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Chapter 4 - Metadata & Forms

4A. Metadata Keys, Types & Sets

Metadata Keys, Types & Sets - Introduction

Metadata enhances a system and opens up unlimited possibilities. Metadata can be stored and re-used at different points in your project workflow inside Aproove. For example, you may need a metadata variable for re-use in your workflow, or you want specific metadata information passed from a third-party system displayed in the Aproove dashboard.

A metadata field can be used to define many of the current Aproove settings. For example; you may want to populate the stakeholder in a workflow step, populate the notification settings (such as email address), determine the settings of automated actions, or decide the next step in a workflow, or set the due date of a workflow step, or set the conflict managers in a workflow step. The possibilities are endless.

If you are looking to integrate Aproove and make it dynamic, metadata fields are usually the solution.

Metadata Keys, Types & Sets - Setup

Each metadata key must be assigned a type. Types define the type of information (value) the metadata key will hold. Examples of types are date, multiple value, and text. The Sets menu is used for creating groups of metadata fields that can get invoked in one operation. It is not to be confused with Forms, which contain metadata fields for display and input.

Please note that if an API call provides metadata values, the metadata fields get created and added to the metadata dictionary automatically. The API will assume the keys will be text keys. If the metadata in the API calls is anything else besides text keys, you need to first define the keys in the Keys menu.

Metadata Type creation

Metadata types are used to define the type of data stored in a metadata key. These are user-defined and based on base system types. Below are the system types available:

System Type Description Settings
Varchar

Variable Character - variable-length storage of strings (8,000 character limit). Permits any input - numbers, letters, and special characters. Names cannot begin with the following special characters: 0 through 9, #, @, and $.

The format setting relies on JavaScript Intl.NumberFormat for language-sensitive number formatting.

Input a Regular Expression for the value input to be matched to.

Metadata Type VarChar
Text

Used for large pieces of string data (65,535 character limit). Used to define how the text should be contained in the metadata.

Like Excel, Number format. Check link

Input a Regular Expression for the value input to be matched to.

Metadata Type Text
Number

An integer number. Used to define how the number should be contained in the metadata.

The format setting relies on JavaScript Intl.NumberFormat for language-sensitive number formatting.

Input a Regular Expression for the value input to be matched to.

Metadata Type Number
Decimal

Floating-point numbers (positive or negative whole numbers with a decimal point). This type is most commonly used with fields that store currency values.

The format setting relies on JavaScript Intl.NumberFormat for language-sensitive number formatting.

Input a Regular Expression for the value input to be matched to.

Metadata Type Decimal-1
Boolean Used for data that has one of two possible values - True or False, IS EMPTY or IS NOT EMPTY.  Metadata Type Boolean
Date

Outputs a text field with a Date Picker (YYYY-MM-DD format).

Calendar Picker

Metadata Type Date
Time

Outputs a text field with a Time Picker (24-hour format).

Metadata Type Time Picker

Metadata Type Time

 

Date Time

Outputs a text field with a Date Picker (YYYY-MM-DD format) and Time Picker (24-hour format).

Metadata Type Date Time Picker

Metadata Type Date Time
Multiple value

A pre-defined set of values that the user can select from within a dropdown list.

In both the Code and localized language label fields, do not include a space after the comma(s).

Metadata Type Multiple Value
Contact and group

Although this type is named Contact and Group, it holds either one contact or one contact group.

This field searches Contacts and Groups found in User & groups Teams Team Name Contacts

Metadata Type Contact & Group Picker-1

 

Metadata Type Contact & Group
Multiple contact and group

This type holds multiple contacts and multiple contact groups.

This field searches Contacts and Groups found in User & groups Teams Team Name Contacts

Metadata Type MultipleContact & Group Picker

Metadata Type MultipleContact & Group
Blob

Binary Large Object - a collection/ chunk of binary data stored in the form of a single database entity. This type holds images, videos, sound, and other multimedia objects.

