PDF review

Create a PDF for review

The Create PDF For Review option in the Review menu lets you create a PDF that reviewers can review with the free Adobe Reader. The PDF stores a tagged structure of the RoboHelp project, enabling you to import comments back in the RoboHelp project.

Note: To ensure that comments are imported correctly, avoid updating the project after creating the PDF.

You can save the PDF locally or send it to the reviewers by e-mail. If you have Acrobat X Pro installed on the same computer, you can upload the PDF on Acrobat.com or share it in a network location.

  1. Select Review > Create PDF For Review.

  2. (Optional) To include topics based on a topic status, select the topic status from the drop-down list.

  3. Select the topics, master pages, and snippets that you want to include in the PDF.

    Note: The order of topics in the Create PDF for Review dialog box and in the PDF created is same as that in the Project Files folder and not in a TOC. If a different order is required, arrange the topics in the Project Files folder in the required order with drag-and-drop.

    RoboHelp alerts you if you select a topic that is linked to Microsoft Word or FrameMaker document and the content is outdated.

    Note: An image map applied in a circle is converted as a hyperlink in the largest square inside the circle. Image maps applied in polygons are not converted. Iframes are not converted; only placeholders appear. Tables, images, and other elements that do not fit in a page are cropped. Dynamic HTML, such as drop-down text, is not included in the PDF created for review.
  4. Select one of the following options:
    Create A Local PDF:
    Creates a PDF and saves it to a location you specify. You can use the PDF for self- review or copy it to a shared location so other reviewers can add their feedback.

    Attach For E-Mail Review
    Creates a PDF and attaches it to a new e-mail message open in your e-mail client. You can complete the message and send it to the reviewers.

    Send For Shared Review
    Creates a PDF and uploads it to Acrobat.com or a network location for shared review.
    Note: This option is enabled in RoboHelp if Acrobat 10 Pro is installed on the same computer. In Technical Communication Suite installations, the option is enabled in RoboHelp if Acrobat 9 Pro or above is installed on the same computer.

  5. Select Enabling Commenting In Adobe Reader.

    Note: This option is enabled in RoboHelp if Acrobat 10 Pro is installed on the same computer. In Technical Communication Suite installations, the option is enabled in RoboHelp if Acrobat 9 Pro or above is installed on the same computer.
  6. Click OK.

Embed SWFs in review PDF

To ensure that the PDF for review includes the SWFs inserted in the project, do the following:

  1. Select Tools > Options > General.

  2. Select Embed SWF In Review PDF.

    Note: When you create a PDF for review without selecting this option, the PDF contains placeholders where SWFs are inserted in the project.

Add comments to SWFs

If the PDF for review contains SWFs that you can play and pause, you can add comments to individual slides. However, when RoboHelp imports the comments, it removes the slide association and places all the comments added to a SWF file above the SWF file in Design Editor. It also displays each comment as a separate entry in Review Pane.
To indicate the context of a comment, add the slide title or text to describe the slide (for example, Command menu slide: Move the pointer away from the selected menu item).
  1. Choose Comments > Show Comment & Markup Toolbar.

  2. Click Pause where you want to add a comment.

  3. Select the Sticky Note commenting tool and click the slide to add the comment.

  4. Click Play to continue the review.

Import comments from PDF

  • Select Review > Import Comments From PDF.

About PDF comments imported in Design Editor

The following table shows how each type of PDF comment is imported in Design Editor:

PDF

Editor

Sticky note

Review comment

Callout

Review comment

Comment inserted on highlighted text

Review comment

Inserted text

Inserted text in Track Changes mode

Deleted text

Deleted text in Track Changes mode

Replaced text

Combination of deleted and inserted text

Note: If a comment or track change has been imported from a review PDF, any changes to that comment or track change is not imported on further import of comments from the same PDF.

Import of comments added to SWFs

RoboHelp imports the comments added to SWFs and places them near the inserted SWFs. You can track the comments from the Review Pane pod. The comments are not associated with slides.

Import of comments added to placeholders, snippets, and headers and footers

For mini TOCs, breadcrumbs, snippets, and headers and footers in master pages, RoboHelp places comments above or below these elements. It does not insert the comments in the location where they were added in the PDF. Insertions and deletions are also imported as sticky notes.