If your organization has installed Documentum’s PDF Annotation Service, then you can store comments created in Adobe Acrobat or Reader into a repository. You can view and enter comments in PDFs directly from Webtop.
Comments are associated with a specific version of a document. If a document is versioned (for example, if a user checks it out, makes changes, and checks it back in), the comments on the previous version are not migrated to the new version. For example, if you check out a 1.0 CURRENT version of a document, and then a second user adds comments to the document, the comments are associated with the 1.0 version. If you then check in and change the version number to 1.1, then when you view the 1.1 CURRENT version, you will not see the comments from the 1.0 version.
To use PDF Annotation Services, the following must be true:
You must configure Webtop to open PDF Annotation Service when you view a PDF, as described in this topic.
You must run Webtop on a Windows platform
You must run one of the following Adobe products:
Acrobat 7.0
Reader 7.0
Acrobat 6.0
You must run one of the following browsers:
Internet Explorer 6.0 SP1
Netscape 7.2
To add comments to a document, you must have at least Relate permission on the document.
To view comments, you must have at least Read permission for the document.
To configure PDF Annotation Service to open when viewing a pdf:
Click Preferences in the banner.
On the Preferences page, select the Formats tab.
In the Choose object type list, select Document (dm_document).
In the Object’s primary format list, select Acrobat PDF (pdf).
In the Application for viewing list, select Comment.
If desired, repeat steps Step 3 to Step 5 for documents of other formats (such as Microsoft Word). If doing so, do not select Acrobat PDF (pdf) in Step 4. Instead select the desired format.
To add comments to a PDF document:
Navigate to a PDF document.
Note: If your Webtop preferences designate PDF as the file format for all documents of a certain object type, then for documents of that object type you can navigate to any rendition of the document.
View the document by doing one of the following, depending on the options available:
Click the document name, unless the document is already checked out by you. If the document is already checked out by you, then clicking the name opens the document for editing — not for read-only viewing.
Select the document’s checkbox and choose File>View.
The PDF opens in read-only mode in a separate window, with its comments.
If you use Internet Explorer, then the browser also launches an extra blank page. To avoid this, select IE’s Tools>Internet Options menu option, then select the Advanced tab and make sure the Reuse windows for launching shortcuts option is specified.
To add comments, use the Acrobat commands for doing so. For more information, see your Acrobat documentation.
To save your comments to the repository, click Adobe’s Send and Receive Comments button.
Comments that are saved in a repository have the Acrobat .XFDF format.
To view comments:
Navigate to a PDF document.
Note: If your Webtop preferences designate PDF as the file format for all documents of a certain object type, then for documents of that object type you can navigate to any rendition of the document.
View the document by doing one of the following, depending on the options available:
Click the document name.
Select the document’s checkbox and choose File>View.
The PDF opens in a separate window, with its comments.
If you use Internet Explorer, then the browser also launches an extra blank page. To avoid this, select IE’s Tools>Internet Options menu option, then select the Advanced tab and make sure the Reuse windows for launching shortcuts option is specified.