Metadata Type Blob Field


 

Metadata Type Blob

 

Json Stores value in JavaScript Object Notation format. Metadata Type Json

 

File

Allows the upload of one or more files into a Form. The file destination is set when adding the field to a Form. Limit the size (Max length) of the file to be uploaded and enforce a filename convention by using a regular expression. For example,  /(.*).pdf/ would allow PDF files only.

Download?

Metadata Type File
Search

Search field allows interactive search with an external web service.

Check Gary's webinar?

Metadata Type Search1

 

Metadata Type Search2

 

Metadata Type Search3
Image This type holds an image - the image is loaded into the metadata key value as a URL. Metadata Type Image
Link (href)

This type holds a web link. It can be set to display as a button.

The specific HTTP request is executed instantly from the front end (user's web browser).

Metadata Type Link-2
Button

A Form button that instantly triggers the Action(s) assigned to it without having to save the Form. Only Actions with a Trigger set to "Form field" will appear in the Actions dropdown of the Button type settings.

Trigger Form Field

The Action is executed on the back end (classic server-side action run). Set button to Execute Once to prevent multiple clicks from executing the Action multiple times.

Metadata Type Button-2
Datagrid    

 

  • Format pattern - Defines how the field will get formatted for display purposes (date format, currency, etc.)
  • Validator pattern regex - Regular expression to accept/reject user input based on regex matching
  • Max length - The limit size of the field (0 means, no limit)
  • Max decimal length - Floating-point number (if applicable)
  • Minimum Value - Lower boundaries for a number (if applicable)
  • Maximum Value - Higher boundaries for a number (if applicable)

Adding a new metadata type

To add a new metadata type to the system, enter the name of the type (no spaces), then choose the system type from the dropdown. Click "Add".

Note: Although not required, it is recommended to include the suffix _type at the end of the type name for clarification in other areas of the admin tool.

Add New Metadata Type-1

Metadata Key creation

Metadata key creation has two related sections in the admin interface:

  • The key definition section in the Aproove metadata dictionary attached to a team.
  • A key instance defined in a running project (which requires a value for it to exist in the context of a project).

You have multiple ways to enrich the Aproove metadata dictionary:

  • From the admin interface, go to the Keys tab in the Metadata & Forms menu.
  • From an API call. When using this method, the non-existing keys in both the dictionary or the created project invoked in the createAndUpdate method will automatically be created and assigned to the Team of the Project creator (account used to make the API call). The API call is not able to specify a type for these keys, so Aproove considers these keys to be text keys, as it is the most versatile type. At the same time, instances of these keys will be stored in the project with specific values related to the project.
    • See RPC or REST API documentation on how to add metadata to a project.
  • From a hotfolder using JSON metadata files. This scenario is very similar to the previous one. The way the metadata gets added differs, but the functionality remains the same.
    • See Technote 29 for more information about this way of adding metadata to a project.
For initiating metadata keys in a project, other than the previously explained methods, you have project-specific methods:

  • From the admin interface in the Project config definition, you can add metadata Sets or manually add, one-by-one, defined keys from the metadata dictionary of a team.
  • From a Form filled in by a user within a task. This is the most common way of adding metadata to a project related to workflow automation. In this case, invoking a Form in a workflow from a Project at runtime will automatically add any missing metadata key-value instances to the running project.
  • From Actions within a workflow running in the project (using the Edit Metadata action). If the edited metadata key is not already part of the project definition, it will be initiated automatically in the project when the action is invoked.

     

Adding a metadata key

To add a new metadata key to the system, enter the name of the key (no spaces), then choose the type from the dropdown. Click "Add".

Note: Although not required, it is recommended to include the suffix _key at the end of the key name for clarification in other areas of the admin tool.

Add New Metadata Key

 

Click the key from the list to load its settings. Assign the key to a Team via the Team dropdown list. Input the label, which will label the key in the Form. To auto-fill the remaining language localization labels with the same label hit Tab or Enter on the keyboard. Click "Save".

Metadata Key Settings

Metadata Sets creation

A metadata set is used for creating groups of metadata fields that can be invoked in one operation. After creating a metadata set, it can be added to a Project type in the Project config area of the admin tool.

Adding a metadata set

To add a new metadata set to the system, enter the name of the set and then click "Add".

