Posts in Category "Actions"

Eight Free Acrobat XI Actions for Legal Pros

Actions, a feature of Acrobat X and XI Pro, are a powerful way to standardize processes by automating routine, multistep tasks.

Actions may be extended via JavaScript so that operations not found in the program itself may be created. Thus, it is possible to deliver unique capabilities via an Action.

In the Acrobat X timeframe, I worked with our partner Windjack to produce a series of Actions that are useful for legal professionals. These Actions were made available on the Adobe Acrobat Actions Exchange.

I’ve updated the actions to work with Acrobat XI and am publishing both versions (X and XI) here for you.

Note:

  1. These Actions below are not published or supported by Adobe Systems Incorporated.
  2. Use these Action at your own risk. I suggest using a copy of your files until you understand how each Action works.
  3. I cannot customize these Actions for you. If you require customization, please contact Windjack.

Need to find out more about how Actions work?

To learn more about how to import and work with Acrobat XI Actions, click here.

Below, you can learn more about these free Actions and download them to try them yourself.

Enjoy!

Continue reading…

Flatten Form Fields and Comment using a FREE Acrobat X Action

Flattening is the process of moving editable information— form field data and comments— into the main document layer so that it cannot be edited or changed.

At left, below is an illustration of editable form and comments elements. After flattening (right), the appearance of the elements remains, but they are no lonager editable.

Flattening Illustration

Many folks simply print the document to the Adobe PDF print driver to flatten a document. However, that process takes several steps and eliminates bookmarks and other information.

Why would I need to Flatten a document?

Here are a few reasons that you might want to flatten a document:

  • To ensure that comments are printed
  • To prevent someone from changing the text inside a PDF form
  • To lock your stamp on the document

To make the flattening process easier, you can use a FREE Acrobat X Action to flatten your document.

Acrobat X Flatten Action

The Acrobat X File Name Stamper Action automates the process of flattening the document. Just open your Actions Panel and click!

How do I get the Acrobat X Action?

You can get the  Action over on the Actions Exchange on AcrobatUsers.com,

Alternately, you can download it direct below.

The PDF document you download below includes:

  1. Installation and use instructions
  2. Action (embedded in the PDF)

Enjoy!

Flatten_Doc.pdf (753K)

Hint:

Right-click and Choose Save Target As . . . to save to your desktop

You will need Acrobat X Pro to run the Action

Continue reading…

Removing Acrobat X’s Default Actions

Acrobat X Action Icon

Acrobat X Pro ships with a number of default Actions to help you automate various processes.

While useful, you might wish instead to create some extra room in the Actions Wizard panel so that more of your own custom Actions will appear.

Unfortunately, you cannot delete the default Actions, at least from Acrobat itself.

However, if you have Administrator rights on your PC or Mac, you can remove them.

Removing Acrobat X Pro’s Default Actions

Windows 7 or Vista

  1. Quit Acrobat if it is running
  2. Navigate to: C:\Program Files (x86)\Adobe\Acrobat 10.0\Acrobat\Sequences\ENU
  3. Delete all the files inside this folder
  4. Restart Acrobat

Windows XP

  1. Quit Acrobat if it is running
  2. Navigate to: C:\Program Files\Adobe\Acrobat 10.0\Acrobat\Sequences\ENU
  3. Delete all the files inside this folder
  4. Restart Acrobat

Mac OSX

  1. Quit Acrobat if it is running
  2. Open your Application folder
  3. Locate the Adobe Acrobat X Pro folder and open it
  4. Right-click on Adobe Acrobat Pro.app and choose Show Package Contents
  5. The Contents folder will appear
    • Open the Resources folder
    • Scroll down to find the Sequences folder and open it
    • Open the ENU folder
    • Delete all the files inside
  6. Restart Acrobat
Playing Safe
You might wish to copy the Default Actions rather than delete them.

 

Troubleshooting

  • When I try to open the folder, the system says I don’t have access rights (or similar message).
    You need to be an administrator on your machine to make these changes. Contact your IT staff for help.
  • Can’t Find Acrobat in the Application Folder
    The instructions below are for Acrobat in the default location by the Acrobat installer. If you or your IT staff installed Acrobat in an alternate folder it may not be in this location

  • Can’t Find the Sequences Folder
    An Acrobat Action needs to be run at least once after installation before the Sequences folder is created
  • I found a Sequences folder, but none of the standard Actions are inside.
    You are looking at the User directory which contains your custom sequences. Instead, navigate to the proper directory above.

Continue reading…

Quickly Review Case Documents with this FREE Acrobat X Quick Review Action

One challenge faced by legal professionals is separating the wheat from the chaff when analyzing case documents.

Winning your case requires you to find facts within documents, yet the majority of documents supplied in discovery are irrelevant. How can you quickly review case documents and pull out only the most promising for further study?

Acrobat X Pro Actions can help!

With some custom JavaScript, we’ve designed an action designed to help you separate the "Keeps" from the "Rejects":

.

Acrobat X Pro Quick Review Action

The Acrobat X Create Quick Review Action provides a process to help you evaluate a large number documents by:

  • Displaying each document in turn and allowing the user to keep or reject the document.
  • Copying documents to a “Keep” or “Reject” Folder

When you run the Action, you’ll be asked to select the files you wish to process:

Then, you can select the folder in which to copy the "Keepers" and (optionally) a folder in which to copy the Discarded files:

When you run the Action, a yellow Action prompt will appear instructing you to add a comment to the documents you wish to keep.

The easiest way to add a comment is to tap CTRL-6 (or CMD-6 on the Mac).

Then, just click the When completed, proceed to the Next Step> text which will open and present the next document for review.

