PDFs and SharePoint integration using Acrobat/Reader X


Did you know that you can work with PDF files on Microsoft Sharepoint repositories from within Acrobat/Reader X? You can avoid the cumbersome process of browsing to the PDF and using the web interface. Acrobat/Reader now have built-in support for working on PDF files in SharePoint repositories.

You’re all set if you have the latest version Acrobat or Reader. But before you can do that, your SharePoint administrator needs to enable this functionality on the server configuration. If they have not done it alreday, send them an email or file an IT request:

Subject: Enable Acrobat/Reader- Sharepoint integration

Dear Admin,

With Adobe’s latest release, it is possible to work on PDF files hosted on Sharepoint directly using Adobe Acrobat or the free Adobe Reader. For the clients computers, no special setup is required.

On the server side, however, a small change is required. The following link explains the details: http://kb2.adobe.com/cps/869/cpsid_86901.html

Could you please configure the server so that we can all benefit from this feature.

Thanks,

As soon as the server is updated, you’re all set!

Working with PDF file on SharePoint

  • On the SharePoint portal, select the PDF file and choose EDIT from the drop-down menu. The file will open in Acrobat/Reader
  • Open/Save PDF files in SharePoint repositories from within the  Acrobat Open/Save dialog boxes.
  • Additional menu in Acrobat/Reader: File > Sharepoint

Learn More and get productive

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  1. #1 by Wilbert Hwang on January 26, 2011 - 10:11 pm

    What you described above working. But I can’t digitally signed the document and have it promt me to check it back in. I only can sign and save the document out side of sharepoint. Every thing works well excepts digital signature for Reader X. I don’t know it make any different with Acrobat X pro. Please send me email if you got any information regarding digital signature fixed for Reader x or Acrobat X Pro. Thanks!

  2. #2 by Jordi on February 4, 2011 - 5:09 pm

    I have the same problem with the digital signature. Are there a solution for this, working only with reader?
    And I have one more question :
    When I open the pdf document from Sharepoint library, If I want to save it in another library, what must I do? Because, If I register the document through the Sharepoint File Menu, I don’t have the option to try the library, and in Save As, I cannot see the Sharepoint’s libraries.

  3. #3 by Vikrant on February 4, 2011 - 5:36 pm

    If you want to save a document in another library, in Acrobat/Reader choose File >Save As > [...] and then give the complete path of the library in the File save dialog box. For example, http://mysparepoint/collab/vikrant/document.pdf

    This will work provided that you have sufficient permissions.

  4. #4 by Vikrant on February 4, 2011 - 5:49 pm

    You cannot sign a PDF using Reader unless the PDF document is Reader Extended. (In Acrobat X, choose Save As > Reader Extended PDF > Enable Additional Features)

    For a reader extended file, after you place your signature, it prompts you for a location to save it. Overwrite the file on SharePoint; then choose SharePoint Server > Check in.

    • #5 by Wilbert Hwang on February 4, 2011 - 10:01 pm

      When I try to digitally sign and save an reader extended file, I got this message: ….file is checked out to you. Other users cannot edit this document until you discard the check out. Neither answered “Yes or No” will not allow you to auto checked back in to SharePoint. (It just saved the digital signed copy to your local drive) If you just edit the text (WITHOUT DIGITALLY SIGNED), it will works fine.

  5. #6 by Jordi on February 4, 2011 - 5:55 pm

    Ok, but I receive a message error when I try to Save As (giving the complete path of the library) :”Invalid Document Name”, and I don’t have the chance to save it. Is it necessary, for the Save As , that the Sharepoint site are running on http port 80 or is not necessary?

    • #7 by Vikrant on February 4, 2011 - 6:05 pm

      I just tried it, and it worked for me.
      Infact, if you’ve checked out a file, you probably don’t have a “Save” option. You can only check-in. So “Save As” actually saves a copy of the document in whatever path that you provide. Try saving it in the same library to see that it’s not a permission issue.

