Export many PDFs at once… plus security

A recent question on Reddit’s InDesign subreddit was whether two PDFs could be exported at the same time from the same document, but have two different properties – one with trims and one without. The answer is yes, but via a custom script written for the task.

I use such a script on a daily basis so that I can prepare a PDF for client proofing via email; and a separate PDF that has trim and crops that is sent directly to a hot-folder that prints it for me.

I’d submitted my script as a solution (that can be downloaded from the scripts page), but then realised that this concept was not a new idea. Ariel Walden over at ID-Extras had already written a similar script within a blog post of his own.

Similarly, Peter Kahrel’s Batch Convert script can perform the same task, with the added advantage that it can also do this for all open InDesign documents;

Or if no documents are open, a specified folder (and subfolders if desired) of InDesign files.

Can’t make these secure

One feature that all three scripts have in common is that the exports are based on the PDF presets available on the user’s machine. One feature that can’t be added to a PDF preset is security – this can only be done when a request to export the document is made, as security settings aren’t saved into PDF presets.

This is a problem if there are lots of documents that need to be exported with security settings as it requires the user to enter the security details each time a PDF is exported.

I’ve made an additional script

For this purpose, I thought I would make a script that not only makes several PDFs, but can also add password security to one version. The script can be downloaded from the scripts page.

When the script is run, it will generate two PDFs using different PDF export settings, but one will have the suffix “_secure” added to the filename, and a dialog box will appear once the export is finished:

Adjustability

The script can also be adjusted by opening the script in any text editing application and making the necessary changes, such as.

Use the same password for every document

Look for the line

    openDocumentPassword = myPassOpen; // requires a password to open the document

and change the myPassOpen to the desired password in quotations. For example:

    openDocumentPassword = "OpenSesame"; // requires a password to open the document

Similarly, do the same thing for the line underneath, making sure that the open password and edit password are not the same.

    changeSecurityPassword = myPassWrite; // requires a password to change the document

change to

    changeSecurityPassword = "EditSesame"; // requires a password to change the document

then search for the lines

dialog.show();
//alert("Done");

and swap the forward slashes in the lines around so that the lines now read like this.

//dialog.show();
alert("Done");

Only require a password to edit the document

Look for the following line:

    openDocumentPassword = myPassOpen; // requires a password to open the document

and add two forward slashes to the start of the line.

//    openDocumentPassword = myPassOpen; // requires a password to open the document

Adding two forward slashes to a line in a javascript tells the script to ignore the rest of the line and go to the next line of code.

Don’t show the “done” message

The default script has a dialog at the end for showing what the opening and editing passwords are, but if you want to edit the script so it makes a PDF that applies security to edit the document but does not provide the password (e.g. for the purpose of handing PDFs over to parties who may seek to deconstruct them in other applications) then make the adjustment mentioned a moment ago to restrict passwording to editing only, and then search for the lines

dialog.show();
//alert("Done");

and swap the forward slashes in the lines around so that the lines now read like this.

//dialog.show();
alert("Done");

Add more PDF exports

Look for the line

app.activeDocument.exportFile(ExportFormat.pdfType, File(resultsFolder + "/" + app.activeDocument.name.split(".indd")[0] + ".pdf"), false, "[High Quality Print]");

make a copy of the line and make the appropriate changes:

  • Replace the “[High Quality Print]” to the desired PDF preset exactly as it is written in the PDF export dialog box and put it in quotes. For example, if your PDF preset is called My Export then type “My Export”
  • Replace the “.pdf” with a suffix that denotes that this is an additional PDF. For example, if the pdf is a high res print, perhaps replace this with “_hi-res.pdf” so that the resulting file has _hi-res.pdf at the end of its filename.

Otherwise if you are after specific changes to the script to suit your needs, contact me via the contact page.

Things to know about the script

Opening and editing passwords must be different

One condition of preparing a secure PDF from Adobe InDesign is that the password required to open the PDF must be different to the password to edit the PDF, so if editing the script to replace the randomly generated password to a known one, the opening and editing passwords must be different. If the passwords are the same, the PDF will be made without security.

PDF Standard in the preset must be set to “None”

PDFs that use a PDFX standards can’t have security applied to them as the security panel of the PDF export box is greyed out, preventing security to be applied. The standards dropdown box in the desired PDF preset must be set to None.

