Download defurio_reveiwmarkup.pdf

Setting up Acrobat 5.0 for
Review & Markup
Lori DeFurio
Developer Evangelist
everywhere
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Agenda
!
Overview
!
Configuration
!
Identity/Security
!
Comment Storage Conventions
!
Online Commenting: How-To
!
Offline Commenting: How-To
!
Repositories
!
Q&A
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Overview – Why Online Comments?
!
The solution
!
Source document and comments are maintained
separately but viewed together in the browser
! Central repository for comments
! Real-time review
!
Benefits of online comments
!
Single source document distinct from comments
! Centralized location for review information, accessible in
real-time
! Potential for fast, efficient workflow
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Overview – Why Online Comments?
!
Old-fashioned methods
!
Hand markup of paper documents
! E-mail exchange of document review
! E-mail exchange of documents themselves
! Sharing multiple versions of documents on file servers
!
Problems with old methods
!
Multiple versions of source documents
! No centralized location for review information
! Potential bottlenecks in review workflow
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On-Line Comments in Acrobat 5.0
!
Provides framework that enables on-line
commenting and review in Web-based
environments
!
Users will be able to view and annotate PDF files
within the browser (not available in Acrobat
Reader)
!
Acrobat 5.0 client pushes annotations to a server
where they are stored
!
Off-line annotations can be synchronized with
the server
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Overview – Acrobat 5.0 Comments
!
Comments can be placed anywhere in the
document frame
!
Users can tailor the style and format of the
comment to suit the document and type of
comment
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Overview – Online Comments
!
New browser tools
!
Ability to make comments on any PDF directly in the
browser
! Ability to save comments to a common server
!
Usage
!
Enables interactive workgroup document review over a
local network or the web via standard browsers
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Overview – Online Comments
!
Commenting does not alter the original document
!
Comments are saved in a repository separate from the
document
!
Comments don’t have to be on the same server as the original
document
!
Once uploaded, anyone with access to the comments server can
view your comments
!
The repository can be one of four types:
!
!
!
!
Network Folder
Microsoft Web Discussions
Database
WebDAV
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Configuring Acrobat
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Configuration – Manual
!
Online Comments Preferences must be set before a
session begins
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Configuration – Manual
Example (for one of the four repository types):
! Select Edit->Preference->General->Online Comments
! Change Server Type to Network Folder
! Under Server Settings browse to the directory where
the comments are to be held
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Configuration – Automated
!
Two ways to automate configuration of
repository type and server settings:
!
Network Administrator can create an FDF file
! Document-level JavaScript methods can also be used
!
FDF vs. JavaScript
!
FDF provides automated configuration that can be created in
advance by a server application or network administrator
! JavaScript allows configuration within the document so that
only the document itself is needed
!
Automated specification of repository type
means:
!
Configuration is behind the scenes to end users
! Comments are automatically routed to the right place
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Configuration – Automated (FDF)
%FDF-1.2
%âãÏÓ
1 0 obj
<<
/FDF
<<
/F (http://nef/pdfs/updated.pdf)
/JavaScript
<<
/After 2 0 R
>> >>
>>
endobj
2 0 obj
<< >>
stream
Collab.defaultStore = "FSFDF";
Collab.setStoreSettings("FSFDF", "/fileserver/shared/Collab/");
endstream
endobj
trailer
<<
/Root 1 0 R
>>
%%EOF
/F http://nef/pdfs/updated.pdf)
Collab.defaultStore = "FSFDF";
Collab.setStoreSettings
("FSFDF",
"/fileserver/shared/Collab/");
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Configuration – Automated
(JavaScript)
!
Document level JavaScript can be entered via
Tools-> JavaScript -> Document JavaScripts
!
Example code for Network Folder:
Collab.defaultStore = "FSFDF";
Collab.setStoreSettings
("FSFDF","/F/Adobe/collab/annots/");
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Identity
!
User names are important to identify the user
making a comment
!
The user name is automatically populated by
Adobe Acrobat:
!
Microsoft Windows systems use the Windows login name
! Apple Macintosh systems use either the file sharing
owner name or the login name
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Security
!
Comments are uploaded only as your login name
and only if the login name has permission to
create files on that server
!
If there were multiple users with the same login
name the comments of each user would be saved
to the same file
!