      The Open and Save dialog boxes accept the following options:
      1. URL of the repository; for example, http://mysharepointserver/mysite/mydoclib
      2. Complete UNC path; for example, \\mysharepointserver\mysite\mydoclib
      3. Mapped network drives

    • #8 by Jordi on February 4, 2011 - 6:16 pm

      Yes! It’s working! I’ve changed the port and I’ve tried again , and it’s working.
      (I think that it’s necessary that the site runs in port 80)

    • #9 by Wilbert Hwang on May 5, 2011 - 12:08 am

      I just got Acrobat X/10 and need to go back for the testing. I tested and still encountered issue with digital signature. Did you digitally signed the document and it prompted you to check in automatically? i got the same issue that i posted on Feb 4 above. Anybody have the solution to this problem. Please let me know. Thanks in advance.

    • #10 by Gabriel on May 20, 2011 - 9:07 pm

      I have exactly the same signature problem.

    • #11 by Zubair on July 22, 2011 - 2:57 pm

      Has anyone found a solution to this problem, i have the same issue with digital signatures using acrobat x pro.

  6. #12 by Nathaniel on March 2, 2011 - 7:03 pm

    Hello,

    I’ve just configured our SharePoint server to work with Reader X, and it looks pretty good. However, when I upload a PDF into a library with content types which have Lookup metadata fields I can’t update the metadata – when I double click on the metadata name nothing comes up. Date and simple text metadata is editable just fine. Do you know what the issue might be?

  7. #13 by Joanna Kerekes on March 22, 2011 - 3:15 am

    How do I same a newly created file to sharepoint. I don’t see sharepoint under file. This works great with existing files from Sharepoint but what if I had a new pdf file that I opened in in reader X, how do I save it sharepoint

    • #14 by Vikrant on March 22, 2011 - 10:24 am

      In the file Save dialog box, you can provide the complete path the sharepoint library to save the file. This path can be a complete UNC path (\\mySharePoint\Workspace\user) or a HTTP server path. Once you’ve saved the file, the SharePoint menu appears. Hope that helps.

  8. #15 by Kim on March 23, 2011 - 1:38 am

    I have the same problem as Nathaniel (see comment on March 2). SharePoint library is set to require certain metadata. These are listed in the document properties prompt. Only data and simple text metadata is editable. Any ideas why other types of metadata / properties, such as look ups, are not editable?

    • #16 by Vikrant on March 23, 2011 - 9:57 am

      I’ve passed on the information to the team, and they are already aware of it.
      If you’d still like to enter it into the system, you could file a feature request/bug at http://www.adobe.com/go/wish.

    • #17 by Chuck on April 23, 2013 - 9:23 pm

      Kim,
      Did you ever get a solution to this problem. I am experience this issue also and cannot figure out how to make it work.

  9. #18 by Bernado on April 5, 2011 - 12:12 pm

    Hi there,

    I have a content type setup to use a PDF as the document template. When I try to create a new document of this content type from a document library (through the New button), nothing happens. Acrobat Reader does not open as expected. I have followed the setup described above, and have tested with both Reader and Professional installed on the client. Please help!!

    • #19 by Julio on April 20, 2011 - 11:17 pm

      I have teh same issue. Have you found a solution to this issue.

  10. #20 by Bernado on April 5, 2011 - 12:15 pm

    Bernado :Hi there,
    I have a content type setup to use a PDF as the document template. When I try to create a new document of this content type from a document library (through the New button), nothing happens. Acrobat Reader does not open as expected. I have followed the setup described above, and have tested with both Reader and Professional installed on the client. Please help!!

    Additional details: This is on MOSS 2007, IE 8, and Acrobat Reader/Pro X.

  11. #21 by Vikrant on April 21, 2011 - 12:12 am

    I’ve been trying to find out but I think that this might not be supported in this version. You could file a feature request at http://www.Adobe.com/go/wish/ .

