Join Brian Wood for an in-depth discussion in this video Browser-based reviews, part of Acrobat 8 Professional Beyond the Basics.
- [Instructor] All right, so let's talk about a browser-based review, now. A browser-based review, is the ability to let you do an online collaboration, with other people. It basically is, if you looked at the Essentials training, it's similar to an e mail based review, or a shared review, in that it sends a PDF notice out. So you actually send, like, an e mail out to people and say, you've been invited to a review. But, it's different, in that you take a PDF, and you put it somewhere that can be shared, such as a WebDAV server, a network folder, etc., there's different locations than a shared review. Then, what people do, is, in most cases they'll either look at an attached PDF, in a browser, or, they'll actually click on a link, to go to a website, or a web server, or, even, go to a network folder, and view it, in the browser.
Then what happens, is, you basically upload and download, while you're in the browser, you upload and download comments, and, it allows you to sort of, in real time, being able to see these comments. Now, there's not quite as many review tracking options, there are some, you've got some out there, and, there are some different things you can do. But, a browser-based review is, basically, meant to, like I said, be an online collaboration effort. Now, on the Mac side, browser-based reviews, if you want to start one of these, it wasn't offered, until Acrobat 7. And the Windows, it was actually earlier than that. But, if you want to start a browser-based review, we could, if you go ahead and open up Coffee Brochure comments, it's abbreviated, from the Exercise Files folder, in the Collaborate folder.
And, once you get that open, go ahead and show one page at a time. Now, if you look under the Comments menu, if you look under there, you're going to see Upload for Browser Review. Now, here's what's going to happen. Before you start this, you want to pick what's called a repository, you want to pick a place, you can think of it as a folder, OK, a folder that you can send this PDF to, that other people can access. There's different types of repositories, or places you can put this PDF, that other people can access. I want to share that with you, right now. In your preferences, if you're the one that's going to start this thing, you're going to have to set up a folder, set up a place, a network location, a WebDAV server, etc., where you can put this.
We're going to go up to Edit, and come to Preferences, on Mac, you can come to Acrobat Preferences. And, if you look in here, you're going to notice there is the Reviewing category, on the left hand side, there. Go ahead and click on that. And, out here, you're going to see something called Online Comments Repository. Typically, you're going to set this up first. And, then, you're going to go through the Comments menu, here, and say, OK, let's upload this thing, to where I specified. This is one way to do it. If you look in here, the reason why I took you in here, is, because I want to show you the different server types you can use. You've got Custom, Network Folder, None, and WebDAV. Now, there are more than this, that's why they have Custom in there.
Network Folder is the ability for you to use a simple online collaboration, using a single folder that people can access within, let's say, a firewall. Now, the thing about this, is, if you have Mac and Windows operating systems, Network Folder probably won't be such a hot thing, OK? Because of the way it does the slashing on the names, and stuff like that. So, we can choose what's called a WebDAV server, OK? WebDAV Distributed Authoring and Versioning, is a different type of server, that you have to have its server software, and, it basically allows people to log in, and log out, and access a file.
Now, when you want to start a browser-based review, you've got to kind of ask yourself a couple questions, here. What kind of solution do I want to use? You've got ask yourself, like, are the people that are going to do this, are they in close proximity, to each other? Are they spread out, over a wide area? Do they have PC, or Mac, or both? What operating systems are installed? Now, what kind of security is needed? Does the company have an in-house database expert? There's all these different questions, and, these are things that you can find, actually, in the Help, which is really good. If you come under here, you're going to notice, like I said, we have WebDAV. WebDAV is normally going to be a server, that's going to look something like this, OK? It's going to have an address, etc., and it's going to be pointing, to an actual server.
Now, on this server, you're going to have a location, where people can log in. And, that location is probably going to be a folder, that has read-write access to it. You can also do what's called a Custom online comment repository. Custom, there are different types you can use. Like, on Windows, Windows only, you can use a Web Discussion server. You can also use a database. You can actually access a database, to send information to. You can go through and use what's called SOAP, this is an XML based language. There's a lot of types of servers you can use. And, it all depends on your situation. Now, I'm going to use a simple Network Folder, here, to kind of get us started.
A network folder, is just a shared folder, that has read-write access for all the people that are going to access it. A network folder is not, really, like I said just a few minutes ago, it's probably not going to be so hot, when you have Mac and Windows, trying to access this thing, because of the way it actually does the slashing, or, the way it does the linking, to the folder. So, I'm going to use a Network Folder, here. I'm going to go to Browse, and, it's going to say, OK, where is it, basically. I'm going to go to My Network Places, here. It's on this PC, here, I can see, there's my Network Folder, right there, and, I'm going to use that. OK, so I have a Network Folder all set up, and I called it Network Folder, just to see it.
It has read-write access, this was done ahead of time, using my administrator. And, I will click OK, so, there's my path. Now, Mac is going to have a different path. So, there's going to be something a little different, in there, like Mac HD, colon, blah, blah, blah, OK, or something like that. This is why using Mac and Windows, for this type of thing, is probably not going to be a good idea, because they won't be able to access it. Now, Configure Automatically basically is, if your organization subscribes to an auto configuration service, which means that they can auto configure a folder, for you, you can click on this button, right here.
