Click


Solutions
Acrobat Distiller GhostScript pdfTeX/pdfLaTeX
(1)

Remove the bookmarks from the PDF using the same program used to create them.

Download the latest GhostScript Settings Reference for IEEE Xplore N/A
(2a)

Open PDF in Acrobat (full version only), click on the Key icon at the bottom center, select Document security-> Change Settings, and turn off all security

Recreate PDF without command line security switches N/A
(2b)

Same as above; or to make a global change for all PDFs you make with Word, select Acrobat->Change Conversion Settings, click the Security tab, and uncheck all boxes

N/A N/A
Acrobat Distiller GhostScript pdfTeX/pdfLaTeX
(3a)
Install font in system's standard Font folder
(3b)

Open Distiller, select Settings->Font locations, and click Add to add the location of the "lost" font

N/A N/A
(3c)

User must pick another font and recreate PDF (as font creator has disallowed embedding)

(3d)

To create IEEE Xplore-compatible PDFs do the following.

  1. Click on the Windows button
  2. Chose "Save As"->"PDF or XPS"
  3. Click on the "Options" button in the lower-right
  4. In the "Options" box under "PDF Options" check "ISO 19005-1 compliant (PDF/A)"
  5. Click "OK"
  6. Change the file name or folder if necessary and then click "Publish"

(4a)

Download and install the latest Distiller job options for IEEE Xplore compatibility

Download the latest GhostScript Settings Reference for IEEE Xplore PDFs, and update GhostScript driver See Updating the pdf.cfg File
(4b)

(Using Acrobat 6, full version) delete headers/footers from PDF; or add to the source and recreate

N/A N/A
(4c)

To create IEEE Xplore-compatible PDFs do the following.

  1. Click on the Windows button
  2. Chose "Save As"->"PDF or XPS"
  3. Click on the "Options" button in the lower-right
  4. In the "Options" box under "PDF Options" check "ISO 19005-1 compliant (PDF/A)"
  5. Click "OK"
  6. Change the file name or folder if necessary and then click "Publish"

(5)

Using Acrobat-full version, remove the links from the PDF. Or, remove the links in the source document and recreate the PDF.

N/A N/A
(6)

Using Acrobat-full version, remove the form fields from the PDF. If you are using form fields to create headers and footers in the PDF, create the headers and footers in the source document and then recreate the PDF.

N/A N/A
Acrobat Distiller GhostScript pdfTeX/pdfLaTeX

 

Updating the pdf.cfg File

In most cases, if you are unable to generate an IEEE Xplore-compatible PDF with pdfTeX or pdfLaTeX, you have the option to submit your source file(s) for conversion.

IEEE PDF eXpress will convert your DVI+supported source images to an IEEE Xplore-compatible PDF.

To output a DVI from pdfTeX/pdfLaTeX, make the following change in the pdf.cfg file:
output_format = less than zero (to generate a DVI)

To change it back: output_format = greater than zero (to generate a PDF)

You must also run pdfTeX in non-ini mode, in order to run it from the pdf.cfg file. Consult the pdfTeX User Manual for further details.

IMPORTANT: Source image file formats must be compatible with DVI. When you generate your DVI, be sure to print it to a standard desktop printer to verify that the images are being displayed properly. You may need to convert your image files to EPS or TIFF, and/or include different graphics packages in your TeX file to handle the images effectively.

After making your DVI, include it and all associated images in a compressed archive. Be sure to maintain folder structures where necessary. Go to your account, click Try Again, and submit this archive to IEEE PDF eXpress for Conversion.

Helpful Links

Acrobat Distiller job options files for versions 4, 5, and 6: http://www.ieee.org/services/promolibrary/pdf/elecadvert_p2.pdf

GhostScript Settings Reference for IEEE Xplore-Compatible PDFs: GS8-IEEE Xplore_config.pdf

pdfTeX User Manual: http://www.pragma-ade.nl/pdftex/pdftex-l.pdf

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


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