    Are you trying this functionality for pdf forms? Just trying to understand why such functionality might be required.

  12. #22 by John Palmer on April 26, 2011 - 3:34 am

    We have a number of computers that now cannot edit/save PDFs from SharePoint after being upgraded to Acrobat X. In our tests, I have found than any document library that has a (non-default) date column does not save correctly unless you re-enter the date values from within Acrobat (File/SharePoint/etc…).

    I’ve recorded this as a bug at the URL provided by Vikrant. I would hardly consider this a feature request since users can no longer edit PDFs from SharePoint once they upgrade to Acrobat X.

  13. #23 by Rich Tolbert on May 3, 2011 - 8:33 pm

    I’ve made the suggested server changes and viewing and checking out for edit seems to work well; however, using Reader X I add an annotation to the PDF, and when I try to save/check in the PDF back into SharePoint I get a file check in error referring to an unexpected error and code 0×80020005. All of the required props are filled in, and the user has write permission. Any ideas because I’d like this to work? Thanks in advance

  14. #24 by Patty Miller on May 17, 2011 - 6:03 pm

    The SharePoint integration works well when you are working with documents directly in SharePoint. However, if you open a PDF file in SharePoint via an e-mail link, such as when a workflow generates an e-mail with a URL link to the PDF file, Reader does not recognize it as a SharePoint document and does not enable the SharePoint server menu to allow check out and editing. This is because the file is first downloaded to a temp folder and then opened in Reader rather than being opened directly from SharePoint. Is there some configuration that will bypass the temp folder and open the file directly?

    • #25 by Ben Davis on November 8, 2011 - 5:44 am

      Patty, did you ever figure out a way around this?

  15. #26 by Elizabeth M on June 4, 2011 - 5:21 am

    I uploaded a PDF onto sharepoint which contains file folder links to a network address. When I open the PDF in sharepoint and then use the link, I receive a security warning. Once I allow the application to open the link, nothing happens. The file is not opened. If I then download the same PDF and open it and follow the link, I get the same security warning which I allow permissions and it sucessfully opens the file link.

  16. #27 by Tom Benjamin on June 29, 2011 - 6:12 am

    One problem I’m running into is the “Check Out & Open” option in Acrobat/Adobe Reader. The “Check Out & Open” option is highlighted as the default on a file open command, and users are inadvertently clicking it, leading to documents being checked out. This even happens on SharePoint libraries where the user only has read access.
    I would also prefer it if in a SharePoint library the “Edit Document” option for a PDF was replaced by “View Document”, perhaps with the option of being able to switch to edit mode if required – more like the way Office 2010 behaves.
    This is all in an Acrobat/Reader X, IE8, SharePoint 2010 environment.

  17. #28 by Kathrin on September 16, 2011 - 9:00 pm

    I am getting “Acrobat cannot access the network. Please verify your computer’s network connection and try again” error after I edit an existing pdf in sharepoint and try to save it back.
    Please help.

  18. #29 by GillouX on September 29, 2011 - 12:49 am

    Hello Kathrin,

    are you running an english site on SharePoint or are you using another language ?

  19. #30 by Susanne on September 29, 2011 - 9:55 pm

    I also have the same error “Acrobat cannot access the network. Please verify your computer’s network connection and try again”. But I do have an older version of SharePoint (SharePoint 2003) in English. If I open an pdf-document with Adobe Acrobat X (version 10.1.1) out from Outlook and I wand to save it directley into the sharepoint folder (over network place) I get this error.
    But if I save the document first locally and save it afterwards it into the sharePoint Folder (with drag & drop) it works fine.
    Maybe I have to add something into the registry, I don’t know. Until now I could not find a solution. Can maybe someone help me?

  20. #31 by Susanne on September 29, 2011 - 10:17 pm

    I have forgotten to mention the client is Windows 7

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