Archive for October, 2011

Using Acrobat Shared Review for Approval Workflows – Part 1

Life Sciences firms often have burdensome requirments for the approval of even the simplest of marketing materials due to the highly regulated nature of the bio-pharma industry.

It is not uncommon for each new marketing asset to require an extensive review from representatives from the line of business, technical experts, legal, marketing and other stakeholders.

Adobe offers tools in its LiveCycle family of products such as the LiveCycle Managed Review and Approval Accelerator, that help automate, track and move docments through workflow processes.

A server solution is most effective when there are a large number of users who need to be part of the approval process. Of course, to deliver this kind of solution, you need budget and the full support of IT, as well as the time and resources to implement it.

If you are limited in funds and need a solution right away, using a desktop tool like Acrobat can be a great alternative for document review which let’s you get up and running fast with virtually no IT involvement.

Acrobat Shared Review

Acrobat’s Shared Review feature allows multiple people, in real time, to add notes and mark-ups to documents, and to approve or reject suggested changes.

In order for multiple users to interact, a server is needed to act as repository for the comments. Acrobat synchronizes comments between all the users in the review. You can use any network folder that the reviewers can read and write to, or a SharePoint workspace which provides reviewers access.

To extend review to users outside the firewall, your IT organization could set up SharePoint as an extranet providing log-ins for partners.

Each user can choose when they want to publish and receive comments. In this simplified animation below, an Acrobat Pro user is publishing a comment and several Adobe Reader users are receiving the comments.

Note: I only show the syncing as one-way in the animation, but in fact all users can sync their comments with others on the team.

Read on to find out more about Shared Review.

Continue reading…