US EPA - Pesticides - Software Settings for the Creation of PDF Files

US Environmental Protection Agency

Office of Pesticide Programs

Software Settings for the Creation

of PDF Files for Electronic Submission

May 2003

U.S. Environmental Protection Agency

Office of Pesticide Programs

Electronic Submission Guidance

Software Settings for the

Creation of PDF Files for

Electronic Submission

May 16, 2003

Contents:

Minimal Requirements.

Setting up the Adobe

Acrobat

Distiller

5.0 job options.

Security options

General tab:

Compression tab

Fonts tab

Color tab

Advanced tab

Instructions for generation of PDF files from Microsoft

Word using Acrobat

PDFMaker 5.0.

Settings tab

Security tab

Office tab

Bookmark tab

Display options tab

Instructions for generation of PDF files from Corel

WordPerfect

2000.

Instructions for generation of PDF files from Corel

WordPerfect

2002.

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

This document outlines software settings for the creation of PDF versions of study reports for

submission to the US EPA, Office of Pesticide Programs. Whereas focus is given to the process

of creating PDF files directly from electronic source documents, some of the guidance may be

applicable to the scanning and optical character recognition (OCR) process involving paper

source documents. It is not possible to present detailed instructions for all of the methods of

creating PDF files here. Instead, we will present general guidance covering the minimal

requirements that should be applicable to most any manner of creating PDFs. Additionally,

detailed instructions will be provided for what are considered the most likely options. In all

cases, the instructions and examples given will be for Windows-based PCs. In the event that

other operating systems are used, corresponding settings should be selected to achieve similar

results.

Minimal Requirements:

When creating PDF files of the study or label documents, certain minimal standards must be met.

! There should be no passwords required to access the file in any way.

! There should be no restrictions on the ability to print, copy or extract text, or add and

edit comments.

! The file must be in PDF version 1.4 for use with Adobe Acrobat 5.0 or higher.

! For study reports, the PDF must be either a “smart” PDF created directly from an

electronic source such as MS Word or an “OCR” PDF where a paper copy of the study

is first scanned and then processed with optical character recognition (OCR) software.

In either case, the text contained in the PDF must be available for extraction and

manipulation. Graphic only or “dumb” PDFs where the scanned document is only an

image are NOT ACCEPTABLE.

! For labels, the PDF must be a “smart” PDF created directly from an electronic source

such as MS Word. OCR and graphic only PDFs of labels are NOT ACCEPTABLE.

In addition to the minimal requirements, there are some preferred options that should be

addressed if at all possible..

• PDF files should be created directly from the original electronic source document (see

PDF type requirements above.)

• The final PDF file should be tagged to allow for increased accessibility to the visually

impaired. This may be accomplished by using the Adobe Acrobat Make Accessible

plug-in or through the use of PDFMaker with MS Word.

For a complete list of specifications, please consult Specifications for Creating PDF Versions of

Study Reports elsewhere on this web site.

For additional assistance regarding electronic study submission, please contact Bob

Schultz, US EPA, OPP/IRSD/ISB 703-308-8186.

For additional assistance regarding electronic label submission, please contact Tom

Harris, US EPA, OPP/RD/IRB 703-308-9423

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Setting up the Adobe

Acrobat

Distiller

5.0 Job Options.

When using Adobe Acrobat Distiller

to create PDF files of the study data or

product labels, it is advised that the

EPA OPP E-Study or EPA OPP E-

label Job Option file be used. These

files, available on this site, set the

majority of the Distiller parameters to

the preferences etsablished by OPP.

Security:

In addition to the proper selection of

the Job Options, either by use of the

predefined file or setting the

parameters manually, the Distiller

Security settings must be set

appropriately.

Neither of the password

options should be

selected.

Both “Enable Content

Access for the Visually

Impaired” and “Allow

Content Copying and

extraction” options

should be enabled.

Changes Allowed:

should be set to

“Comment Authoring,

Form Field Fill-in or

Signing.”

Printing should be

“Fully Allowed”.

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

General tab:

File option

Compatibility

(1) Optimize for fast web view

(2) Embed thumbnails

(3) Auto-rotate pages

Page range

Binding

Resolution

Default page size

Width

Height

Units

Acrobat 5.0 (PDF 1.4)

Enabled

Disabled

Enabled, Individually

All

Left

600 DPI

8.5

11.0

Inches

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Compression tab:

Color Images

Downsampling

Compression

(1) Quality

Grayscale Images

Downsampling

Compression

(1) Quality

Monochrome Images

Downsampling

Compression

Anti-Alias to gray

Compress Text and Line Art

Disabled

Zip

8-bit

Disabled

Zip

8-bit

Disabled

CCITT Group 4

Disabled

Enabled

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Fonts tab:

Embed All Fonts

Enabled

Subset embedded fonts when percent of

Disabled

When embedding fails

“Ignore” for studies “Cancel Job” for

labels

Embedding

(1)

Always embed

Leave blank

(2) Never embed

Leave blank

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Color tab:

Adobe Color Settings

Settings File

Color Management Policies

(1) Intent

Working policies

(1)

Gray

(2) RGB

(3) CMYK

Device-Dependent Data

Preserve Overprint Settings

Preserve Under Color removal / Black

Generation Settings.