Complete the steps for all of the documents you wish to review.

What about Email Portfolios?

It works! Just select the Email Portfolio at the start of the process. Note that this process will extract a copy of each message to your "Keeper" folder.

How do I get the Quick Review Action?

You can get the Filename Stamper Action over on the Actions Exchange on AcrobatUsers.com,

Alternately, you can download it direct below.

The PDF document you download below includes:

  1. Installation and use instructions
  2. Action (embedded in the PDF)

Enjoy!

Quick_Review.pdf (674K)

Hint:

Right-click and Choose Save Target As . . . to save to your desktop

You will need Acrobat X Pro to run the Action

 

Continue reading…

Create a Bookmark Report using this Free Acrobat X Action

Acrobat's Bookmark Panel

Acrobat Bookmarks are a very useful way to add navigation to a PDF document.

Acrobat’s Bookmarks Panel allows you to scroll through a list of bookmarks. Clicking on a bookmark will take you to the page associated with it.

Bookmarks can be created by an authoring application (like Word or PowerPoint) or may be created after the PDF is published.

Bookmarks are a convenient way to review documents, too. As you page through a document, just tap CTRL-B (CMD-B on the Mac) to create a bookmark.

Bookmark Reporting

Since attorneys frequently use bookmarks when reviewing documents, from time to time I’m asked:

Is there a way to create a Bookmark Report in Acrobat?

Acrobat does not offer this feature "out of the box", but with a little JavaScript magic inside an Acrobat X Pro Action, no problem!

Acrobat X Create Bookmark Report Action

The Acrobat X Create Bookmark Report Action processes multiple PDF documents and outputs a
Summary Document containing:

  • A unified report, by document, listing bookmarks in a hierarchical fashion
  • A Comma Separate Values (CSV) file which may be opened in a spreadsheet program

When you run the Action, you’ll be asked to select the files you wish to process. Then, you can choose various option in the Actions window:

Create Bookmark Report Action Window

How do I get the Bookmark Report Action?

You can get the Document Numbering Action over on the Actions Exchange on AcrobatUsers.com,

Alternately, you can download it direct below.

The PDF document you download below includes:

  1. Installation and use instructions
  2. Action (embedded in the PDF)

Enjoy!

Create_Bookmark_Report.pdf (673K)

Hint:

Right-click and Choose Save Target As . . . to save to your desktop

 

Continue reading…

Stamp File Names on PDFs with this Free Acrobat X Action

Acrobat offers a number of ways to stamp information on documents using either the Headers/Footers function or Bates Stamping.

Unfortunately— out of the box— Acrobat does not allow you to stamp the document File Name on the document very easily.

Why would I need to stamp a file name on the document?

There are a number of legal workflows (discovery, exhibit preparation) that may result in the renaming of files. Preserving the original file name may be important so that you can establish the provenance of a file.

In addition to the file name, PDF documents also have a Document Title property which is different than the file name.

You can view the Document Title property of a PDF by choosing File> Properties and clicking on the Properties tab:

The Document Properties tab of Acrobat X

Fortunately, Acrobat X Pro Actions come to the rescue!

With a bit of JavaScript, we’ve put together a useful add-on for anybody who wants to stamp filenames on documents.

Acrobat X File Name Stamper Action

The Acrobat X File Name Stamper Action automates the process of stamping:

  • File Name
  • File Name + Date
  • Document Title
  • User-entered text

When you run the Action, you’ll be asked to select the files you wish to process. Then, you can choose various options in the Actions window:

Acrobat X File Name Stamper Options

How do I get the File Name Stamper Action?

You can get the Filename Stamper Action over on the Actions Exchange on AcrobatUsers.com,

Alternately, you can download it direct below.

The PDF document you download below includes:

  1. Installation and use instructions
  2. Action (embedded in the PDF)

Enjoy!

Filename_Stamper.pdf (682K)

Hint:

Right-click and Choose Save Target As . . . to save to your desktop

You will need Acrobat X Pro to run the Action

Continue reading…

Automatically Add Exhibit Numbers with a Free Acrobat X Action

Adobe Acrobat X Pro allows you to save time and standardize processes by automating routine, multistep tasks in a guided Action.

Interestingly, Actions can also be used to create new capabilities that might not be in Acrobat itself. Since Actions can be expanded with JavaScript, entirely new functionality may be added.

Recently, I worked with a developer to create and document a series of nine FREE Actions that I think have great utility in the legal market. In this article,

In this article, I’ll discuss one of these Actions— Document Numbering.

Document Numbering Action

To support your case, you may be need to create exhibits. Complex cases may have a number of exhibits. It is important to have a precise way to refer to a given page in an exhibit. For that reason, the practice is to refer to exhibit pages by both document number and page number.

For example, Exhibit 5, Page 3.

Manually creating exhibit numbering is time consuming. The Acrobat X Document Numbering Action can automate the entire process allowing you stamp many documents in a few seconds.

What does the Document Numbering Action do?

Choose Documents
Stamp
Save Numbered Copies
 
 
Import the documents in the order you wish to stamp them.
Apply a stamp to the document containing the Exhibit Number. You can choose from a colored or transparent background
Choose to rename the result documents with a prefix or suffix.

How do I get the Document Numbering Action?

You can get the Document Numbering Action over on the Actions Exchange on AcrobatUsers.com,

Alternately, you can download it direct below.

The PDF document you download below includes:

  1. Installation and use instructions
  2. Action (embedded in the PDF)

Enjoy!

Document_Numbering_Action.pdf (821K)

Hint:

Right-click and Choose Save Target As . . . to save to your desktop

 

Continue reading…