Do you REALLY need to trash your preferences?

As a regular in the Adobe InDesign Forums, from time to time I see this one line given out as a “cure-all” to any issue occurring in InDesign: Trash your preferences. There’s even dedicated instructions on how to trash your preferences in the main screen of the forums, so it should be the first thing to do once InDesign goes off the rails, right?

NO!

When I see this suggestion offered as a solution to a strange or bizarre situation that a poster is encountering, the person offering the advice usually neglects to tell the poster that by doing so, all of their settings and preferences will be gone, and have to be reset. There is also no guarantee that trashing preferences will resolve the issue that the poster had, and in doing so the poster not only has the same issue, but now has the complication of rebuilding their preferences.

Instead of this advice, I would suggest a checklist of the following:

  • Is the issue happening in all documents, or just the one that I’m working in? What happens if I try in a new document?
  • Could it be a conflict with other software? What happens if I close other software and try again?
  • Could it be InDesign itself? Does restarting InDesign help?
  • Could it be the machine? Will a restart return InDesign to normal?
  • Is an InDesign plug-in to blame, or a recently installed script? If the plug-in or script can be turned off, does this make a difference?
  • If you have access to other versions of InDesign, is the issue able to be replicated in other versions of InDesign?
  • If you have access to InDesign on other platforms (e.g. there are other machines in the office that may run InDesign on another operating system) is the issue able to be replicated on other operating systems?

If the fault is persistent, before going to the forums, check the Adobe InDesign Feedback page first. Does the fault appear on this page as either a bug or feature request?

If the fault is not listed here, then go to the InDesign forum and search the forum first for the particular issue. Chances are if you are experiencing the issue, that someone before you has as well.

If the forum is showing no results, feel free to ask the question but remember to state:

  • the version of InDesign being used;
  • the platform and version of the operating system that is being used;
  • what is done to trigger the fault (e.g. When I print; When I click on the pages panel…)
  • what the fault actually is (e.g. a warning comes up; it crashes; the image appears backwards…)
  • any debugging you have taken to remedy the fault (e.g. I tried turning it off and on…)

Posting on this forum may take some time to receive an answer, as the majority of posts are handled by other users. Occasionally the Adobe staff will answer the queries, but they are clearly identified as “STAFF”.

If one of the responses that is received on the forum is “trash your preferences” ask the following questions:

  • What led the poster to come to that conclusion that trashing preferences would resolve the issue? Did they suffer the same fault and this solution worked for them?
  • Look at the poster’s history. Do they have a habit of suggesting this solution over and over again?
  • Did the poster warn of the side-effects of trashing your preferences?
  • Is this the consensus of all other posters on the thread, or are there other solutions that have been offered?

My concern with providing the “trashing your preferences” option as a solution is that it should only be performed as a last resort when all other methods short of a reinstall have failed to resolve the issue. In recent years, I’ve seen this advice given out on the forums like candy at Halloween, and no doubt I too have suggested it more than once.

If you have received “trash your preferences” advice on the forums, don’t be afraid to ask for a second opinion.

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Quick-tip: rename all links in an InDesign file

When working with difficult clients, it can be tempting to take out some frustration on the clients’ files, such as naming links within a file rather inappropriately. An example would be a picture placed into an InDesign file with the name lousypicture.jpg. Seems harmless enough, but this is a tame example compared to what might be going through your mind as a reader. Also, no – I’ve never done this and I’ve always behaved in a professional manner to my clients.

Seems like harmless enough fun… until the client requests packaged InDesign files of their artwork. Then it’s easy for the client to see all of the inappropriate names that were given to the links in their artwork, and unless they have a sense of humour about it, expect to receive… negative feedback.

If you’ve been in a situation like this and needed to rename all links in a document, then scripter Kasyan Servetsky has an ideal script for you: batch rename and link. Once the script is run, it renames and relinks all links in an InDesign file based on their page number and their position on the page. So a name such as lousypicture.jpg will now become AA_0002_r1.jpg

I’d originally used this script four years ago when I received a strange use-case where a customer wanted the images from their annual report labelled in terms of what pages the images were on, and this script was quite handy for that.

However, I can see the more appropriate use-case of having to rename inappropriate or offensively-named links when handing files over to clients.

Yes, they can hear us!

During the 2016 InDesignConference in Washington DC, there was an Adobe questions and answers session on the opening night, featuring Assistant Product Manager for Adobe InDesign, Mohammad Javed Ali. During this session, the Adobe team fielded questions from attendees ranging from specific anecdotal issues to feature requests. At the beginning of the session, Mohammad revealed that there are four channels of online communication that Adobe pays specific attention to:

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The Adobe InDesign forum

This self-moderated user-to-user forum is monitored by Adobe staff. Users’ questions are normally answered by other users, but occasionally are answered by the Adobe staff that are monitoring the forum.

The “wishform”

This form on the Adobe website allows users to either submit a bug report OR a feature request for future versions of any Adobe software.

Crash Reports

Whenever an Adobe application unexpectedly quits, a dialog box usually appears not long after the “crash” asking users to fill in a form to ask what happened. Don’t ignore this prompt when it inevitably appears – Adobe does pay attention to the reports.

NPS

This is information that is made available from the software itself and reports back on performance issues – unlike the other communication, it requires no intervention from the user.

