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Embedded PDF in Lotus Notes

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  • Embedded PDF in Lotus Notes

    I'm not sure where this question would go. Maybe here...

    My wife's company uses Lotus Notes for their general office work flow. Their
    graphics department needs to distribute soft proofs of graphics files for print
    to brand managers and purchasers for their review before
    actually releasing the files for print. What they'd like to do instead of emailing
    large pdf attachments back and forth is to embed the pdf into a Notes document
    and grant access to that document on a company server to be reviewed remotely.
    Approval is done through Lotus Notes, but they'd like to have Comments done
    in Acrobat.

    The problem they're having is that once the embedded pdf is opened and
    comments/stickies/etc are added, the file won't save the comments.
    Additionally, when the pdf is Updated, the (un)revised pdf loses it's Commenting
    Rights, making it static.

    They run Lotus Notes 6.5.4 on Windows. The graphics department is on OS X, but also
    runs Lotus Notes. The creator of the PDF uses a G5, OS X 10.4.10 and Acrobat Pro 8.
    The commentors are running Windows XP and Acrobat Reader 7 or 8. The Grant Usage
    Rights feature has been enabled by the creator. Security is applied to the pdf, but it allows
    for Commenting.

    I'm just curious if anyone would have any input...

  • #2
    Re: Embedded PDF in Lotus Notes

    Within Acrobat 8 Professional there is are options for "Send for Shared Review", "Upload for Browser Review", and "Attach for Email Review". The Shared Review is great for within a company but everyone would need read/write access to the same shared volume, and would need to be on Reader 8 or above. The Browser Review work with Acrobat 6 and above but I don't think it works with Reader.

    Brian Cupp


    • #3
      Re: Embedded PDF in Lotus Notes

      Thanks for the response, Brian.

      I've suggested to her that they should be looking into Acrobat's built in
      reviewing tools, but that isn't really what they want. They need it to integrate
      with Lotus Notes because that's how projects (not just printing) are approved
      within their business work flow. So they really need to be able to distribute the
      Notes document with the link back to the PDF on their server, comment on and
      then save the comments into the PDF. If the proof is fine, the person could
      approve the Notes document. At least this is my best understanding of the
      In my opinion it's a problem when the PDF is re-embedded into the Notes
      document. I'm sure they could do this using Acrobats built in features, but
      integrating it into their business work flow seems to be a stumbling block.
      What they want is a lot like the Upload for Browser Review option though.


      • #4
        Re: Embedded PDF in Lotus Notes

        So the problem is the use of Reader in the mix...

        As Brian noted earlier, browser based review (which is what Notes
        integration is going to require) does NOT work with Reader, even if you
        enable it with Acrobat 8 Professional. The ONLY way to get Reader to
        participate in a browser-based review is to use the full "Adobe
        LiveCycle Reader Extensions Server" product.

        The alternative is for everyone to use Acrobat (Standard or
        Professional) for the review.



        • #5
          Re: Embedded PDF in Lotus Notes

          Thanks for the input. You're both right in that they're going
          to have to use full versions of Acrobat for their proofing process. Once
          they tried it sans Reader it worked just fine.


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