Acrobat 9 Shared Review on a LARGE scale - help!

We have a client that is looking to deploy PDF Shared Review company-wide. It will be a mix of Macs and PCs initiating reviews so Sharepoint does not look to be an option. At this point, it appears that WebDAV is the way to go. I suppose the concern is how well the network will handle the volume of HTTP requests as I understand that through WebDAV, the entire FDF is downloaded when using browser-based reviews.
They currently perform email-based reviews, where the PDF is sent to all the reviewers, who comment individually, then send their comments back. The initiator then consolidates the reviews into the original PDF. Obviously one of the issues is that the reviewers do not get to see each other's reviews, potentially causing duplicate comments.
I need to know what kind of resources are required for the following scenario...
- approximately 25 to 30 concurrent reviews at any one time
- 10 to 15 users per review
- expecting 450+ reviews per month overlapping for apx 3000 per year
- office located in Toronto, Los Angeles, Hong Kong and Mexico
- they would be running WebDAV on a Windows server
- is there load balancing to be considered?
- can they use a VM?
- timelines to deploy the solution
They are also concerned that users will have their machines filled with downloaded PDFs. Is there a way to force the reviewers to only use the browser plug-ins versus Reader or Acrobat. It's assumed that using the browser plug-ins will only hold the PDF in a temp folder, while still allow the reviewer to perform the commenting.
All the required software looks to be in place, so I'm assuming most of the cost will come from configuration, deployment and training.
I reviewed the document from the dev center -- http://www.adobe.com/devnet/acrobat/pdfs/online_collaboration.pdf
I was hoping to find some better resources out there that provide a more step-by-step process...

Can anyone at least point me to any other resources that assist in finding some answers?
I appreciate any help you guys and gals can give me...

Similar Messages

Acrobat 9 Shared Review error "Could not save the shared review-enabled pdf file. .

I attempted to start a Shared Review of a PDF file. I have been unable to initiate the review. Upon completion of the setup routine (i.e., filed idenitified, server location identified, participant's email entered, send selected, I get the error message - Status" Could not save the shared review-enabled PDF file.

As a workaround, don't put the source PDF at the network folder location which you have specified in Shared Review wizard. Eg. if you are initiating a review at the network location \\servername\xyz, ensure that your source PDF is not placed at \\servername\xyz.
I have not understood your second question. Do you mean to say that Acrobat.com option is disabled for you?

Acrobat 9, shared reviews, and looking for "Save As" option

Hello to all,
I am wondering whether you can help with an annoyance in setting up shared reviews under Acrobat 9.
Background: I first established shared reviews at my company using Acrobat 8 and our own internal WebDAV server. The setup worked, and still works, marvelously. To set up a shared review, I would select "Send for shared review", select the previously-stored server profile, request to save the file locally, give the review PDF a name, and save it. I'd then post the file to one of various locations specific to our company, and all was well.
Then the company upgraded me to Acrobat 9. Its shared-review user interface is slightly different - and contains one particularly annoying aspect. It, too, allows you to save the shared-review server address as a profile - but when you do so, you inexplicably lose the ability to choose a name or a location for the shared-review PDF. When you first set up the server, Acrobat 9 prompts you for a file name and a location - and it never does so again. Instead, any time you select the server profile, Acrobat automatically appends a "_review.pdf" suffix to the file name and saves it in the same directory as the original file. This is annoying because I almost never save the review PDFs in the same folder, and need them to have different names both in the PDF file name and on the comment server. So I really need the functionality that Acrobat 8 offered - namely, to select which file name and destination to use for the review PDF. The workaround (re-create the server profile every time) is even more annoying - we work with about 50 reviews per day, and having to retype the server address & verify it every time would get old very fast.
Does anyone know what I'd have to do to bring back Acrobat 8-style "Save As..." functionality for an existing shared-review profile in Acrobat 9?
Thanks and best regards,
--Michael

> When using Save As to save a PDF, is it possible to have Commenting and Analysis enabled for that saved PDF by default?
No.

Reader X compatible with Acrobat 9 shared review

I need to know if I can initiate a shared PDF review with Acrobat 9 and include reviewers running Reader X and Reader 9.
If anyone has info on this, it would be greatly appreciated.
Thanks

So presumably a Shared Review started with Acrobat 9 could also be responded to with Reader X? I have such a user that can't seem to connect to the review, though he can open the document.