Documents that have the security setting "No
Adding or Changing Comments or Form Fields"
cannot be commented upon
!
If the user does not have permission or the
directory does not exist Acrobat displays an error
message
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Comment Storage Conventions
!
User opens PDF file in browser
!
Acrobat reads the URL from network layer
!
Acrobat uses DNS to translate URL to IP Address
!
Acrobat takes the converted URL and makes an MD5 hash to
uniquely identify the document
!
For example:
!
http://www.adobe.com/docs/foo.pdf is converted to
http://152.30.132.12/docs/foo.pdf which would hash to
UAtOJErFgHsL2xbLvPPJgC
!
It is important to use different file names for multiple versions of
a document
!
In cases where the same URL may map to different IP addresses,
use IP address in the request. For example, ftp.irs.gov is one
such site that translates to multiple IP addresses.
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Online Commenting: How-To
!
Make sure your online comment repository is enabled
! Open web browser and navigate to the URL where review
document is located
! In addition to the complete set of Acrobat 5.0 commenting tools,
several online commenting tools are now available:
!
!
!
!
Show Comment/Hide Comments
Download Comments
Upload Comments
Upload and Download Comments
!
Multiple users can comment on a document simultaneously,
periodically uploading their comments and downloading
comments of others
! Make sure all your comments are visible before doing an upload
operation
! When done commenting click on either Upload Comments or
the Upload and Download Comments button to save your
comments to the repository
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Offline Commenting: How-To
!
Offline comments are useful when a user is away from the
network or Internet
!
Working Offline:
!
!
!
Open the document in a web browser, and save a copy of the
document to your local hard drive
When offline, open the document from the hard drive and begin
working
Uploading comments to the server:
!
!
!
!
!
Make sure you’re uploading from the same machine where the local
save was performed
Open the local copy of the document in Acrobat
Click on File->Upload Comments
If the file has been modified it will be saved and then the offline copy
will be closed. Acrobat will open the original PDF in the default web
browser and show comments
You still must click on either Upload Comments or the Upload and
Download Comments button to upload
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Repository Types – General Overview
!
Network folder
!
!
Microsoft Web Discussions
!
!
Stores comments on a Web Discussions server
Database
!
!
Stores comments in a designated area on a network drive
Stores comments in Oracle or SQL server databases
WebDAV
!
Stores comments on a WebDAV server
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On-Line Comments Architecture
Acrobat 5.0
Comments
Office
Server
Extensions
MS Web
Discussions/
IIS
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OLEDB
ADBC
ODBC
SQL Driver
EFS
http://
WebDAV
Network
Folder
MS SQL
Server/
Oracle
bc
Supported Servers
!
WebDAV
!
!
!
ODBC (Windows-only)
!
!
!
SQL Server 7.0 on NT and Windows 2000
Oracle 8.0, 8i
Microsoft Office Server Extensions
(Windows-only)
!
!
Apache
IIS 5.0 on Windows 2000
IIS 4.0 and 5.0 on NT and Windows 2000
Network Folders
!
Win & Mac
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Network Folder Repository
!
It is the easiest to set up because it does not
require a web server or database
!
Online comments are saved to a network drive or
a local hard drive
!
Each user's comments are saved in the hashed
sub-folder as an individual FDF file
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Network Folder – Prerequisites
!
All users must have either Apple Mac OS 9.x or
Microsoft Windows 95, Windows 98, Windows NT
4.0, Windows ME, or Windows 2000
!
Users must be connected directly to the company
network or attached through some virtual
connection such as a VPN
!
A network folder must be chosen to store the
comments
!
Participants in the review process must have
write access to the network folder serving as the
repository
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Network Folder – Configuration
!
The store type for a Network Folder repository is
FSFDF
!
Configuration involves setting the store type and
specifying the location of the network folder
where the comments will be stored
!
Example:
Collab.defaultStore = "FSFDF";
Collab.setStoreSettings("FSFDF",
"/fileserver/shared/Collab/");
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Microsoft Web Discussions Repository
!
Requires Microsoft Windows; not available for
Macintosh users
!
For companies already using Microsoft Web
Discussions and have Microsoft Office 2000 on
their desktops
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Microsoft Web Discussions Repository
– Prerequisites
!
Server Requirements
!