They can’t be everywhere

Sites like mine and other pages I recommend in my Must see resources are great resources for InDesign. I would love to think that articles I have written have directly influenced the future direction of Adobe InDesign, but the reality is that Adobe cannot be everywhere at once to read every article not just from me, but other bloggers and sites that write about InDesign or any Adobe product.

Similarly, these sites usually feature comments or response sections for any questions, concerns or comments to be raised so that they can be addressed by the author or other readers. While some great and truly constructive conversations have resulted from forum posts on these sections, some are akin to soap-boxes for disgruntled users to vent their frustrations about the software. I make a distinction between posters who raise valid points and make attempts to seek appropriate remedies; and posters who do nothing more than pour scorn on the product.

Regardless of the kinds of post, if it is posted in a place that Adobe staff are not monitoring or unlikely to see it, then the poster is ultimately screaming into the void.

(Anti?)Social media

Similarly, Adobe maintains a presence via many social media platforms such as Facebook and Twitter. That presence is not necessarily maintained by the team responsible for Adobe InDesign. The Adobe customer service team may see any issues via social media and respond to them, but may not be directly fielded by the Adobe InDesign team.

I want to be heard

Ultimately, if there is an issue that you feel the Adobe InDesign team needs to be made aware of, say it directly to them online via one of the channels mentioned at the start of the article.

 

 

 

 

How NOT to make annotations in a PDF

In early July, I prepared a video for my employer that demonstrated how to mark up a PDF correctly, primarily how to use the commenting tools. This came about as a direct result of the Adobe Acrobat team removing certain icons from the comment panel, meaning that many of my customers had to be re-trained on how to mark-up PDF proofs that they were sent. Since July 12, the Acrobat team has decided to return one of the icons it had removed from the comment panel, but still pushes for the use of the blue arrow tool to make additions, deletions or replacements of text. I’m happy that the icon has returned, but frustrated that it was removed in the first place.

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This is important because PDF mark-ups can use the annotations workflow that works like this – simple comments are taken into Acrobat using the comments tool and then imported directly into InDesign using plug-in software available from DTPtools. Here is a link to a video of the workflow in action – it effectively takes the mark-ups that were made in the Acrobat file into the ID file, and these mark-ups can be accepted or rejected in a similar fashion to revisions made in Microsoft Word.

There will be occasions that alterations outside of the scope of the annotations workflow will have to be made, but I would encourage anyone who has been asked to mark-up a PDF for their printer to please read these suggestions:

Use the Adobe Acrobat Reader

Yes it is possible to mark-up a PDF in other software such as Preview (Mac) or in some browser plug-ins, but for the mark-ups to save and be interpreted correctly by the DTPtools annotations plug-in, please use the Adobe Acrobat Reader.

Mark-ups only please

That being said, please do not:

  • attempt to make the changes live in the PDF, but instead use the commenting tools only. This means staying clear of the typewriter tool and only using commenting tools, namely the blue arrow tool to make deletions, additions or replacements (or use the classic icons); highlight or sticky note.
  • open the file in Microsoft Word and save it back as a PDF. This can make it impossible to tell the distinction between the two files and will result in the artwork being set up again from scratch.
  • print the PDF and then mark it up in pen, scan it to a new PDF – this will quite clearly not work with the annotations workflow.
  • add or delete pages from the PDF. If pages need to be deleted, use the mark-ups to indicate this. Likewise, if pages need to be inserted, use the sticky-note tool to inform the operator that pages need to be inserted.

Good instructions

  • Delays and misunderstandings because of unclear instructions = $. This will result in a new proof that will no doubt contain misunderstood edits will need to be corrected, resulting in further proofs, chargeable time, delays and frustration.
  • Make sure your instructions are so clear that edits are easily understandable by anybody. Even if you have had a conversation with someone about the alterations to be made, never assume that the person making the alterations will be the person you had a conversation with.

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When working in groups

  • Make a distinction between comments intended for collaborators and authors; and comments intended for a printer. Collaborators generally know what is being referred to, but prepress staff are making changes only, so make sure that the instructions for the printers are easily understandable. Any notes, such as opinions (e.g. I don’t like that font), or topic specific queries (e.g. need to fact-check this statement) really should be between collaborators and authors.
  • “Duelling banjos”. If collaborators can’t agree on specific alterations, don’t take it out on the prepress operator – they are doing what they are told to do in the PDF. If there is a dispute between authors about what does/does not need to appear in the publication, resolve that prior to submitting the PDF to the prepress operator for changes.
  • When collaborating, make sure each collaborator is either looking at the SAME PDF, or the same COPY of the PDF, and that changes are submitted at the same time rather than staggered. There is a great video that specifically deals with collaborating groups here.

Think about the practical application of the mark-ups

  • Have realistic expectations of the edits. For example, supplying a 5 page word file with the instructions “fit on 1 page” is unrealistic.
  • Understand the implications of changes. For example, pages that are designed to work as readers’ spreads will be jeopardised if an instruction to shuffle pages forces the spread to break… a segue to this issue…
  • Shuffling pages… Again this can be quite confusing, especially if LOTS of pages are being shuffled around. Remember that shuffling pages can also break pages that are meant to appear together, such as pages set up as readers spreads. Make sure that the new order of the pages is clear to avoid any confusion.

Ultimately, a well marked-up PDF proof can result in more reliable changes being made faster and on-time.

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