Can I format the email announcement of an Acrobat Shared Review

I use Acrobat's Shared Review feature to get approval of draft documents. Acrobat sends out an email that requests people to join the review. However, this email is in plain text and its appearance is horrible. I want to be able to format the email, doing things like putting the deadline in bold.
Right now, I normally send the review request to myself. Then I create and format an email in Outlook, and insert a link to the review. Is there a better way?

You can't change the email body that Acrobat composes, but you can copy what it's generated and paste it into your regular email software, where you can apply templates etc.
Since the SR system will now only run on local shared folders or WebDAV, the content of the 'invitation' email is largely redundant anyway - you don't need the special Acrobat.com hyperlink anymore, and would have to manually add a link to the PDF.

Acrobat Pro 10.1.13 Hangs when sending for shared review

Hi all,
The company where I work has recently upgraded from Design Standard CS3 to CS6. While this has fixed the numerous problems with Indesign, Acrobat's shared reviews still give me trouble.
In the past if i tried to do a shared review and send the emails from within acrobat, it would crash. I was resigned to a lifetime of never using this feature and saving the files to my hard drive and then manually sending the email with a link.
After the installation of Acrobat 10.1.3, there is a new problem.
I can create a shared review and send the emails through acrobat but it never completes the sending. The odd thing is, it does make the review file, copy it to the correct location and sends the email. The only way to get out of Acrobat is to make it crash. It gets stuck at the screen below.
This is marginally better than what i use to use as it at least sends the email but it isnt ideal.
I have tried different network locations with different length directory names and also the root directory, but i get the same result. Only once has it done it without a problem.
Has anyone else had this problem and is there a solution?

Everyone else has the same problem with sending review emails in Acrobat.
Do you mean an Adobe profile or Windows 7 User Profile?

Captivate Shared Reviews are based on Acrobat workspaces, right?

Since the very latest Captivate 7 publishes its shared reviews to Acrobat workspaces - and that is really the most effective way to use them, how will this feature be affected?

I think the Captivate team was taken by surprise as well. Adobe can be like that. Too big to even know what is going on with their products (which aren't a part of Creative Cloud) - otherwise, why would the Captivate team not have sent a message to their users? Captivate even has a built-in window for "News about Captivate", so it isn't like they don't have a mechanism for that.
Of all the features in Acrobat.com, shared reviews was the only one that really had much (unique) value, and it is a critical functionality when it comes to producing elearning. It is also one of the things which brought value to Captivate. I hope the team there comes up with a solution which corrects this significant oversight.
Ah, Adobe. What that we rely on shall you kill off next?

Shared Review: Synchronization issues... Help!

Hi!
Context:
We make extensive use of Adobe Acrobat for shared reviews using email attachments and links.
A couple of writers in the team have upgraded to use Adobe Acrobat XI Pro with others using Pro 9.
Our shared email reviews make use of an internal web server folder
Problems:
During a recent trial using PDFs sent as links, we have encountered a significant number of cases where comments were:
a) Not visible to all reviewers/initiator.
b) Visible to the reviewer adding the comment, but not visible to others.
c) Lost to all users.
Note, that we experienced the same issues when using PDF sent as email attachments.
In most instances, we have been able to access the internal web server folder and see the review PDF with associated XML review files, using Windows Explorer or a Web browser. However at times we have also lost review comments, where the XML files were not created.
We have a number of reviewers that work from various locations and connect using VPN and the local network. In all situations, the Web server folder can be accessed and updated by the user.
Whilst different connections may cause problems for Adobe Acrobat, we have experienced situations where:
The Publish button was clicked
The PDF was closed and no warning was given that review feedback was not saved in the Web server folder.
Related Issue from 2010:
In my search for answers, I came across the following entry from 2010, that refers to Adobe Acrobat Pro 9:
http://forums.adobe.com/message/3325019#3325019
Today, I opened a review file with review XML files visible in the Web server folder, however Adobe Acrobat XI PRO did not display any comments.
However, after removing the contents of the \AppData\LocalLow\Adobe\Acrobat\11.0\Synchronizer\resources folder, Adobe Acrobat displayed all comments as expected.
Solution ?
I cannot expect all initiators and reviewers to clear down the \synchronizer\resources folder on a regular basis to clear out issues with the files created by Adobe Acrobat.
Similarly, I cannot expect reviewers to restrict working on shared reviews to when they are directly connected to the office network rather than via VPN.
The "solution" presented in the above entry suggests a temporary workaround, however, given that the entry was reported 3 years ago with Adobe Acrobat Pro 9, I am concerned that this issue continues to persist through to Adobe Acrobat XI Pro!
Can anyone suggest a more permenant solution to the problems above?
Just a thought...
Is it possible and straightforward to switch off the Adobe synchronizer?
What would be the impact of switching off the Adobe synchronizer?

