pdf portfolios · portfolios, so the whole portfolio needs to be downloaded before any content can...
TRANSCRIPT
PDF Portfolios
Karl Heinz Kremer
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Outline
• Some History
• What Are Portfolios
• How to Create Portfolios
• Some Use Cases
• Demonstration
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A Short History
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• Announced in 1993
• Improved Since Then
• Now an Open Standard: ISO/IEC 32000
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PDF Attachments
• Embed a File in PDF Document
• Easy to Attach - Hard to Open
• Scriptable
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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
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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
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PDF Portfolios
• Introduced in Acrobat 9
• PDF Packages on steroids
• Predefined layouts
• Custom layouts
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So, What is a Portfolio?
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Document Container
• Can Contain (almost) any Other Document
• User can Open or Extract Documents
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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
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Multi-Media Container
• Play Movies
• Embed Flash Animations
• Embed Flash Programs
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Binder vs. Portfolio
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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
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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.
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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.
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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).
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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).
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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.
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vs.
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Acrobat Support
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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.
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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.
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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.
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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.
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How Do We Make One?
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Two Options
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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.
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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.
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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.
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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).
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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.
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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.
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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.
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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.
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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
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Use Cases
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Training MaterialCourse material is often more than just onedocument: The actual course in a book, samples,tests, supporting material. All that can be wrappedinto one PDF Portfolio for easy access and navigation. A training company can use a custom layout so thatall documents distributed will look and feel thesame.
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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 athttp://blogs.adobe.com/acrolaw/2008/10/creating_electronic_closing_bind.html
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Project Documents
Every engineering project creates a huge amountof documentation like project plans, requirementsand design documents, schedules and userdocumentation. All these documents can be kept in one PDF Portfolio for easy access.
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EMail Archives
• Acrobat 9 does support the creation of portfolios as email archives, extracting emails from Outlook or Lotus Notes.
• EMail archives are searchable.
• EMail attachments get converted to PDF attachments.
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Gallery of PDF Portfolios
The following web site hosts a number of different PDF portfolios:http://www.acrobatusers.com/gallery/pdf_portfolio
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Demo
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