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In the Essential Training title, I discussed how to make preflight profiles and use them to check your documents for potential errors, but there are just two problems. First, when you send your file to someone else to work on, they don't see any of those errors. Well, I suppose you could export your profile and send it along with the document and instruct them on how to load it, but come on, you know that's not really going to happen. Also, what if you setup a profile that you yourself always want to use on a particular document, but then it gets deleted or you lose track of it? Fortunately there is a solution to both of these problems. You can embed a preflight profile in the document itself.
I'll open up the Preflight Profile panel by clicking down here on this little button next to the error, and choosing Preflight panel. I can see that the current profile is Basic. Why don't I go ahead and make a new profile that we can work with? I'll say Define Profiles and I will make a new profile. I am going to call this No Spot Colors. I want to make sure there is no spot colors in this document. So I will go and I'll open the color tab here and I'll say, color spaces and modes not allowed are going to be spot colors. So no spot colors are allowed in this document, and while I am here to see if there is anything that I want to change. Oh, Registration. I hate when people use registration instead of black in the documents, so I am going to check for that just in case.
All right, no spot colors, looks pretty good, let's go ahead and save that. So it ends up on our list over here, and I'll click OK, and I will see that I can choose it out of my profile pop-up menu. Here we go; it's going to go and use my no spot colors profile and looks through my document. I see I actually do have some errors in here. I can see up there's two graphic frames with the color space that are not allowed. So this means, a spot color snuck into this document. I'll click on the 4 there to take me to it. There is the offending object, it's a graphic frame, let's look at the Swatches panel, yes, there it is. It has a background that looks like it must have a spot color or a gradient or something like that. I am just going to set that to Paper instead. There's no reason for a spot color to be in there. Let's go ahead and fix this other one as well. So it's not that difficult, there's another graphic there, and it's not difficult to fix these things, but let's say I continue working on this document or I am going to send this document to someone else who might a sneak a spot color in.
Well, I will embed this profile into the document by clicking on the Embed Profile button just on the right. It looks like a sheet of paper with that paper clip on it. So I'll click on that and now we can see that no spot colors is embedded in this document. So I could save it, send it to somebody else, and as soon as they open it and start working on it, it's going to be checking for those spot colors. You actually have some control over whether or not your copy of InDesign will check embedded profiles automatically. Let's go to the flyout menu here and choose Preflight options, and inside the Preflight options dialog box, there's a couple of things I want to point out.
You can choose a working profile. That means, what's the default profile that the panel is going to start using whenever you open it. I'll choose no spot colors here, so the profile will automatically use that instead of Basic. Then it gives me a choice to embed my working profile, this one that I just chose, into all new documents I create. So if I have a profile that I always use, and I always want it embedded, I would turn that on. Generally I leave it turned off because I prefer to embed when I want to embed, and don't embed when I don't want that.
I can also control what happens when I open a document. By default it uses the embedded profile, but if I want to override that, if I don't like the fact that people are embedding profiles for some reason and I want to use my profile instead, then I would use the Working Profile. I might want to use that if I am an output provider, for example, and people are sending me files all day long and I have a very specific Preflight profile that I have created from my setup, then I might want to use the working profile, my personal profile that I have chosen up here, instead of there's. But usually I would leave this set to use in better profile, because if there is one embedded, it's probably embedded for a reason.
One last thing I want to point out, and that is, if I am tired of this embedded profile, if I want to get rid of that, here is one way I could do that. I'll go back to Define Profiles, and I'll see in my list of Preflight Profiles, the one at the very top in italic is the embedded one. So if I want to remove that, make it no longer embedded, I would simply delete it out of my list. It says, Delete the Profile, and I click OK, and it's now gone. It's no longer embedded in my document. Now I am using the no spot color profile still, because it's the working profile, because I already set it up as a working profile, but that's a separate thing.
It's no longer embedded. Now of course, just because you have embedded a profile doesn't mean that anyone who receives your document will actually pay attention to the errors that crop up, but hey, at least you've tried, right?
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