PDF routing to Webarch for editions - Internal

What are editions? 

Editions refer to variations of a publication tailored for specific regions or audiences. For example, Helsingin Seurakuntayhtymä publishes the magazine Kirkko ja kaupunki in three regional variations: Helsinki, Vantaa, and Espoo. While part of the publication is identical across all editions, certain sections (city-specific content) differ to cater to each region.

Why are we setting them up differently? 

If the entire publication were uploaded for each region separately in Webarch, identical content would need to be processed multiple times by our operators. To avoid this unnecessary work and the involved costs, we set them up as editions.

How does this work?

1. Material Sheet
   • Fill in the Material sheet or ask the customer to fill it in.
   • Divide the publication into parts, for example:
     • Part A: Content identical across all editions
     • Part B: Region-specific content unique to each edition
     • Example: Kirkko ja kaupunki
       
       
2. PDF Upload
   • Note that the customer will have to send their publications as page-by-page PDFs
     
     
3. Naming convention
   • Publication date 
   • Page number (preferably with 3 digits)
   • Edition name (or abbreviation)
   • Optional: title name or issue number
   • Example: 20240912001KJK1424_Espoo.pdf
     
     
4. Create a card in the Content Conversion board
   • Include the following information:
     • Material sheet including the naming convention
   • Checklist
     • FTP created and sent to the customer
     • Titles added in WA
     • Material rigged & routed from FTP to WA by CC
     • Final font review done by HD
     • Import to Prenly / Import has been set up, operators are informed
   • Attach the card to the customers onboarding board
     
     
5. Finish the setup 
   • After CC has created a Rats FTP, send the credentials to the customer 
   • The customer should now upload example material to the FTP for each title in the form of page-by-page PDFs
   • After the material has been placed on the FTP the material can be rigged & routed from FTP to Webarch by CC
   • Helpdesk: Final font review

When the material flow has been set up, the customer will send the material they want to publish to the FTP server. From there they will be imported with a script into Webarch, where the content of the different parts and editions (see screenshot) will be processed by our operators. When exporting to Prenly the issues will be combined according to the setup.

The publication name of the exported publications will be set as their publication date per default, unless the customer has requested another setting. 

How does it work in Webarch?

Standard edition:

One edition is designated as the standard publication. For instance for Kirkko ja kaupunki, Helsinki is set as the standard edition. In the following example part A represents the identical content and part B represents the regions-specific content.
For the standard edition, both Part A (shared content) and Part B (unique content) must be sent.

Part A:

For other editions, Part A is not sent again. Instead, Webarch is configured to reuse the pages from the standard edition.

Part B: 

Must be sent for all editions.
In Webarch the regional specific content will replace the content of the standard edition.