Sunday, January 28, 2018

Acrobat/Reader -- Comments Checkmark Tools


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One of the the best ways to review comments in PDF Files is by using the Checkmark functionality (the little check-box that appears at the top right-hand corner of each comment in the Comments List panel):

A checkmarked comment

Using this feature we can maintain a summary of who approved each comment in the review process, as each "checkmark" is added to the previous ones, creating a review record.
However, the user interface of Adobe Acrobat (and Reader) makes it difficult to make the most of this feature.

For starters, a user can only view their own check-marks and has no direct way of knowing if a comment was approved by others, or to automatically and easily check (or uncheck) all the comments on a certain page, or in the entire file, or those made by a specific reviewer.

All of this can be done using this new tool I've developed, especially geared to facilitate working with the Checkmark feature of the comments in these applications.

The options this tool offers are:
  • Checking (or unchecking) all the comments in the file with a single click
  • Checking (or unchecking) all the currently selected comments with a single click
  • Checking (or unchecking) all the comments on the current page with a single click
  • Checking (or unchecking) all the comments in the file who were already checked (or unchecked) by anyone else
  • Checking (or unchecking) all the comments in the file who were created by a specific reviewer
  • Checking (or unchecking) all the comments in the file who were created by a specific author (notice that in Acrobat these terms are used incorrectly; The author of a comment is not necessarily a reviewer, and vice versa)
  • Show detailed Review History (including Marked/Unmarked state, reviewer name and latest modification date) for the selected comments/all the comments in the file/all the comments on the current page
A sample Review History output
All of these commands can be accessed either from the Tools panel or from the Edit menu, which allows using them with just the keyboard, for quick access.

The menu looks like this:



The tools panel buttons:




If you have any questions regarding this tool, you can contact me directly.

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