Creating PDF Files from Document Management Systems

If it is installed with Power PDF Advanced, Create Assistant can import from a Document Management System (DMS).

• In Create Assistant, click Add, then select Open from DMS from the drop-down list. The DMS Selection dialog box appears, offering Cloud storage sites (such as Evernote) and all supported and installed DM systems with a client component on your computer.
• Select the preferred DMS. Create Assistant remembers your choice and does not offer the DMS Selection dialog box again until you restart the application.

Files imported from DMS are read-only copies; the originals are not touched.

 

Microsoft SharePoint

Power PDF (together with PDF Create) supports this DMS, providing the necessary interface, consisting of three dialog boxes.

Open from SharePoint

This opens a defined SharePoint location, allowing you to select a single file. The Sites button opens the SharePoint Sites dialog box, so you can move to a different site.

SharePoint Sites

This lets you maintain a list of different SharePoint sites. Click Add to call the Connection Settings dialog box.

Connection Settings

This lets you provide a server and site name, or a precise URL for a SharePoint site. It also allows one site to be set as default so that clicking Open from DMS will lead to that site.

 

Other DMS support

Supported systems are detailed in system requirements.

eDOCS, iManage, and iManage WorkSite are accessed directly through their own interface, allowing you to access files.

PDF files that you create can also be saved to DMS, again, one at a time. See Saving to Document Management Systems.

 

Work in-place

When working in SharePoint, eDOCS Enterprise or iManage Worksite, Kofax PDF controls provide two services:

• Select a single non-PDF file on the DMS interface and have it converted to an in-place PDF. The source file remains intact. The PDF is placed at the same location and takes the same name as the source.
   

• Select a single non-PDF file from the local computer to be converted to PDF and imported into the DMS system at the current or defined location.

In both cases, these are direct conversions done in the background. Image files such as BMP, JPG, PNG, TIFF, and document files such as XPS, PS, and EPS are processed directly with suitable default settings. Other documents (such as Word files) are printed to PDF Create. Therefore, the native application associated to the file type must be present on your system. In those cases, conversion is done using the current settings in the Power PDF printer driver.

 

To create PDF files from SharePoint

For this functionality to be available in SharePoint, it must be configured by an administrator.

To create a PDF from a supported non-PDF file in SharePoint, select it and select Create PDF from the context menu. Select Send PDF to have the PDF attached to a new mail message from your default mailing application, without placing a local copy in SharePoint.

To create a PDF from an external file, go to the desired SharePoint folder and open the New menu. Select the New Kofax PDF item (which may have another name assigned by the administrator), then browse for the file.

 

To create PDF files from eDOCS

To create a PDF from files in eDOCS, use the Create PDF context menu item from the Windows Explorer DM Extension client application. See a list of the supported file types in the PDF Create Assistant topic. The item Send PDF in e-mail is also available.

To create a PDF from an external file, select Create new PDF from the Document menu. As you build the document profile, you define the source document and the target location in eDOCS.

 

To create PDF files from iManage WorkSite

Use the Kofax PDF toolbar within the Kofax PDF Add-in in the iManage client application. See About the iManage Add-on toolbar for details.

 

To create PDF files from the iManage web interface

You need the following for this task:

• The Power PDF add-on for iManage 10 installed on the iManage server.
• A working iManage account.

1. Using your internet browser, log in to iManage.
2. Select the files to convert. You can select XPS, Office, and image files.
3. Run the Create PDF command proceeding with any of the following:
• Click the … icon beside the document on the right, then select Create PDF ().
• Click  Create PDF () on the header of the document list.
• Open the preview of the document, then click Create PDF () on the header.
4. If you selected multiple files, the Merge items to one PDF dialog box appears.

1. Decide how to use the selected files:

• Create a PDF for each input document: Creates a PDF file from each source document, using the original file names.

• Combine files into one PDF document: Merges all source files into a single PDF output file. In the list below, select a file, then set the order with the Up and Down buttons.

2. Select how to upload the resulted file or files to the iManage server:
• Save New Document: Uploads the output file or files as a new iManage document. New documents have the same name but a unique Document Number. Optionally, select Relate PDF to original to associate the original file in the file properties.
• Save new version: Uploads the output file or files as a version of the iManage document or documents.
  Note: Each document version may have a different file format.
5. If you selected a single file, the Save As dialog box appears. Select how to upload the resulted file to the iManage server as described above.

As the upload finishes, the output file or files appear in your iManage document list. Refresh the list as needed. For more information, see Integration into DMS.

 

Note

In Worldox, Documentum and DocuShare you cannot open source files directly from your Document Management System. Use Add / Open from DMS in Create Assistant to access a file, and then Save to DMS to save the resulting PDF file back into your DMS. For details, see Saving to Document Management Systems.