How to FTP files to us

FTP is an acronym for File Transfer Protocol. It is a mechanism of transferring files from Location A to Location B by means of the internet. It is a relatively old technology, but has caught on lately due to the availability of high speed data links such as ADSL, DSL and T1 across the globe. Please do not attempt to utilise the FTP service if you have a dial-up connection.

There are different methods of connecting to the Pensord FTP site, but the important details are below:
host ID: ftp.pensord.co.uk
username: <allocated by Pensord>
password: <allocated by Pensord>

MACINTOSH – Please use the FTP client called FETCH. If you do not have this application then please download from fetchsoftworks.com - please download the latest version. Use the 'Automatic' sending settings, if a problem arises please select 'MacBinary' as the uploading method. This is a free 15-day trial. Once this trial has expired then you can purchase it directly from the software house. Otherwise, you may continue to use the application, but you will have to wait a couple of minutes before the 'Try' box becomes selectable.

You can now drag and drop your PDF files into the directory window.

WINDOWS - Windows ME, 2000 and XP support native FTP through either the 'network place' or via your web browser. Use the ftp://ftp.pensord.co.uk syntax in 'network places' [If you are using Windows 95, 98 or wish to utilise a dedicated FTP client then please contact us]

You can now drag and drop your PDF files into the directory window.

Naming and placing of files

It is the responsibility of each customer to ensure that files and folders are named adhering to the following guidelines to enable us to process your files correctly and efficiently.

1. Folders

A folder must be set up for each publication you publish. This should be clearly identified as the full name of the publication and issue date. For example, if you are publishing three different titles you must set up three clearly identifiable folders in which to place relevant files:
PUBLISHING-WEEKLY-JANUARY-24
PRINTING-NEWS-ISSUE-22
EDITORS-TIMES-FEBRUARY

2. Files

The following file naming protocol must be used for all files:
MagazineTitle-IssueDate-PageNumber

For example, within PRINTING-NEWS-ISSUE-22 we would have:
OFCpnews-issue-22.pdf
IFCpnews-issue-22.pdf
IBCpnews-issue-22.pdf
OBCpnews-issue-22.pdf
01pnews-issue-22.pdf
02pnews-issue-22.pdf
03pnews-issue-22.pdf

Please note that when naming files, the following characters should not be used:

“\/[];:|=,+*?<>

3. File placement

All PDF files to be used for a publication must be placed within the folder for that publication. Pensord will not process files that are placed outside of a folder.

Only files intended for Pensord’s use are to be placed on the FTP server.

4. Pensord file handling

Files will be copied from specific folders to the Pensord PDF Workflow system. Once Pensord have copied the files from the FTP server, a new folder, called ‘copied to workflow’ will be created within the publication folder and the files moved into it, so that you are aware that the files have been taken for processing by our pre-press department.

5. Updated or re-supplied files

Should a file need to be re-sent for any reason, and the old file now resides in the ‘copied to workflow’ folder, you must contact your Title Manager to inform them of the change. We will then ensure that the old file is deleted from our pre-press PDF workflow.

Hard copy of the re-supplied pages, clearly indicating the changes, must also be sent for clarification purposes.

6. On completion of a job

When a publication is finished and has been distributed, it is the responsibility of the publisher to delete the files from their FTP area.

7 Housekeeping

Ultimately, your FTP folder is your space on our system. Used wisely it will prove to be a very valuable tool for the smooth running of your business.

• Follow the guidelines carefully
• Keep the area free from junk
• Do not place files on the server that are not intended for Pensord’s use

If you are a new customer, please send a test PDF file prior to the final submission of your files.

Problems? Call us on 01495 223721 or E-mail us.