[ Show as SlideShow ]

Paper Processing Procedure

Contact: Raphael Mueller (GSI Helmholtzzentrum fuer Schwerionenforschung GmbH)

Pre-ProcessingLaTeX Editing, Basic
Processing/Verifying the PDF FileLaTeX Editing, Advanced


Once logged in, select the appropriate privileges (Editor or Editor and QA), and then you will see the editor interface.

  • Request a paper from SPMS.
    • Select the platform - in general papers prepared on a MAC should not be processed on a Windows PC and vice-versa. Linux, Unix, and Windows documents can be safely processed on a Windows PC.
    • Select the source type you prefer to process.
    • Click "Get Next Paper" or choose a specific paper from the drop-down list. Once an editor has selected a paper for processing, the author cannot resubmit without some manual intervention by the editorial staff unless the paper has received a Red dot.
    • If you have no instance available an example can be downloaded here: Test Paper
  • Click on the Download link. Download the appropriate file to your computer and continue with the following steps.

If there is a PDF file from the author, it will be named <paper_id>_AUTHOR.PDF. The autodistill function has been enabled on the file server, so there should also be a file named <paper_id>.PDF.AUTODISTILL.PDF or <paper_id>.PS.AUTODISTILL.PDF.

  1. If the AUTODISTILL file is useable, make any necessary changes and then save it to <paper_id>.PDF.
  2. Go to Processing/Verifying the PDF File.
  3. If the AUTODISTILL file is not useable, look for a PostScript file. Drag and drop the PostScript file onto the Distiller. If the distilling works, the PDF will automatically open in Acrobat. Go to Step 2.
  4. If the distilling does not work, download the source file and create a new PostScript file from the source. Distill the PostScript file, and go to Step 2.
NOTE: For Word files, use the Adobe PDF Printer - DO NOT USE PDFMaker. nor Save As in Word nor Generic PostScript Printer.
NOTE: If you have to open the source file to create the PDF, the paper must be assigned a yellow dot, even if no changes were made to the source. If there are subsequent problems that cannot be resolved, a Red dot should be assigned.

If there is no PDF file, look for a PostScript file. If the author submitted a PostScript file, go to Step 3.

If there is no PostScript file, go to Step 4.

Processing/Verifying the PDF File

Check fonts
Check number of pages
Check readability and display time
Apply the JACoW Media Box
Check margins
Check page size
Check formatting and Common Author Oversights
Fix the problems
If you estimate that it takes you more than one hour to fix, send it back to the author (-> red dot)

  1. Check the fonts by opening File → Document Info → Fonts. All fonts should be embedded and be "Type 1" or TrueType. If the fonts have not been embedded but are otherwise okay, then Save As → More Options → PostScript and repeat from Step 6 (this will force embedding of the fonts as long as they are installed on your system). If there is a problem, go back to the document and try to change the fonts or, if you are not a LaTeX expert and it is a LaTeX paper, pass the paper to an expert to fix the font problem. The PostScript file should be remade and processing repeated from Step 4. When a WORD document has been repaired, make the PDF from a new PostScript file.
  2. Check the number of pages: there are usually limits on the number of pages which vary according to the presentation type (more for oral presentations than for posters).
  3. Check that all pages are readable and are displayed in a reasonable time (every page should display in less than about 5/N seconds, where N is the speed of the editor's computer in GHz).
  4. Change to full page view and enable the grid (View → Show Form Grid or shortcut Ctrl-U), if not already on.
  5. Resize the document by using the PitStop Action List called JACoW Media Box. Open the Action List Control Panel , locate the "JACoW Media Box" in the Local List and Run it.
  6. Check the page size at the bottom of the window: it should be 595 x 792 pt. Move the mouse pointer to the lower left corner of the screen to make the page size appear.
  7. The text should now be inside the margins on all pages (+/- ~1 mm). If part of the text or graphics is outside the box, the offending objects may be moved using the "Select Object" tool in the PitStop toolbar and then either hold down the CTRL key or click on the move tool , and then use the keyboard arrows to nudge objects into position.
  8. If the formatting is wrong, download the source file, edit the document, make a new PostScript file and go back to Step 6.
  9. Save the .PDF file using the Save As... command (CTRL-Shift-S).
  10. Check that the name of this final PDF is the <paper_id>.PDF.
  11. Check that the size of the PDF file is reasonable. For larger files, double check that it will display rapidly.
  12. If the PostScript file has to be made or remade, even if the problem is trivial (e.g., wrong paper size) assign a yellow dot, record your actions through the processing interface, check the boxes that 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 are. The author will be invited to download the .PDF, check it, and set the paper to green if he approves the editor's version or come to the proceedings office to proofread the paper and let the staff know whether or not the paper is acceptable.
  13. If the problem is very complicated and you cannot fix it yourself, check to see whether another editor can fix it. If this is the case, ask the alternative editor to reassign the paper to himself.
  14. If it is estimated that a paper will take more than an hour to fix, assign a red dot, clearly explain the problem through the processing interface, and ask the author to fix at his earliest convenience.

Post-Processing Procedure

  • Print, check visually
  • Write down Paper ID, initials and time on the corner of the paper
    (or use the JACoWSetDot.js scripts under "File.." in Acrobat if installed)
  • Dot the paper (or use stamping tools)
    • Green
      • Nothing is wrong
      • No further action required
    • Yellow
      • Source file changed
      • Author should proofread
    • Red
      • Extensive work necessary, author should fix and resubmit
      • Author should come to the proceedings office
  • Upload ALL processed files to SPMS
  • Use SPMS to set status and error codes
  1. Print the processed paper from the final PDF, in colour and check it visually. Sometimes papers look good on screen and awful on paper. Both media should be OK.
    If the PDF is not printable, proceed with the electronic steps only and then assign a red dot in the SPMS.
  2. Write the PAPER_ID centred at the top of the first page on the paper copy.
  3. Write your name just below the PAPER_ID, then the current date and time (to discriminate among different printed versions).
  4. Stick a red, yellow, or green dot on the paper in the upper-right corner:
  • RED if there are problems too complicated or time-consuming for the editor to fix.
    • Indicates that the author must come to the proceedings office.
  • YELLOW if the source file was opened to fix a small problem.
    • Indicates that the author should proofread the paper in case things have inadvertently been changed.
  • GREEN if everything was okay.
    • Indicates no further action required--paper can proceed to QA.
  1. Upload all processed files (no need to upload unchanged source files). If you are replacing the author's source, PostScript, or PDF file, you must do so before setting the status; otherwise, the paper will be flagged as having received new files after its status was set.
  2. After upload - use the SPMS interface to set the status to red, yellow, or green.
  3. Enter explicit comments if there were problems and check the boxes to indicate what type of problems were found. Click the Save button.
  4. If there were problems, be explicit in your comments so that the staff in author reception can explain the problem(s) to the author.
  5. Author comments can be seen by the author. Editor's notes can be seen only by the editorial staff.
  6. Place the paperwork in the appropriate place for filing.
  7. Click "Get Next Paper" to be assigned your next paper for processing.