The Power ofPDF Bookmarks& Automating withFrameMaker-to-AcrobatTimeSaversFebruary 21, 2012Shlomo Perets, microtype.com
1   Why bookmarks?    ■   Provide a constant conceptual display        of document structure    ■   Enable on-going easy a...
2   Special-purpose bookmarks    ■   Bookmarks to unique content    ■   Web bookmarks / E-mail addresses    ■   Open other...
3   Enhancing PDFs in Acrobat    ■   Labor-intensive, repetitive process    ■   Features added in Acrobat “disappear”     ...
4   With TS: define once, use many!    Add more features to your source FM    files using FM-to-Acrobat TimeSavers    and ...
5   TS bookmark enhancements       Global bookmark properties/processing        (e.g. color/style, hierarchy, remove numb...
6   TS bookmark enhancements                                                       CONTINUED       Special-purpose bookma...
7   A good bookmark structure    Should be initially collapsed to show the    entire document structure    TimeSavers > Bm...
8   Bookmark text       ■   Has to be meaningful out of context        ■   Should have a unique beginning,            as ...
9   Bookmark visual properties    Bookmark color and font style    (plain, italic, bold, bold italic):    ■   Improve perc...
10   Figure/table bookmarks    Top-level Figure/Table/Procedure bookmark     with subordinate bookmarks linking     direc...
11   Initial view setup     ■   As a general guideline, PDF should be         set to open with bookmark pane visible     ■...
12   Bookmarks to unique content    Quick access to items such as     “New/Updated Features”:     ■   Sorted alphabetical...
13   Web bookmarks    ■   Bookmarks to web pages         ●   Product info, doc updates         ●   Support     ■   Bookma...
14   E-mail addresses    ■   Launch e-mail client, with e-mail         message loaded     ■   Specify values of default f...
15   E-mail addresses                                              CONTINUED     ■   Bookmark text can indicate “Feedback”...
16   Open other PDFs     ■   When you have multiple PDFs:         “Home” bookmark to “main menu” or         navigation map...
17   Launch external files     ■   Quick access to commonly-used files:         ●   Source/data files         ●   Boilerpl...
18   Multimedia bookmarks     ■   With TimeSavers: can create         bookmarks to QuickTime/AVI movies         ●   Local ...
19   Acrobat bookmark actions     ■   Entire range of link actions is supported         also in bookmarks         ●   Exec...
20   Search    ■   Bookmark with a search action,         exposing the functionality         ●   Especially needed with R...
21   Search                                                     CONTINUED     ■   Bookmarks with pre-defined search       ...
22   Assistants / Custom shortcuts     With Assistants / custom shortcuts,     bookmarks can…     ■   point to:        ● ...
23   Doc. collection bookmarks    ■   Point to other chapters, TOC, Index –         when books are converted to separate ...
24   Doc. collection bookmarks                                            CONTINUED     Using Navigation Assistant:     ■ ...
25   Additional info and examples     ■   “36 Ways to Improve Your PDFs         with TimeSavers/Assistants”         microt...
The Power of PDF Bookmarks & Automating with FrameMaker-to-Acrobat TimeSavers
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The Power of PDF Bookmarks & Automating with FrameMaker-to-Acrobat TimeSavers

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How to Improve bookmark hierarchy and visibility of FrameMaker-generated bookmarks, and how to easily add useful bookmarks through hypertext markers (with FrameMaker-to-Acrobat TimeSavers) -- pointing to other PDFs or web pages, instantly providing e-mail feedback, launching external files, starting Acrobat/Reader actions (e.g. common search phrases) and much more.

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The Power of PDF Bookmarks & Automating with FrameMaker-to-Acrobat TimeSavers

