The information contained here is solely intended for Tower Publications and is not to be republished, shared, re-used or otherwise disseminated to any one in any format without the express written consent of Charlie Delatorre, Owner of Tower Publications, Inc.
Magazine Manager will be your primary interface to generate reports to know which ads are booked to run in a particular issue — including information on their: type, size, section, etc.
You’ll access this search from Reports > Production > Tower Ad Manager.
The report will ask you for qualifiers to limit your search. You can filter these options to your desired search as well as sort the results in any way that’s helpful.
From this list, which we refer to as a manifest, you’ll be able to select individual ads to access the Job Jacket, which will contain all the information about the ad. Details on Size, Ad Position, Section, etc.
Status on when it arrived as well as check boxes to mark when a proof(s) is completed.
After any action is taken in the “Status” section, an Order Number will be assigned that displays in the top right corner. This number is crucial to naming the InDesign file for that ad.
The Production area is only used for reps to indicate a specific Pick-Up if it is from an issue older than the very last publication.
Naming Convention for Ads
All ads must follow a specific naming convention in order to have the proofing and publishing processes work properly.
AccountName-ProductCode_OrderNumber
For example, the ad in the example above would be named: AllAboutWomen-OTGV_688-2.indd
The account name can be anything you want, is not case sensitive and can include a hyphen if needed.
The most important part is the final hyphen must be followed by the Product Code, which is then followed by an underscore and finally the Order Number.
PRODUCT CODES:
OTGV = Our Town (All Zones and Gainesville Only)
OTHS = Our Town (High Springs/Alachua and Newberry/Jonesville)
ST = Senior Times
SG = Survival Guide
The sales rep who sold the ad should facilitate the designer with all copy. The components necessary to create an advertisement will come from a variety of sources. The main three will be either email, hand-written or simply typed instructions in the Ad Notes or Production Notes sections of the Job Jacket in Magazine Manager.
The different types of ads are:
PU = Pick Up
This means the ad will be running exactly as it has before with no changes.
PCHG = Pick Up with Changes
This means the ad will starting from a previous ad, but making revisions.
NEW = New Ad
This means the ad will be an entirely new design.
AGEN = Agency
This means the ad will be sent in ready-to-print.
AGPU = Agency Pick Up
This means the ad to run is a Pick Up from a previous Agency ad.
PEND = Pending
This means the rep does not know yet.
All the ads get stored in a folder named Adbase. Within that folder are alphabetical folders to organize client folders. Each client folder needs two nested folders named Art and Ads.
Any images, logos, etc. should be saved in the Art folder for that client. The Ads folder is meant to save previous ads. The only ad that should be in the root directory of the client folder should be the current ad.
There are prepared templates for ads (all sizes) as well as robust templates for each product that include multiple master pages, paragraph and character styles. The templates are located in the Tower Publications Dropbox:
Production > Shared > CC Templates
When the correct naming convention is used, any InDesign file in the Adbase will automatically generate a PDF proof in the Proofing section of Dropbox that corresponds with the Product Code in the file name. This is made possible by a small javascript file that must be kept in the InDesign application’s “Startup Scripts” folder on your local HD. You must also have the PDF preset “slug-proof” installed.
As you work on any ad, every time you save a new proof will be generated. Multiple saves will simply overwrite the existing proof (as long as the file name is identical).
When a sales rep approves an ad, they will drop it into the “(APPROVED)” folder within that products Proofing folder.
Process an Approved Ad
Open the InDesign file and the Job Jacket in Magazine Manager. Double-check all the specifics are correct (Order Number, Size, Shape, Product, etc).
Open the Preflight panel in InDesign. Run the Tower Preflight preset and correct any errors that might show up. Typically, this will be images or art with RGB or Spot colors. It also checks for resolution fidelity and overset text.
Once Preflight has been passed, export a PDF using the Adobe PDF (Print) format.
Save to: Production > Issues > Ads Approved
Select the PDF preset for TOWER-SWOP2(new) and make sure the bleeds are set to match the document settings.
