Investment leader uses XML to streamline operations and offers customized materials to business channels with Adobe FrameMaker and PatternStream from FML

Quick access to up-to-date mutual fund information is key to winning new business and keeping clients happy in the financial industry. In addition, brokers and other investment specialists need materials tailored to a potential client’s interests, so customization of documents is critical. As the nation’s first provider of mutual funds, MFS Investment Management (MFS) has long understood the importance of offering clients ongoing access to investment information.

Today, MFS is a leader in providing investment services to institutions and individuals worldwide, managing assets of $122 billion. To address the diverse information needs of customers, MFS implemented an automated enterprise authoring and publishing system based on Adobe FrameMaker software and PatternStream from Finite Matters Limited (FML), an integrator of enterprise publishing solutions using Adobe FrameMaker. The system helps MFS to more efficiently reuse content across departments and enables the company to produce more than 400 different marketing publications quarterly, delivering them on paper and online in Adobe Portable Document Format (PDF).

“FrameMaker and PatternStream enabled us to boost the variety of marketing documents we produce by 15-fold,” says Ernie Savoie, vice president of engineering at MFS Corporate Marketing. “We can now offer a broader range of information, and the overall quality of our automated marketing material has improved.”

To more easily incorporate unstructured information such as articles into collateral, MFS is looking to create a repository of XML files within an Oracle database. Articles, logos, and graphics can be stored as XML files, pulled from the database, and then placed alongside structured data such as text and numbers in FrameMaker templates. “FrameMaker 7.0 software support for XML can act as a bridge as we explore ways to automatically bring structured and unstructured information into one document,” says Savoie.

The planned XML- and SGML-based workflow supported by FrameMaker 7.0 will enable MFS to store all relevant information in a single database and bring it into the publishing system. This structure will make it easier for design staff to increase the variety of artwork and number of articles appearing in MFS collateral—and improve the overall content and look of documents. The XML processes will encourage groups to share materials company-wide and enable them to keep on file information that can be reused as needed.

Information for MFS marketing documents comes from departments throughout the company, with a single brochure often requiring 50 or more pieces of information from various groups. For example, Equity and Fixed Income analysts provide the latest valuation figures, as do staff from Fund Treasury and other departments; MFS Compliance delivers text outlining current regulations; Human Resources updates executive biographies; and Corporate Communications can provide articles and key marketing points.

The large number of content providers and the variety of information—text, data, articles, charts—present MFS Marketing with numerous challenges. Data must be assembled, verified, and then incorporated easily into documentation. Previously, creating performance-marketing materials was a slow, manual process that involved eight employees using QuarkXPress and Xtags to lay out designs. Because of the difficulty of assembling information and laying out the pages, marketing staff could produce only about 25 different publications quarterly.

Explains Savoie, “FrameMaker and PatternStream offered an ideal solution. Now, with fewer staff we can produce 15 times the number of publications.” Department information is collected in an Oracle database linked to the PatternStream application. Selecting from any one of the many FrameMaker templates in the system, staff can initiate through PatternStream the creation of new materials or update existing ones. Because text and data from other departments can be incorporated easily into layouts, the publications staff can leverage the work of other employees to more quickly complete materials.

Centralizing the creation of marketing materials gives MFS an effective strategy for ensuring consistency across documents. For example, departments sometimes use different names for the same products. While this is not a problem for internal communications, it can be confusing for

customers if inconsistencies appear in materials. By pulling all information from a central database and incorporating rules for naming conventions, standard fonts, and layouts into the FrameMaker templates, the automated system brings much-needed control to the document creation process.

Once materials are finalized, marketing staff transfers them to a server running Adobe Acrobat Distiller Server software, which can handle large-scale conversions of PostScript^{® documents to Adobe PDF. In seconds, new materials are converted to platform- and application-independent Adobe PDF files for delivery to service providers for printing and electronic delivery to customers via the Web. The compact files travel quickly over the Internet, and documents in Adobe PDF look the same on screen as they do on paper.}

Creating Scripts to Enable Non-UNIX Users to Access Acrobat Distiller Server 5.0.5 for UNIX

What's Covered

Writing the Scripts

Making Folders Accessible to Windows and Mac OS Users

Adobe Acrobat Distiller Server 5.0.5 for UNIX includes watched folder commands that allow users to submit files from other UNIX workstations. However, these commands don't work if a user wishes to submit files from a computer running Windows or Mac OS. This document can help you write scripts to configure Distiller Server 5.05 for UNIX to allow Windows or Mac OS users to submit files to a watched folder. Note that Adobe Technical Support cannot help you create or troubleshoot scripts, but provides this information as a courtesy to help you begin.

Writing the Scripts

To configure Distiller Server 5.05 for UNIX to allow Windows or Mac OS users to submit files to a watched folder, you need to write one or more shell scripts to do the following tasks:

1. Monitor the watched In folder for PostScript files.

2. Move the files to a working folder.

3. Instruct Distiller Server 5.05 to process the files.

4. Move the finished Adobe PDF files to an Out folder.

You then need to use third-party software to make the In and Out folders accessible to Windows and Mac OS users.

