ARTS PDF Workshop Version 3.0 ARTS PDF Workshop User Guide Contents Contents 1. INTRODUCTION .............................................................................................. 3 2. SETUP .......................................................................................................... 5 2.1. System Requirements ................................................................................ 5 2.2. Installation............................................................................................... 5 2.3. Activation................................................................................................. 6 2.4. Uninstall .................................................................................................. 6 3. USING ARTS PDF WORKSHOP.......................................................................... 7 3.1. ARTS PDF Workshop Toolbar....................................................................... 7 3.2. Remove Logs............................................................................................ 8 3.3. Merge Selected PDFs ................................................................................. 8 3.4. Copy Selected PDFs ................................................................................... 9 3.5. Apply Security on Selected PDFs ................................................................. 9 3.6. Open Selected PDFs..................................................................................10 3.7. Set Initial View on Selected PDFs................................................................11 3.8. Review Document Info for Selected PDFs.....................................................12 3.9. Update Metadata on Selected PDFs .............................................................12 3.10. Refresh Spreadsheet Information ............................................................13 3.11. Print Selected PDFs ...............................................................................13 3.12. Run ARTS PDF Workshop........................................................................15 4. APPENDIX ................................................................................................... 16 4.1. Spreadsheet Options ................................................................................16 5. TROUBLESHOOTING....................................................................................... 17 5.1. Frequently Asked Questions.......................................................................17 5.2. Forum ....................................................................................................18 5.3. Updates ..................................................................................................18 5.4. Maintenance ............................................................................................18 5.5. Technical Support ....................................................................................19 | CONTENTS | Page 2 of 19 ARTS PDF Workshop User Guide Introduction 1. Introduction ARTS PDF Workshop is an add-in for Microsoft® Excel that allows users to easily manage their PDF document collection. ARTS PDF Workshop creates an Excel spreadsheet that is populated using file information from these PDFs. The spreadsheet can be updated with any required changes and these changes, once applied will be reflected in the original PDF files. ARTS PDF Workshop offers an effective and easy to use way to update and manage important document information and control security. Some of the features available included in ARTS PDF Workshop are: · · · · · · · · · Merge multiple PDFs. Copy one/multiple PDFs. Open one/multiple PDFs. Review multiple PDFs Document Metadata. Update multiple PDFs Document Metadata (spreadsheet to PDFs). Print multiple PDFs. Apply security on PDFs. Set initial view in PDFs. Refresh Worksheet. Figure 1. The ARTS PDF Workshop toolbar inside MS Excel | CONTENTS | Page 3 of 19 ARTS PDF Workshop User Guide Introduction Figure 2. The `Run ARTS PDF Workshop' main dialog | CONTENTS | Page 4 of 19 ARTS PDF Workshop User Guide Setup 2. Setup 2.1. System Requirements Windows · · · · · · Intel® Pentium® processor or equivalent Microsoft® Windows 98 SE, ME, Microsoft Windows NT® Workstation 4.0 with Service Pack 6, Windows® 2000 with Service Pack 2, Windows XP Professional or Home Edition, or Windows XP Tablet PC Edition Microsoft® Excel 97, 2000, XP, 2003 64MB of RAM (128MB recommended) 50MB of available hard-disk space 1,024x768 screen resolution For technical support queries, please consult the Troubleshooting section of this manual or email techsupport@artspdf.com. 2.2. Installation You may have received this software on either CD-ROM or as a downloaded file. Windows (CD-ROM) To install from a CD-ROM: 1. Verify that Adobe Acrobat is not running. 2. Insert the CD-ROM. 3. If the CD-ROM does not automatically start, navigate to the CD in Windows Explorer and execute the Windows Installer.exe file. 4. Navigate to ARTS PDF Workshop. 5. Click Install. 6. Follow the prompts to install ARTS PDF Workshop. Windows (.exe) If you 1. 2. 3. downloaded ARTS PDF Workshop, to install: Verify that Adobe Acrobat is not running. Execute the installation file provided. Follow the prompts to install ARTS PDF Workshop. | CONTENTS | Page 5 of 19 ARTS PDF Workshop User Guide Setup 2.3. Activation If you have the demo version of ARTS PDF Workshop installed, activate the full version using the following steps: 1. Select `Run ARTS PDF Workshop' the Data menu within Excel or click the `Run ARTS PDF Workshop' toolbutton. 2. Select the `About' button. 3. Ensure you have a valid serial. To obtain a valid serial you must purchase the product: a. Select the `Register' tab page and click on `Buy Now' to purchase the full version. b. After your purchase has been confirmed, you will receive an email containing your serial number. 4. Select the `Register' tab page and click on `Activate'. 5. Enter your license details, including your serial number, and click "OK". 2.4. Uninstall Windows To install on a Windows platform: 1. Verify that MS Excel is not running. 2. Click Start > Settings > Control Panel. 3. Open Add/Remove Programs. 