Drop the proof into the “~COMPLETED” folder.
Tick the box in the Job Jacket labeled “Ad Done”
TIP: After you export, you may be asked to Save upon closing the file. Always Save. This will create a saved path in the InDesign document to export to that folder again the next time you export. However, it will also make a new proof in the Proofing folder. Just drop it into Approved and overwrite the existing proof.
All art should be set for final output:
CMYK
Raster images at 240dpi or above (minimum of 150)
No text smaller than 5pt
Stock photos/illustrations may be needed from time to time. We have an account with iStock with credits (although we make an effort to avoid unless absolutely necessary).
We use Suitcase to manage our Font Library.
Any new fonts added to the local library on your computer should also be copied into:
Production > Shared > SHARED FONTS
This helps ensure that another designer also has access to any fonts that you used.
We use software called “A Better Finder Rename” to batch rename files. This is used rarely, but is critical for processing finalized ads for placement into InDesign with the Fido extension. There’s a pre-scripted droplet that will strip the filename of all the approved PDF or EPS files leaving only the Order Number as the name of the file.
The calendar is created by pulling information from a variety of sources and then collected in a plain text file with proper formatting. I usually keep a running TXT document for the year and pull what I need based on the issue time frame.
Keep events in the text file in date order. Recurring events are kept in order at the end of the document.
CRITERIA:
Submissions will be published based on space available in the magazine. Recurring monthly/bi-monthly events must be free & open to the public. Paid events must be open to the public. Unique events that occur regularly such as classes, seminars and networking events will be published at our discretion. Religious organizations may post events only if the event promotes the arts, or is a fundraiser where 100% of the proceeds go to another, non-religious, non-profit organization. Events that are political in nature may not be approved.
SOURCES:
Email submissions from readers (events@towerpublications.com)
Local websites (click here to download the HTML bookmark set)
FORMAT:
TITLE
Day, Month Date and Time
Location, Address
CITY * Brief Description (around 50 words). Contact phone number, email or website.
**Here’s an example**
WINDSOR ZUCCHINI FESTIVAL
Saturday, May 14 from 9:00am – 4:00pm
Windsor Volunteer Fire Department Grounds, 1401 SE County Rd. 234
GAINESVILLE * Over 100 arts and crafts vendors from all around the state, Old Tyme Auction and a bake sale with zucchini bread and fried zucchini, zucchini cornbread and zucchini ice cream. Free to the public. Contact 352-123-4567 or info@example.com for more information.
FLOW INTO INDESIGN:
Copy all relevant events from your master text file and paste into InDesign Calendar template
Find/Replace and choose “Remove Trailing White Space” from the Query list
Find/Replace and choose “Replace asterisk (end nest)” from the Query list
From the Paragraph Styles right-click “CAL event” and select Apply “CAL event, clear overrides”
Theatre events will be provided by the Editor and appear separately from the Calendar (and only in Senior Times). You can just match the styles from the last issue.
Classifieds will be provided by Annie and Pam and appear separately also (and only in Senior Times). There are paragraph styles in the Senior Times Calendar InDesign file for headers and listings.
All the stories, articles and columns in our publications will be provided to Production as InCopy files. Any new text that is created on pages that Editorial needs access to will need to be added through the Editorial Assignments palette in InDesign as new assignments and saved into an appropriate folder within that issue’s editorial folder.
More instruction on this to come in the Pagination section.
AUDIT
In Magazine Manager, pull ad report(s) for all ads and check that every ad has an Ad # (Order Number) and complete Section information. For any ads missing an Ad #, open the Job Jacket and check/uncheck Ad Arrived to generate one. For any ads that have blank Section information, contact the sales rep and ask them to correct it.
PAGE COUNT
Each signature of pages on the press is 32 pages. You can adjust your page count in increments of 8. We aim to have about 50/50 editorial and advertising.
The Sales Runsheet report in Magazine Manager will give you total page counts for all ads. You’ll need to get page count totals for each Ad Section (ALL ZONES, GV only, HS only, NB only).