  1. 1. The Power ofPDF Bookmarks& Automating withFrameMaker-to-AcrobatTimeSaversFebruary 21, 2012Shlomo Perets, microtype.com
  2. 2. 1 Why bookmarks? ■ Provide a constant conceptual display of document structure ■ Enable on-going easy access to ● Specific locations in current PDF / other PDFs or web locations ● “Shortcuts” for useful actions ■ Do not complicate page layout/ print aspects; minimal impact on file size
  3. 3. 2 Special-purpose bookmarks ■ Bookmarks to unique content ■ Web bookmarks / E-mail addresses ■ Open other PDFs ■ Launch external files ■ Multimedia bookmarks ■ Acrobat bookmark actions / Search ■ Doc. collection bookmarks
  4. 4. 3 Enhancing PDFs in Acrobat ■ Labor-intensive, repetitive process ■ Features added in Acrobat “disappear” next time you distill / Save as PDF and must be recreated and tested again ■ As a result, PDFs only use a fraction of features supported by Acrobat
  5. 5. 4 With TS: define once, use many! Add more features to your source FM files using FM-to-Acrobat TimeSavers and Assistants (TimeSavers add-ons): ■ Form Assistant ■ Multimedia Assistant ■ Navigation Assistant ■ Presentation Assistant ■ 3D Assistant
  6. 6. 5 TS bookmark enhancements Global bookmark properties/processing (e.g. color/style, hierarchy, remove numbering): ■ Apply to all bookmarks ■ Do not require any intervention in source FrameMaker files ■ Are controlled via TimeSavers dialog box
  7. 7. 6 TS bookmark enhancements CONTINUED Special-purpose bookmarks (e.g. web site, e-mail feedback, external PDF): ■ Defined via custom hypertext markers ■ Recurring bookmarks can be defined once in TS-pre.ini or TS-post.ini files ● Optionally define job-specific bookmarks for re-use – e.g. for two different departments (Marketing/Engineering), where different custom bookmarks are needed in each
  8. 8. 7 A good bookmark structure Should be initially collapsed to show the entire document structure TimeSavers > Bmk Functions tab: Collapse bookmarks to first or second level
  9. 9. 8 Bookmark text ■ Has to be meaningful out of context ■ Should have a unique beginning, as bookmark panel may be narrow TimeSavers > Bmk Start tab TimeSavers > Bmk Functions tab: Remove pgf numbering, Merge separate number + title bookmarks
  10. 10. 9 Bookmark visual properties Bookmark color and font style (plain, italic, bold, bold italic): ■ Improve perception of hierarchy ■ Emphasize bookmarks by text TimeSavers > Bmk Style tab
  11. 11. 10 Figure/table bookmarks Top-level Figure/Table/Procedure bookmark with subordinate bookmarks linking directly to items; parallel to LOF, LOT, LOP (Note: do retain LOF/LOT/LOP for print) TimeSavers > Bmk Extraction tab: Extract figure/table/other bookmarks
  12. 12. 11 Initial view setup ■ As a general guideline, PDF should be set to open with bookmark pane visible ■ Impact of page layout (single page/ continuous) on specific destinations within a page ■ PDF Document title can be populated from top bookmark TimeSavers > PDF Settings tab
  13. 13. 12 Bookmarks to unique content Quick access to items such as “New/Updated Features”: ■ Sorted alphabetically ■ Can combine notes providing additional information for the new/revised feature TimeSavers > Bmk Extraction tab: Extract quick-access bookmarks
  14. 14. 13 Web bookmarks ■ Bookmarks to web pages ● Product info, doc updates ● Support ■ Bookmarks to web search pages with pre-defined queries
  15. 15. 14 E-mail addresses ■ Launch e-mail client, with e-mail message loaded ■ Specify values of default fields ?subject= &cc= &body= ■ Special characters are automatically converted to right value (e.g. space=%20)
  16. 16. 15 E-mail addresses CONTINUED ■ Bookmark text can indicate “Feedback”, “Report...”, “Suggest...” or simply show the e-mail address if self-explanatory: ■ Body of message can be HTML-coded for better visual control (headings, lists) ■ Current page number + doc title may be retrieved automatically into subject/ body (clarifying feedback context)
  17. 17. 16 Open other PDFs ■ When you have multiple PDFs: “Home” bookmark to “main menu” or navigation map ■ Can specify opening in new window
  18. 18. 17 Launch external files ■ Quick access to commonly-used files: ● Source/data files ● Boilerplate (template) files ■ Security message shown; associated application will be started with files loaded
  19. 19. 18 Multimedia bookmarks ■ With TimeSavers: can create bookmarks to QuickTime/AVI movies ● Local files ● Files stored in web sites ■ Additional options with Multimedia Asst: bookmarks to embedded movies/sounds ● Supports all formats that are supported by Acrobat/Reader, including: SWF, FLV, MPEG, WMV, AVI, QuickTime, WAV, AIFF, MP3 ● Floating window vs. docked; movie segments
  20. 20. 19 Acrobat bookmark actions ■ Entire range of link actions is supported also in bookmarks ● Execute Menu Action – e.g. Preferences, Print, Search ● Show/hide fields ● JavaScript (e.g. Search / Print current page with a single click, with/without dialog box) adobe.com/devnet/acrobat/javascript.html ■ A bookmark can have multiple actions
  21. 21. 20 Search ■ Bookmark with a search action, exposing the functionality ● Especially needed with Reader X, where the Search/Find icons and text box are not displayed by default ■ Bookmarks for both Find and Search to highlight the different functionality: ● “Find in this PDF” ● “Search document collection”
  22. 22. 21 Search CONTINUED ■ Bookmarks with pre-defined search queries through Acrobat JavaScript (optional parameters, synonyms): ● search.query("text phrase"); ● search.query("text phrase", "ActiveDoc" ); ● search.bookmarks=false; search.query("text phrase", "ActiveDoc" );}
  23. 23. 22 Assistants / Custom shortcuts With Assistants / custom shortcuts, bookmarks can… ■ point to: ● Destinations in embedded PDFs ● 3D models or specific 3D views ● Specific areas in figures ● Specific topics in WinHelp/CHM help files ■ control layer visibility
  24. 24. 23 Doc. collection bookmarks ■ Point to other chapters, TOC, Index – when books are converted to separate PDFs ■ Maintain a consistent order of cross-file bookmarks to enhance orientation ■ Collection-specific bookmarks: ● Home page ● Help / How To ● Search (standard or custom search form)
  25. 25. 24 Doc. collection bookmarks CONTINUED Using Navigation Assistant: ■ Project file stores information about files in the project; bookmarks to other PDFs participating in your project ■ Additional features apply to single PDFs or to a set of PDFs: ● “Related PDF” bookmarks ● GetItem (link/bookmark)
  26. 26. 25 Additional info and examples ■ “36 Ways to Improve Your PDFs with TimeSavers/Assistants” microtype.com/ImprovePDF.html ■ TimeSavers custom markers microtype.com/TimeSavers/TimeSavers5Shortcuts.pdf ■ TimeSavers/Assistants Showcase microtype.com/showcase.html ■ TimeSavers info, order form microtype.com/TimeSavers.html
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