PDF Portfolios. Karl Heinz Kremer

Transcription

1 PDF Portfolios Karl Heinz Kremer 1

2 @khkremer 2

3 Outline Some History What Are Portfolios How to Create Portfolios Some Use Cases Demonstration 3

4 A Short History 4

5 PDF Announced in 1993 Improved Since Then Now an Open Standard: ISO/IEC

6 PDF Attachments Embed a File in PDF Document Easy to Attach - Hard to Open Scriptable 6

7 PDF Binders Introduced in Acrobat 5 Normal PDF Files Other Formats get Converted to PDF Bookmarks to Navigate Documents Binders can be created in Acrobat Standard Still Available in Acrobat 9 7

8 PDF Packages Introduced in Acrobat 8 PDF Attachments with a (much) better UI Different file formats can be in a Package Documents can be opened from within a Package 8

9 PDF Portfolios Introduced in Acrobat 9 PDF Packages on steroids Predefined layouts Custom layouts 9

10 So, What is a Portfolio? 10

11 Document Container Can Contain (almost) any Other Document User can Open or Extract Documents 11

12 User Interface Predefined User Interfaces delivered with Acrobat Portfolios automatically contain a navigation mechanism. Custom User Interface is possible Adobe Flex Builder/Flash Builder Required 12

13 Multi-Media Container Play Movies Embed Flash Animations Embed Flash Programs 13

14 Binder vs. Portfolio 14

15 Who Can Open It? Binders are PDF Files - All PDF Readers Can Open a Binder PDF Portfolios can only be Opened by Acrobat or Reader 8 or 9 15

16 PDF vs. Non-PDF Embedded Files With a binder, the user only has access to the PDF content. The original application files are no longer available. Depending on the security settings, the user can extract an application file from a Portfolio. 16

17 Security A Binder is one PDF file, and therefore only has one set of security settings: All or nothing. Every PDF file in a Portfolio can have it s own security settings. 17

18 Printing With a Binder, the user has to select a subset of pages when an individual document needs to be printed. The user needs to know which pages constitute that document. The PDF Portfolio allows to print any individual document in the portfolio (as long as printing is allowed). 18

19 Accessing Documents In a Binder, the user has to select a subset of pages when an individual document needs to be extracted. The user needs to know which pages constitute that document. The PDF Portfolio allows to extract any individual document in the portfolio (as long as the document security allows this). 19

20 Forms A Binder is one PDF document, therefore all form fields in it are considered part of one form. The PDF Portfolio can contain multiple forms. 20

21 vs. 21

22 Acrobat Support 22

23 Acrobat 9 Standard Acrobat 9 Standard can create PDF Portfolios, but is limited to the Grid layout. Acrobat 9 Standard can of course display any PDF Portfolios created with any other version of Acrobat 9. 23

24 Acrobat 9 Professional Acrobat 9 Professional can create PDF Portfolios with all available layouts. It can also use custom layouts for Portfolios. Supports batch processing of individual documents in a Portfolio. 24

25 Acrobat 9 Pro Extended Even though it s more expensive, and has a much longer name, as far as Portfolios are concerned, Pro Extended is just like Pro. 25

26 Acrobat 8/Reader 8 Portfolios can - with some limitations - be displayed in Acrobat or Reader 8 Acrobat 8 cannot create Portfolios, but when a Portfolio is opened in Acrobat or Reader 8, a special cover page is displayed, informing the user about compatibility issues and suggesting an upgrade. 26

27 How Do We Make One? 27

28 Two Options 28

29 Merge Files Creating a Portfolio means to select all the files that will go into a Portfolio at once. Make sure to select PDF Portfolio in the upper right corner - otherwise Acrobat will create a Binder. Modify order of files in Merge dialog - but can be changed later via the Index column. 29

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31 Assemble PDF Portfolio When assembling a Portfolio, add one or more files at a time. Documents can be organized in folders. The order of files in the Portfolio is determined by any of the columns. These Portfolios do not contain the Index column, it must be created manually if desired. 31

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33 Modifying Portfolios Regardless of how a Portfolio was created, the Modify function works the same way. Modify looks like the Assemble interface - it actually is the Assemble interface. 33

34 Files That Don t Go Into a Portfolio For security reasons, some file types cannot be added to a Portfolio: ZIP, EXE, VBS, JS, BAT, DLL These files could carry malicious code. Author can circumvent the protection to add the files, but nobody will be able to do anything with these files (cannot extract or run). 34

35 Document Preview If the MS Office suite is installed, MS Office documents can be previewed in a portfolio in Acrobat or Reader. Such documents can be modified within a portfolio. Preview relies on the operating system preview capabilities and does not work on a Mac for MS Office files. Users can however open these files regardless of the preview capabilities. 35

36 Searching Searching is supported across all files in a portfolio.serach can be accelerated by embedding the index into the portfolio. There is a slight difference in how search results are getting displayed: In a PDF document, the search term in the document is highlighted In a MS Office document, the document is opened, but the user has to find where the found term is located. 36

37 Security When security is added to a Portfolio, this is done on the Portfolio level, not to the embedded files. If files need to be secured, that can be accomplished by running a batch process on all documents in the Portfolio. 37

38 Tidbits PDF files can be optimized for web viewing this allows an improved user epxerience (e.g. faster loading of the first page). This optimization is not possible with Portfolios, so the whole Portfolio needs to be downloaded before any content can be displayed in a web browser. 38

39 More Tidbits Portfolios can be branded across all embedded documents (e.g. with a common header) Portfolios can be built automatically with Adobe s server products in Adobe Acrobat, Portfolios are always build manually. There is no limit to the size of a Portfolio 39

40 Use Cases 40

41 Training Material Course material is often more than just one document: The actual course in a book, samples, tests, supporting material. All that can be wrapped into one PDF Portfolio for easy access and navigation. A training company can use a custom layout so that all documents distributed will look and feel the same. 41

42 Closing Binder After e.g. a real estate closing all the documents involved will be distributed in a binder. This can be done much cheaper and easier with a PDF Portfolio. Watch an e-seminar at creating_electronic_closing_bind.html 42

43 Project Documents Every engineering project creates a huge amount of documentation like project plans, requirements and design documents, schedules and user documentation. All these documents can be kept in one PDF Portfolio for easy access. 43

44 Archives Acrobat 9 does support the creation of portfolios as archives, extracting s from Outlook or Lotus Notes. archives are searchable. attachments get converted to PDF attachments. 44

45 Gallery of PDF Portfolios The following web site hosts a number of different PDF portfolios: 45

46 Demo 46