Editing Overview

Authorís files  →  File server at KEK
Authorís working files  →  On your computer
Meta data  →  SPMS at KEK
Trace of all events/comments  →  SPMS at KEK
You can use any computer and all of the software and preferences should have been set for you.
  1. The first time that you start an editing session you'll find a folder on the Desktop named "Editor Working Folder". This will be the only backed up folder, so please DO NOT RENAME OR MOVE IT.
    Please, use that folder for all the papers you are working on. When a paper has been processed (successfully or not, it doesn't matter), move it to a folder named according to its paper code, in the folder "DONE".

    EXAMPLE: when working on the TUXMH01 paper, all its files will stay in

    C:\Documents and Settings\Administrator\Desktop\Editor Working Folder
    (i.e., the Editor Working Folder on your desktop). When you're done, all the processed files of that paper will be moved to
    C:\Documents and Settings\Administrator\Desktop\Editor Working Folder\DONE\TUZM02

    As a final note, Mozilla Firefox is already set to download files to that directory.

  2. Login to your IPAC/JACoW account on http://spms.kek.jp/pls/ipac2010/profile.html
  3. Once logged in, you will automatically get the editor interface
    • set the platform - in general MAC papers should not be processed on a PC. You can safely process Linux, Unix and Windows documents on a PC.
    • Get Next Paper or choose a specific PAPER_ID e.g. TUXMH01
  4. Process files (see below)
  5. Print the processed paper from the final PDF, in colour and in duplex mode.
  6. Write the PAPER_ID on the top side of the paper copy, centered
  7. Write the date/time together with your name just below the PAPER_ID
  8. Stick a red, yellow or green dot on it, at the upper-right corner
    • RED where there are problems
      • indicates to the author that he must come to the proceedings office
    • YELLOW if the source file was opened to fix a small problem
      • indicates that the author should proof read in case things have inadvertently been changed
    • GREEN if everything was OK
      • no further action required - paper can go into QA
  9. Upload ALL the processed files - no need to upload unchanged source files. If you plan to replace the author's Source or PostScript file you have to do so before setting the status. Otherwise, the paper will be flagged as having received new files after it's status was set.
  10. After upload - use the interface to set the status red/green etc. in the database
  11. Enter explicit comments when there were problems and check the boxes to indicate what type of problems were found and click on Save
  12. If there were problems, be explicit in your comments so that the staff in the Author Reception can explain the problem to the author
    • Author Comments can be seen by the author
    • Editor's notes are only available for the editors to see
  13. Pass the paperwork for filing
  14. Start with another paper

Basic Procedure

  1. Editors will be allocated a paper to work on by the database. The editor should select the platform through the web interface so that MAC files are only processed on MAC. Once an editor has selected a paper for processing the author cannot re-submit without some manual intervention by the editorial staff.
  2. Click on the Download link. If you see files called <PAPER_ID>.AUTODISTILL.PDF, you're lucky. That means that the PostScript files uploaded by the author successfully distilled. Download this file and continue with the checking below. Pay attention that the time of the file is OLDER than the time of the corresponding PostScript., to identify when there are new PS files that did not produce a PDF.
  3. If no good "AUTODISTILL" PDF exists, or if it is unacceptable, download the PostScript file to your Editor Working Folder.
  4. If there is no PostScript file download the source files and make a PostScript file using the Generic PostScript Printer - DO NOT USE PDFMaker.
  5. Drag and drop the PostScript file onto the Distiller.
  6. If the distilling works, the PDF will automatically open in Acrobat.
  7. Check the fonts by opening File -> Document Info -> Fonts. All fonts should be of 'Type 1' or TrueType.  If there is a problem go back to the document and try to change fonts or in the case of LaTeX pass the paper to an expert to fix the font problem. The PostScript file should be re-made and the processing repeated from Step 4. When a WORD document has been repaired make the PDF from a new PostScript file.
  8. Check the number of pages: only invited oral papers can have up to five pages (the third letter of the Programme_Code for invited oral papers is I, X, Y or Z), for all others the maximum is three (third letter, or third and fourth letters of Programme_Code O, OA, OB etc. or P). 
  9. Check that all pages are readable and are displayed in a reasonable time (every page should display in less than about 5 seconds).
  10. Check the page size at the bottom of the window: it should be either 595 x 842 pt (A4) or 612 x 792 pt (Letter). In Acrobat 7 it is necessary to move the mouse pointer to the lower left corner of the screen to make the page size appear.
  11. Change to full page view and enable grid (View -> Show Form Grid), if not already on.
  12. Resize the document by using the PitStop Action List. Open the Action List Control PanelAction List Icon, locate the JACoW Media Box Action List in the Local List and Run it.
  13. The text should now be inside the margins on all pages (+/- ~1mm). If part of the text or graphics is outside the box, the offending objects may be moved using 'Select Object' tool in the PitStop toolbar and then either hold down the CTRL key or click on the move tool . You can then use the keyboard arrows to nudge objects into position.
  14. If the format is wrong, edit the document, make a new PDF and go back to Step 4.
  15. Save the .PDF file using the Save As... command (CTRL-Shift-S).
  16. Check that the name of this final PDF is the PAPER_ID.PDF.
  17. Print the .PDF and check for readability and figure quality.
  18. Check that the size of the .PDF file is reasonable (less than 3 MB). For larger files double check that it will display rapidly.
  19. Upload files when you are finished and then set the status in the SPMS as described above.
  20. If the PostScript file has to be made or re-made even if the problem is trivial, e.g. wrong paper size, stick a Yellow dot, record your actions through the processing interface, check the boxes which 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 were. The author will be invited either to download the .pdf and check it himself, or to come to the proceedings office to proof read the paper which has been fixed.
  21. If the problem is very complicated and you cannot fix it yourself, check to see whether another editor could.  If this is the case, ask the alternative editor to re-assign the paper to himself.
  22. If it is estimated that a paper will take more than an hour to fix, assign a red dot, explain clearly the problem through the processing interface, and ask the author to fix at his earliest convenience.

General Information

Setting up Acrobat, Distiller and PitStop Action List

There are many settings to check before starting to process and if Acrobat 7 is in use, the settings in the PDFOptimizer (for experts) should also be set so that they are the same as for Distiller, PDFMaker etc. (compression, fonts etc.) and to Acrobat 7.0 or later compatibility.

Details about setting up Acrobat software parameters and setting the forms grid are given in this document.
The distiller settings (JobOptions file) can be downloaded here.
The JACoW Media Box Action list can be downloaded here.


Painting over an Object in a PDF File

Sometimes an unwanted line or object will appear in the PDF file and a method for painting over it with a white box is described here.
Moving Object in Acrobat

Objects (like all of the text on the page) can be selected and moved around using PitStop. This document gives some details.


Number of Pages Allowed

Contributed papers may be up to 3 pages. [codes: O, OA, OB etc. or P]

Invited papers up to 5 pages. [codes: I, X, Y or Z]

Paper Sizes
Units A4 Paper US Letter Paper
mm 210 ◊ 297 216 ◊ 279
inches 8.26 ◊ 11.68 8.5 ◊ 11.0
points 595 ◊ 841 612 ◊ 792
Distilled Page Sizes
US letter
US letter
US letter
US letter
Quality Assurance

The instructions used for quality assurance at the conference are available here.