How to use Adobe Acrobat Pro 9 for Plan Review

Transcription

1 How to use Adobe Acrobat Pro 9 for Plan Review Download file from AV: Select record > Go to Documents portlet > Click on document name: Select Download. Choose to Save at File Download dialogue box.

2 Save to appropriate location on local hard drive or network. Open Acrobat Pro 9: If file is already a PDF, choose File > Open > Browse to file location. If file is AutoCAD or other file type, choose Create > PDF from File to convert file to PDF.

3 Choose appropriate PDF settings (AutoCAD file conversion only) Example of file size before and after conversion: Original DWG = 103 KB Adobe PDF Standards: None = KB (retains layers in original doc can show or hide individual layers) PDF/A = KB (strips away layers in original doc) PDF/E = KB (retains layers in original doc can show or hide individual layers)

4 PDF is created and ready for next steps: Markup / Comments Add Signature Add Security Upload new version to AV

5 Markup / Comments: Tools available in Markup / Comments tool panel: Shape tools Sticky note tool Add stamps including dynamic content Add call out tool Text tool Comment tool

6 Each markup that is added to the document is listed and detailed in the Comments panel. Comments can be printed separately from marked up document.

7 Example of Comments document:

8 A plan reviewer can easily review comments left and mark off if applicant has completed the corrections.

9 Comments can be filtered by Reviewer, Status, Checked Status, or Type. This example shows comments that are filtered by a reviewer named Heidi. Note the little small message that indicates there is an active filter applied to the list.

10 Add Signature for approved plans: Click on Sign in the tool bar > Sign Document. A message dialogue box appears and lets the user know they will need to draw the area where the digital signature will be placed on the document.

11 Blue square indicates the area where the signature will be placed on the document.

12 Sign Document dialogue box allows the user to pick which digital signature to use and how it will appear.

13 Once the signature is added, a blue signature panel appears anytime the document is open and lets the user know the document is signed. Signature also appears on electronic and printed copy.

14 A signature can also be added to a document by using a Stamp that is a raster image of the real signature (see below) or by applying an ink signature, which is using the pen tool and the mouse to draw a signature. These two methods do not certify the document or add any validity to it but do show a digital representation of the reviewer s signature. When finished with individual review, Save changes. **See below for Shared Review or Based Review options in Adobe Acrobat Pro 9.

15 **Shared Review or Based Review If plans will need to have a shared internal review, without uploading back into AV (whatever is inside AV will be available for customer to view), then choose to create Shared Review in Acrobat. Shared reviews can take place on internal network folder, web server folder, Sharepoint workspace, or through Acrobat.com. The benefit of shared review is that comments and markup can be seen by multiple reviewers live at the same time. Based Reviews are routed via . This method takes place when reviewers do not have an accessible common server. PDFs are reviewed separately and comments and markup are merged together manually when review process is complete. The drawback to based review is that comments are not seen live by other reviewers. **Note for jurisdictions to consider: For proper record keeping, either method needs to be incorporated into the jurisdictions document management system. Accela will link to document management system. All review versions need to be uploaded to AV. But all documents uploaded to AV can be seen by the general public. Possible to create a Private document type within the Building Documents group and change the permissions so that general public cannot View documents. Example of Private document type permissions: Viewable in ACA: Uploadable in ACA: Deletable in ACA: All ACA Users Registered ACA Users CAP Creator Licensed Professional Contact Owner All ACA Users Registered ACA Users CAP Creator Licensed Professional Contact Owner All ACA Users Registered ACA Users CAP Creator Licensed Professional Contact Owner

16 Add Security A variety of security settings can be applied to each PDF document including controls over printing, editing, copying content, document assembly, page extraction, commenting, filling in forms, signing, and template creation from document. There are also a variety of means to set and add permissions, such as adding a document password, Certificate security, or use Adobe LiveCycle Rights Management ES security (additional piece of software) to add security policies. Security hierarchy: Document password (least secure, most simple to implement) Add encryption (encrypt whole document, all but document s metadata, or only file attachments) Add document opening restriction Add restriction against types of editing, copying content, printing (high or low res) Certificate security (high level of security, requires user management, allows permissions to be set per user) Add encryption (encrypt whole document, all but document s metadata, or only file attachments) Add document opening restriction Add restriction against types of editing, copying content, printing (high or low res) Verifies a digital signature Adobe LiveCycle Management (high level of security, stores users and security policies on server; user must have access to server to use policies) Add encryption (encrypt whole document, all but document s metadata, or only file attachments) Add document opening restriction Add restriction against types of editing, copying content, printing (high or low res)

17 Upload revised file back to AV for customer and record keeping Select appropriate record > Go To Documents portlet > Select New Browse to file location, choose appropriate document name (file name is all that appears in ACA), select Document Group and Category, etc. and select Save.

18 Customer can download and review new file from ACA.