Microsoft Office Server Extensions must be installed on
the server
! Either the Microsoft Management Console (MMC) or the
Personal Web Manager (PWM) must be installed
!
Client Requirements
!
Users must have Microsoft Office 2000 and Microsoft
Windows 95, Windows 98, Windows NT 4.0, Windows
Millennium Edition, or Windows 2000
! All commenting users must have access to the discussion
server
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Microsoft Web Discussions Repository
– Configuration
!
The store type for a Microsoft Web Discussions
repository is WD
!
Configuration involves setting the store type and
specifying (in the browser) the location of the
discussion server where the comments will be
stored
!
Example:
Collab.defaultStore = "WD";
(In the browser, click the Discuss button on the toolbar and
select your discussions server.)
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Database Repository
!
Comments are stored into a standard database
!
This repository type uses Acrobat Database
Connectivity (ADBC) which allows JavaScript
access to a SQL database
!
More information on ADBC is attached.
!
Currently not available for Macintosh
!
Currently supports Microsoft SQL Server,
Oracle 7, and Oracle 8 and 8i
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Database Repository – Prerequisites
!
Users must have Microsoft Office 2000 and
Microsoft Windows 95 OSR 2.0, Windows 98,
Windows NT 4.0, Windows Millennium Edition, or
Windows 2000
!
If using Microsoft SQL Server, a SQL driver must
be present on the client machine
!
If using Oracle the Oracle client software must be
installed on the client and TNSNAMES.ORA file
must be in %ORACLE_HOME\network\admin
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Database Repository – Configuration
!
The store type for a Database repository is DB
!
Configuration involves setting the store type and
specifying the information required to access the
database
!
Example:
Collab.defaultStore = "DB";
Collab.setStoreSettings("DB",
"DRIVER={SQL Server};SERVER=qui;
UID=co;PWD=co;DATABASE=acrocollab");
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WebDAV Repository
!
WebDAV, or “Web-based Distributed Authoring
and Versioning”, is an industry standard for
collaboration over the web
!
Using WebDAV enables users outside of the
corporate firewall – including business partners,
suppliers and customers – to be involved in
document reviews
!
Cross-platform, works with Windows and Mac
clients
!
Each user's comments are saved in the hashed
sub-folder as an individual FDF file
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WebDAV Repository – Prerequisites
!
Server Requirements
!
Microsoft IIS 5.0 or Apache 1.3.14 with mod_dav 1.0
! A site must be set up to store the comments, accessible
to all reviewers over HTTP
! IS department involvement is needed to ensure the
collaboration environment is set up correctly
!
Client Requirements
!
Users must have Apple Mac OS 9.x or Windows 95 OSR
2.0, Windows 98, Windows NT 4.0, Windows Millennium
Edition, or Windows 2000
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WebDAV Repository – Configuration
!
The store type for a WebDAV repository is
DAVFDF
!
Configuration involves setting the store type and
specifying the location of the WebDAV server
where the comments will be stored
!
Example:
Collab.defaultStore = "DAVFDF";
Collab.setStoreSettings("DAVFDF",
"http://www.adobe.com/collab/");
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Summary
!
Online comments represent a powerful
technology for workgroup-based document
review
!
Online comments extend existing comment tools
in Acrobat, allowing real-time online
collaboration
!
Four types of repositories are available, providing
network and Internet solutions for a range of
platforms and infrastructures
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Additional Resources
!
Acrobat
!
!
ADBC
!
!
Attached
IIS
!
!
http://partners.adobe.com/asn/developer
http://www.microsoft.com/windows2000/server/
evaluation/features/default.asp
Apache
!
http://www.apache.org
! http://www.webdav.org/mod_dav/
!
WebDAV
!
http://www.webdav.org
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Sample WebDAV on PlanetPDF.com
!
Set your system to:
!
Server Type = WebDAV
! Server Settings =
http://www.planetpdf.com/planetpdf/webdavdemo/
! Try a file:
http://www.planetpdf.com/planetpdf/webdavdemo/lori
demo/demo.pdf
!
Talk to Karl about adding your own files
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Q&A
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Getting Started
Introduction
The Acrobat Database Connectivity (ADBC) plug-in provides some basic JavaScript properties
and methods for connecting to a database. These can be used to obtain information about the
databases available on the system, the tables contained within each database and the data types
used within any given table. More importantly, JavaScript can be used to execute SQL
commands and retrieve data, which can, in turn, be used to populate a PDF file. Conversely,
through JavaScript and SQL, field values of a PDF form can be saved to a database, data can
be added or updated as needed.