Hi there,
I am having a similar problem, wherein I could not reliably retrieve comments on a PDF for which I was the review initiator. It seemed I had fixed the problem by manually deleting all the resource files. I was able to reply to comments and publish new comments. However, now I am not able to retrieve my own comments, nor can anybody else (other non-reviewers) see the comments I published.
I am looking at the XML files on our server that hosts our PDFs and there is one XML file that I believes pertains to the comments I made and published. However, it is empty of comments. I'm pretty desperate to retrieve these comments, as they represent a day or so of work for me and other innocent third parties.
Is there any other way to retrieve these comments? I have a bunch of deleted "resources" files from last week, I'm wondering if there is any way to force-sync to one of these resource files? Might the resource files contain my comments? I can't accept that the comments are just lost in the ether when I was getting "successfully published" messages from Adobe each time I clicked "publish comments."
Another thing to note: Every time I open the "_review.pdf" file, the "Welcome Back to Shared Review" screen shows a different server name in the "Review Server" line. That seems a bit troubling, no? Is it possible that my XML files are stored on a different server than the server that hosts the PDF file? In which case I can troll through all of our servers for the XML files that contain the missing PDF comments?
Help help please help.

Cannot include external users in shared review.

Livecycles ES2 - 9.0.0.0. GM - SP2
Hi, I logged into contentspace as administrator, selected a file and choose 'Initiate Shared Review'.
In the shared review wizard I entered my e-mail in the 'Specify External Reviewers Email ID(s)' box and clicked 'Add to List'.
I get an alert 'No End point is defined for receiving emails from External reviewers'.
Could anyone please tell me how I define this end point.
Thanks in advance,
Michael
P.s. An Email endpoint for 'Complete Task' service has been defined.

Hi Michael
The email endpoint on the Complete Task is for continuing Workspace processes via email.
It won't help you with the Contentspace Shared Review.
Although I'm not familiar with the Contentspace Shared Review, I found the following Help item that may solve the problem?
http://help.adobe.com/en_US/livecycle/9.0/contentspaceAdminHelp/help.htm
Diana

Mac using Acrobat Pro v9 can't connect to shared review hosted on Sharepoint server.

A person at our company has a Mac with Acrobat Pro v9 and can't connect to our shared review hosted on a Sharepoint server. The shared review is initiated from a PC using Acrobat Pro X.
They can access/login to the Sharepoint server via Safari on the same computer both inside the company and from outside.
They used to have it working just fine for months, then suddenly (recently) it stopped working and it just keeps saying that it can't connect.
When trying to connect, Acrobat doesn't ask for credentials. I've tried hunting down where those credentials are stored to try and delete them to force it to ask again, but no luck there either.
I also have a Mac (but I'm running Acrobat Pro XI and now DC) and I can access the same shared review that doesn't work for them. And I can't seem to break it for me (as an effort to figure out their problem).
Any helpful guidance on how to get things back on track would be greatly appreciated. My head hurts from beating it against my desk. :-|
Thanks!

Several of us encountered the same issue running MAC OS X on Acrobat Pro XI. I'm tagging your question to see if someone provides a solution.

