AutoPilot for Adobe Acrobat User's Guide

Introduction

AutoPilot is a server based Acrobat plug-in for processing and routing files. AutoPilot automatically performs tasks and calls other Plug-ins for processing PDF files, e.g., MadeToPrint for output of hundreds of PDF files to different devices in your network, as well as pdfInspektor2 for analyzing and preflighting your PDF files, pdfOutput Pro for printing separations and pdfPreviewMaker for the creation of previews totally hands free. There is also a variety of other third party plug-ins that are AutoPilot compliant and that can be integrated in a AutoPilot driven production chain.

Many working hours are normally necessary to start programs, open documents, click on the print button or carry out other standard processing steps, and then close the file again. One single AutoPilot job can start the plug-in MadeToPrint and print out hundreds of documents on different output devices or output them with different settings as EPS or PostScript files. Since these activities are particularly prone to cause errors, with AutoPilot jobs can be carried out in a more constant and reliable manner. AutoPilot handles jobs more rapidly, cost-efficiently and safer -- 24 hours a day, 7 days a week!

AutoPilot can watch multiple folders for incoming files and start multiple actions on each file. callas software wants to increase continually the number of AutoPilot- compliant plug-in. We are open to ideas from our customers and we want to encourage other plug-in developers to make their products AutoPilot-compliant.

Currently available AutoPilot compliant products:

callas software:

- pdfInspektor2 (preflight and analyses PDF files)
- MadeToPrint (output of PDF files, create EPS- and PostScript files)
- pdfBatchTools (various output options)
- pdfPreviewMaker (create previews and thumbnails from PDF pages)
- pdfOutput (convert PDF to EPS)
- pdfOutput Pro (separations of PDF files)
- Acro5_BatchPlugin (call of Batch Sequences in Acrobat 5)

Quite Software:

- Quite A Box Of Tricks (various modification and conversion features for PDF files)
- Quite RGBGone! (Convert RGB to CMYK)

Apago:

- Image Alter (create low res pictures in PDF-files)
- pdfXcheckup (preflight and create PDF/X-files)
- Pictor (create Tiff-IT-files, Windows only)

Gretag-Macbeth:

- iQueue (Color-management Workflow)

Heidelberg:

- Supertrap (for trapping)
- Meta Dimensions (in conjunction with MadeToPrint)

Krause-Biagosch:

- KIM PDF (PDF based imposition software)

Macintosh AutoPilot is a Plug-In for Adobe Acrobat 4.05 and 5.0, running with Mac OS 9 or newer.

Windows AutoPilot is a Plug-In for Adobe Acrobat 4.05 and 5.0, running with Windows NT/98/2000.

Please note: AutoPilot is designed to use fully the resources of the computer it is running on. Therefore, we recommend to provide a dedicated machine as AutoPilot workstation.

Copy the AutoPilot plug-in in the folder Plug-Ins that you find within your Adobe Acrobat installation. Start Acrobat afterwards.

The file Acro5_BatchPlugin is necessary in order to be able to define the batch sequences within AutoPilot as actions. When working with Adobe Acrobat 5, please also copy the file Acro5_BatchPlugin in the Plug-Ins folder of your Adobe Acrobat installation. You will now be able to call the Adobe Acrobat 5 batch sequences within AutoPilot.

Start the installation by double-clicking apilot.exe and follow the installation guide.

NOTE: The installation guide asks you first to select a language. The language you choose will be applied to the installation guide only and NOT to dialog boxes of the AutoPilot plug-in.

AutoPilot is available in English and German. The module adopts automatically to the language of your Adobe Acrobat Version. Given you have a German version of Adobe Acrobat running, all AutoPilot dialogue boxes are German as well. If you are running Adobe Acrobat in any other language, AutoPilot will show its dialog boxes all in English language.

Technical stuff

System requirements

Installation Mac Version

Installation Windows Version

If you have multiple versions of Adobe Acrobat installed, you may get asked by the installation guide to select one of the versions for the AutoPilot installation. Choose the option Browse in order to select the right version of Adobe Acrobat for your AutoPilot installation. Select the plug-ins folder of the right Adobe Acrobat version and continue.

Please activate the check box Install extension for Acrobat 5 if you want to install AutoPilot within Adobe Acrobat 5. This makes sure that an additional plug-in will be installed that will enable AutoPilot to call the Adobe Acrobat 5 batch sequences.