Go to: Reports > Report Suite > Sales Runsheet
Search Product: Our Town | Gainesville, current issue, ALL ZONES and GV only sections (separately)
Search Product: Our Town | HS+ALA / NB+JV, current issue, HS only and NB only sections (separately)
IMPORTANT: Make sure the search “Options” match what is shown here in the bottom right.
After each of those 4 searches, click the “Options” button at the bottom of the page and pick “Show Totals”
In the resulting information, make note of the amount shown for “Total Pages”.
The number circled above is what you want to write down for each of your 4 searches.
Add the page totals of All Zones and either GV only or HS only (whichever is higher) and use that to determine your total page estimate.
For example:
45 pages in All Zones
22 pages in GV only
67 total ad pages
EXPORT AD MANIFESTS
Go to: Reports > Production > Tower Ad Export (OT)
From the results page, select Export from the action menu (if it’s hidden, click the box with 3 horizontal lines next to “Search”.
NOTE: Export might get hung up if you have pop-up windows blocked. You can override this after by clicking the small window icon next to the refresh icon in your browser’s search bar.
MERGE & PREP FOR PAGINATION
Place all 4 exported manifest CSV files into a new folder named “LAYOUT”
Right-click on the folder and select: Services > New Terminal at Folder
Issue this command in Terminal:
cat *.csv >merged.csvQuit Terminal and open the new “merged.csv” file in Excel or Numbers
Find/Replace to change all instances of “CMYK” to “Black
Find/Replace to change all instances of “True” to “Yes”
Find/Replace to change all instances of “False” to nothing (make them blank)
Delete extra header rows that exist from merging
Save as an Excel or Numbers file
Select All (except for header row) and Copy
Open a plain text file in TextEdit and Paste
Save the plain text file as “MESI-productname-issuename” (e.g. MESI-OT-JANFEB20.txt)
AdForce is the flatplanning tool that you’ll use to set up your ad boxes onto pages in a publication. Each issue of Our Town will require four AdForce documents to be created (one for each ad zone).
I’ve found it’s best to create an empty one with pages named and locked for things like Calendar, Charity, Table of Contents, etc. first, then duplicate that document 3 times and name them appropriately before placing any ads.
Open the AdForce template located in: Production > Shared > CC Templates > Our Town > OT-Layout148.als
GENERAL INFORMATION
In the Layout menu of AdForce, you can Delete or Insert pages to get them to match your estimated total
In the main window, you can double-click the number on any page to name that page (always name the beginning and end of signatures)
You can lock/unlock any page by holding the Option key and clicking on it
Assign two facing pages after page 100 for “Charity”
Assign the pages following those for Restaurant section (you’ll need to count them up – 3 per page)
Assign the pages following those for the Calendar (you’ll need to do the Calendar layout to know your page total for this section)
It helps to grab a hard copy of the last issue for reference on where things fit and how
CREATING ADFORCE FILES FOR OUR TOWN
From the Palettes menu, select “Runsheet”
From the File menu, select “Import Ads…”
Import the MESI file you just created using the “MM Import” setting
Save and close
Duplicate that file 3 times and name them to match each zone (ALL ZONES, GV only, HS only, NB only)
PLACING ADS AND SETTING PAGE LAYOUT
Open the AdForce file for ALL ZONES
Lock all pages that are in switched zone signatures
Open the Runsheet palette
Click the Filter icon and sort by “ALL ZONES sort”
Then click the headers to further sort by Page Number, Guaranteed MM and Notes
NOTE: If you click on the tiny arrow that appears, you can choose “Sort Descending” to push empty results to the bottom of the list.
Click-and-drag from the name of any ad to place it on the page you decide
Place all the ads that have guaranteed placements or other special instructions
Disable previous sortings for Page Number, Guaranteed, etc. and sort by “Size MM”
NOTE: Click the red and blue chasing arrows to select “Collect Unplaced Ads” and it will move any ads already placed to the bottom of the list.
