Introduction

PowerProof Online Proofing System (OPS) helps authors/reviewers to mark up their review comments/corrections in Proof PDF files and submit them to Journal and Production Editors (PEs) without uploading them to the server. These Proof PDF files can be sent for shared review, and you need an Adobe Reader (version 8.0 or above), Adobe Standard, or Adobe Professional (version 8.0 or above) to submit your corrections.  The following sections of this document will help you use this system effectively.

Author/Reviewer eProof Site

Go to the eProof Web site by clicking the link you received in the notification e-mail. View the proof details with link to the Proof PDF file on this Web page (Figure 1). This Web page also has links to:

• View Additional Information.
• View Help on how to use this Web site for viewing Proof PDF files and other documents and on how to submit corrections.
• Contact Production Editor (PE) and Help Desk support.
• Download free Adobe Reader from the Adobe Web site.

Figure 1: eProof Site

• Viewing Proof Details

The author/reviewer eProof Web page displays the following proof details (Figure 2):

• Article ID – The Article ID of the proof.
• File Name –The name of the Proof PDF file.
• File Size –The size of the Proof PDF file in Kilo Bytes (KB).
• Resolution –The Proof PDF file resolution.
• Finalize Corrections –A button to confirm and notify the Production Editor that you have submitted the corrections. Initially, the Finalize button is displayed.  When the proof with corrections is submitted, the message Corrections submitted is displayed. This also means that you cannot add or delete the comments after you have finalized.

Figure 2: Proof Details

• Viewing Shared-Review-Enabled Proof PDF Files

  Proof PDF files have the shared review feature of Adobe. To view your Proof PDF file, click the PDF file name link, which is shown as a hyperlink (Figure 3). You need to have Adobe Reader installed on your computer. In addition, ensure that the option to open the file in the browser is enabled. The file will open in the browser to view. You can also download the file to your computer by right-clicking the Proof PDF link and using the “Save Target As” option on the pop-up menu.

  

  Figure 3: Shared-Review-Enabled Proof PDF File

  Note:

  For more information about shared-review-enabled Proof PDF file and the steps involved in viewing a Proof PDF file, refer to the Working with Shared–Review-Enabled Proof PDF section.

• Viewing Additional Information

  The eProof Web site also lists the additional information that might be required for annotating review comments/corrections in a Proof PDF file. To view additional information, click the document name, which is shown as a hyperlink. The hyperlinks are listed under the Additional Information header (Figure 4). You can also download the documents to your computer as explained earlier.

  

  Figure 4: Additional Information

• Viewing Help on OPS

  To learn how to use this Web site for viewing Proof PDF files and other documents and to submit your corrections on server, take a look at the document containing detailed Help on OPS and a list of Frequently Asked Questions (FAQs).  You can access this document by clicking the Help link (Figure 5) .

  

  Figure 5: Viewing Help on OPS

• Contacting Production Editor

  For further assistance, please contact the Production Editor at the specified e-mail address (Figure 6).

  

  Figure 6: Contacting Production Editor

• Downloading Adobe Reader

  Proof PDF files have the Adobe Shared Review feature. To use this feature, you need to have an Adobe Reader (version 8.0 or later) or Adobe Acrobat (version 8.0 or later; Standard or Professional). Click the icon (Figure 7) to download the latest version of Adobe to your computer for free.

  

  Figure 7: Downloading Adobe Reader

Working with Shared-Review-Enabled Proof PDF Files

The shared-review feature in proof PDF files enables reviewers to view the review comments /corrections made by other reviewers and mark their own review comments/corrections at the same time.

• Viewing Shared-Review-Enabled Proof PDF Files

To view a Proof PDF file, you need to follow the following steps:

1. On the eProof site, click the file name link that is shown as hyperlink under the File Name header (Figure 8).



Figure 8: Shared-Review-Enabled Proof PDF file link

The Join Shared Review dialog box is displayed with the message “File has been sent to you as part of shared review and you are required to let the reader connect to the server that is hosting this review”. (Figure 9)



Figure 9: Join Shared Review Dialog Box

2. Click the Connect button to connect to the Comment server (Figure 9). The Review Profile dialog box is displayed (Figure 10).



Figure 10: Review Profile Dialog Box

3. Next, create your reviewer profile by specifying the following details in the Review Profile dialog box (Figure 10).

• Name
• E-mail Address
• Job Title
• Company

Note:

The fields marked with asterisk (*) symbol are mandatory.

The other reviewers can now view your reviewer profile.

