Posts in Category "Portfolios and Packages"

Joel’s Portfolio Tools – Export Portfolio Data

My former colleague Joel Geraci is a PDF wizard.

Joel was at Adobe for several years in the role of PDF Developer Evangelist . . . he’s a technical guy that can solve just about any PDF problem.

In fact, he’s started a company called Practical PDF that can tackle all sorts of tricky PDF issues which require custom development and integration.

Export PDF Portfolio Listings to a Text File

For legal professionals who use Portfolios, one oft-heard request is for the ability to export the document list to a text file.

If that sounds like you, you’ll want to get a copy of Practical:PDF Portfolio Utilities. The price? Free!

While you’re checking out Joel’s website, try out the custom PDF Portfolio Navigators he’s developed.

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Batch Printing an Email Portfolio

Acrobat X includes an email archiving feature (see video for demo) which allows you to convert an entire folder of email into a single, searchable PDF, complete with attachments. I previously wrote about this featue in my post "Creating Email Portfolios for Small EDD Productions".

Acrobat X behaves a bit differently than previous versions of Acrobat as one of my customers found out:

One of my users is working with an email portfolio file. They open the file and want to be able to print selective content.  When they select the pages to print and go into the Print window they do not see the All PDF files or Selected PDF files. See below:

Picture of Print Window which does not allow for batch printing

In Acrobat X, you can selectively print the current file in the file preview window. That’s a new feature, but the result is that batch and selective printing is harder to do.

In this article, I’ve got solutions for both and also a bonus solution I bet nobody thought of yet.

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How to OCR Documents in a PDF Portfolio

PDF Portfolios are increasingly being used by law firms and legal departments across many disciplines.

As a result, my email inbox receives questions such as this one which I received today from the law department of large US city:

We are curious as to whether it’s possible to OCR all documents within a PDF Portfolio?

Acrobat 9 allows you to run several operations across a PDF Portfolio including OCR.

What are PDF Portfolios?

A PDF Portfolio may be thought of as a digital container. This container can include PDF documents, Office docs, image formats and a lot more.

Once files are placed in a PDF Portfolio, they may be sorted and viewed various ways.

For more info, watch this short video or go to the Portfolio section of my blog.

Ideally, you’ll want to have Acrobat 9 Pro to OCR all the files in a PDF Portfolio, but you can use Acrobat 9 Standard, subject to the limitation I outline in the article.

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Creating Email Portfolios for Small EDD Productions

I took a close look at the Acrobat 9 packaging and didn’t find any mention of EDD (Electronic Data Discovery).

Despite that, I’m hearing from more and more law firms that would like to use Acrobat to capture, review and produce email as part of a case.

A great solution is an Email Portfolio. Acrobat can convert an entire folder of email in Outlook or Lotus Notes into well-organized PDF Portfolio which lets you sort, filter and search.

The Outlook integration provide by Acrobat offers the following:

  1. Convert individual email messages to PDF
  2. Adds attachments in their native format into the PDF of the message
  3. Combines all of the converted messages into a PDF Portfolio
  4. Adds a full-text index to the PDF Portfolio

Acrobat’s email archiving feature is intended to be a personal email archiving tool, however with a bit of tweaking (and perhaps a plug-in like Evermap’s AutoPortfolio), you may be able to use it successfully to manage small EDD productions.

Email Portfolio Movie Thumbnail New to Email Portfolios?
Learn about the basics of Email Portfolios by watching this short movie.

In this article, I’ll discuss:

  1. How to create a new User Account for production
  2. Setting up a “null user” in Outlook
  3. How to load PST and MSG files into Outlook
  4. How to convert email messages into an PDF Email Portfolio
  5. Reviewing documents in the Email Portfolio
  6. Producing Documents from the Email Portfolio
  7. Converting an Email Portfolio to a PDF Binder
  8. How to use Evermap’s AutoPortfolio tool to move data to a litigation support product like Summation or Concordance

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Can a PDF Portfolio have bookmarks?

People just love bookmarks, the TOC-like panel that let you jump from page to page in a PDF:

Bookmarks Panel in Acrobat

People like Bookmarks so much, they wish they could have the same organization tool for a PDF Portfolio, which is a collection of individual documents in a PDF container. I have several other articles you can read on Portfolios in my Portfolio Category.