All of this is possible without the use of a web server or CGI script. These queries and
manipulations can take place on a desktop PC/workstation. When combined with the powerful
batch processing capability of Acrobat 5.0, large scale database tasks involving PDF files can
be performed in a automated manner.
Currently, ADBC is a Windows only feature and requires Open Database Connectivity (ODBC)
provided by Microsoft.
The purpose of this article is to describe the basic steps for getting started; this article is not a
tutorial in SQL. A good online reference to SQL is the article Introduction to Structured Query
Language by James Hoffman.
Fundamentally, this paper covers the following topics.
• The ADBC Demo Files: A brief discussion of the ADBC demo files in this folder.
• Registering an ODBC Data Source
• Connect and Execute SQL
• Connect to the Data Source
• Executing a SQL statement
• Retrieving Data and Populating a Form
• Updating the Database
The ADBC Demo Files
Also contained in this folder are two PDF files ADBCdemo.pdf and FormsBatch.pdf, and one
small Microsoft Access database ADBCdemo.mdb.
ADBC: Getting Started
15
• ADBCdemo.mdb: Both PDF demo files use this database. Before using the demos, you must
transfer ADBCdemo.mdb to your hard drive, then register it with the ODBC Data Source
Administrator. Instructions for registering the database are contained in the ADBCdemo.pdf file or
in the section Registering an ODBC Data Source, below.
• ADBCdemo.pdf: This is a two page file. On the first page, it is demonstrated how to extract
information from ODBC and list rows of data from your databases. This page also illustrates some
of the new forms features, the dynamic creation (and removal) of form fields through JavaScript,
for example. Complete instructions are contained on the page. The second page illustrates how to
connect directly to a particular database (ADBCdemo.mdb). On this page, you can connect, page
through the database, and even update the entries.
• FormsBatch.pdf: This demo illustrates how to populate a form (FormsBatch.pdf) and save the
populated form to the hard drive all in batch mode. The batch sequence used is called “Populate
and Save”, located in the Batch folder of the Acrobat CD. Additional information on “Populate and
Save” can be found in the file BatchSequences.pdf; you should read the discussion on “Populate
and Save” before trying to use the FormsBatch.pdf demo file.
Registering an ODBC Data Source
Your database must be registered with ODBC as a data source in order to be accessible by
ADBC. The following steps describes how to register a Microsoft Access file as a database.
The steps may be slightly different for other databases.
• In the Windows control panel, click on the ODBC icon to gain access to the “ODBC Data Source
Administrator”.
• Click on either the “User DSN” or the “System DSN” tab.
• A “User DSN” is only visible and available to the user currently logged on to the
current computer.
• A “System DSN” is available to any user logged on to the workstation.
• At this point you are in the “Create New Data Source” dialog box. Double click on the ODBC
driver for the data source (database) you want to access. For example, you might click on
“Microsoft Access Driver (*.mdb)”.
• ODBC driver Setup Dialog
• In the “Data Source Name” box, type in a name for the data source. This string does
not have to be the actual name of your database or table.
• In the “Description” box, enter some description of the data source.
• In the “Database” box, click on the “Select...” button, and browse to find the
database (or data source).
• After finding your data source, click on “OK”, and back out of the “ODBC Data Source
Administrator”.
Having finished the above steps, the database can now be accessed through the ADBC
interface.
ADBC: Getting Started
16
Connect and Execute SQL
The premise of this section is that you have a data source registered with ODBC by the name
of "my Data" and contained within this data source is a table called "my Table".
Refer to the Acrobat JavaScript Object Specification manual for details of the ADBC objects,
properties and methods discussed below.
Connect to the Data Source
First, connect to your data source to obtain a Connect Object, which, in turn can be used to
obtain a Statement Object:
try
{
// try to connect to the data source "my Data"
connect = ADBC.newConnection("my Data");
if (connect == null) throw "Could not connect";
// get a statement object
statement = connect.newStatement();
if (statement == null) throw "Could not execute newStatement";
} catch(e) {
app.alert(e);
}
This code assumes a fixed data source, "my Data". Alternatively, the script can get the data
source’s name from a text field of the PDF form you are trying to process; see, for example the
file ADBCdemo.pdf on the Acrobat 5.0 CD.