Can no longer access Acrobat shared review server

Hello. We are using Acrobat 8, and yesterday I discovered that I can recreate a lost shared-review PDF by generating a new PDF, and then copying the comment-repository XML files from the original review PDF to the folder belonging to the new review PDF. That was great, but I wanted other staff members to not fiddle with the XML files, so I set that folder (named "meta") to read-only. It was previously shared and set to full-access for everybody.
Today, I found that nobody had access to their shared reviews anymore, so I hastily reset the access to the "meta" folder back to full-access, and I re-shared the "meta" folder for everybody. It isn't helping. No-one can access their shared reviews.
Note: immediately after I recreated that lost PDF, one of the reviewers added several comments and uploaded them to the server, so I know everything was working fine then. I set the "meta" folder to read-only sometime later, and I think that's what caused the problem.
Any ideas?
I've just now tried posting a new shared-review PDF, but this time I created a new shared-review folder location, pointing to the exact same actual network folder. The only thing different between the two connections is the descriptive names attached to the connections, which appear in the drop-down list of locations. The original connection's descriptive name is "Acrobat Server" (named by one of my colleagues) and the new one I left unchanged from the default descriptive name "My Network Folder". This new shared-review PDF works fine, so I know that access to the "meta" folder is fine, but how can I fix the older review PDFs?
A workaround for my problem is therefore to re-post all the currently active shared-review PDFs, using the "My Network Folder" connection, and then copy the XML files to the new PDF. I just tried it, and it works, but that's only a practical workaround to fix the 10 to 15 recently posted review PDFs, and it'll only work if people still have the original PDFs they posted. All the older review PDFs will still be read-only.
Also, does anyone know how to remove a folder location so that only the one that works appears in the drop-down list?
Updates:
1) The above workaround only works for me. Other reviewers still cannot access the new PDF. So I don't have a valid workaround after all.
2) One more thing: if I try to post a new PDF using the old location "Acrobat Server", it fails at the step where it tries to create the XML file and folder.
3) Earlier, I also tried creating a new shared-review folder location in another directory, and I noticed that the metadata folder was not shared. So maybe I don't need to share the "meta" folder after all, and maybe something changed in our corporate network overnight?

Thank you for your answer.
I have narrowed my problem down to a connectivity problem with the comment server. We have Acrobat 8 installed on a machine named "acrobat". On the acrobat machine, the shared-review PDFs are stored in a folder named "documents". Each member of our team has a subfolder within the documents folder. i.e. this structure:
documents
     john
     jane
     david
     amy
The comment server XML files are stored in a folder named "meta", at the same level as the above name folders:
documents
     john
     jane
     david
     amy
     meta
When we send documentation out for review, we send reviewers a link something like "\\acrobat\john\123_review.pdf". Reviewers are able to open the PDF, but they get an error message saying "Adobe Reader cannot connect to the Review Server: acrobat".
I believe that the message means that Reader is not able to find the comment server in the "meta" folder. But the meta folder is definitely there, and is write-accessible for everyone. Any user on our network is able to manually open the meta folder, create a new file inside the folder, edit and save that file, delete the file, etc.
These pdfs that no longer work, always used to work. I had changed permissions on the meta folder, but after people reported connectivity problems, I changed the permissions back to full control for all users, and even added more users with full control, but people still can't connect. What I need is to find out where these PDFs are looking for the comment server. It looks like they're looking in the correct place: the acrobat machine, but maybe inside the PDFs, the comment server location is stored in a certain way.
Another thing: when anybody tries to initiate a shared review, the process fails at the point where Acrobat 8 tries to create a comment server folder. The person who set up Acrobat 8 for us also defined the shared-review location for us (a drop-down box containing all locations appears in the first or second screen of the dialog box when you initiate a shared review. Only one location appears for us: the location defined by that person, and it's named "acrobat server"). But I don't know how to find out what that shared-review location is. Acrobat 8 lets you remove a location, but doesn't let you edit it. If I could see what the location is, I could see if the path is somehow defined irregularly. e.g. without the fully qualified domain name or something like that.
I subsequently added another location, "my network folder", and pointed it to the same meta folder. The "my network folder" location works for me. I can post a shared review, and it connects to the comment server properly. But this works only for me: when other users open that same shared review pdf, they get the "cannot connect" error message above. Again, if I could see explicitly how "my network folder" is saved in Acrobat, and also see how the PDF file has stored that location, I could see if there's a mismatch.

