Preventing and correcting errors in the source document

Preflighting is the document check before output. Anyone who publishes documents or prepares them for print is well advised to check that they are free of errors before they are printed or distributed.

Preflighting aims to catch errors before printing or before PDF output takes place. The correction takes place before (“pre-“) this edition. The idea is twofold:

1. Correct errors in the source document so that the cause of the problem is eliminated.
2. Correct errors before printing or PDF output.

The error is corrected in the prepress stage in the original software, for example in Adobe InDesign, Affinity Publisher or QuarkXPress. Only then is the PDF output created or data collected for printing.

Correct errors in the output

With post-flighting, the correction takes place after the output (“post-“). This usually involves checking PDF documents, which are checked again before printing or distribution in networks, for example. For this purpose, software solutions are used that allow limited editing of PDF documents. However, bear in mind that a PDF document was never intended as a basis for editing and therefore only has limited possibilities.

Postflighting is used by many companies as a standard backup. However, the output format is corrected here and the original document remains unaffected. If you want to avoid this error in the future, you would have to make a correction in the original documents in parallel with the post-flighting. This is the only way to avoid having to make another correction in the next edition.

Not all preflighting is the same

Every publishing software today offers a kind of basic check before output. This is known as preflighting. However, Markzware offers other solutions that offer more possibilities. FlightCheck Pro also checks embedded objects such as EPS files, PDF files and the like. In addition, the audit and reporting can be set up according to your own specifications. This is both more flexible and safer.

Markzware FlightCheck Pro offers both preflighting and postflighting. Both the original publishing documents and the PDF files created from them can be checked. From work preparation (the customer sends data) to output (the finished publishing documents or PDF files), everything can be checked.

Production safety

The real issue is not preflighting or postflighting, but production safety. You don’t check documents because it’s entertaining, but because you want to prevent problems in production. Those who recognize errors early on have a better grip on their own production planning, can argue more easily with customers and build up a corresponding quality in their work.

It has proven to be a good idea to view production security and document verification as a standardization of our own processes. Documents are not only created according to standard specifications, but also checked. The reason for this is simple: you don’t work the same way every day and unforeseen things can happen. Careful checking prevents errors from becoming very expensive.

Production reliability – and therefore preflighting and postflighting – is important

• when exchanging documents
• when issuing documents
• when transferring documents from other projects.

The standardization of these tests increases the quality and reliability of your operating processes. It affects both your company and communication with the customer.

An alternative to postflighting

Those who prefer post-flighting, i.e. checking print-ready PDF files, also have an alternative. Instead of correcting the PDF file, a new original file can also be created. This is done using PDFMarkz, which analyzes a PDF file and creates an IDML file that can be opened in all major publishing solutions. This produces a new original file that can be corrected for errors. Once the document has been corrected, a new edition can be created.

However, if you have the original document, preflighting is the safest and simplest solution because it can be used to correct the original document.

The dilemma of licensing

File formats are tricky. Dedicated file formats exist for almost every software. This often allows peculiarities of the software to be better taken into account. At the same time, the format also offers an advantage for software producers. The special format binds the customer to the software.

This bond is not always voluntary. Adobe, for example, launched a subscription system with the introduction of Creative Cloud. As long as you pay, you can download and use software solutions. For example, if you cancel the subscription, you can no longer use the software. This makes it impossible to open existing documents. This is a real problem if you use the software too infrequently to justify a subscription, or if you move to another publishing platform. I know from many users that they often do not want this form of licensing.

Particularly when new software solutions become available, or you change the direction of your work, the need for the old publishing software can become vanishingly small. But what to do if you need a document again? This creates a predicament that almost forces the user to go back to the subscription system.

Is there another way?

Access to archive files

Imagine having worked with InDesign for more than 10 years. During this time hundreds, if not thousands of files were created in INDD format. If you cancel your Creative Cloud subscription, you no longer have access to these files. This is the predicament that was just written about before. The chance that you will need these files again is small.

If you still have InDesign, you can open the file and save it as IDML. The IDML format can also be reopened in various other solutions. Perfect, you might think. However, you are then forced to keep a license of InDesign active. If you want to avoid this, you can of course open all archive files in tedious work and save them again as IDML files. So you get a second archive, with nothing but IDML files.

If this is not desired, and a file still needs to be opened, you can always go to a colleague who works with InDesign and have the file converted there. However, it can also be done more elegantly.