Scroll down to the Restaurant size ads and place those in the pages you reserved for Restaurant ads
From the Palettes menu, select “Layout”
Select “ALL ZONES” from the list on the right and make sure the other options are for All Pages and Distribution
Click Apply — this should automatically place everything else into open pages
Adjust ads by clicking and dragging them around to snap into new positions or pages
Save and close when satisfied (you can always move the ads around in InDesign later)
Repeat process for GV only, HS only and NB only
IMPORTANT!! make sure to lock/unlock the correct pages for switch or all zones AND use the proper filter for each respectively.
There are InDesign templates for each magazine. These include customized master pages, layers, folios, paragraph styles, character styles, etc. These are located in: Production > Shared > CC Templates
Now that you have your page count estimate and advertising flat plan files from AdForce, open the magazine template (OT-TEMPLATE.indt).
TEMPLATE PREP
Go to: Layout > Pages > Insert Pages…
Add the amount you need using the “A-Master” setting
Save the file into the issue folder with this naming convention:
PRODUCT-ISSUE#FULL (e.g. OT-JANFEB2020#FULL)
In the Pages palette, right-click page 1 and choose Numbering & Section Options
Set the issue date in the Section Marker field and click OK
IMPORT ADFORCE LAYOUTS
Importing your AdForce layouts is as easy as opening a new file in InDesign. After each ad layout imports, you will need to do a few clean-up tasks in your Layers palette to get everything situated.
With your blank template open in InDesign…
Select File > Open…
Choose one of the four AdForce files you made (one for each zone)
Select “Overlay” from the MEI Ad Import dialog box
Make sure the options are set to: Overlay All Pages, Start Overlay on Page 1, Master is “A-Master”, Magazine Manager and Base Edition are selected
After the import completes, select the layer for the correct zone and command-click to also select the new layer named “Infobox” (make sure the little pen icon is NOT on the Infobox layer)
Right-click on the layer and choose “Merge Layers”
Right-click on the Page Label layer and choose Delete Layer (do not delete after the last import, we’re just avoiding duplicates)
Repeat steps until all four AdForce files are imported
After the last AdForce file is imported and merged, right click the Page Label layer and select “Layer Options”
Turn ON the option to Lock Layer and turn OFF the option for Print Layer
After all the ad boxes are imported, you can move them around to suit the layout as needed.
Now that the ad boxes are imported, you should get your editorial content roughed in to the magazine. Start by opening the InDesign Library file located in your templates folder. Production > Shared > CC Templates > “Magazine”
The one for Our Town is named “OT Library.indl” and you can drag pre-made sections onto the page(s) from the Library palette.
There are beginning design parts for most everything that repeats in each issue like Table of Contents, Editor’s Note, Writer Bio page. There’s also starting blanks for all regular Columnists, Feature Articles, Department Articles and more.
NOTE:
Typically, feature-style articles and department-style articles will be your choice. This is how I decide…
Feature = Lots of good photos/art or a long story (more than 1000 words)
Department = Not many good photos/art or a shorter story (less than 1000 words)
ROUGH FLOW EDITORIAL
IMPORTANT: Stay aware of which pages/signatures are set to be switch plates on the press. This is where you’ll be able to run GV only and HS only stories on different layers of the same pages.
As a general rule of thumb, editorial content should begin on left-hand pages.
Always make sure to leave adequate room for additional photos/art.
To start a feature, department or column, begin by dragging “OT START Feature” (or other) from the OT Library and placing on the page
Select the main body copy block and and select File > Place and navigate to the InCopy file for that story from the editorial folder (you can also drag-and-drop from the Finder into your InDesign file)
Right-click on the text frame and choose InCopy > Check Out
Select and Cut the Title
Paste without Formatting into the placeholder above (this preserves the text style in the placeholder)
Repeat for Headline, Subhead and Writer byline
Clean up extra returns in the body copy and Select All
Apply the “Body” paragraph style
Select the first paragraph and apply the “Body - Drop Cap” paragraph style
Add photos/art (just to the opening page or spread for now)
Add blank text block(s) for photo captions if needed and provide a word count estimate
Use color(s) from the photos/art to adjust the placeholder text color to harmonize
Open the Windows > Editorial > Assignments palette
Turn down the carats to show “Unassigned InCopy Content”
Select the text blocks for everything except the main story and drag them to that section of the palette
In the dialog that pops up, name them something sensible and place in a new folder named “~InCopy Links ISSUEDATES” (i.e. ~InCopy Links MARAPR20)
Click the text linking box in the body copy text block (red plus)
Go to the next page and click inside the placeholder text box (repeat as needed)
NOTE:
If you are adding multiple text blocks at once into the Editorial Assignments, InDesign will kind of half-ass auto name them with whatever you typed as a prefix.