Data sources, such as a Microsoft Access file, that have been password protected can be
accessed by either providing the password at connect time, through a popup dialog that appears
on the screen, or, by providing the password programmatically
connect = ADBC.newConnection("my Data", "Admin", "dps017");
Alternatively, back in the “ODBC Data Source Administrator”, you can configure your Access
file so that the password is supplied automatically. In the “ODBC Microsoft Access Setup”
dialog, click on the “Advanced” button, then fill in the “Login name” and “Password” in the
“Default Authorization” box.
Executing a SQL statement
An SQL command is executed through ADBC by using the execute method of the statement
object just acquired:
connect = ADBC.newConnection("my Data");
statement = connect.newStatement();
ADBC: Getting Started
17
statement.execute(SQL)
// where SQL is some valid SQL statement
To retrieve data from the database, you must execute the SQL statement SELECT/FROM.
SELECT <list of columns> FROM <table>
For example,
SELECT "FirstName", "LastName" FROM "my Table"
To select all the columns from a table, you the following:
SELECT * FROM <table>
Note, the above syntax is not presented in the most general form.
try
{
connect = ADBC.newConnection("my Data");
if (connect == null) throw "Could not connect";
statement = connect.newStatement();
if (statement == null) throw "Could not execute newStatement";
// statement.execute returns true if successful
// Note the use of the single quotes and double quotes here,
// double quotes are needed if the name has white space in it.
if(statement.execute( 'Select * from "my Table"' ))
throw "Could not execute the requested SQL";
} catch(e) {
app.alert(e);
}
Retrieving Data and Populating a Form
Assuming now we are connected to our target data source and have executed a SELECT/FROM
command to choose the data we wish to examine, we now want to retrieve a row of the data
meeting the selection criteria and populate a PDF form.
The following script might be the mouse up action of a button (visible, but doesn’t print) on
the form.
try {
statement.nextRow();
var row = statement.getRow(); // get a row object
this.getField("id").value = row.ID.value;
this.getField("firstname").value = row.FirstName.value;
this.getField("lastname").value = row.LastName.value;
...... more fill in statements ..........
ADBC: Getting Started
18
this.getField("telephone").value = row.Telephone.value;
this.getField("income").value = row.Income.value;
} catch(e) {
app.alert("No more data.");
If the column names contain white space, using the syntax row.FirstName.value will not work,
instead use a bracket notation:
try {
statement.nextRow();
var row = statement.getRow(); // get a row object
this.getField("id").value = row["ID"].value;
this.getField("firstname").value = row["First Name"].value;
this.getField("lastname").value = row["Last Name"].value;
...... more fill in statements ..........
this.getField("telephone").value = row["Telephone"].value;
this.getField("income").value = row["Income"].value;
} catch(e) {
app.alert("No more data.");
See the Statement Object in the Acrobat JavaScript Object Specification for more details.
Updating the Database
Given there is data in a PDF form, perhaps an FDF that has arrived by way of e-mail, the data
can be stored in a database through an INSERT, for adding a new row of data, or by an
UPDATE, for updating an existing row.
Example: The following script was taken from the "Update" button on the second page of the
ADBCdemo.pdf file on the Acrobat CD
try {
// construct the update string---update all fields
var updateStr = "UPDATE ClientData"
+" SET FirstName='"+this.getField("firstname").value+"',"
+" LastName='"+this.getField("lastname").value+"',"
+" Telephone='"+this.getField("telephone").value+"',"
+" Income="+this.getField("income").value
+" WHERE ID="+this.getField("id").value;
// for debug, see what we have just constructed
// console.println(updateStr);
// and execute the update
statement.execute(updateStr);
} catch(e) {}
ADBC: Getting Started
19
Final Comments
This short article just touches only on the major steps needed for connecting to a database and
for retrieving information. Study the demo files in the database folder of the Acrobat CD for
additional examples, techniques and ideas.
Acrobat and ADBC now provides powerful tools for solving local database problems and it is
hoped that developers will take these new tools and produce for the business community some
useful and worthwhile applications.
ADBC: Getting Started
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