Six Steps To Going Paperless With Adobe Acrobat

The myth of the paperless office has been around since the dawn of the computer era. The idea that paper could be removed entirely from the every day workflow of most organisations is still somewhat fanciful and yet the concept continues to entrance technology companies and productivity geeks  alike. Whether an entirely digital workflow is actually achievable is debatable, however the technology now exists to create a seamless and efficient digital workflow which could dramatically reduce the need to print or store paper, offering  considerable potential cost saving and efficiency increases to most organisations.

The good news is, the technology is available in a set of low cost, desktop applications you may already be using: Adobe Acrobat DC, Acrobat Reader and the iOS and Android apps Adobe Scan and Adobe Acrobat Reader.

Here are six way you can go about going paperless in your own workplace.

1. Convert paper documents to PDF.

SCreen shot of Acrobat DC document scanning settings
Acrobat DC document scanning settings

If you don’t have electronic originals or receive lots of paper documents, you can use any scanner to create electronic versions. Bulk document scanners are helpful here as they will simultaneously scan both sides of multiple sheets and combine them into single PDFs. You can also scan and save as PDF from right inSide Acrobat DC using the Enhance Scans function. For people on the go, you can try the Adobe Scan app which will scan documents from your mobile device and synchronise with your Creative Cloud account.

Screen shot of Adobe Scan app
Adobe Scan app

2. Convert scans to editable text.

Having scanned your paper copies, use Acrobat DC’s Enhance Scans feature to convert the content into searchable text. You can then export to plain text or Word documents if you need to do more work.

Screen shot of Acrobat DC Recognise Text function
Acrobat DC Recognise Text function

3. Store and share PDFs in the cloud.

Store your PDFs online through your DC storage account or add on additional cloud services such as DropBox and MS Box. You can then share them with the rest of your team.

Screen shot of Acrobat DC storage options
Acrobat DC storage options

4. Collaborate and comment.

Collaborate with colleagues by using Acrobat’s commenting tools to add comments, drawings, images and even audio. You can use Acrobat Pro, Acrobat Reader or the Adobe Acrobat Reader app as part of this process.

Screen shot of Acrobat DC commenting tools
Acrobat DC commenting tools

5. Create electronic forms.

Convert your paper forms to electronically fillable forms using Acrobat DC’s form wizard. Use it to add text fields, multiple choice options, check boxes, radio buttons and more to PDFs which can then be completed and returned using Acrobat Reader for free.

Screen shot of Acrobat DC form creation tools
Acrobat DC form creation tools

6. Control how PDFs are used.

Limit unnecessary printing within your organisation by restricting or preventing printing of your PDFs . You can customise how PDFs will be used using Acrobat Pro’s document security options.

Screen shot of Acrobat DC document restrictions options
Acrobat DC document restrictions options

If you’d like more information on going paperless with Adobe Acrobat DC, please contact us or find out more about our services at our web site.

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Glasgow Wanderings

Things have certainly become a lot more interesting around Glasgow’s South Side since I lived there. Here’s a couple of pics of interesting shop fronts found on Glasgow’s south side at the weekend.

Otherside is an interesting a curio shop full of odd books, discs and one-off objects. I’ve been meaning to go in for a while and it didn’t disappoint. You can’t miss the tremendous mural  and the Roger Dean influenced typoraphy outside. Inside, there’s a fine collection of used books on assorted esoteric subjects and an assortment of vintage objects, the vinyl section featured an impressive range of weird and experimental music. I was delighted to find a copy of Egisto Macchi’s classic library music record, Voix.

Photo of Otherside vintage shop in Glasgow
Otherside, vintage books, records and curios.

Across the street, amidst a fair number of bohemian eateries and coffee shops, the Bungo Barista strikes a distinctive note with it’s thoughtful use of stylish typography.

Photo of Bungo Barista coffee shop in Glagsow
Bungo Barista coffee shop
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Oliver Jeffers on art, the universe and everything

One of the joys of being a parent is in discovering and sharing books with your child. Both I and my daughter have been consistently charmed and delighted by the work of Oliver Jeffers. His books, including The Day The Crayons Quit, The Great Paper Caper and The Incredible Book Eating Boy, are beautifully illustrated but have a quirky, sideways view of the world which is surreal, amusing  and thought-provoking.