After the ads, editorial, calendar, etc. are all roughed in, I recommend splitting the document up into smaller sections. Typically there will be 3-5 and I try to split them at signature breaks so output for press is simpler later on.
For example… if the first signature of 32 pages also has switch pages for GV & HS, that’s a good place to split.
Determine the pages where you want to split things up (stories must remain intact)
Make a safety copy of the main “FULL” document
Duplicate the “FULL” document for your amount of splits
Rename them A, B, C, D, etc.
Open each, delete the appropriate pages and save
For all except A, you’ll need to start your numbering at the correct page. Do this from the Pages palette.
Right-click the first page in the document and select “Numbering & Section Options”. Then set the “Start Page Numbering at:” to the correct page number.
TIP: We use absolute page numbering, which means the cover counts as Page 1. So, the end of the first 32 page signature is really page 34.
The ad boxes created by AdImport can have their contents managed by the Fido extension. In order for Fido to see the files you want, we have to rename the approved PDF (or EPS) files. Any file linked using Fido must be named ONLY the Order Number (Ad #) assigned by Magazine Manager and included at the end of each ad’s file name.
AFTER ALL ADS ARE APPROVED & PROCESSED
Once all the approved ads have been processed into final PDF or EPS files and renamed, you can link them into your InDesign document(s) for that issue.
In the Ads Approved folder where these files have been saved (Production > Issues > Ads Approved), you’ll want to select all the files with full file names and drag them to the “Topless Stripper” droplet created from A Better Finder Rename. I recommend keeping this droplet in your Dock.
LINKING ADS
In InDesign, go to: Window > Fido Links
In the Fido Links palette, set it to “Show: All” and “Kind: Ads”
Select the ad(s) that you want to link
Click the menu button on the top right and select “Find…”
Navigate to the Ads Approved folder
NOTE: Be patient. It might take 3-10 minutes if you are finding dozens of ads.
IMPORTANT: Editorial must check in all InCopy files, all ads must be placed on the pages and checked against the manifest.
EXPORT PAGES
Open the Scripts palette from: Window > Utilities > Scripts
Make sure the correct layers you want to export are on/off
In the “User” folder, Double-click on Page Exporter
The “Base Name” must have the letter (A, B, C, etc) removed
Check remaining settings, page range, etc. and click OK
Use the “TOWER-SWOP2(new)” PDF preset
Save to the “PDFs” folder within your issue folder
If the pages are switch zones, you must amend the base name to include which one by adding information before the hashtag “-ZONE-SWITCH” (i.e. OT-MARAPR2020-OTGV-SWITCH#)
The exported PDFs will have their respective page number added to the file name after the hashtag.
Pages can be sequenced individually or as running groups. (23,65,70-84)
These files will be exported using the same script as the other pages, but will be sent directly to the press via FTP.
The Gainesville edition has two versions that need to be exported – one with a mail label and one without. Just make sure the correct layer(s) are on/off before exporting.
UPLOAD TO FTP
Open Transmit
Double-click the Favorite for NPC Printing
Drag and drop the files you want to upload
Before uploading PDF files, open them all and visually inspect them for any errors pre-flight may have missed. (e.g. missing folios, full bleed ads not set properly, etc.)
Open your browser and go to: https://proof.publicationhub.com/
Login
More instructions on this later. I can’t screenshot anything right now because there’s no active job in the queue.
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