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In Acrobat X Essential Training, author Anne-Marie Concepción demonstrates how to create, modify, review, and share PDFs in Adobe Acrobat X Standard or Pro. Starting with a tour of the new panels-based interface, the course covers the basics of the software, such as creating and customizing PDFs, searching, editing text and graphics, and extracting PDF content to use in other programs. Also included are tutorials on creating forms, inserting interactivity and rich media, using the prepress tools, combining PDFs with other types of files to create customized portfolios, and ensuring document security. Exercise files accompany the course.
Throughout this chapter, I've been referring to the Track Reviews tab in the Comments pane, and let's take a closer look at it in this video. The Track Reviews tab opens up the same dialog box that you get when you go to Tools > Forms, and click Track there. They just give it two different names. The Tracker, which is what most people call it, tracks both distributed forms and distributed reviews. So you'll see, on the left, all the reviews that you've ever sent, or that other people have sent you that you've joined.
So if somebody sends a request to join an e-mail-based review or a shared review, you'll see those listed here; same thing with forms. If you've distributed forms, you'll see the ones that you distributed here and then the ones that people have sent you that you filled out and then returned will appear here. The Server Status will show a check mark or an angry, red X, if there's something wrong with the server or sometimes a yellow triangle with a question mark if there is a problem. And you can just sort of hover over there to get a tooltip that tells you what the deal is. So for some reason like you're offline, it will say acrobat.com can't be found that might be why you're not getting updates to some of your comments, or responses from some of your forms that you've sent out.
So it's a good idea to check the Server Status as well. The buttons down here lets you expand or collapse all of these. You can also resize this. At the very top, it says Latest Updates. So these are the latest things having to do with reviews or forms that you have not looked at yet. So, no, you currently have no updated reviews. You currently have no updated form data collections. There is a notification icon in your system tray, or in your menu bar on a Macintosh, for when you get new information here from the Tracker. Or inside Acrobat, you'll also get like little pop-ups that tell you if there's new information.
But let's go back to the Sent reviews. Here is the one that I did in a previous video, called Send for Shared Review, where I sent out this PDF to three people-- these three down here--asking them to participate. So the rracker then tracks what's happening with these things that you send out. First of all, here is the location of the file that people are commenting on. Its status is active, so it hasn't closed down yet. We haven't ended the review. When it was sent, who can access it, what the deadline is.
Because I am the initiator, I'm able to change the deadline or end the review. So if I wanted to move the deadline up a little bit, if I click here and then I would send a message out to people and telling them here's the new review deadline. So it's kind of nice that it's one location where I can send out mass e-mails to everybody who has been responding. I personally have been involved in these kinds of reviews where there were 15 or 20 people who all needs to take a pass at the same important PDF. So, it's really great to have this kind of organizer available to me.
Down here, I want to call your attention to the fact that in case you forgot to e-mail somebody, or in case somebody joins the team later it says, "I need to participate in this review," you can easily add more reviewers just by clicking that button and then adding more e-mail addresses to the To field and sending them out the same e-mail. If you need to send out a general message, regardless of what it's about, to all of the reviewers, you can click Email All Reviewers, which actually opens up your own default e-mail program and fills in the To field with everybody's addresses.
So you can send them a message like, "I'm sending a new version and keep an eye out for the new invitation." Something like that. So that's very handy. And also, if you are constantly doing the same kind of review with the same group of people, you can only start a new review with the same reviewers. If you are done with a certain project, like let's say this one, the employee form--it says it's active, but actually I finished this a long time ago-- you can click the Trashcan icon; that's how you clear these out. So as I click the Trashcan, "Are you sure you want to remove the review?" Yes, I am done with them, so you don't have to look at it anymore.
The View Responses will open up a compiled view of all the responses to a particular document. So in the case of a form, it opens up something like a PDF portfolio that contains everybody's PDF of their form data, and then has a couple extra bells and whistles that are very useful, such as being able to sort by the fields that they entered and export to an Excel file. I talked all about that in the Forms chapter. If you select a review and you choose to View Comments, that will open up the parent document that contains all of the compiled comments and markup.
So whether you're using the Tracker to take care of your managed reviews or to take care of your distributed forms, it's one of the best features in Adobe Acrobat.
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