Acrobat 9. Professional Locks During Shared Review

I do a lot of shared reviews in Acrobat and upgraded yesterday to Acrobat 9 Professional.
This morning when I attempted to set up a shared review, I was able to set the directory for the shared document. When I went to add the reviewers to send the link to and clicked next Acrobat locked up and I had to use Task Master to kill it.
When I retried the same thing happened. I downgraded back to Acrobat 6 because of this problem in Acrobate 7 and 8. Do the new versions have a problem with shared reviews. I downgrade back to 6 to have this capibility but I really should be able to use 9.0 for this task. I am tired of the limitations of 6.0 What gives?

Lotus Notes Release 7.0.2. It accesses my address book without problem, when I go to send it, it hangs up, if I wait 30 minutes to an hour it will populate the email fields but there are garbage characters in it.
Example my email address here at work is:
[email protected]
What Arcobat enters is:
CN=Russell Windle/OU=Central/OU=Scientific/O=OAI@OAI
Its like it is reading the company directory for me I work in the Central location in Scientific at OAI (Olympus America Inc).
Where it is getting this email address is a mystery to me, and it does not work, I have to go into the email and change the email addresses to the "[email protected]" format.

Acrobat 9.0 Shared Review COMMENTS VANISH MYSTERIOUSLY

Has anyone had a problem with comments created on one day simply vanishing the next?
Windows XP 2002 SP1
Acrobat 9 Pro
Acrobat Reader 9
Acrobat 8 Standard
How we start the review:
We use Acrobat 9 Pro to create a manual shared review. This creates a review pdf in the same shared network directory as the original pdf. (I saw in an Acrobat 8 entry that this may not be good practice.) In Windows explorer, we create a shortcut file from the review file. Then we drag the shortcut file into a new Lotus Notes database that we created for storing and organizing links, and to send auto-notifications at different review milestones. We used to send the link via Notes mail, but users lose them. Users then launch the shortcut, which opens the review file. Sometimes we, the review creators open files directly from Tracker.
The problem...
occurs after a day or two. After creating comments, at least two of the reviewers opened the document the following day, but the comments had disappeared. I watched one reviewer open the document. The "Welcome Back" window listed the reviewers and showed the normal new/total comments. After a few seconds, THE TOTAL COMMENTS FOR ONE REVIEWER RESET TO ZERO as we watched. The comments were not in the review file. It seems that comments are normally stored inside the review files instead of in auxiliary .fdf files as they once were, or in .xml files as I saw in a recent example with Acrobat 9 on a review I restarted.
A possibly related problem occurs sometimes when trying to close a file, even when no comments are added: A message states that there are unpublished comments and offers a publish, delete, cancel, and one other button. After clicking publish, another messages states that the file is locked. This is an endless loop and Acrobat will not close without going to the Task Manager.
I also submitted this as a bug report to Adobe. Has anyone found a solution? Need help. Reviewers are losing hours of work.
Thanks,
Phil

Hi Vikas,
We began saving the files locally and this seemed to sort out the confusion with comments disappearing and reappearing, etc.
There are still some rough spots you may be interested in -
1. My teammate, Russ initiated a file and sent me the link (which is a Windows shortcut file with a path to the shared document). I opened the link and the shared file opened. However I was not prompted to save it immediately as you described in step 5 above. The save prompt only appears when closing the file. So, when the user first starts working on the file it is on the shared copy.
2. While the file was still open the first time, I created a couple of comments and clicked publish. A message appeared that I had not seen before: "1 published - 1 queued." I could still add comments, but the publish button did not become active and the check button did not respond. It was like the check/publish functions locked up but not the rest of the program. I was able to save the file locally. When I reopened the local file, the check message said 3 messages were being added (Russ published these) checking again deleted the comments, then checking again restored them. Since then, as long as we opened the local versions, commenting seemed to function normally. The key here is that opening the local copy is not enforced by the program. The program relies on users to function a certain way and does not inform them of the consequences. If Reader or Tracker knew whether a bona fide local copy existed and warned if an attempt to open the network copy was made, many of these issues would go away.
3. Some other concerns:
a. When a link is sent to users, there is no guarantee that they will only use it once and discard it. If they don't discard it, they will continually open the shared doc, not the local copy. When our users get busy, they take the path of least resistance, which is to find the original link and open it, rather than hunting down a file to open. In Acrobat 6 this was never a problem. Users always linked to the shared document; each user's comments were stored in outboard files (fdf) the integrity of the shared doc and users comments was never in question. We did hundreds of documents this way. Of course, everyone had 6 Standard or higher, not reader.
b. When closing the document, Acrobat prompts to save the file. Clicking Save produces a Save AS window each time. Shouldn't this be a Save box? When users enter and close a document multiple times they must stop and decide whether to overwrite the file each time. Conversely, if there are unpublished comments and you try to close, there is a Save Draft button, which seems to save over the local file without asking. This seems backwards. If I'm editing an Indesign document and I click save, it just saves. If I want to save a variation, I click Save AS. (FYI, on my pc, Acrobat prompted to save the file in C:\temp; on Russ's pc, it prompted for \MyDocuments.)
c. Tracker is not as easy to find as other Acrobat functions. I could not find a Tracker button to add to the toolbar. I believe that if Tracker could be selected to turn on at program start (or even start as a separate program), the users would more likely open the correct (local) file. All that users would be required to know is Start Acrobat, read links. The link they need would be visible immediately.
I hope this gives you our perspective in the spirit of improving the product.