Metadata Sets Add

To add metadata keys to the set, select the set from the list. Enter the intended metadata key name and its value. Click "Add". Once all metadata keys and values have been entered, click "Save."

Metadata Sets Add2-1

To add this new metadata set to a Project type, navigate to Projects → Config Editor and choose the type from the dropdown list. In the Metadata tab, select the metadata set from the dropdown list and click "Load metadata set". The metadata key(s) in the set will appear in the list.

Metadata Sets Add3-1

 

Project Types - Advanced Setup

Introduction

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Project Type base settings

Once a new Project Type has gets created, the following base settings are available:

ProjectBase-1

  • Label - This value will appear in the Web Portal when selecting the project type. (Please Note; The label value needs to get applied for each language you require.
  • Agent - Select a previously configured Agent to process new Proofs (see Agent Configuration - Basic Setup for more details).
  • Provider - Select PDF for PDF or documents, IMAGE for all Image formats, or MOVIE for all Movie formats. (See Processing options section below for additional settings).
  • Tree Node - Create / Select the Tree structure if you are using the Assets Browser feature (see Tree Node section below for additional information), or if you want to organize the projects within a project tree structure
  • State - (Deprecated feature, left for legacy customers) The State field is used to assign a state to the creation of the project. Unless you are using this setting, leave this as "Select," and no state will be assigned to the project.
  • Version label - The version label allows administrators to replace the standard V1, V2, V3, etc., with custom labels, e.g., "First Version," "Second Version," etc.
  • Department - This is an optional field used to arrange projects by departments. Departments are set up in the "Global Settings" > "Department" section
  • Metadata
  • Description - This is an optional field. If used, the content added will be taken into consideration when searching.
  • Project color - If configured, any Projects subsequently assigned with this Project Type will inherit this color setting. The project color shows up in the "Project List" and is a quick way to categorize projects using color-coding.
  • Flow - Select a workflow from the "Flow" pulldown list to enable that workflow for newly created projects.
  • Flow enabled - If you enable this checkbox, projects with this "Project Type" will follow the Workflow defined in the Flow menu.
  • Proofs - Use this setting to create placeholder proof pages. E.g., perhaps additional pages will only be available after the project is started but must be considered from the project start. (Please Note: Empty/placeholder pages will only get created if the option "Do not create empty proofs" is unchecked).
  • Start date - This setting is used in conjunction with "Deadline" for the default project deadline in days. This sets the offset of the project start date, which is available when running actions and workflows. You set the offset by selecting the offset to the current date/time.
  • Deadline - The deadline gets used in conjunction with the deadline for the default project deadline in days. This sets the offset of the project deadline. You set the offset by selecting the offset to the current date/time.
  • Holiday dates - used with the workflow business days setting to determine non-working days in a project.

Project Options

Below are the available project options and their descriptions.