An elegant solution

The two products “IDMarkz” and “OmniMarkz” convert native INDD files directly to IDML. This is the elegant solution. It is no longer necessary to have an InDesign license installed to use IDMarkz and OmniMarkz.

The difference between IDMarkz and OmniMarkz is the number of formats that can be read. IDMarkz reads only INDD files, while OmniMarkz can also convert files from QuarkXPress or PDF files.

Both products convert documents in seconds, depending on the file size. The conversion creates an IDML document that can be opened directly in older versions of InDesign, in XPress or in Affinity Publisher, for example.

If one has one of the two conversion solutions from Markzware, one has direct access to archive files, or can easily open files from customers. The IDML file can be edited in other applications and then saved again as a native document for the new platform. All elements are editable.

As with any conversion, keep in mind that the publishing platform has been changed. Thus, the process is suitable for a takeover of standing record, not as a bridge for continuous exchange. Each document is displayed slightly differently on its own platform. For example, the font width can be calculated with other algorithms on the layout. So it can happen that a word just does not fit into a text column anymore and there is a new text flow. Therefore, each converted document should be carefully checked, as you should do with each document transfer.

With or without updates?

IDMarkz can be licensed for Mac or Windows and as an annual subscription or a perpetual version. What are the differences between the two types of licenses?

If you purchase the software as an annual subscription, you will receive all updates and upgrades automatically for the licensed period. This is useful if you constantly receive new InDesign documents. You are then always up to date. It is the right choice if you want maximum flexibility and timeliness.

If you only process your own archive data and no longer use a newer version of InDesign, you can also purchase a perpetual license. This eliminates the annual costs and all your own archive files can still be opened. However, this version cannot be updated to a newer version.

OmniMarkz is versatile. It is the perfect tool for regular processing of a wide variety of documents from which you want to create editable originals again. You don’t need InDesign license, XPress license or PDF editor to convert these document formats to a new original. OmniMarkz is the tool of choice in a prepress environment with constantly changing document formats. In my opinion, an annual license including all updates and upgrades is recommended.

Preflighting and postflighting

FlightCheck checks documents from the prepress stage. This is called preflighting. The idea is to check documents that arrive at a printing house (such as documents from graphic designers, customers, etc.) or that are approved for printing (or PDF). The task of the software is early detection of faulty documents, so that errors do not lead to subsequent costs in production.

The process of checking native publishing documents (before output and before printing) is called preflighting. The checking of output documents (PDF) is called postflighting.

The task of the software is early detection of faulty documents, so that errors do not lead to subsequent costs in production.

Preflighting is done to detect errors at an early stage. These include hairlines so that they do not “break out” in print, or text overflow in the text frame, incorrect color formats for images, missing fonts in included EPS files and such things more.

Quality assurance

Preflighting and postflighting are about quality assurance. One ensures that the documents are error-free. Which criteria are used for this can be conveniently set in FlightCheck 2022. This allows each user to use their own settings.

Consistent quality assurance with FlightCheck 2022 prevents expensive errors. Because preflighting takes place with the original files (InDesign, QuarkXPress), detected errors can be corrected directly in the original document. Logical, but not self-evident. Those who can correct detected errors directly at the source also have the better cards for later applications and outputs (e.g., print + PDF or different PDF variants).

Quality assurance ensures quality, and thus also costs.

Embedding in the workflow

FlightCheck 2022 is a tool that can be integrated at neuralgic points in production:

1. While preparing incoming jobs
   Incoming documents are first checked before being passed on to the publishing department. FlightCheck 2022 checks documents independently and does not depend on whether XPress, InDesign or Adobe Acrobat is installed. If there are errors, missing fonts or other problems, these can be detected instantly and be reported back to the customer.
2. For document output
   Once a document is processed and approved for printing, a final check should be made by FlightCheck 2022. The software checks more than the preflighting tools of the publishing programs themselves.

Standardization

Last, FlightCheck 2022 is also a tool for standardizing output. Data checking, collection, and delivery, as well as rapport functions, support a smooth publishing document output process. By implementing standard procedures, many errors can be detected and eliminated at an early stage. It can also be used to document correct output, which can be seen as a sign of quality for graphic designers and printers.

Not only the output for print is important, but also for digital output as PDF files is not easy. Here you can check the output before the documents are distributed. PDF files from other sources can also be included, such as from databases, word processors and the like.

Standardization and quality assurance is not free, but saves many costs. Not only that: preflighting can also save weekends, reduce unexpected expenses and time spent, and thus make a significant contribution to the success of your work.