(Re-)start Adobe Acrobat when the installation process is over. You will find AutoPilot listed in the plug-ins menu of Adobe Acrobat. The menu item AutoPilot is only available when there is NO file open.

Once AutoPilot is installed, it runs in demo mode. If you have purchased a full license of AutoPilot, you have received a registration card that states a 16-digit-keycode. You need this keycode in order to turn the demo version of AutoPilot into a full version.

As long as you have not entered a valid 16-digit-keycode, AutoPilot will continue to display a registration dialogue, telling you that you are running the software in demo mode:

Once you select the button Register, you will be asked to enter your full registration information: Please enter the 16-digit-keycode you find on the registration card and the demo of AutoPilot will turn into a full version.

NOTE: Please enter your full company details on the registration card and send it back to callas software. Please note that only registered licenses of AutoPilot are eligible for updates and support.

Call AutoPilot via the plug-ins menu and you will get the job administration window. The job administration contains options to:

- list all available AutoPilot jobs
- create new AutoPilot job
- create, duplicate and delete already existing AutoPilot jobs
- activate and de-activate AutoPilot jobs
- regularly restart Adobe Acrobat and/or the whole computer
- save all settings
- start AutoPilot in server mode

Call AutoPilot via the plug-ins menu. The first AutoPilot dialogue appears that let you administrate and start AutoPilot jobs.

The first start of AutoPilot

AutoPilot Configuration

The configuration of a new job as well as the modification of an existing job has to be done within this dialogue: This dialogue box contains tools that let you design the following tasks:

- name a job
- define the folders that shall be watched by AutoPilot for incoming files
- the job-option mode for a job
- define and apply schedules for a job
- define actions for a job
- administer the actions for a job

We recommend to name the job the way that you can see from its name what actions are covered by it.

Click More Options and you get to the dialogue where you configure the watched folder and the process mode for a particular job.

IN-Folder: All files that shall be processed by AutoPilot have to be placed or moved to the IN-Folder.

RESULT-Folder: All files that get processed correctly by AutoPilot will be moved to the RESULT-Folder.

ERROR-Folder: All files that can not be processed correctly by AutoPilot will be moved to the ERROR-Folder.

PROCESSED-Folder (optional): If the option keep originals is active, all original files are moved to the PROCESSED-Folder after they have been processed by AutoPilot. AutoPilot duplicates the original files in order to process them.

If the option delete originals is active, all processed files will be saved in the RESULTS folder. The original files will be deleted. In this case, you do not need a PROCESSED-Folder.

Configuration of watched folders

Click the choose button in order to define IN, RESULT, ERROR and PROCESSED folder.

After you have selected the first folder, you get prompted for the following options:

If you want to speed up the process and let AutoPilot create the folder structure, please select Turbo. AutoPilot creates the folders within the folder you have selected.

How does the watch-folder-mechanism work?

At the first glance, the purpose of the folder structure looks simple and transparent. But it is important to know that the AutoPilot mechanism may cause different results due to the actions that have been applied to the incoming files. Some brief examples:

- automated preflighting with pdfInspektor2: the result file is the same as the file that has been placed in the IN-folder. The file has only been preflighted, no modification has been made. If the file passes the preflight criteria, it will be moved to the RESULT-folder. If the file does not pass the preflight criteria, it will be moved to the ERROR-folder. In both cases, the file has not been modified.

- automated trapping with SuperTrap (Heidelberg) or color conversion with RGB-Gone: files will be modified only if the modification is necessary. This is true for example for RGB to CMYK color conversion with RGBGone! or for trapping with Supertrap. In these cases, the AutoPilot logic works the way that all files get moved to the RESULT folder even if they have not been modified due to the fact that they were already

CMYK or trapped. This procedure ensures that all production files remain in one folder and can be moved to the next production step from here on.

- automated output to the printer with MadeToPrint: given you have set-up a print job to output a file as a hard copy e.g.. on a laser printer, the original file will be moved to the DONE-folder once it has been printed. Although there is no digital result when a file gets printed as hard copy to a laser printer, AutoPilot considers that file that got printed as result and moves it also to the RESULT-folder accordingly.

- automated file conversion with MadeToPrint: given you have set-up a print job to convert a PDF file to EPS or PostScript, the result file (EPS or PostScript) will be saved in the RESULT-folder while the original file will be moved to the folder PROCESSED afterwards.

