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Embedding preflight profiles

From: InDesign CS4 Beyond the Basics

Video: Embedding preflight profiles

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.

Embedding preflight profiles

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?

Show transcript

This video is part of

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InDesign CS4 Beyond the Basics

90 video lessons · 24515 viewers

David Blatner
Author

 
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  1. 2m 11s
    1. Welcome
      1m 3s
    2. Using the exercise files
      1m 8s
  2. 25m 16s
    1. Reviewing Control panel shortcuts
      8m 34s
    2. Managing panels
      6m 14s
    3. Letting InDesign do the math
      2m 52s
    4. Using Selection tool clicks
      1m 39s
    5. Using Quick Apply shortcuts
      3m 2s
    6. Setting up context shortcuts
      2m 55s
  3. 23m 51s
    1. Using column guides
      3m 42s
    2. Formatting and positioning guides
      5m 15s
    3. Setting first baseline options
      5m 30s
    4. Using the Document grid
      3m 13s
    5. Setting bleeds
      3m 3s
    6. Using slugs
      3m 8s
  4. 48m 2s
    1. Shuffling pages (or not)
      2m 47s
    2. Scaling objects to a specific size
      2m 32s
    3. Aligning objects to a page
      4m 41s
    4. Using advanced libraries
      4m 5s
    5. Using advanced anchored objects
      11m 21s
    6. Setting non-printing objects
      3m 10s
    7. Creating notes
      5m 23s
    8. Using Data Merge
      10m 41s
    9. Creating templates
      3m 22s
  5. 39m 32s
    1. Creating polygons and starbursts
      2m 35s
    2. Setting custom stroke styles
      5m 15s
    3. Using advanced effects
      8m 46s
    4. Making masks in InDesign
      4m 10s
    5. Integrating InDesign and Illustrator
      4m 59s
    6. Setting compound paths
      5m 4s
    7. Using advanced clipping paths
      6m 6s
    8. Using advanced image transparency
      2m 37s
  6. 55m 26s
    1. Using advanced text formatting
      5m 37s
    2. Using other languages
      4m 22s
    3. Setting advanced paragraph numbering
      3m 12s
    4. Using GREP to find/change
      6m 54s
    5. Managing glyphs
      5m 6s
    6. Finding and changing glyphs
      2m 39s
    7. Adding footnotes
      7m 57s
    8. Creating outlines
      3m 39s
    9. Setting conditional text
      9m 16s
    10. Creating cross-references
      6m 44s
  7. 33m 3s
    1. Advanced text importing
      7m 49s
    2. Using Apply Next Style
      5m 4s
    3. Advanced text styling
      6m 9s
    4. Setting load styles
      2m 58s
    5. Linking to text files on disk
      4m 1s
    6. Understanding GREP styles
      7m 2s
  8. 1h 4m
    1. Building a multi-document book
      4m 42s
    2. Setting page numbering across books
      7m 53s
    3. Setting chapter numbering
      6m 7s
    4. Using the Section Marker feature
      6m 53s
    5. Creating "Continued On..." numbers
      4m 44s
    6. Synchronizing documents in a book
      5m 41s
    7. Creating a table of contents
      11m 24s
    8. Indexing documents
      7m 24s
    9. Generating an index
      6m 47s
    10. Printing or exporting a book
      3m 10s
  9. 46m 4s
    1. Creating hyperlinks
      12m 53s
    2. Setting bookmarks
      6m 7s
    3. Creating buttons
      11m 16s
    4. Making movies
      8m 24s
    5. Creating sounds
      4m 51s
    6. Setting page transitions
      2m 33s
  10. 25m 59s
    1. Setting up swatch and style defaults
      3m 24s
    2. Using mixed ink colors
      6m 16s
    3. Working with duotones
      4m 23s
    4. Overprinting
      2m 10s
    5. Ink aliasing
      4m 50s
    6. Using the Kuler panel
      4m 56s
  11. 50m 27s
    1. Creating the transparency blend space
      4m 6s
    2. Understanding InDesign color settings
      9m 8s
    3. Assign Profile and Convert to Profile
      3m 26s
    4. Working with RGB images
      7m 54s
    5. Working with CMYK images
      6m 28s
    6. Soft-proofing
      5m 18s
    7. Managing color at print time
      7m 25s
    8. Managing color in a PDF export
      6m 42s
  12. 42m 1s
    1. Embedding preflight profiles
      5m 1s
    2. Using the Transparency Flattener preview
      3m 23s
    3. Reviewing Transparency Flattener settings
      6m 30s
    4. Setting print presets
      3m 35s
    5. Setting PDF presets
      3m 21s
    6. Exporting to XHTML
      7m 42s
    7. Exporting to SWF
      6m 45s
    8. Exporting to XFL
      5m 44s
  13. 25m 58s
    1. Understanding XML and InDesign
      6m 51s
    2. Structuring InDesign content
      4m 17s
    3. Importing XML
      6m 57s
    4. Exporting to XML
      7m 53s
  14. 34s
    1. Goodbye
      34s

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