New project options

  • Email copy - This enables notifications to be sent by the system to other participants, regardless of whether they are project admins or customers. Notifications only related to the participant will get sent if you do not check this option.
  • Check before notifying - Use this option to redirect notifications from the Aproove processing Agent to the Manager (user role). The Manager will then decide if the notification should get sent to its intended recipient. This option and the 'Notify all' (below) are mutually exclusive.
  • Notify all - All users, group manager, and the project manager will receive notifications from the agent. This option and 'Check before notify' (above) are mutually exclusive.
  • Hide commit action button - The commit action button allows for manual pushing of annotations and triggering events back to the server. (Please Note: This option should only be unchecked for legacy or specific workflow purposes. By having this option selected, these events will happen automatically in real-time
  • Do not create empty leading proofs - This feature is dependent on having a predefined naming convention in place. When checked, the Aproove Agent will not create empty [leading] pages at the start of a job.
  • Do not create empty proofs - This feature is also dependent on a predefined naming convention. This option is similar to the 'Do not create empty leading proofs' feature but for trailing pages. The Aproove Agent will not create empty trailing pages for the job when checked.
  • Do not remove CHANGED status automatically - When selected, a new batch of proofs will not reset the "changed" status of the existing proofs. This can then be set using a workflow action. When unchecked, only proofs with a new version in the last processed batch will get the "changed" flag
  • Allow two-factor authentication (2FA) - Project setting to allow two-factor authentication to be set on tasks
  • Proof tag applies to all proof versions - With this option unchecked, proof tags get applied to the version where the tag got added
  • @mention inherit sender permissions - the user rights assigned to the sender of a task are passed to the user who is @ mentioned.
  • Enforce identity on user tasks - When checked, a task can only be opened by the user who was sent the task. This prevents users from forwarding tasks to other users as they will be required to authenticate with the intended task recipients' login credentials.
  • Note snapshot - Store an image of the section of the proof where a note is created.
  • Barcode protocol - Select which barcode protocols the barcode scanner tries to match in the Review Interface. By default, the scanner attempts to match all the protocols.
  • Task sender email - This option overrides the global settings and allows tasks to be sent from the address you input
  • Lock - This option enables you to lock the Project, making it accessible in "read-only" mode.
  • Lock proof after sending notification - This option allows the locking of a proof depending on whether a Task notification has been sent. When checked, once users click a decision button in response to an assigned Task, the proof in question will only be accessible to them in read-only mode. Other users that have been invited to review the Proof can continue to add notes providing they have not responded/completed their Task.
  • Lock proof on approval - This option locks a proof when it gets approved, preventing notes from being added to it.
  • Store originals files - Enables the system to store the original files on the Web server and the Agent server for a better end-user experience.
  • Aproove notes automatically - Notes are validated automatically after adding a new version of a proof. This setting is mutually exclusive with Creator note approval (below).
  • Creator note approval (only with schema) - The initial creator of the note can validate their note, but only if the project is associated with a Schema (See Schemas in the Users & Groups section of this manual). If this option is not checked, only the project manager can validate/resolve a note, not the note creator. This setting is mutually exclusive with Aproove notes automatically (above).
  • Allow note comment - Allows users to comment on Notes that were added to a Proof.
  • Always allow comment - This option hides the "Allow comments" checkbox within a Note preventing users from turning it off.
  • Display note id - Like Projects and Tasks, each Note has its own unique ID. This option will display it within the Note following the Note #. Note IDs are also included on exported PDFs.
  • Hide resolve note tool - Users will not have the ability to resolve Notes.  
  • Disable new note proof selection - This option hides the "Apply to proof selection..." dropdown option within a New Note.

Processing Options

The processing options determine how the Agent server will render the files for viewing in the Review Interface. (Please note: Some of these values will change depending on which Provider gets chosen for the Project Type).

For the PDF Provider type, the following options are available:

ProjectProcessingOptions-1

  • Force version generation - This option forces the system to create a version if a duplicate proof is uploaded. The default system behavior is for the Agent to create a new version of a proof only if it detects the content changed in the uploaded file. This setting overrides that default behavior.
  • Bypass agent error - When processing uploaded files, ignore any Agent error(s) and continue the processing of other files in the same batch. The default behavior is for the Agent to stop processing the current batch of uploaded files if a processing error occurs.
  • Ignore missing file - Ignore the missing files and do not create placeholders for missing files.
  • Color layer tools - This setting processes the color layers for viewing in the Review Interface. (Please note: The User rights for the Colour layer tools and Layers will still need to be granted for this option to be available to Users).
  • Uniform resolution - Separate pages in a project may have different resolutions. This setting requests that all the project proofs get created with the same resolution. Suppose the target resolution (from this setting) is not possible (higher than the resolution of any of the project files). In that case, processing will run again using a lower resolution until it is successful. Each page will then have an acceptable resolution that does not generate any error during agent processing. (Please Note: The lowest resolution acceptable for the whole project will get used).
  • Anti-aliasing - This setting is used for PDF files. Anti-aliasing will smooth any vectors and font outlines. It achieves this by blending the line (on the resulting proof) with its background color to smooth the edges, thus making the appearance sharper. We recommend that this setting be checked except for those projects containing Packaging files.
  • Delta mask color - Select the color you wish to use when highlighting differences between proof versions in the Review Interface compare view. (Please note: This setting is applied when processing the files; therefore, if you process files and then change this setting, proofs must be reprocessed for the new settings to take effect.
  • DPI - Sets the dots per inch (DPI) of the processed proof/s. The greater the resolution, the greater the detail and the higher the zoom level. The higher the DPI, the longer the file processing will take.
  • Maximum zoom (Mpx) - is used to force the size in megapixels for each page of the document to be processed. If the size required by the proof is less than the setting value, then some zoom levels will be removed, reducing processing time. Leave the value at 0 if you do not want to change the original size of the document.
  • Jpg Quality - Deprecated. This option defines the compression rate for the tile images used for the Zoom functionality. This setting is a percentage with the default value being 80, and the range of values extends from 1 to 100. When the value is 100, there is no compression. (Please note: Aproove now uses a proprietary compression format that is more efficient than JPEG, but the setting label remains. The rate of 100 is therefore used to obtain a result without any loss of quality (lossless).
  • Render using RGB values (noICC - CMYK+SPOT only) - This render mode is mainly used for Packaging artwork files. In order to offer a more accurate rendering of Pantone (Spot/special) ink colors at the expense of ICC conversions of CMYK inks. ICC profile conversions get used for all colors according to conversion settings (see ICC section below).
  • Disable deep zoom - Disabling deep zoom reduces the number of tiles and the zoom levels offered when viewing proofs. This will reduce the amount of processing time for the Agent but the view will be reduced in detail.
  • Enable layers processing - This setting instructs the agent to process each layer of a PDF file (this will be expanded to other formats such as PSD in the future) If this setting is enabled users can display different layer combinations inside the proof viewer.

ProjectProcessingOptionsIMAGE

For the Image Provider type, the following options are available:

  • Force version generation - This option forces the system to create a version if a duplicate proof is uploaded. The default system behavior is for the Agent to create a new version of a proof only if it detects the content changed in the uploaded file. This setting overrides that default behavior.
  • Bypass agent error - When processing uploaded files, ignore any Agent error(s) and continue the processing of other files in the same batch. The default behavior is for the Agent to stop processing the current batch of uploaded files if a processing error occurs.
  • Ignore missing file - Ignore the missing files and do not create placeholders for missing files.
  • Color layer tools - This setting processes the color layers for viewing in the Review Interface. (Please note: The User rights for the Colour layer tools and Layers will still need to be granted for this option to be available to Users).
  • Delta mask color - Select the color you wish to use when highlighting differences between proof versions in the Review Interface compare view. (Please note: This setting is applied when processing the files; therefore, if you process files and then change this setting, proofs must be reprocessed for the new settings to take effect.
  • Jpg Quality - Deprecated. This option defines the compression rate for the tile images used for the Zoom functionality. This setting is a percentage with the default value being 80, and the range of values extends from 1 to 100. When the value is 100, there is no compression. (Please note: Aproove now uses a proprietary compression format that is more efficient than JPEG, but the setting label remains. The rate of 100 is therefore used to obtain a result without any loss of quality (lossless).
  • Maximum zoom (Mpx) - is used to force the size in megapixels for each page of the document to be processed. If the size required by the proof is less than the setting value, then some zoom levels will be removed, reducing processing time. Leave the value at 0 if you do not want to change the original size of the document.
  • Disable deep zoom - Disabling deep zoom reduces the number of tiles and the zoom levels offered when viewing proofs. This will reduce the amount of processing time for the Agent but the view will be reduced in detail.

VideoSettings

  • Force version generation - This option forces the system to create a version if a duplicate proof is uploaded. The default system behavior is for the Agent to create a new version of a proof only if it detects the content changed in the uploaded file. This setting overrides that default behavior.
  • Bypass agent error - When processing uploaded files, ignore any Agent error(s) and continue the processing of other files in the same batch. The default behavior is for the Agent to stop processing the current batch of uploaded files if a processing error occurs.
  • Ignore missing file - Ignore the missing files and do not create placeholders for missing files.
  • Mobile Support- This setting generates a low-resolution mobile-friendly version of the video files
  • Generate multiple streaming resolution - This setting generates multiple streams to cater for multiple screen resolutions dynamically
  • Burn time code in video - This setting adds time codes to the Proofing video; a preference of video professionals
  • Max bandwidth - This setting is a per client streaming bandwidth throttling (which has an influence on compression)
  • Width and Height -This setting forces the output of specified resolution (original is kept)

ICC Settings

ICC profiles are used to manage the color rendering used when creating Proofs for viewing in the Proofing Viewer.