Only password security is applied

When exporting a PDF from InDesign, only password security can be applied, unlike Adobe Acrobat’s choices of security that it can offer (as shown below).

While password security may deter or prevent a layperson from editing the PDF, the security can be broken through some effort. Several websites offer services where users can drag and drop a PDF to the site, and within moments the PDF will have the PDF password removed.

Similarly, there are desktop applications that can also be purchased to remove the security (as one of their many features), such as PDFsam Visual.

When PDFs were edited, not commented

My preferred of proofing artwork to clients is to provide a PDF proof of the artwork from my Adobe InDesign file, along with specific instructions to open the PDF in Adobe Acrobat Reader, and use PDF mark-ups using Adobe Acrobat Reader’s comment feature.

In a perfect world, the markups would be returned from the client looking something like this:

This will allow me to take advantage of InDesign’s “Import PDF Comments” feature:

Or similarly via the Annotations plug-in from DTPTools:

Each method has its own strengths and weaknesses, but the goal is the same – to take the markups from a PDF file directly into InDesign to accept or reject alterations.

Unfortunately, we don’t live in a perfect world, and proofs can come back in a variety of ways:

  • Provided as a series of instructions, usually as bullet points in an email or given over the telephone;
  • Printed out by the client and marked up with a pen. This can be made worse if a red pen isn’t used; the client’s alterations are illegible or uses their own shorthand rather than proofreaders’ marks; or if the hard-copy alts are made into poor-quality digital images by scanning or photographing (or worse, faxing).
  • Submitted to an upload service that allows markups to be made on its platform; but not extracted and able to be imported into InDesign via Import PDF Comments or annotations (e.g. Box and Dropbox)
  • Markups are made, but using software other than Acrobat (e.g. Mac Preview) that have difficulty importing into InDesign’s solution or the plug-in;
  • Markups are made, but using markup tools that allow for subjective opinion (e.g. speech bubbles, arrows, drawing tools) rather than replacement, strikethrough or text addition. Speech bubbles have their place in alterations, but usually to indicate that a larger content change is required, rather than for small type replacements.
  • Markups that are duplicated and effectively “clog” the commenting panel (i.e. using more commenting than is required to take in an alteration such as the example below).
  • Rather than using markups, the client has actually edited the PDF with a PDF editor of some description and made the changes to the PDF itself (as shown below)

Most of these bullet points are a way of life with round-tripping of proofs, but the last point is the most frustrating when taking in alterations as:

  • InDesign or the plug-in literally have no markup instructions to take in, so no alterations appear in their respective alteration panels;
  • It can give the artist a false sense that no alterations were made as no markups are present;
  • If alterations are subtle, it can be difficult to tell where the alterations were made.

I’d like to say this outcome rarely happens, but the reality is that this happens far too often. My first impulse is to contact the client and inform them that the alterations aren’t usable and to use the Comment feature rather than the Edit feature, but that has the following drawbacks:

  • It is likely to frustrate and annoy the client, especially if many alterations were made. This is moreso the case if the client has followed the printer’s instructions to mark up a PDF but has mistakenly misunderstood the difference between the Edit and Comment feature of Acrobat.
  • Even if the client complies, it introduces errors such as alterations missed that were on the previously sent proof. It also takes time to prepare the alterations again, time that may not be available.

To use a card player’s metaphor, we have to play the hand that we are dealt and somehow compare the two files to determine what changes were made. I will also communicate to the client our preferred method of proofing to avoid similar incidents in the future.

But what ways can the two files be compared to take in the alterations?

Visual comparison

This can be done on-screen by either having both applications open between two monitors or one monitor with the windows split. It can also be done in an analog fashion by printing out the original and the latest alterations, then using a light table, overlaying each altered page over each original page and looking for differences. Unfortunately, both methods are time-consuming and subjective.

Visually overlay the PDF into the InDesign file

This involves placing the PDF of the alterations into the InDesign file, but on a layer above the artwork and with a transparency so that an overlay comparison can be made. To do this:

  1. Use the multipageimporter script with the following options to place all PDF pages into the InDesign pages on their own layer above the artwork.
  • Make a new object style with 25% normal opacity as its only property.
  • Use the following script by “Vinny” that will apply the object style to the imported PDF only. (This script works for documents less than 100 pages, but upon testing will throw a javascript error).