Acrobat 9 Standard - Document Message Bar not shown in shared review

A pdf file is "send for shared review" by Acrobat 8 or 9 on a network folder.
The file is shared review enabled and is storred at the network folder correctly.
If the file is opened by Acrobat 9 Standard the yellow
Document Message Bar (DMB)does not show up.
Opening using Acrobat 8 Standard or Pro works fine and presents the DMB.
Doing a review without the Document Message Bar is really clumsy, so
any help is very welcome.
Tested so far:
Registry key has no influence:
...FormsPrefs\bHideDocumentMessageBar
Information from kb-entry is applied:
http://kb2.adobe.com/cps/508/cpsid_50894.html
Deleted the 3 Reg-Values:
    [HKEY_CURRENT_USER\Software\Adobe\Adobe Acrobat\9.0\Workflows]
    "bEnableAcrobatHS"=dword:00000000\
    [HKEY_CURRENT_USER\Software\Adobe\Adobe Acrobat\9.0\Workflows]
    "bEnableWorkflowPart"=dword:00000000
    [HKEY_CURRENT_USER\Software\Adobe\Adobe Acrobat\9.0\Workflows]
    "bEnableRTCPart"=dword:00000000
Created this 4 Reg-Values:
    [HKEY_CURRENT_USER\Software\Adobe\Adobe Acrobat\9.0\Workflows]
    "bEnableRTCAuth"=dword:00000000
    [HKEY_CURRENT_USER\Software\Adobe\Adobe Acrobat\9.0\Workflows]
    "bEnableHSLibrary"=dword:00000000
    [HKEY_CURRENT_USER\Software\Adobe\Adobe Acrobat\9.0\Workflows]
    "bEnableShareFile"=dword:00000000
    [HKEY_LOCAL_MACHINE\SOFTWARE\Policies\Adobe\Adobe Acrobat\9.0\FeatureLockDown]
    "bCreateBuzzwordDoc"=dword:00000000
All Acrobats have actual versions (9.3.2 and 8.2.1)
Message was edited by: walker81

The answer:
[HKEY_LOCAL_MACHINE\SOFTWARE\Policies\Adobe\Adobe Acrobat\9.0\FeatureLockDown\cDocumentStatus]
"bSuppressMessageBar"=dword:00000000
Sometimes IT-dept. customises without telling it and forgetting it immediately.

Shared Review Web Server - Acrobat 9.0 Pro

Hey All
I'm trialling Acrobat v9 with a view to improving invoice approvals within the business. Firstly, I thought of using the "workflow approval" process, but this doesn't appear to be available.
So, I decided to use the "Share Review" process but I'd like to utilise our internal intranet server but I can't work out exactly how to define the web server - I'm using IIS and have created a virtual directory http://intranet/approvals with read \ write permissions on the virtual directory and also shared the folder with "everyone full control" share permissions and "everyone full control" security permissions.
however, when I come to test and add the server in Acrobat using the shared review process, I enter the address as http://intranet/approvals but the status is returned as "undefined".
Can anyone help?
Will also welcome anyones suggestions \ experiences of invoice approval processes on Acrobat as I'm a complete newbie!
Thanks
Dave

That’s correct. Others can participate using Reader in the shared reviews.

Acrobat 9 Shared Review on a LARGE scale - help!

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