4. Click OK to view the Remote Service Authentication dialog box (Figure 11).



Figure 11: Remote Service Authentication Dialog Box

5. Specify the Username and Password (login credentials) provided in the notification e-mail sent to you.

6. Select the Save this information checkbox and click OK (Figure 11).

7. The Welcome back to Shared Review dialog box is displayed with the following details (Figure 12):

   • Changes since you last viewed the file – Displays the number of new reviewers that have joined the Shared Review process and the number of new comments published on server.

   • Reviewer Profile – Displays your reviewer profile (specified in Step 3). You can edit your reviewer profile by clicking the Edit button.

   • Reviewers – Displays a list of reviewers with e-mail address, Title, No. of Comments, and Type of reviewer.



Figure 12: Welcome back to Shared Review Dialog Box

8. Click OK to view the Proof PDF file in the eProof window (Figure 13). If the browser is configured with Adobe Reader, the Proof PDF file will open in the browser. If not, the system will download Adobe and open the file.

   

   Figure 13: Proof PDF File

   Note:

   Reviewers viewing a Proof PDF file for the first time need to follow the aforementioned process. Once the reviewer’s computer is successfully connected to the Comment server and the reviewer has specified his or her reviewer profile and login credentials, the dialog boxes (except the one specified in Step 7) will not be displayed while viewing the Proof PDF file. When the reviewer signs in after specifying all required details, he or she can view a Proof PDF file directly by clicking the File name link on the eProof Web site.

• Marking up and Submitting Corrections

  In Proof PDF files, reviewers can now view comments/corrections made by other reviewers, mark their own review comments/corrections, attach commenting files, publish or save comments on server, save Proof PDF files on their computer, and finalize. A reviewer needs to implement the following steps while marking comments/corrections and publishing them on server.

  1. Checking for New Comments

  The comments/corrections made by other reviewers will be displayed when you open the Proof PDF file.

  To take a look at new comments, click the Check for New Comments button (Figure 14).

  

  Figure 14: Check for New Comments

  Note:

  When you click the Check for New Comments button, a window showing the number of new comments is displayed (Figure 15). If no new comments are available, the system will display a message saying no new comments are available.

  

  Figure 15: New Comments Status Window

  This window will automatically disappear after some time. You can also close it by clicking the icon.

  2. Adding Your Review Comments/Corrections

  You can add your review comments/corrections using tools such as Commenting tools and Drawing Markups, which are available on the commenting toolbar in Adobe (Figure 16).

  

  Figure 16: Commenting Toolbar

  To annotate your review comments/corrections in the proof PDF, select the appropriate commenting tools from the commenting toolbar and mark your comments/corrections using them wherever applicable (Figure 17). If there are no corrections required, please add a comment using sticky note on the PDF saying "No corrections required" and publish it to the corrections server and finalize.

  

  Figure 17: Annotating Comments

  Note:

  To learn how to use commenting tools or for any other assistance, refer to the help provided in Adobe by clicking the icon.

  3. Attaching Commenting Files

     Apart from annotating your review comments/corrections in the PDF file, you can specify your comments/corrections in separate files and attach them to the required sections of the PDF file. You can attach files using the File attachment icon (), which is available on the commenting toolbar.

     Adding File Attachment Icon on Commenting Toolbar

     If the file attachment icon () does not appear on the commenting toolbar, attach this icon by implementing the following steps:

     1. Right-click the commenting toolbar.

     2. Click the More Tools option from the drop-down menu (Figure 18).

     

     Figure 18: Adding the Attachment Icon

     3. Select the Attach a File as a Comment checkbox and click OK (Figure 19).

        

        Figure 19: Selecting the “Attach a File as a Comment” Checkbox

        The file attachment icon () will be displayed on the commenting toolbar (Figure 20).

        

        Figure 20: File Attachment Icon on Commenting Toolbar

        Note:

        You can add other icons on the commenting toolbar by implementing the above steps.

     Attaching a Commenting File
     To attach a commenting file, follow the following steps:

     1. Click the File attachment icon () available on the commenting toolbar. The cursor changes to a pin shaped () figure (Figure 21).

     

     Figure 21: Cursor Changed to Pin Shaped Figure

     2. Click the exact section of the Proof PDF file where you want to attach the commenting file (Figure 22).

     

     Figure 22: Specifying the Attachment Section for Commenting File

     The Add Attachment dialog box is displayed (Figure 23).

     

     Figure 23: Add Attachment Dialog Box

     3. Select the file in which you have specified your comments/corrections and click Select (Figure 23). The File Attachment Properties dialog box is displayed (Figure 24).

     4. Set the file attachment properties in the File Attachment Properties dialog box and click OK (Figure 24).

        

        Figure 24: File Attachment Properties Dialog Box

        The commenting file will be attached to the specified section of the Proof PDF file (Figure 25).

