US Environmental Protection Agency
Office of Pesticide Programs
Software Settings for the Creation
PRO**- of pDF FUes for Eiectronic Submission
May 2003
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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
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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
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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
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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.
S Acrobat Distiller
File Settings Help
EPAOPPE-studv
Job Options:
Compatibility: Acrobat 5.0 (PDF 1.4)
Info
File: none
Size:
Source:
Progress
Status: Ready
Acrobat Distiller 5.0
S tarted: T uesday, M arch 04, 2003 at 11:30 AM
Adobe PostScript software version: 3011.104
Acrobat Distiller - Security
Passwords
f~ Password Required to Open Document
User Password: I
f~ Password Required to Change Permissions and Passwords
Master Password:
Permissions
E ncryption Level: 128-bit R C4 (Acrobat 5.0)
p1 Enable Content Access for the Visually Impaired
!• jAllow Content Copying and Extraction!
Changes Allowed : | Comment Authoring, Form Field Fill-in or Signing _»J
Printing: I Fully Allowed ~^1
OK
I Cancel
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
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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
EPA OPP E-submission - Job Options
Acrobat 5.0 (PDF 1.4)
Enabled
Disabled
Enabled, Individually
All
Left
600 DPI
8.5
11.0
Inches
General | Compression] Fonts ] Color | Advanced]
File Options
Compatibility:
I Acrobat 5.0 (PDF 1.4)
[• Qptimize for Fast Web View
|~ [Embed thumbnails!
R Auto-Rotate Pages: | Individually
_
Page Range: (• Ajl
f" From: To:
E3 inding: | Left
Resolution: 1600
Default Page Size
Width:
Software Settings for the Creation of PDF Files for Electronic Submission
May 16, 2003
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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
EPA OPP E-submission - Job Options
Disabled
Zip
8-bit
Disabled
Zip
8-bit
Disabled
CCITT Group 4
Disabled
Enabled
General Compression | Fonts
Color Images
Color Advanced
| Bicubic Downsampling to
for images above:
j] (300 dpi
1450 dpi
Compression: I ZIP
Quality: |g-bjt
Grayscale Images
I |Bicubic Downsampling
for images above:
^3
I
1450 dpi
Compression: ZIP
zl
Quality: |s-bit
zl
Monochrome Images
|Bicubic Downsampling to
for images above:
F Compression: | CCITT Group 4
[12) dpi
(1800 dpi
3
|~~ Anti-Alias to gray: 14 bit
Compress Jext and Line Art
Software Settings for the Creation of PDF Files for Electronic Submission
May 16, 2003
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Fonts tab:
Embed All Fonts Enabled
Subset embedded fonts when percent of Disabled
When embedding fails "Ignore" for studies
Embedding
(1) Always embed
(2) Never embed
"Cancel Job" for
labels
Leave blank
Leave blank
EPA OPP E-study - Job Options
General ] Compression Fonts | Color | Advanced ]
• Embed All Fonts
i— Subset embedded fonts when percent
of characters used is less than:
When Embedding Fails
Embedding
warn and Continue
CancelJob
| Base 14 Fonts
Courier
Courier-Bold
Courier-BoldOblique
Courier-Oblique
Helvetica
Helvetica-Bold
Helvetica-BoldOblique
Helvetica-Oblique
Symbol
Times-Bold
Tirnes-Boldltalic
Times-Italic
Times-Roman
apfDinqbats
Software Settings for the Creation of PDF Files for Electronic Submission
May 16, 2003
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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
EPA OPP E-submission - Job Options
None
Tag everything for color
Default
None
SRGBIEC61966-2.1
U.S. Web Coated (SWOP) v2
Disabled
Disabled
Preserve
General | Compression | Fonts Color | Advanced ]
Adobe Color Settings
S_ettings File:
Color Management Policies
|Tag Everything for Color Management
Intent: Default
Working Spaces
(3ray: None
RGB: |sF!GBIEC61966-2.1
CMYK: |U.S. Web Coated (SWOP)v2
Device-Dependent Data—
f~ Preserve Overprint Settings
f" Preserve Under Color Removal and ESIack Generation Settings
(Preserve ^] Transfer Functions
f~ Preserve Halftone Information
OK
Save As..