Monitoring the In Folder

The first portion of the script monitors the In folder. It can be run either as a process or as a CRON job that monitors the In folder approximately every minute.

Because UNIX doesn't lock files while they are being copied, the script may prompt Distiller Server 5.0.5 to begin processing a PostScript file before the system finishes copying it from the source computer. If Distiller begins to process the PostScript file before it is copied, the job will fail. You can work around this problem with either of the following two methods:

-- Configure the script that monitors the folder to check the size of the file, wait, and then check the size again. If the size is the same, the file has most likely been copied and can be distilled. This method may not work if the network pauses while copying files--a pause could incorrectly indicate that the file is copied.

-- Configure the script that monitors the folder to check for the string "%%EOF" in the last line of the file. This method may not work for PostScript produced by legacy applications, or for files that don't conform to the Adobe Document Structuring Convention (ADSC).

Moving Files to a Working Folder

After the script copies the PostScript files, it moves the files to a working folder. Moving the files to a working folder ensures that files in the In folder aren't overwritten and ensures that users cannot access the files while they are distilled.

Note: Be sure to move the file rather than copy it, because moving is an instantaneous process in UNIX. An instantaneous process ensures that files aren't overwritten and that users can't access the files while they are distilled.

Instructing Distiller Server to Process Files

At this stage, the script sends commands to Distiller Server 5.0.5 to distill the file. The script can also send information from Distiller Server 5.0.5 to a log file. For information about commands that can be sent to Distiller Server 5.0.5, refer to the Distiller Server 5.0.5 manpage.

Moving Files to an Out Folder

After the PostScript file is distilled, the script moves the new PDF file to the Out folder. The script can delete PostScript and log files if necessary.

After the file is moved to the Out folder, the user can access the new PDF file (and the PostScript file, if it hasn't been deleted).

Optionally, you can write a script that monitors the Out folder and removes any files that have been in the folder longer than a specified time (for example, two weeks). This script ensures that completed PDF files won't accumulate in the Out folder.

Making Folders Accessible to Windows and Mac OS Users

After you write the necessary scripts, you must make the In and Out folders available to Windows and Mac OS users. To make the folders available, you need to use third-party software, such as the following:

-- For Windows, you can use Samba, which lets you publish UNIX folders on a network, where Windows users can access them as if they were Windows folders. For more information, visit Samba's Web site at www.samba.org .

-- For Mac OS, you can use DAVE, which lets Mac OS users access Windows folders. Mac OS users can then mount Samba volumes. For more information, visit Thursby Software's site at www.thursby.com/products/dave.html .

Note: Adobe Technical Support doesn't support third-party software. For assistance, contact the software manufacturer.

Set up Acrobat Distiller Server (5.0.5 for Windows XP, 2000, or NT and UNIX)

What's covered

Set up the server

Set up the client

Create PDF documents

This document describes how to set up Adobe Acrobat Distiller Server workflows in Windows and UNIX, and how to create PDF documents using that workflow.

Set up the server

Adobe recommends that you set up watched folders on a host server and associate job options with each folder. Depending on your workflow, you can have one watched folder for each job option (for example, if you want to output the same PostScript file as an eBook or print job), or one watched folder for each user if you need to control the output for each user independently.

To set up Acrobat Distiller Server

Use the following procedures to get Distiller Server up and running.

-- Windows

1. Create a watched folder . For instructions, see the Acrobat Distiller Server online Help.

2. Share the Out folder for all users who will be creating PDF documents.

3. Create a local printer port with the definition " [drivename] :/ [watched folder name] /in/newPDF.ps." This is done in the Server Properties dialog box in the Windows Printer panel:

a. Install an Adobe PostScript driver (AdobePS) with the Acrobat Distiller PPD file as the printer connected to the new port. The Acrobat Distiller PPD file adist5.ppd is located in the Program Files/Adobe/Acrobat 5.0/Distillr/Xtras folder that is created when you install Acrobat Distiller Server.

b. Share the port for general use: right-click the printer, choose Properties, click the Sharing tab, and then click the Share this printer option.

c. During installation, you will be prompted to select Windows versions that will need to be supported. Note those Windows versions here.

4. Move the Distiller application file (or a shortcut to it) into the Startup folder so that it automatically loads when the system is started.

You can download the latest version of the Adobe PostScript driver from the Adobe Web site at www.adobe.com/products/printerdrivers/main.html .

-- UNIX

In UNIX, watched folders are managed by using scripts. For guidelines on what these script should do, please see document 327022 , "Creating Scripts to Enable Non-UNIX Users to Access Acrobat Distiller Server 5.0.5 for UNIX."

Set up the client

Adobe does not advise setting up the watched folders on the client side. Each client system is expected to be generating PostScript (*.PS) files and then accessing watched folders on the network in order to convert the PostScript files to PDF. For the greatest compatibility, each client system can install its own PostScript printer instance. The Adobe PostScript driver (AdobePS) in combination with the Distiller PostScript Printer Description (PPD) file is recommended for optimal PostScript-to-PDF generation.