With overprint preview turned on, it will now become possible to see alterations that may have been made, and toggling the PDF layer on and off will assist in this process.

However this is still a manual, time-consuming and subjective task.

Kasyan’s comparison script

This is a script created by Kasyan Servetsky based on an article by Mike Rankin at CreativePro.

The technique in the article is used to compare two InDesign files by placing original and altered InDesign files into a temporary document applying different transparency settings to each file, and through the transparency settings being able to identify where alterations were made. This can still be applied in this use-case but an added step of an additional InDesign file that contains a placed PDF of the altered file and comparing between the two files.

Like the previous methods, it is still a time-consuming, manual and subjective task.

Dedicated file comparison software

Software such as Global Vision offers comparison software that loads both the original and altered files and performs a comparison that highlights the differences between the two files. It is worth looking at a video of the software in action.

It isn’t the only software that compares PDFs, and a brief search of the internet will yield several online services that perform similar tasks, such as:

  • Diffchecker
  • PDF Forge’s compare tool
  • Kiwi PDF comparer

That said, naming the sites above is not an endorsement, so if looking for an online option, make sure to perform all appropriate due-diligence before considering any provider.

Compare files in Acrobat itself

Acrobat does have a similar feature from the view menu where both original and altered files are compared between each other.

The results are highlighted, but the report and specific errors are not always as obvious as the results prepared with Global Vision’s software.

Using Acrobat’s compare files data as the PDF markup

There is a technique that can take the comparisons from Acrobat’s Compare files feature and treat them as markups. The technique is as follows:

  1. After the comparison is run, hit the close button on the top right.
  2. Navigate to the first page that has the compare results title page and delete it using Command+Shift+D.
  3. Save the resulting file.

The resulting PDF can then be imported using the Import PDF Comments feature from InDesign

Or by using the Annotations plug-in by DTPTools

Note that the plug-in displays the three changes that were highlighted in the comparison document, but InDesign’s Comment Import only displays two, while acknowledging that there is a third somewhere on the page.

Consider other round-tripping solutions within InDesign

There are several third party solutions available from the Adobe Exchange that allow round-tripping via InDesign such as:

  • GoProof;
  • inMotion;
  • PageProof;
  • ProofMe

The advantage for clients is that rather than opening the proof in Acrobat, clients are directed to a website where alterations can be made. This avoids clients inadvertently editing the PDF and instead allows them to provide changes that will need to be made by the artist.

Having tried some of these proofing systems, one thing in common was that alterations that clients could make was only in the form of comments, rather than strikethroughs or additions that are possible with the PDF commenting tools. These services usually require a log-in system which can be a hurdle, and are usually paid services.

InDesign’s Share for Review

InDesign 2020 and above does contain a feature called Share for Review that works in a similar way to these third party solutions, though the 2021 release allows for text highlighting, strikethrough and additions as well.

Another advantage is that clients no longer require Adobe Acrobat or a PDF reader to open the proofs, only a web browser. Check out Daniel’s video over at Bring Your Own Laptop to see this in more detail, along with other 2021 update features.

It is worth pointing out that this is not Adobe’s first attempt at a proofing solution, with an earlier system called CS Review introduced in May 2010 and then deprecated in April 2012. It is also worth pointing out that Share for Review is a feature offered in InDesign that – at the time of writing – has no comparison from competitors such as Quark Xpress or Affinity Publisher.

So far as my own work goes, this proofing method was not considered when Share for Review was released in June 2020 as the markups were limited to pin and drawing tools. Additionally, the release of the expanded tools happened during a peak-time in our production, and was too difficult to switch clients over from the PDF round-tripping method to this method in such a short space of time. It was also too early to gather other user input about the experience and bugs, so more feedback was required before considering this as a real-world solution.

Now at the time of writing with the expanded tools, I will begin trialling this method and report my findings once I’m confident there is enough to report.

Last word on this article

Up to this point in time, PDF commenting has worked effectively as a round-tripping solution from my perspective in the majority of my work, though it isn’t without its issues such as:

  • Establishing the process with clients, especially with staff turnover as the process needs to be established and explained to ensure that a client will not only mark up a PDF (rather than make changes to the PDF itself), but that the markups are prepared correctly and efficiently;
  • Proofing large file sizes;
  • Proofing to clients who are at the mercy of their IT department’s rules as to what software or websites they can or cannot access;
  • The Adobe Acrobat software itself, considering in a previous version the Acrobat team removed features that most casual users of the software would consider essential (much to my frustration until customer demand made them reinstate it) and how the software will be supported in future releases and for future operating systems.