4. Select `ARTS PDF Workshop 3.0' from the menu. 5. Click `Add/Remove'. | CONTENTS | Page 6 of 19 ARTS PDF Workshop User Guide Using ARTS PDF Workshop 3. Using ARTS PDF Workshop 3.1. Getting Started After successfully installing ARTS PDF Workshop, open MS Excel and locate the ARTS PDF Workshop Toolbar (described below). If the toolbar is not present please consult the FAQ section of this user guide. Before being able to apply any updates to your PDF document collection you must first populate a spreadsheet with document information. To do this you must first Run ARTS PDF Workshop (see section 3.13). After the spreadsheet has been created by ARTS PDF Workshop it is then possible to execute any of the required functions on files within the selected rows. 3.2. ARTS PDF Workshop Toolbar The Toolbar controls the functionality of ARTS PDF Workshop. Figure 3. ARTS PDF Workshop Toolbar Additional information Alternatively, you can always right-click on the spreadsheet, which will provide you with a menu allowing you to perform all the functions the menu does. The available features are: · · · · · · · · · · · Merge Files Remove Logs Copy Files Open PDF files View Metadata Update Metadata Print File Apply Security Refresh Worksheet Set Initial View Run ARTS PDF Workshop | CONTENTS | Page 7 of 19 ARTS PDF Workshop User Guide Using ARTS PDF Workshop 3.3. Remove Logs Removes all ARTS PDF Workshop logs from the current spreadsheet. Figure 4. `Remove Logs Instructions on use 1. Select any entry in a valid ARTS PDF Workshop spreadsheet. 2. Press the `Remove Logs' button (Figure 4). Additional information It is important to note that you cannot remove a single ARTS PDF Workshop log. Using this function will remove all logs simultaneously. Clicking on `Remove Logs' clears all the logs in the spreadsheet. Each log appears as a little red mark in the corner of the cell. Pointing your mouse cursor over cell makes the log appear. Above is an example of a log file. 3.4. Merge Selected PDFs Merges multiple PDFs into one, and then saves the new PDF to the specified location. Figure 5. Merge Files | CONTENTS | Page 8 of 19 ARTS PDF Workshop User Guide Using ARTS PDF Workshop Instructions on use 1. 2. 3. 4. Select two or more PDFs to merge together from the spreadsheet. Click on the `Merge Files' button (Figure 5). Select the destination for the new PDF file. Choose the name for the new PDF file. Additional information This function is limited to use with PDFs containing no security of any kind (passwords and `Do Not Allow' options). If the merging process is initiated on PDFs containing security, they will be highlighted, and the process aborted. 3.5. Copy Selected PDFs Copies multiple PDFs to a specified location. Figure 6. Copy Files Instructions on use 1. Select the PDFs you wish to copy from the spreadsheet. 2. Press the `Copy selected PDFs' button (Figure 6). 3. Select the destination for the copied files. 3.6. Apply Security on Selected PDFs Configures multiple PDFs security ­ open and security passwords, as well as `Do Not Allow' options. Figure 7. Apply Security Instructions on use Adding security settings to PDFs containing no security: 1. Enter the new open and / or security passwords into the `User Password Present' and / or `Master Password Present' columns consecutively, for the PDFs you wish to secure. 2. Configure any `Do Not Allow' options that you require. The options that you can change are: Printing, Changing, Selecting & Adding. | CONTENTS | Page 9 of 19 ARTS PDF Workshop User Guide Using ARTS PDF Workshop 3. Select the PDFs whose security settings you wish to configure. 4. Press the `Apply security' button (Figure 7). 5. Press the `Update Metadata' to apply the security settings. Changing the security settings of PDFs already containing security: 1. Enter the current open and / or security passwords into the `Current User Password' and / or `Current Master Password' columns, followed by the new passwords into the `New User Password' and / or `New Master Password' columns for the PDFs whose security settings you wish to modify (if removing the password, leave the `New User Password' and / or `New Master Password' columns blank). 2. Configure any `Do Not Allow' options that you require 3. Select the PDFs whose security settings you wish to configure. 4. Press the `Apply Security' button (Figure 7). 5. To apply the newly added feature, press `Update Metadata' Additional information The `Printing', `Changing the Document', `Selecting Text and Graphics' and `Adding or Changing Annotations and Form Fields' columns return `Y' if the option is disabled, `N' if it is not, and `?' if it cannot be determined. When modifying the `Do Not Allow' options, entering `Y' will disable the feature and `N' enables it (e.g. entering `Y' into the `Printing' column for a PDF will disable printing). The entry is not case sensitive (e.g. `Y' or `y', `N' or `n' will still work). No security settings can be modified when a PDF contains a security password, unless the security password is supplied (in the `Current Security Password' column). In the event of trying to modify the `Do Not Allow' options for a document with an open password, but no security password, the open password must be supplied (in the `Current User/Master Password' columns). 3.7. Open Selected PDFs Opens multiple PDFs in Acrobat. Figure 8. Open Files Instructions on use Opening non-secured PDF file: 1. Select the PDFs you wish to open. 2. Press the `Open Files' button (Figure 8). | CONTENTS | Page 10 of 19 ARTS PDF Workshop User Guide Using ARTS PDF Workshop Opening a secured PDF file: 1. Enter the open password into the `Current User/Master Password' columns for the corresponding PDFs that you wish to open. 2. Select the relevant PDFs. 3. Press the `Open Files' button (Figure 8). 3.8. Set Initial View on Selected PDFs Configures the way the PDFs appear when they are opened in Acrobat. Figure 9. Set Initial View Instructions on use Configuring Open Info for non-secured PDFs: 1. 2. 3. 4. Select the PDFs whose Open Info you wish to configure. Select one of the three appearance options (Note: selecting none will reset the Open Info to default ­ Page Only). Press the `Set Initial View' button (Figure 9). Configuring Open Info for open secured PDFs: 1. Enter the open password into the `Current User/Master Password' columns for the corresponding PDFs whose Open Info you wish to configure. 2. Select the relevant PDFs. 3. Select one of the three appearance options 4. (Note: selecting none will reset the Open Info to default ­ Page Only). 5. Press the `Set Initial ...