ProjectICC

ICC source profile
The ICC source profile is a mandatory setting that determines how the Agent will render files for viewing in the Proofing Viewer. Depending on the files you intend to upload, you will need to set the ICC source profile to a CMYK or RGB profile. If an RGB file is submitted to a project that is configured for a CMYK source profile (or vice versa), it will error on the Agent.

ICC destination profile
The ICC destination profile is a mandatory setting determining how the Agent will render files for viewing in the Review Interface. We recommended that the destination profile is set to sRGB for viewing in your browser.

ICC Intent
ICC intent determines the rendering used, and the choice should depend upon whether or not your screen is colorimetric.

For a non-colorimetric screen, there are two options:
Perceptual: Colors are close to subjective reality, but colorimetry is inaccurate.
Saturation: Colors on the screen are saturated to force the tones.

For a colorimetric screen, there are two options:

Absolute colorimetry:
Color rendering in terms of measurement, with respect to the white point of the source profile (for example, a simulation of the white paper, in the case of a press simulation). Please note that the output profile must have a sufficient gamut (color capability as extensive as the source profile described).

Relative colorimetry:
Color rendering in terms of measurement, with respect to the white point of the destination profile (for example, disregarding the white paper in the case of a press simulation). Please note that the output profile must have a sufficient gamut (color capability as extensive as the source profile described).

ICC proofing profile
You can perform a simulation using an ICC profile other than the destination profile by configuring the ICC proofing profile.

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In the example above, we want to view the photos in a project using a specific non-RGB profile from a publisher's press.

For comparison purposes, the image below left is processed from an AdobeRGB profile to an sRGB profile. The image below right is the result when using the printer profile without any out-of-gamut warning. As you can see that the colors are more matte.

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The picture below left is an example of when the out-of-gamut warning is enabled. The diagram below right explains why any out-of-gamut color will be replaced by white.

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Colors in the image get based on the rendering mode at the intersection of the source and destination profiles. In this example, the two modes are perceptual.
With the "Image" Provider, you can also indicate a secondary ICC profile:

worddav6525b8c25d5e6e9c14055b5a22f67e65This enables you to process images with different colorimetric profiles with a single project configuration (in the example above, quadri and RGB images get processed in the same project).

The JPEG Quality option is used to define the compression rate for these JPEG images. This setting is a percentage where the default value is 80, and the range of values extends from 1 to 100. When the value is 100, there is no destructive compression. The image format is no longer a JPEG. Instead, it has become a proprietary Aproove format which is more efficient than JPEG. The rate of 100 is therefore used to obtain a result without any loss of quality (lossless).

Below left, you can see a series of artificial pixels (visual artifact) resulting from an image compression of 80.
Below right, the value is 100. With the same zoom, you can see that the area does not present any visual artifact.

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Booklet

The booklet option is an Agent setting to enable the creation of booklets. (Please note: For users to view the booklets, they will require user permissions). The display is also used in the Review Interface "Project view" area. 

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If the booklet option is chosen, you must define the position of the binding by selecting the appropriate display.
Below we explain the booklet options along with an example of how the selected view looks in the Review Interface "Project View" area:

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worddav3d2c8acd23ca7edc8ff313d0a66b5a67

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worddav112db6aa1f65c97b6781d0d440b7ee1b (1)worddav7e01e5895cc66c568ee9dab6e5854cbe

worddav3a1b40c25ae83bb860f43b9798ef6b5cworddav62d387ec496edf6aba3c3a786ccb62eb

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Please note: When the Booklet option is not checked, the proofs in a project will be displayed as follows:

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Note: When the Booklet option is not checked, the pages of the project are displayed as follows:

Crop

The crop function is an Agent setting that will simulate the cropping that will be applied to a PDF proof. This setting is used independently for each page in each PDF file for the project. It is important to note that this setting does not apply any crops to the physical PDF itself. The cropping is simulated when the file is processed, and the view of the PDF inside the Review Interface will reflect what settings you apply here.

