Reviewing Proofs with Adobe Acrobat Standard and Professional

Approval Manager's integrated Acrobat proofing support is available in Workgroups only.

Approval Manager supports the use of Acrobat Standard and Professional for reviewing and commenting on proofs. When using either of these versions of Acrobat to review proofs, the Approval Status must be set within Approval Manager. Annotations made to the proof in Acrobat Standard or Acrobat Professional can be synced with Approval Manager and made available to other reviewers.

If you have never used Approval Manager before, you will have to install the MetaCommunications Acrobat Plug-in before your comments and annotations made in Acrobat Standard or Professional will be synced with Approval Manager.

Tip: If Acrobat becomes unresponsive or is unable to display the commenting toolbar in Microsoft Windows, kill the Acrobat process in Task Manager and try again.

Procedures

Reviewing Proofs with Acrobat Standard or Professional

Locate the Approval Process in the Review Worklist containing the file which you want to review in Acrobat Standard or Professional.
Click the Review button ( ) for the desired Approval Process. The Review page for the sdelected file will open, displaying the Review Assistant for the file.

Review Assistant displayed for selected file

Click the File Name to open it. The file will open in Acrobat Standard or Professional.

Note: If this is the first time opening a proof file for review in Acrobat Standard or Professional, you will receive a notification instructing you to install the MetaCommunications Acrobat Plug-in. Please install the Plug-in, close Acrobat, and re-open the proof file for review. Additional information on installing the Acrobat Plug-in can be found in the "Installing the MetaCommunications Acrobat Plug-in for Acrobat Standard and Professional on Mac OS X" and the "Installing the MetaCommunications Acrobat Plug-in for Acrobat Standard and Professional on Windows" topics.

Use the full range of Acrobat commenting and annotation features to perform your Review of the file. Consult your Acrobat documentation for further information.
Click the Sync button ( ). Comments and annotations will be synced with Approval Manager. Subsequent reviewers of the file will see them. If you have not applied any comments or annotations to the file, there is no need to Sync.
Warning: Closing Acrobat without syncing will result in the loss of any comments or annotations added since the last sync.
In the Review page, select a Review Status to assign. The available Review Statuses consist of: "Approve", "Accept w/ Changes", "Reject", and "Comment". When a Review Status is selected, a comment box will appear in the Review Assistant, allowing you to type comments as part of the selected Review Status.
Optional: If you have a file that you want to attach to your review, click Choose File ( ). A file browser window will open (Finder for Mac OS X and Windows Explorer for Windows). Browse to and select the file to attach.
Click Post ( ) when finished. Your Review will be posted with any comments or files attached. Once Posted, it will be visible to other users reviewing the file or managing the approval process of which it is a part.

Installing the MetaCommunications Acrobat Plug-in for Acrobat Standard and Professional on Mac OS X

The MetaCommunications Acrobat Plug-in for Acrobat Standard and Professional only needs to be installed the first time you attempt to view a proof with Acrobat Standard or Professional. After it is initially installed, it will be used thereafter whenever viewing a proof with Acrobat Standard or Professional.

Note: The following procedure is specific to installing the MetaCommunications Acrobat Plug-in with Safari on Mac OS X.

Caution: The MetaCommunications Acrobat Plug-in Installer used to install the Plug-in will close all open applications and will log out and back into the system. Please make sure that all open documents are saved before proceeding, otherwise you may lose any information contained in unsaved documents.

Open a Proof file with Acrobat Standard or Professional. (For information on doing this, please refer to the [Reviewing Proofs with Acrobat Standard or Professional] section of this guide.) A message will appear, asking whether or not you want to install the MetaCommunications Acrobat Plug-in.
Click Yes. A new web browser window will appear with two tabs. The first tab will display the PDF with a warning note indicating that the Acrobat Plug-in needs to be installed. The second tab will display the MetaCommunications Acrobat Plug-in Installation Overview page.

Note: If Tabbed browsing is not enabled for Safari, two new browser windows will open instead of one new browser window with two tabs.
Select the tab that displays the MetaCommunications Acrobat Plug-in Installation Overview page.
Select Mac OS X 10.3+ and click Download ( ). The following warning message will be displayed:
Click Download ( ). The MetaCommunications Acrobat Plug-in Installer will be downloaded and launched.
Follow the instructions in the MetaCommunications Acrobat Plug-in Installer. Select the default settings recommended by the Installer. The Plug-in will be copied to the "Contents/MacOS/JavaScripts" folder of the Acrobat Standard or Acrobat Professional package installed on your system.
When the installation is finished, all open applications will close and you will be logged out and back in to your computer. When your desktop appears again, the MetaCommunications Acrobat Plug-in will have been installed and you can use Acrobat Standard or Professional to sync review and sync your comments and annotations with Approval Manager.

Installing the MetaCommunications Acrobat Plug-in for Acrobat Standard and Professional on Windows

The MetaCommunications Acrobat Plug-in for Acrobat Standard or Professional only needs to be installed the first time you attempt to view a proof with Acrobat Standard or Professional. After it is initially installed, it will be used thereafter whenever viewing a proof with Acrobat Standard or Professional.

Note: The following procedure is specific to installing the MetaCommunications Acrobat Plug-in with Internet Explorer 6 on Windows XP. Slight variations may exist for other Windows operating systems, security policies, and supported browsers.

Note: This installation may require rebooting your Windows computer. Please save and close all open documents before attempting to install the MetaCommunications Acrobat Plug-in, otherwise data loss may occur.

Open a Proof file with Acrobat Standard or Professional. (For information on doing this, please refer to the [Reviewing Proofs with Acrobat Standard or Professional] section of this guide.) The proof will open in a new browser window and a message will appear, asking whether or not you want to install the MetaCommunications Acrobat Plug-in.
Click Yes ( ). Another browser windows will open. The first will contain proof originally selected with a note indicating that the MetaCommunications Acrobat Plug-in is required. The second window will display the MetaCommunications Acrobat Plug-in Installation Overview page.
Select the browser window that displays the MetaCommunications Acrobat Plug-in Installation Overview page.
Select your operating system and click Download ( ). The following warning message will be displayed.
Click Run ( ). A security message will appear.
Click Run ( ). The MetaCommunications Acrobat Plug-in Installer will be downloaded and launched.
Click Install ( ). The MetaCommunications Acrobat Plug-in will be copied to the "\Acrobat 8.0\Acrobat\Javascripts" directory in the location in which Acrobat is installed. At the end of the installation, the Completing the Installation page will open.
Select "Reboot now" or "I want to manually reboot later" and click Finish ( ). If you select Reboot now, all windows will close and your computer will reboot. When it is finished rebooting, the MetaCommunications Acrobat Plug-in will be installed, allowing you to sync comments and annotations made in Acrobat Standard or Professional with Approval Manager. If you choose "I want to manually reboot later" you will not be able to sync comments and annotations with Approval Manager until the computer is rebooted.