After you have defined the watched-folder structure for AutoPilot, you now have to select the process mode, i.e. the mechanism for the processing of the incoming files:

- file mode
- project folder (JobBag) mode

If File is selected as process mode, all PDF files that arrive in the IN-folder will be processed. Folders will be ignored even if they contain PDF files. They will remain untouched in the IN-folder.

If Project folder is activated as process mode, AutoPilot will only search for folders in the IN-folder. All files within a project folder, no matter at what level, will be processed. As soon as all files in the project-folder have been processed, the whole folder will be moved in the RESULTS folder.

Select Process Mode

File-mode If an Alias of the original file is placed in the IN-folder, a copy of the original file will be saved in the RESULT-folder.

Once the option keep originals is active, the Alias file will be moved from the IN- folder to the RESULTS-Folder.

Once the option delete originals is active, the Alias file will be deleted. The original file remains where it is.

Projectfolder-mode (JobBag) If an alias of a project folder will be moved in the IN-folder, AutoPilot processes a copy of all files from the original folder.

In the RESULT-folder, the structure of the original folder will be reproduced and the files that have been processed will be saved at the same level in the project folder as in the original. All other files and folders within the project folder will be ignored. Also all alias-folders within the project-folder will be ignored.

If the option keep originals is active, the alias-file of the project folder will be moved to the RESULT-folder.

If the option delete originals is active, the alias file that has been placed in the IN- folder will be deleted.

In both cases, the original folder remains where it is and will not be modified or deleted.

The option Use Parameter Folder gives you the opportunity to use subfolders of the project folder as a parameter for the actions that have to be performed on the files.

The Option Use Parameter Folder works only in conjunction with the Projectfolder (JobBag) mode. Single files in the IN-Folder will be ignored once this option is active.

Use Parameter Folder What does this option mean? An Example: You have multiple printers in your office. You have designed print jobs within MadeToPrint that outputs files either on printer A, B, C or D.

You may set-up subfolders in the AutoPilot IN-folder that have exactly the same name as the MadeToPrint print jobs:

Select MadeToPrint as Plug-In, Execute MadeToPrint job as Command and Use Parameter Folder as Parameter and a file will be processed according to the name of the folder that it is placed in. (Note: The name of the folder corresponds with the name of a print job.)

Advanced Attributes...JobBag-Mode

Process single files too This option enhances the project-folder mode (JobBag mode) in the way that project-folder and file-mode are combined. If this option is active, AutoPilot will process files as well as project-folders.

Auxiliary File Attributes:

Read access is sufficient (Mac only) Generally speaking, AutoPilot processes only files that provide full read and write access. If the option Read access is sufficient is activated, AutoPilot process also files that only allow reading access, e.g. when they are saved on a CD.

Cache file list If this option is active, AutoPilot scans the IN-folder for PDF files and saves the current state of the file list. It processed this file list first. Only if this file list is processed, AutoPilot will search for new files in the IN-folder.

Overwrite result files is allowed If this option is active, AutoPilot overwrites files in the RESULT-folder that have identical names. If this option is NOT active, files with the same name get an index (000-9999) to their file name.

Movement Attributes

Move non-processable files Generally speaking, AutoPilot ignores files in the IN-folder that can not be processed, i.e. that are not in PDF format. If the option move non-processable files is enabled, AutoPilot will move these files in the RESULT- folder.

Sorting

Sort by:

- name
- creation date
- last modification date
- file size
- alias
- priority (Mac only)

In addition, you can choose whether you want a ascent or descent order.

After you have set-up the folder-structure for AutoPilot, you now have to set-up the actions that should be performed on the files and folders that arrive in the AutoPilot IN-Folder.

It is important to know that one AutoPilot job can contain multiple actions by multiple modules. They will all be applied in sequence to each file.

The AutoPilot scheduler meets two functions. Via the job administration of AutoPilot, you can define a schedule or an interval for the restart of Adobe Acrobat including the restart of AutoPilot) and/or the whole computer. Restarting Adobe Acrobat or the whole system avoids memory leaks. This makes the whole automation process more reliable.

Second, the configuration dialogue of the scheduler allows you to assign a schedule to each AutoPilot job individually. This gives you the opportunity to design the automation process in a very detailed way, e.g. you may run certain jobs only at night time, on particular days, etc.