ProjectCrop

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worddav509cd008510a82fad0a5646ba6548310The Custom box option enables you to simulate any cropping that will be applied to the pages in the project. This physical crop helps highlight inappropriate technical choices with the help of the simulation, as opposed to the extracted settings of the PDF file (trim, crop, media, etc.).

 


In this example, the image on the left is viewed in regular size. The image on the right is cropped using the Custom box setting. Twenty (20) mm have been removed from each margin in this example. This feature allows you to define your PDF viewing preferences to view based on the media, crop, bleed, trim, or custom box.

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Naming Conventions

Below is an illustration of the available naming convention options.

ProjectNaming

  • Page index offset - This setting is used to offset page numbering to allow for future versions of a multi-page proof to have more pages. For example, setting this option to 100 would make the proofs of the first file use proof numbers 1,2,3 up to 99, and the second file use proof numbers 100,101,102, up to 199. (Please note: If no offset is selected and your project has more than one multi-page document, processing will fail if the second version proof has more pages than the previous version).
  • Part number - This allows you to select a portion of the filename that will contain the starting proof number for each file. Choose basic to target the file name and regexp for a regular expression.

Ignore Part - Basic
This option tells the system to ignore certain parts of a filename when trying to match new versions of existing files. This enables you to manage most of the simple naming convention scenarios. The separator is a prefix or suffix to the part to be ignored within the file name.

You should select the separator and the position relative to the separator to use this functionality, which can appear several times in the name.

This option tells the system to ignore certain parts of a filename when trying to match new versions of existing files. This enables you to manage most of the simple naming convention scenarios. The separator is a prefix or suffix to the part to be ignored within the file name.

You should select the separator and the position relative to the separator to use this functionality, which can appear several times in the name.
In the example below, the underscore is the separator. The position relative to this separator must be defined.

Example: AAAAA_BBBBB_CCCC.pdf

Position 1: AAAAA
Position 2: BBBBB
Position 3: CCCCC.pdf

The position is used to specify the position of the part to be ignored within the file name. This allows Aproove to compare different versions of PDF files:
0001_AAAA_12345.pdf  When the Ignore part option is enabled, the separator is _, and the position is 3:

0001_AAAA

0001_AAAA_32314.pdf would also get interpreted as 0001_AAAA.

This method enables you to ignore, for example, the unique serial number of the file often generated by workflows such as Dalim Twist or Prinergy. This avoids having to rename files before opening a newer version of a page in Aproove.

Ignore Part - regexp

You can use a regular expression to extract the page number or ignore a variable part of a file name.
Example: the page number is in the first three characters of the file name
Therefore, the naming convention is:

For example, when a file gets added bearing the name 003 – XXX.pdf, it will appear on the page 3 position:

With a regular expression, the position value represents the group's position that you wish to extract (use) within it.
For example, we have to extract the page number from files bearing the naming convention:

123_ABCDE_page123.pdf (the position of the page number is indicated in red)

The regular expression can be:
(^[0-9]{3,})

_((?<=).+?(?=))_page((?<=_page).+?(?=\.))

It consists of three groups of extractions, and the one that concerns us is the 3rd from the left. Therefore, we should enter position 3.
The same principle is used to ignore a part. A regular expression must be composed, which extracts the variable part of the file name.

For example, we want to ignore files that have a version number. The files will have the naming convention: 123_ABCDE_V123.pdf
The regular expression is: (.*)

(_V[0-9]*.)

Therefore, we are going to use position 2 to ignore group 2
By submitting in succession the files Briefing_V1.pdf and Briefing_V2.pdf, we obtain a single page in two versions:

Naming Conventions

Below is

Something

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Aks