It's going to try and configure it, for you, and set up a repository, for you. I'm just setting up a network folder, so I should be fine. So, I'm going to click OK, I've got a folder set up. Like I said, you could do this yourself, and set up a folder on your hard drive, that has read-write access, too, I went to the properties, and set that up. Now that I've got a repository set up, what I'm going to do, is, start the review. So, I'm going to come under Comments, come on down to Upload for Browser-based Review. Take a look, it's going to say, OK, Acrobat 8.0 allows you to upload, and invite anyone with 6.0, or later, to review it. Like I said, to initiate it, on Mac, you're going to be 7.0 or later.
I'm going to go ahead and click Next. Now, you said, you notice you're Acrobat 6.0 or later, not Reader, I'm going to click Next. That's the PDF. It's going to say, OK, which location do you want to use, here? And, I set one up for myself, and it should be in there. But, I'm going to go ahead and browse to it, again. I'm going to go to Booth PC, Network Folder, there it is. I'm going to open that up, and save it in there. So, you can basically see, it's got a network path, right here, OK? You could type in, here, if you had a WebDAV server, or something like that, you could type in the address, here, OK, using HTTP, etc., that sort of thing. I'm going to click Next. Now, this is something it's got to show us, OK? A network folder's a simple way to do this.
It's telling us that people may not be able get into this. It's just being plain and simple, here. It's saying reviewers may not be able to get in here, they might not be able to find the path, because maybe they're on a Mac, and I'm on Windows, or something like that. It's telling you to ensure that people can do this, you might want to use a WebDAV server, with this path to it. You can also, this is kind of interesting, you can click No, copy the file to a folder, somewhere, navigate to it on the web browser, open it up, and, then, choose Invite Others to Review. That's another way to do this. And, once again, it's got to have a folder that has read-write access.
So, are you sure you want to upload to this location? I'm going to say yes, I know it's scaring me a little, but, it has to do this. So, I'm going to click Yes, there we go. So, what it's going to do, is, it's going to say, we're going to initiate this. Now, I've actually been taken out, to my browser. I'm right now in Firefox on Windows, here. My PDF is open, out here, in the application. And, I'm going to actually invite some people. So, I'll click on the Address Book. I'm going to invite Dawn, and, we can invite as many people as we want, here, I'll click OK. And, I'll click Next, now. All right, like I said, if you don't have an Address Book, you can just type in people, hit return, and type in somebody else's address, that's one way to do it.
Click Next, here's the invitation, OK? So, it's going to say, please review this. It's going to give them some instructions, here, and, so, it's basically going to say, to do this, you've got to have Acrobat 6 Professional, or later, Acrobat 6.0 Standard, or later, required to participate in this review. So, it tells them exactly what to do, here. Here's the e mail that's going to be sent. Open the attachment, it's a shortcut to the online PDF file, make your comments, review, and, basically, you're going to click a button. Now, this is a good note, here. It's going to say, it's not automatically saved to your computer, so you might want to actually save it, and work offline, and you can always go offline, and online, if you want to change your mind, on things.
So, I'm going to send the invitation. I'm going to click Send Invitation, it should hand it off. It's going to say, once again, that because I set up a network folder, it might not be able to be followed, by other people. I'm going to click yes, I'm sure. It's going to send it off, it's going to hand off an e mail, basically, to my e mail application, which is Outlook, and send it off. So, we already saw what the e mail message was going to be, it's got a link, up there. So, I'm going to click OK, and, what I want to do, is, I'm actually going to go over. So, now, I'm going to go over, and, show you what the e mail looks like, all right? So, I'm going to go back over to Outlook, over here, I've got the e mail open, when I get there, there we go.
Here's what the e mail looks like, that's going to get sent to Dawn. You can see, it says, please review the online document, Coffee Brochure.pdf, it's sending her a little attachment, OK? This little attachment, right here, is something that she's going to open. And, this is a little text file, basically, an fdf file, that's going to get her up, to that PDF. So, it's going to, actually, go to the network, it's got information, in there, about the network folder path. And, it's going to send her up there, and open it up in her browser, for her, OK? So, you can see, right here, it tells her exactly what to do. Open it, it's a shortcut to the PDF, make your comments, you've got a toolbar, etc.. So, I'm going to send this off. And, what I want to do, is, I want to switch over to Dawn, I'm going to switch hats, here, and just show you what it looks like, from her end.
Skill Level Intermediate
Q: How do I create a document that requires users to fill in all required fields before being able to print the document? Users should be able to see which fields are required and the PDF should display a message to users if all required fields are not filled in.
A: Since version 7 of Reader and Acrobat, form fields are highlighted by default on the page. To further highlight the fields by applying borders or a background color (or change any form fields), check out the video "Creating text fields" in the Acrobat 9 Pro: Creating Forms title.