The calendary planner The calendary planner allows you to define detailed schedules for a perfectly timed start of AutoPilot jobs:

- define the time
- define the day
- define the month

Define schedules

You have the additional option to set-up fix dates for the job.

Interval and Duration Alternatively to the calendary schedule, you can set-up schedules that let AutoPilot start jobs in particular intervals.

- Define the interval for a job and click the check box Interval active in order to activate this feature
- Define the duration for a job. If you enter a zero for hour, minute and second, the AutoPilot job will only be started once. In this case it does not matter what value you have chosen as interval.

NOTE: The duration feature can also be used in conjunction with the calendary feature.

Click OK in order to confirm and save your settings.

Once the AutoPilot job is saved, you get back to the job administration dialogue. A list of all your AutoPilot jobs will be displayed.

In addition to the scheduling features, you have the option to mark each job as active by clicking the respective check box. Jobs that are listed in brackets are not active. Click Save in order to save all your settings.

Save settings of an AutoPilot Job

Once all jobs are complete, you can start AutoPilot. Click Start and AutoPilot will start all jobs that are active. AutoPilot now starts to check the various IN-folders of your jobs and perform the actions that are defined within each particular job.

Questions, Support, Updates, etc.

In case of problems with a software product from callas software, we recommend to check out our web site for the latest version. Please see the download section at www.callas.de. All standard products are listed there, including the exact version number. A problem might be solved by the latest release, therefore, you may download a demo version and install it over your existing full version. It will automatically also turn into a full version.

If the problem is not solved with the latest release, please do not hesitate to contact callas software directly. We kindly ask you to please provide a detailed description of the problem you are experiencing with our software module as well as technical background data, e.g. version of operating system, version of Adobe Acrobat, version of plug-in, etc. as well some test files. Please send all this to support@callas.de and we will try to get back to you as soon as possible.

Licence

Licence and limited warranty agreement

Definitions of terms used in this licence:

The following definitions are valid for this licence: “Software” refers to the program(s) on the enclosed diskette(s)/CDs; “use” consists of either loading the software into the computer memory or running it in a CPU; “install” means, to copy the software to a hard disk drive or similar storage device.

1. Licence

The producer retains title to the software — the customer does not receive title to the software. The customer is granted a non-exclusive licence to use the software subject to the restrictions and terms set forth in this Licence Agreement.

The software may be installed and used on as many computer systems as is agreed upon in the separate order/licencing contract. The number of computer systems defaults to one computer system. The software may be copied for backup and archival storage under the condition, that the copy contains all files that came with the original software, and that these backup or archive copies are not used at any time and must remain in the possession and control of the customer.

The software and the enclosed documentation may not be copied, sold, hired out, lent or leased. The customer may not alter, translate, disassemble or decompile the software or the enclosed documentation. The customer may not transfer the software without the prior written approval of callas software gmbh, Berlin.

2. Customer communication of licence agreement

The customer agrees to to communicate the restrictions contained in this licence agreement to all persons under his or her employment, direction, or control.

3. Unauthorized use and compliance

The customer will use all reasonable efforts to see that employees, agents, assigns, or other persons under the direction or control of the customer abide by the terms and conditions of this licence agreement. The customer agrees to notify callas software gmbh, Berlin, in writing of unauthorized use.

4. Termination

Each violation to the terms of this licence will terminate this licence automatically and immediately. Upon termination the customer must destroy the software, the accompanying documentation and all copies thereof.

5. General provisions and limited warranty

callas software gmbh, Berlin, warrants that for ninety (90) days after purchase of the software by the customer (or for the minimum period required by the local law where the product is sold to the customer, if longer) (hereinafter, “warranty period”) that the software shall reasonably conform to the standards defined in the accompanying documentation (i.e. manuals and/or computer aided instructions). callas software gmbh, Berlin, do not warrant that the software will operate uninterrupted or error-free. The sole and exclusive remedy for a failure of the software to perform in accordance with the accompanying documentation is for the customer to return the software to callas software gmbh, Berlin, and to notify callas software gmbh, Berlin, in writing of the nonperformance within the warranty period. callas software gmbh’s, Berlin, sole obligation shall be to provide the customer, within a reasonable time after receiving notification of nonperformance, with a performing copy of the software, or in the event of a performing copy being unavailable for whatever reason to refund the purchase price to the customer. callas software gmbh, Berlin, does not guarantee, that defects in the software will and may be corrected.