What have your experiences with PDF comments been? Do you use a similar round-tripping method or something different? And are there any technologies in this space that haven’t been mentioned? Leave your comments below.

Advance “Australia Fair” Notice would have been nice

Those of you reading this article and living outside Australia may not be familiar with Advance Australia Fair, it is Australia’s National Anthem. The anthem is relatively new – adopted in 1984 to replace the previous anthem “God Save the Queen”; and is two verses in length.

So what does this have to do with this blog about prepress and InDesign advice? Well, in this instance, that a change without prior notice can cause major issues, and in this article, I’ll explain how it did just that recently.

Young to One

The Australian National Anthem can be a polarising topic, but in this article I want to put all politics aside and look at the practical effect this change made. For readers unfamiliar with the anthem, here is some context.

In November 2020, New South Wales Premier Gladys Berejiklian suggested a one-word change to the second line of the anthem to better reflect the country’s history prior to colonisation. The line that was previously:

For we are young and free

Would now become:

For we are one and free

This was not the first time an amendment had been suggested to the anthem, and in a news cycle dominated by COVID-19 and the US Elections, it was a story that was largely out of sight. However, unlike the other suggestions, this change was not only accepted – but literally implemented overnight, with the announcement by Australian Prime Minister Scott Morrison on New Year’s Eve 2020 that the change would be made effective on January 1, 2021.

The effect of virtually no warning

In Australia, the school year starts late January and ends early December. This means that unique materials produced for schools for the new school year are normally produced between December and January, including school diaries.

An item requested by many schools to appear in their diaries is the Australian National Anthem, as it will be sung at various events such as assemblies, sporting events, etc.

Unfortunately, the timing of the decision is frustrating. The majority of school diaries are printed between October to December, meaning any diaries that featured the previous anthem were now incorrect. It also meant that any affected diaries that were in production had to be changed, and could mean reprinting single leaves or entire sections of a diary, depending on the printing method used. It could also mean having to reprint entire diaries that had already been perfect-bound; or for coil-bound diaries, the process of unbinding, replacing the affected page and rebinding the diary with a new coil.

I understand why the change to the anthem was made, and understand that January 1 is a convenient date on a calendar as it represents a new year, with Australia Day four weeks later. However, the lack of prior notice has caught not just my own employer off-guard, but anyone who makes similar collateral for schools.

Seen this before?

When preparing diaries for clients, every effort is made to ensure the correct dates and information is used, such as public holidays and school terms. Usually, these dates are planned and gazetted well ahead of time, but there are times that they have changed unexpectedly. One example was in October 2015 when the Queensland Government changed Labour Day from October to May for the next year. This was a mild inconvenience as most diaries were still in the round-tripping stage of their production and could be updated, but there were a handful of diaries that did need sections reprinted.

Yes, a phrase can be used to explain away mistakes in a diary, such as:

while correct at the time of printing, these dates are subject to change without prior notice

but that phrase doesn’t mean much when people that have relied on a date printed in a diary, only to learn – to their own inconvenience – that the date is incorrect.

Last thoughts on the issue

I understand that this is likely to be a one-off issue, but to cause so much rework was frustrating, simply because of a decision made by the Prime Minister – made with good intentions at its core – was done with virtually no warning to implement the change.

Yes, it’s only one word that changed, and yes I’m sure customers may be forgiving of the circumstances, but if the change to the anthem was far more major, then I don’t think customers would be so forgiving.

Personally, if there were to be changes to the Australian National Anthem, how about replacing the word “Girt”? It just means surrounded or enclosed, and isn’t it even in the wrong tense for the verb “Gird”? I also feel that Australia could be better represented by songs in 80s popular culture such as Land Down Under, Great Southern Land or Sounds of Then.

Lastly, even though it breaches part of the anthem’s protocols, the anthem can be sung to the tune of “Gilligan’s Island” or “Working Class Man” by Jimmy Barnes.