To set up each client or end-user system in Windows:

1. Use My Network Places to browse to the computer or server where the new printer is installed for the client (one printer port/printer per client is needed to avoid confusion).

2. Double-click the printer driver that the client will use.

3. Install the printer on the client computer when prompted.

4. Use My Network Places to browse to the Out folder for this client (shared in Step 3 of Set up the server in Windows above) .

5. Drag this folder o nto the client desktop to create a shortcut to the Out folder after setup.

To set up the client system in UNIX:

1. Create a new local printer port with the definition "\\HostName\Foldername".

2. Install an Adobe PostScript driver using the Distiller 5.0.5 ppd connected to the new port.

3. Mount the Out folder on the desktop.

Create PDF documents

To create PDF documents, print from the client system and retrieve the files from the Out folder on the network:

1. Print from any application to the new printer driver.

2. After printing the document, double-click the Out folder that is now located on the client desktop.

3. Double-click the file newPDF.pdf to open the PDF file in Acrobat.

4. Save the file on the client system.

Important: The printer driver on the client system is always printing to a file named newPDF.ps, so the file name is always newPDF.pdf.

To enable the client user to give the file a more meaningful name:

1. Have the client click the Print to file button when printing

2. Create a PostScript file and copy it into the In folder on the network

3. Have the client user print to the shared In folder.

Set up Acrobat Distiller Server (5.0.5 for Windows XP, 2000, or NT and UNIX)

What's covered

Set up the server

Set up the client

Create PDF documents

This document describes how to set up Adobe Acrobat Distiller Server workflows in Windows and UNIX, and how to create PDF documents using that workflow.

Set up the server

Adobe recommends that you set up watched folders on a host server and associate job options with each folder. Depending on your workflow, you can have one watched folder for each job option (for example, if you want to output the same PostScript file as an eBook or print job), or one watched folder for each user if you need to control the output for each user independently.

To set up Acrobat Distiller Server

Use the following procedures to get Distiller Server up and running.

-- Windows

1. Create a watched folder . For instructions, see the Acrobat Distiller Server online Help.

2. Share the Out folder for all users who will be creating PDF documents.

3. Create a local printer port with the definition " [drivename] :/ [watched folder name] /in/newPDF.ps." This is done in the Server Properties dialog box in the Windows Printer panel:

a. Install an Adobe PostScript driver (AdobePS) with the Acrobat Distiller PPD file as the printer connected to the new port. The Acrobat Distiller PPD file adist5.ppd is located in the Program Files/Adobe/Acrobat 5.0/Distillr/Xtras folder that is created when you install Acrobat Distiller Server.

b. Share the port for general use: right-click the printer, choose Properties, click the Sharing tab, and then click the Share this printer option.

c. During installation, you will be prompted to select Windows versions that will need to be supported. Note those Windows versions here.

4. Move the Distiller application file (or a shortcut to it) into the Startup folder so that it automatically loads when the system is started.

You can download the latest version of the Adobe PostScript driver from the Adobe Web site at www.adobe.com/products/printerdrivers/main.html .

-- UNIX

In UNIX, watched folders are managed by using scripts. For guidelines on what these script should do, please see document 327022 , "Creating Scripts to Enable Non-UNIX Users to Access Acrobat Distiller Server 5.0.5 for UNIX."

Set up the client

Adobe does not advise setting up the watched folders on the client side. Each client system is expected to be generating PostScript (*.PS) files and then accessing watched folders on the network in order to convert the PostScript files to PDF. For the greatest compatibility, each client system can install its own PostScript printer instance. The Adobe PostScript driver (AdobePS) in combination with the Distiller PostScript Printer Description (PPD) file is recommended for optimal PostScript-to-PDF generation.

To set up each client or end-user system in Windows:

1. Use My Network Places to browse to the computer or server where the new printer is installed for the client (one printer port/printer per client is needed to avoid confusion).

2. Double-click the printer driver that the client will use.

3. Install the printer on the client computer when prompted.

4. Use My Network Places to browse to the Out folder for this client (shared in Step 3 of Set up the server in Windows above) .

5. Drag this folder o nto the client desktop to create a shortcut to the Out folder after setup.

To set up the client system in UNIX:

1. Create a new local printer port with the definition "\\HostName\Foldername".

2. Install an Adobe PostScript driver using the Distiller 5.0.5 ppd connected to the new port.

3. Mount the Out folder on the desktop.

Create PDF documents

To create PDF documents, print from the client system and retrieve the files from the Out folder on the network:

1. Print from any application to the new printer driver.

2. After printing the document, double-click the Out folder that is now located on the client desktop.

3. Double-click the file newPDF.pdf to open the PDF file in Acrobat.

4. Save the file on the client system.

Important: The printer driver on the client system is always printing to a file named newPDF.ps, so the file name is always newPDF.pdf.

To enable the client user to give the file a more meaningful name:

1. Have the client click the Print to file button when printing

2. Create a PostScript file and copy it into the In folder on the network

3. Have the client user print to the shared In folder.