        

        Figure 25: Attachment of Commenting File

        Note:

        1. When you place the cursor on the attached file icon, the attached file name is displayed. You can view the content of the attached file by clicking this icon.

        2. To view the list of all attached files, click the icon. You can view the content of an attached file from here also by clicking the file name.

        3. To delete the attachment, right-click the attached comment icon and click Delete.

  4. Publishing Comments on Server

  After you have completed the annotation of your review comments/corrections, save the review comments/corrections on the server.

  To save or publish your review comments/corrections on the server, click the Publish Comments button (Figure 26). Your review comments/corrections will be available to all other reviewers once you publish them.

  

  Figure 26: Publishing Comments

  5. Saving a Proof PDF File to Your Computer

  After publishing your review comments/corrections on the server, save the Proof PDF file to your computer for future reference.

  To save a Proof PDF file, click the Save icon () (Figure 27). The file will be saved to your computer.

  

  Figure 27: Saving Proof PDF

  6. Finalizing

     After publishing your review comments/corrections on the server and saving the Proof PDF file to your computer, finalize the Proof PDF file using the Finalize button on the menu bar (Figure 28).

     

     Figure 28: Finalizing Proof PDF

     Note:

     1. You can also finalize the proof PDF file from the eProof Web site by clicking the Finalize button under the Finalize Corrections header.

     2. When you finalize the Proof PDF file, the finalize status changes to Corrections submitted (Figure 29).

     

     Figure 29: Corrections Submitted

     This completes the process of marking up and submitting corrections. You cannot save or publish further comments once you finalize a Proof PDF file.

Here are some of the Frequently Asked Questions (FAQs) about difficulties in accessing proof files. For more information, please e-mail us at help@eproof.aptaracorp.com

FAQs About Difficulty in Accessing the Proof Files

1. When I click the eProof Web site URL link, I get the following message:

   "ERROR! You have received the following error:

   Sorry, Wrong ID specified".

   This message is displayed when incomplete URL is passed to the browser while accessing the Web site. This may happen because of the breakage of URL link sent in the e-mail [i.e. the complete URL is not hyper linked]. From the e-mail text, please copy the complete URL and paste it on the browser's URL address bar and try to access the site. This is the most feasible solution for your problem.

2. When I click the eProof Web site URL link, I get the following message:

   "Not found. The requested object does not exist on this browser" or

   "Your browser sent a query that this server could not understand”.

   Consider the following points to fix this problem.

   1. Make sure your Internet connection is active.

   2. Check your Internet connection speed. Due to slow Internet connectivity, a time out can cause the message to be displayed. Please try signing in again after some time.

   3. Check whether you have pasted the complete URL link (the URL link provided in the e-mail you received) into the web address bar of your web browser. Also, note that the URL link is case-sensitive.

3. I downloaded a file from the eProof Web site, but when I tried downloading another one, I got the following message:

   "The requested object does not exist on this server”.

   If you get this message, please either reconnect to the eProof Web site using the link provided in the e-mail or just reload the eProof Web site.

4. I clicked the Proof PDF link [filename link], but could not access the file.

   There could be many reasons behind your inability to access the file. It seems your Internet connection was rather slow when you tried to access the file. Please wait, as accessing the file may take some time. Also, make sure that your Web browser is JavaScript-enabled.

5. I managed to access a Proof PDF file, but could not print it correctly.

   Please check whether you can view the entire file [all pages] by scrolling down page wise before giving the print command. If you can view the PDF file correctly, you should not have any problems with printing it unless there is something wrong with your printer configuration. Get your printer configuration checked.

6. When I click the Proof PDF link or Additional Information link, I get a message saying, "Could not find Acrobat External Window".

   You normally get this message if your Adobe software (Reader or Adobe Exchange) is not configured correctly.  You need to configure your Adobe software correctly. Also, you can download the PDF file, save it to your computer, and then open it using your Adobe software. Take a look at the alternate method for downloading Proof PDF files given below.

• The Adobe Acrobat Reader allows you to view, navigate, and print PDF files. Acrobat Reader is a free viewing companion to Adobe Acrobat software.

  1. To download the latest version of the Acrobat Reader, click the URL link given below:: http://www.adobe.com/prodindex/acrobat/readstep.html

  2. PDF files produced by the eProof system will look exactly like your page proofs. However, in general, all graphic images in PDF files are downsampled, i.e., reduced to lower resolution and file size, to facilitate delivery on the Internet. These images will appear as sharper, higher resolution images in high-resolution PDF files and in printed articles.

  3. To troubleshoot problems with viewing PDF files, please refer to Adobe help.

  For more assistance, please e-mail your queries to: help@eproof.aptaracorp.com