Transfer Functions

None

Tag everything for color

Default

None

sRGB IEC61966-2.1

U.S. Web Coated (SWOP) v2

Disabled

Preserve

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Advanced tab:

Options

Use Prologue.ps and Epilogue.ps

Allow PostScript file to Override Job Option

Preserve Level 2 copypage Semantics

Save Portable Job Ticket inside PDF file

Illustrator Overprint Mode

Convert gradient to smooth shades

ASCII Format

Document Structuring Conventions

Process DSC Comments

(1) Log DSC Warnings

(2) Resize Page and Center Artwork for EPS Files

(3) Preserve EPS Information from DSC

(4) Preserve OPI Comments

(5) Preserve Document Information from DSC

Softw

Disabled

Enabled

Disabled

Enabled

Disabled

Enabled

May 16, 2003

Instructions for generation of PDF files from

Microsoft

Word using Acrobat

PDFMaker 5.0.

In general, the use of PDFMaker 5.0 with Microsoft Word 97, 2000, or 2002 (XP) will provide

the most complete creation of a PDF file using Acrobat Distiller. Unlike printing direct to

Distiller, the use of the PDFMaker menu option allows for the creation of tagged PDF files,

preservation of bookmarks and links, and conversion of metadata from the original Word

document.

From the Acrobat pull-down on the MS Word menu bar, choose “Change Conversion Settings”.

Settings tab:

Choose the EPA OPP E-Study Job Option file or the EPA OPP E-Label Job Option file available

on this site.

No editing of the conversion settings are required if using the supplied job file. If the EPA file is

not used, please consult the associated guidance for setting the appropriate conversion settings.

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Security tab:

Neither of the password

options should be

selected.

Both “Enable Content

Access for the Visually

Impaired” and “Allow

Content Copying and

extraction” options

should be enabled.

Changes Allowed: should

be set to “Comment

Authoring, Form Field

Fill-in or Signing.”

Printing should be “Fully

Allowed”.

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Office Tab:

Convert Document

Info, Convert Cross-

Document Links, and

Convert Internet Links

should all be enabled

(checked).

Set Link Destination

Magnification to

“Inherit Zoom”.

The Save File

Automatically setting

has no bearing on the

actual PDF file created

and may or may not be

selected.

Comments

ûNotes,

Text BoxesûArticle

Threads, Page labels,

Cross-References &

ToC Links, and

Footnote & Endnote

Links should all be

enabled (checked).

Embed Tags in PDF should be enabled (checked).

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Bookmarks tab:

The requirements for bookmarks and links in the resulting PDF file are outlined in the individual

guidance for each specific study type (e.g. Chronic Toxicity, Nature of Residue in Livestock).

These bookmarks and links can be built either with Adobe Acrobat after the PDF file is created

or by using bookmarks and links contained in the original MS Word document. If the former

method is used, it is not necessary to select either option located on the Bookmarks tab. If the

latter method is used, then the appropriate check boxes must be selected/deselected to allow for

the conversion of the desired Word features (headings, styles) into the corresponding Acrobat

PDF bookmarks and links. As the particulars will vary for each specific study based on the

original authoring entity, detailed instructions are beyond the scope of this guidance.

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Display Options tab:

Set the Document Open Options to “Bookmarks and Page”,

“Page Number” as “1", and

Open Magnification to “Default”.

Set Link Appearance Type to “Thin Visible Rectangle”,

Highlight to “Invert”,

Line Style as “Solid”, and

Color to “Blue”.

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003

Instructions for generation of PDF files from Corel

WordPerfect

2000.

There are a few different manners in which PDF files can be generated from WordPerfect

documents.

X The first is by use of the “Publish to PDF” command off of the File menu. This option

allows little control over the settings and produces a file using an older version of PDF

(ver 1.2 for Acrobat 3.x). The Publish to PDF option is not suitable for use for

documents intended for electronic data or label submission.

X If Adobe Acrobat is installed on the PC, then the WordPerfect file may be “printed” to

one of two “printers” to create a PDF file. By selecting “Acrobat PDFWriter” as the

printer, some control is available over the output settings however, the resulting file still

only uses version 1.2 PDF (Acrobat 3.x). Likewise, this method is not suitable for

electronic data nor label submission.

T The third method of creating PDF files from WordPerfect is to print to the Acrobat

Distiller. This allows for full control over the resulting PDF file and for conformity with

the OPP requirements. Once the Distiller job options and security parameters are set

based on the Distiller instruction earlier in this document, little is required to produce an

acceptable PDF file.

The PDF file’s document summary data (title, subject, author, key words) may be set using

adobe Acrobat. The file may be tagged using the Acrobat Make-accessible plug-in (available as

a down load from the Adobe web site).

Instructions for generation of PDF files from Corel

WordPerfect

2002.

The functionality of the Publish to PDF option in Corel WordPerfect 10 (2002) has been

expanded over that of previous versions and now allows for additional control over the resulting

PDF file however, the resulting PDF file is still limited to Acrobat 4.0 compatibility. This

method remains not suitable for electronic data or label submission.

T As is the case with WordPerfect 2000 (version 9) it is advisable to print to the Acrobat

Distiller. This allows for full control over the resulting PDF file and for conformity with the

OPP requirements. Once the Distiller job options and security parameters are set based on

the Distiller instruction earlier in this document, little is required to produce an acceptable

PDF file.

Software Settings for the Creation of PDF Files for Electronic Submission May 16, 2003