Jeffers has recently become a Dad himself and his new book, Here We Are, is an introduction to Planet Earth for his own child.

Read more about the curious world of Oliver Jeffers at Creative Review (free account required).

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Recent design work October 17

We just updated our Adobe Behance pages with some of our recent design work.

Image of Cover from Northern Lighthouse Board Journal 2017.
Cover from Northern Lighthouse Board Journal 2017.
Image of Sample page from Northern Lighthouse Board Journal 2017.
Sample page from Northern Lighthouse Board Journal 2017.
Image of Sample page from Northern Lighthouse Board Journal 2017.
Sample page from Northern Lighthouse Board Journal 2017.
Picture of Logo for Highland Coffees roastery in Comrie, Perthshire.
Logo for Highland Coffees roastery in Comrie, Perthshire.
Picture of Display flag for Highland Coffees roastery.
Display flag for Highland Coffees roastery in Comrie, Perthshire..
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Accessible PDFs in Acrobat DC: Tagging Content as an Artifact

Creating accessible PDF’s can be a tricky business especially when it comes to understanding how to handle non text or image elements. In this article, Adobe’s Rob Haverty explains how to use Artifacts in your accessible PDF workflow.

 

Source: Accessible PDFs in Acrobat DC: Tagging Content as an Artifact | Adobe Document Cloud

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Adobe introduces free OCR Scanning app

If you have a full Creative Cloud or just an Acrobat DC subscription, you’ll be interested to know that Adobe has just launched Adobe Scan. Scan is a free document scanning app (available on iOS or Android) that uses Optical Character Scanning (OCR) to convert text in images into editable text. All you need to do is point your device at a document, the app takes a picture and uploads it to the Document Cloud Servers. When you access the PDF version from any device, you’ll find the text selectable and editable.

On a first test we found the process simplicity itself though the resulting text was subject to some random and missing characters so we recommend making sure your document is positioned completely flat in a well-lit area to minimise conversion errors.

Picture of Adobe Scan test file
Adobe Scan test file

 

Source: Introducing Adobe Scan | Adobe Document Cloud

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Amazon’s Bookstore: No Coffee, No browsing, Not a lot of fun…

The New York Times takes a look round Amazon’s newly opened brick and mortar store. No coffee, no cash, very little browsing and data mining used to direct customers to the most popular titles. It all sounds very slick and high-tech but not like any bookshop we’d want to bother with.

 

Source: At Amazon’s Bookstore, No Coffee but All the Data You Can Drink – The New York Times

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Creative Cloud glitches, crashes and quits and what to do about them

We’ve been noticing an increase in screen redraw glitches, specifically in InDesign, since the last few updates to CC. While they’re pretty cool (if you like random distortions) and can produce effects like the above, they’re actually a sign of bigger issues and something you should check out.

Screenshot of image glitches in an InDesign preview

The glitches are caused by compatibility issues with the GPU Performance function which Adobe started introducing to Creative Cloud applications In around 2014. The idea was to enhance performance by enabling applications to access the GPU processor on video cards, thereby boosting screen redraw, animation and video. You may have noticed when Photoshop started to do that dizzying animated zoom effect.

Screenshot of image glitches in an InDesign preview

The problem is, not all GPU chips are compatible or supported. This can present as interesting and intriguing screen redraw glitches, such as the ones illustrated here, but can have more serious effects such as random quits and crashes, documents appearing in black and white, jagged artwork and pop up error messages about “GPU Performance Features are not available”.
The immediate solution is to turn off GPU support by clicking the GPU icon

Screenshot of GPU Performance icon in inDesign

or by selecting GPU Performance in the application preferences. Turning GPU Performance off should solve the issues right away though you may also notice a slowdown in application performance.

Screenshot of InDesign GPU Performance Preferences
GPU Performance Preferences

You can then try Adobe’s suggested troubleshooting steps to see if you can restore the GPU functionality.

More information on GPU performance is available in these Knowledgebase articles for Illustrator, InDesign and Lightroom.

We’d be interested to know if you’ve had any issues related to GPU performance and how you solved them, so get in touch in any of the usual ways.

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