Graphic design
FAO PUBLISHING
WORKFLOW
SYSTEM
USER GUIDE


3 Design and layout of publications in PDF format

3.1 Workflow

The workflow for the design and production of a publication can be summarized as follows:

  1. An initial briefing covers the objectives of the publication, the visual direction, and the editorial requirements.
  2. The designer presents the agreed number of graphic proposals.
  3. The designer implements any feedback provided by the authoring team. 
  4. The authoring team approves the visual identity by signing off on the selected proposal.
  5. The designer lays out the entire publication.
  6. Up to three rounds of review and corrections may be required to finalize the product. 
  7. The designer delivers the final files.

3.2 Inputs for the designer

At the beginning of the assignment, the project manager in the originating unit should provide the designer with:

  • a finalized and approved manuscript (usually a clean Microsoft Word file where all tracked changes and comments have been removed, except for comments directed specifically towards the designer);
  • technical specifications such as output formats or page size;
  • a template (full package), if you are laying out a publication that has a template;
  • official logo files;
  • source files for any figures or tables (e.g. Microsoft Excel for charts and graphs, or vector format for graphics);
  • high-resolution files for any photos or images that have already been selected;
  • alternative text for all images, tables and figures; and
  • a timeline, agreed upon in advance by the authoring team and the designer.

3.3 Templates

3.3.1 Design and approval of new templates

New template design proposals, compliant with all FAO guidelines (please see 2.1 Corporate standards) should be provided by the designer to the authoring team as per the agreed timeline.

3.3.2 Use of an existing template

Source files of the existing template should be provided to the designer by the authoring team and must be editable, including all the relevant graphic resources.

3.4 Layout and revision

After delivery of the first proofs, up to three rounds of revisions are made. Depending on the complexity of the publication and the agreement between the designer and the authoring team, the number of rounds can be increased according to established deadlines.

3.5 Delivery of files

Upon finalization of a project, the designer must hand over a package of files. This includes: 

  • the entire product prepared for both print and online use (PDF format); and
  • the full source file package: InDesign files, fonts, links (including .PSD and .AI if they are used as source files and subsequently exported into other formats), and anything else requested by the originating unit. 

The package should be clearly and consistently named and organized for possible future revisions of the contents.

3.6 Preparing a PDF for use

The entire publication must be exported in one PDF (including the cover).

The maximum accepted file size is 50 MB. Try to keep the file size to a minimum, while maintaining image quality. Where possible, vectorial graphic resources are preferable to bitmap images to keep file size under control while preserving high resolution.  

Test all the internal links (table of contents, anchor links, etc.) as well as any external links (URLs) and add bookmarks into the InDesign package before exporting to PDF.

Test whether the PDF conforms to accessibility standards such as PDF/Universal Accessibility and Web Content Accessibility Guidelines (WCAG) 2 by using a tool such as the Accessibility Checker in Adobe Acrobat Pro.

3.6.1 Print file

The total number of internal pages must be divisible by four. In some cases, blank pages may be added at the end of the document to have a printable file.

If there is a cover file, it must be prepared as a separate file in a spread format for the print version of the file. 

To calculate the cover spine width, consider approximately 5 mm per 100 pages, though this may vary depending on paper type and weight. We recommend that the designer or authoring team consult the printing team at Printing-Distribution-Group@fao.org to obtain the exact spine width depending on the specifications.

For self-covered products, the front and back covers are included in the same PDF file as the rest of the publication. For publications of 40 or fewer pages, no spine is necessary.

Pages should be set up with crop marks for the trimmed dimensions and registration marks. Include a minimum of 5 mm bleed.

Both RGB and CMYK colour spaces are acceptable for bitmap images.

Photos should be at least 200 dpi when printed. However, 300 dpi is recommended for optimal quality. Figures should be in vector format.

3.6.2 Preparing the files for export

When saving the PDF for insertion into the Publications Workflow System (PWS), ensure that:  

  • The file names do not include special characters or spaces.
  • The file names follow a consistent naming convention.
    • For a print file, follow the template
      abbreviated_publication_name_year_LANGUAGE_print, e.g.
      thestateof_food_2024_EN_print.pdf.
    • For a web file, follow the template
      abbreviated_publication_name_year_LANGUAGE_web, e.g.
      thestateof_food_2024_EN_web.pdf.
  • The title of the publication is inserted into the properties of the PDF as it appears on the cover or first page. The name of the author(s) is inserted into the properties of the PDF as it/they appear on the title page or first page.
  • The PDF is not copy- or password-protected.
  • The single-page scrolling view is set as the default option for the PDF.
  • If there is a cover on the PDF, it is flattened.

When saving the final PDF files after quality control in PWS, change the file name to reflect the PWS job number, e.g. XX0000XX_print.pdf or XX0000XX_web.pdf. The PWS job number is an 8-digit alphanumeric code, e.g. cd5678en, added to the PDF either as text or as part of a barcode.
TOP