Adobe has continued to advance the paperless workflow, making life easier for far-flung groups working on a single document. In Acrobat, you have several choices for initiating a review of PDF documents. Not only can you send your PDF to colleagues and ask them to export their comments and send them back, you can start an email- or browser-based review that reviewers can access on the Web. And you can make your life easier by using Adobe's Tracker to manage the PDF-reviewing process.
Initiating a Document Review
Sending PDF files to other people for review is a great way to connect people in different locations who work on the same project. You can either email the PDF to someone or post the PDF to a Web page.
To email a PDF document for review:
Open the document you want to send for review.
In the Tasks toolbar, choose Send for Review > Send by Email for Review. If the Tasks toolbar isn't showing, choose View > Toolbars > Tasks.
This brings up a Send by Email for Review wizard. The current open file will appear in the Specify a PDF File to Send by Email for Review box.
Leave this file, or choose a different one. Click the Next button.
Enter the email address for each individual to whom you want to send the PDF for review.
You can customize the reviewing process by clicking the Customize Review Options button to open the Review Options dialog box. The options you can set in this dialog box are Display Drawing Markup Tools for This Review and Also Allow Users of Free Adobe Reader 7.0 to Participate in This Review. Click OK once you've made your choices. You can set different options for each reviewer by entering his or her address and checking the specific options.
Click the Next button. The Preview Invitation pane displays the message subject for the email and the message that explains how to perform the reviewing process. You can edit the message or subject as you'd like.
Click the Send Invitation button. The Outgoing Message Notification dialog box launches, letting you know that the PDF has been sent to your default email application. Your email program will launch (or come to the front if it is already running). The active PDF file is automatically attached to a new email. Click your Send button, or let the file be sent when your email runs its next schedule.
If you find that you want to send a PDF file to additional reviewers who were not on your original list, it's easy to do. Just open the PDF and choose Invite More Reviewers from the Comment and Markup menu in the Tasks toolbar. This launches the Send by Email for Review wizard. Follow the wizard's steps to send the file to more reviewers.
If you invite Adobe Reader users to participate in the review, this limits the range of comment features that all reviewers can use to just those that are available in Reader.
Web-based Document Reviews
Acrobat 7 makes it very easy for a corporate workgroup or other large organization to review a document. Reviewers can add comments to a single copy of the document placed at some location on the corporate network or the Internet. This will require some preliminary setup by the company's IT department, but once that is out of the way, any PDF file can be placed on the network for review by specified people.
To set up a PDF file for Web-based review:
In the Tasks toolbar, choose Send for Review > Upload for Browser-Based Review. If the Tasks toolbar isn't showing, choose View > Toolbars > Tasks.
This launches the Initiate an On-line Review wizard.
The current open file will be listed in the Specify a PDF File to Upload for Browser-Based Review box. Leave this file, or choose a different one. Click the Next button.
In the Uploading the PDF step, choose the upload location to put your PDF on a server. Make sure you get the specifics for the server settings from your system administrator.
Once an appropriate server is available on the network, the Next button will be enabled in the dialog box. Click it.
Enter the email address for each person you want to have review the PDF.
Click the Send Invitation button.
To send your reviewers a reminder:
With the PDF as your active document, choose Comments > Send Review Reminder.
This will open your email program with a Reminder note in the subject line and the reviewers' names in the To: area.
OK, so you want to stamp your document. Maybe you need to give reviewers some advice about the document's status or sensitivity. This tip from author Ted Padova demonstrates how to add stamps with the Stamp Tool along with related comments.