SharePoint is a good document management system. It makes editing documents very easy to do, that is, if you happen to be editing a document in the Microsoft Office format (DOC, DOCX, XLSX, etc). Otherwise, you are left to download a copy, edit the file, and then upload it. This happens to be fine since most documents are of the Office variety.
What about the PDF? That’s a very common document format to work with as well, and saving it each time you want to edit a document can get cumbersome. Thankfully, with the arrival of Acrobat X and Reader X (version 10.1), there is now SharePoint integration!
What is integrated?
SharePoint Server Menu Item
When opening the PDF from SharePoint, a SharePoint server menu item will appear in the file menu. Depending on the file state, it gives you the option to check in the document, check out, discard check out and to update the document properties.
Check In / Check Out
If you have configured the SharePoint document library to use the check in / check out feature, you will be prompted when opening the PDF document if you want to Check Out and Open the file. You also have the option to check out the file from the File menu from within Adobe Reader or Acrobat (as seen above).
If versioning is enabled on the document library, you will be prompted for a Version Comment when saving / checking in the document.
Document Library Properties
In the Adobe software, there is a “Prepare Document Properties” option under the “SharePoint Server” menu item. This will allow the author to set the document library columns from within Adobe’s software. In my example, I created a custom column named “SharePoint_Column”. This appears in our edit dialog within Adobe. Double clicking the “columns” allows the author to edit the value.
A few easy steps must be done in order to configure SharePoint for integration with Adobe, which can be found in Section 13 of Adobe’s Enterprise Administration Guide. It entails downloading the PDF icon (if not present within SharePoint), and then updating the PDF entry in SharePoint’s DocIcon.xml.
<Mapping Key="pdf" Value="icpng.gif" OpenControl="PdfFile.OpenDocuments" />
After a quick iisreset, you’ll be updating changes in your PDF document directly to SharePoint without need to save the file first.