Droplet like it’s hot

As a prepress operator, a great deal of my time is spent making sure that artwork supplied by clients will print without any prepress issues. Given that most client-supplied files are PDFs, a great deal of my time is spent in Adobe Acrobat checking the files using the print production tools and an invaluable plug-in called Enfocus Pitstop Professional.

While I’ve given the Adobe Acrobat team plenty of grief over my last few blog posts, I do have to sing their praises over a rather massive feature that – for me at least – has gone unnoticed since its inception in Acrobat 7 – preflight droplets.

What is a droplet?

A droplet acts as a “hot folder” that – once a PDF is dragged onto it –  will run a preflight profile on that PDF.

preflight01

This works for one or many PDFs. I first learned of this feature from this Jean-Claude Tremblay’s post to an InDesignSecrets article about using the preflight feature to convert a file to outlines, rather than using InDesign-based methods. That said, the droplets feature has been available since at least 2007!

Making a droplet is simple. While in the print production panel of Adobe Acrobat, click the preflight button, and in the new dialog box, select Create Droplet… from the Options button.

preflight02

The next dialog box will ask what preflight profile to use, where success/failed PDFs should be processed to, and if a summary PDF needs to be created of each file.

preflight03

Many of the built-in preflight profiles either force compliance to one of the PDF/X standards, or analyse a PDF and report the errors that were encountered. However, it is the custom fixup portion that may interest readers in a production role. To see where this can be found, click the Edit Profiles… selection from the Options button of the preflight dialog box.

preflight04

Underneath the warnings and standards compliance, there is a section titled custom fixups.

preflight05

In this panel is a plethora of changes that Acrobat can make to an entire document to fix common preflight issues such as:

  • Faux blacks
  • White overprint, or other colours that should knockout instead of overprint
  • Black instead of Registration
  • Remove trim marks and take back to 3mm bleed
  • Make pantone spot color names consistent

In addition, it is possible to make your own custom fixups rather than use the built-in ones. Click the add button to add your own fixup.

preflight06

It is also possible to drill down even further in the editing by clicking additional edit buttons.

preflight07

This allows for further variables to be made.

preflight08

Usually, many of these changes would be done using Enfocus Pitstop Professional’s action lists or global changes, but with the creation of an appropriate preflight droplet, not only can they be done without the Enfocus Pitstop Professional plug-in, they can also be done without opening the PDF.

Wouldn’t use it as a catch-all

It would be great to have one preflight that will catch all scenarios and fix the PDFs so that all that needs to be done is make sure the content is right and that the art is fit for its purpose… but because there are so many edge-cases that I deal with, it is more appropriate to make a “catch-most” preflight for common errors such as the ones mentioned earlier.

It can be confusing

With so many options to choose from, it can also be very confusing and – at times – frustrating, especially when some custom fixups contradict each other with no way of being able to sort out what one should go first.

Some of the commands are also not so intuitive. One instruction that I wanted to use – that was to make any object that wasn’t 100% black to knock out – wasn’t where I thought it would be.

preflight09

It took hours of trial and error to realise that the color range to select was Gray Object (black below 96%) is set to overprint… but who would know with the other options that appear to make more sense?

preflight10

It’s not a magic bullet

That’s not to imply that the Enfocus Pitstop Professional plug-in isn’t necessary – it is an absolute must for prepress operators. Preflight droplets complement the Enfocus plug-in, saving hours of time manually scanning a PDF looking for “the usual suspects” and allow PDFs in a workflow to be “normalised” for colour profile, trim/bleed size, appropriate overprints and knockouts as required, etc.

There are some fixups that work better using the Enfocus Pitstop plug-in, such as the generate bleed action. When run as a custom fixup via Acrobat preflight, it only adds bleeds to rendered art, and usually by scaling it. The Enfocus pitstop plug-in is more versatile in that it will apply to both vector and raster images, and bleed off appropriate edges only.

Importantly, the preflight fixups won’t be able to make content-related changes, such as fixing typographical errors or moving artwork away from a trim-edge… these changes have to be made with manual intervention using the Enfocus tools.

Lastly, preflight droplets are not a substitute for a skilled prepress operator examining a file, given that droplets cannot:

  • Ensure that artwork will fold correctly or be suitable for their intended purpose;
  • Confirm that the artwork is the correct version supplied by the client;
  • Understand the context of the content such as spelling, grammar or “design features”.
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