While PDF Portfolios don’t have bookmarks per se, I do have a workaround that might make many of you happy.

Can’t get enough Rick? Follow my daily life on Twitter.


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Case Analysis Part III: Exporting a PDF Portfolio List to a Spreadsheet

In previous articles on PDF Portfolios for Case Analysis (see Part 1 and Part 2), I discussed how to create, customize and code files in a PDF Portfolio to help you work with case documents.

PDF Portfolio List View

Law firms often need to share information about case files. For example, you may need to create a report about the files contained in a  PDF Portfolio to share in discovery.

Out-of-the-box, Acrobat does not offer the ability to export the Portfolio List View.

Fortunately, Adobe’s Acrobat Technical Evangelist Joel Geraci has posted Joel’s PDF Portfolio Utilities on his PDF Dev Junkie Blog. Using this free utility, you can easily export the list view.

In this article, I will discuss how to use this utility.

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PDF Portfolios for Case Analysis: Part 2

PDF Portfolios— a new feature of Acrobat 9— are useful for Case Analysis.

A screenshot of a Case Analysis Portfolio

In PDF Portfolios for Case Analysis, Part 1, I covered how to:

  • Download and use a special Portfolio template for Case Analysis
  • Customize the Portfolio Cover Sheet and Header
  • Create folders
  • Add new columns to capture fielded information

In this article, I will discuss how to:

  1. Add your own case files to the Portfolio
  2. Move files to appropriate folders
  3. Add keywords
  4. Sort and Filter information

I’ll also include a few tips for working with PDF Portfolios.

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PDF Portfolios for Case Analysis: Part 1

June 16, 2009 Note: I’ve made several changes to this post including an updated Case Analysis Portfolio template.


Case Analysis is the process of reviewing documents associated with a case and making decisions about them. For example, you might use Acrobat to help you find:

  • Documents containing your clients name
  • Documents which relate to a specific issue
  • Documents which are privileged

A PDF Portfolio is a single PDF document which contains other documents. By keeping the documents together in a PDF Portfolio, we can accelerate document review.

In this article series, I’ll discuss how to use Acrobat 9 and a PDF Portfolio for Case Analysis.

For some background on PDF Portfolios, click here to view a demo movie.

In this article, you will open a Case Analysis Portfolio and customize it for your case. In Part 2, we will load documents and start to code and work with documents. In Part 3, you will learn how to export a PDF Portfolio to a spreadsheet file.

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PDF Portfolio Conversion and Reordering

Note: Acrobat X allows you to drag and drop to reorder files!

At the International Legal Technology Association show this week, I demonstrated one of the top new features of Acrobat 9— PDF Portfolios.

A PDF Portfolio

Portfolios are a great way to deliver closing binders and deal books. Clients find PDF Portfolios easy to use and engaging because:

  • Portfolios can contain both PDF and non-PDF content
  • Portfolios are searchable
  • Portfolios use a folder structure for organization
  • Portfolios are sortable via a spreadsheet-like interface
See a Demo Movie of PDF Portfolios
Using a PDF Portfolio for Closing Binder

was a lot of interest in PDF Portfolios at the show, and a few questions that I haven’t addressed here on the blog:

  1. How do I convert non-PDF documents (Word, Excel, etc.) into PDF inside a Portfolio?
  2. How can I convert all incoming documents to PDF at the time I create a PDF Portfolio?
  3. How do I change the order of the files in a Portfolio?

Fortunately, there are methods to address the issues above. Read on to learn more.

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Bates Numbering Across a PDF Portfolio

Bates Numbering is the consecutive numbering of legal documents.

With Acrobat 9 Pro, you can Bates number all of the files in a PDF Portfolio in a single step, even converting common Office formats automatically along the way. Keeping all the files in a PDF Portfolio is convenient and makes it easy to deliver and maintain the document set.

Bates Numbered document

Want to learn more about PDF Portfolios?
PDF Portfolios are the next generation of PDF Packages— a single PDF that may contain many other files.

SEE: Legal Portfolio Movie

Want to know about Bates Numbering in Acrobat 9?
Check out this movie which shows off all of the basic Bates Numbering capabilities of Acrobat 9 Professional.

SEE: Bates Numbering Movie

Still on Acrobat 8? See this older article on Bates Numbering

In this article, I’ll discuss how you can Bates number across a Portfolio, and also discuss a few limitations.

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