6. Disclaimer of other warranties

The limited warranty set forth in paragraph five is in lieu of any other warranties. The implied warranty of merchantability is limited. callas software gmbh, Berlin, disclaim any implied warranty, including, but not limited to, any implied fitness for a particular purpose or merchantability. callas software gmbh, Berlin, disclaims all warranties including, but not limited to, warranties provided by distributors, dealers and retailers of the software.
7. Other warranty rights

Some areas or countries do not allow limitations on implied warranties, so the above limitation may not apply to particular customers.

8. Software updates

At callas software gmbh’s, Berlin, sole discretion callas software gmbh, Berlin, may provide the customer with updates to the software. callas software gmbh, Berlin, retains the right to provide the updates for a fee. The customer may refuse to accept the updates. The terms and condition of this agreement apply to any and all updates.

9. Customer responsibility for selection of the software

The customer is solely responsible for selection of the software to achieve the customer’s intended results or for particular applications.

10. Disclaimer

In no event shall callas software gmbh, Berlin, be liable to a customer for any special, indirect, incidental, or consequential damages in any way relating to the use or arising out of the use of the software or accompanying documentation however caused and on any theory of liability. callas software gmbh’s, Berlin, liability shall in no event exceed the total amount of the purchase/licence fee actually paid by the customer for the use of the software. These limitations will apply even if callas software gmbh, Berlin, or an authorized distributor or dealer has been advised of such possible damages. The customer acknowledges that the licence fee reflects this allocation of risk. Some areas or countries do not allow the exclusion or limitation of incidental or consequential damages, so the limitation or exclusion included in this licence agreement may not apply to particular customers.

11. Severability

If any provision of this licence and limited warranty agreement is declared by a court of competent jurisdiction to be invalid for any reason, such invalidity shall not affect the remaining provisions.

12. Governing law and jurisdiction

This licence agreement shall be governed by the laws of Germany. The courts of competent jurisdiction at Berlin, Germany, shall have the exclusive jurisdiction over any dispute arising out of o in connection with this licence agreement, without prejudice to the right of callas software gmbh, Berlin, to initiate legal proceedings in the courts of the country where customer is established or where customer has a center of business activities. Any costs which callas software gmbh, Berlin, has to incur in or out of court, should callas software gmbh, Berlin, become involved in legal proceedings or disputes with the customer, shall be for the customer’s account.

callas software gmbh

Schönhauser Allee 6/7

D-10119 Berlin · Germany

Fax +49.30.441 6402

callas software gmbh, Berlin · August 2001

Quark, Inc. obliges XTension developers to include the following disclaimer in the XTension’s documentation:

QUARK, INC. MAKES NO WARRANTIES, EITHER EXPRESS OR IMPLIED, REGARDING THE ENCLOSED COMPUTER SOFTWARE PACKAGE, ITS MERCHANTABILITY, OR ITS FITNESS FOR ANY PARTICULAR PURPOSE. QUARK, INC. DISCLAIMS ALL WARRANTIES INCLUDING, BUT NOT LIMITED TO THE WARRANTIES OF THE DISTRIBUTORS, RETAILERS AND DEVELOPERS OF THE ENCLOSED SOFTWARE.

WITHOUT LIMITING THE FOREGOING, IN NO EVENT SHALL QUARK, INC. BE LIABLE FOR ANY SPECIAL, INDIRECT, INCIDENTAL, OR CONSEQUENTIAL DAMAGES IN ANY WAY RELATING TO THE USE OR ARISING OUT OF THE USE OF THE ENCLOSED SOFTWARE. QUARK, INC.’S LIABILITY SHALL IN NO EVENT EXCEED FIFTY DOLLARS ($50.00).

THE EXCLUSION OF IMPLIED WARRANTIES AND/OR THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES IS NOT ALLOWED IN SOME AREAS, SO THESE EXCLUSIONS AND LIMITATIONS MAY NOT APPLY TO YOU.

callas software gmbh · Schönhauser Allee 6/7 · D-10119 Berlin · Germany · Fax +49.30.4416402 · info@callas.de · www.callas.de

AutoPilot

All rights reserved

Idea: Olaf Drümmer

Implementation: Wolfgang Goldbach, Michael Fielitz

Documentation: Andreas Arcularius

Tranlation: Karin Schuller

Last revision: 12. March 2002

NOTE: All trademarks are the property of their respective owners.