Cancel
Software Settings for the Creation of PDF Files for Electronic Submission
May 16, 2003
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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
Disabled
Disabled
Enabled
Enabled
Enabled
Enabled
Disabled
Enabled
Disabled
Enabled
Enabled
Enabled
Enabled
EPA OPP E -submission - Job Options |3
G
eneral | Compression ] Fonts ] Color Advanced |
Options
f~ jJJse Prologue.ps and Epilogue.ps:
f~ Allow Postscript file to Override Job Options
W Preserve Level 2 copypage Semantics
W Save Portable Job Ticket inside PDF file
!• IJIustrator Overprint Mode
W Convert gradients to smooth shades
F ASCII Format
Document Structuring Conventions (DSC)
W Process DSC Comments
|~" Log C^SC Warnings
& Resize Page and Center Artwork for EPS Files
W Preserve £PS Information from DSC
W Preserve OPI Comments
P Preserve Document information from DSC
OK |
Save As...
Cancel
May 16, 2003
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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.
Acrobat(R) PDFMaker 5.0 for Microsoft(R) Office
Settings | Security ] Office ] Bookmarks ] Display Options ]
General
Conversion Settings: EPA OPP E-study
I Edit Conversion Settings ... il
* *
©
Adobe
Copyright 1987-2001 Adobe Systems Incorporated and its licensors, All rights
reserved. Adobe, the Adobe logo, Acrobat, the Acrobat logo, PostScript, and the
PostScript logo are either registered trademarks or trademarks of Adobe Systems
Incorporated in the United States and/or other countries.
Restore Defaults
OK
Cancel
Help
Software Settings for the Creation of PDF Files for Electronic Submission
May 16, 2003
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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"
Passwords
f~ Password Required to Open Document
User Password:
F~ Password Required to Change Permissions and Passwords
Master Password:
Encryption Level:
123-bit RC4 (Acrobat 5.0)
Enable Content Access for the Visually Impaired
Allow Content Copying and Extraction
Changes Allowed : | Comment Authoring, Form Field Fill-in or S igning j
Printing: Fully Allowed
Software Settings for the Creation of PDF Files for Electronic Submission
May 16, 2003
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Office Tab:
Acmbal(R) PDFMaker 5.0 for Microsoft(R) Office
Settings | Security Office | Bookmarks | Display Options
General
Convert Document Info
Convert Cross-Document Links
Convert Internet Links
Link Destination Magnification: pit Width
Save File Automatically
Word Features
Comments — > Notes
17 Text Boxes — > Article Threads
17 Page Labels (e.g., iii, A-l)
17 Cross-Ref erences & TOC Links
17 Footnote & Endnote Links
Document Tag
|7 JEmbed fags in PDF (Accessibility, Reflow)!
L
Restore Defaults
OK
Cancel
Help
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-^-Notes,
Text Boxes"*Article
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
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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.
Acrobat(R) PDFMaker 5.0 for Microsofl(R) Office E3
Settings 1 Security 1 Office Bookma
r
n i i ,-,
Bookmark Options
ks Display Options |
11^ Convert Word Headings to Bookmarks
|~ ^Convert Word Styjes to Bookmarks]
Bookmark Destination Magnificatic
Element
Heading 1
^Heading 2
^Heading 3
^Heading 4
I=Heading 5
^Heading 6
^Heading 7
^Heading 8
^Heading 9
TJ Block Text
^| Body Text
TJ Body Text 2
TJ Body Text 3
^| Body Text First Indent
n: Inherit Zoom J^J
Type Bookmark | Level | *•
Heading |^| 1
Heading ^ 2
Heading ^ 3
Heading ^ 4
Heading ^ 5
Heading ^ 6
Heading ^ 7
Heading £><] 8
Heading ^ 9
Style Q 1
Style Q 1
Style Q 1
Style Q 1
Style G 1 jj
Restore Defaults
OK | Cancel Help
Software Settings for the Creation of PDF Files for Electronic Submission
May 16, 2003
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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".
Acrobat(R) PDFMaker 5.0 for Microsoft(R) Office
Settings 1 Security | Office | Bookmarks Display Options
Document Open Options
C Page Only
<•" Bookmarks and Pagej
Page Number: |"j~
of 1
Open Magnification: |Defau||-
^1
Link Appearance
[-Type
Invisible Rectangle
Thin Visible Rectangle
Thick Visible Rectangle
Line style
P Solid
Comments
Reviewer
Highlight
C None
(*" Invert
Outline
Inset
Dashed
Color: |Blue
Include Notes open Color # of comments
Lonfigure text notes from Word comment
Restore Defaults
OK
Cancel
Help
Software Settings for the Creation of PDF Files for Electronic Submission
May 16, 2003
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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.
/ 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.
S 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
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