Create View Copy

Explanation

Use this activity to create a view copy for a document. A view copy is when the original document's application is not available or when the document needs to be read, but not provided in an editable format. Most view copies will be created in Adobe Acrobat as a PDF (portable document format). Use the Adobe Acrobat PDF Writer printer driver or the Microsoft Save as PDF or XPS Add-in for 2007 Microsoft Office programs to create a PDF of your document.

Prerequisites

You will need either the printer driver Adobe Acrobat PDF Writer™ or another application's view copy printer driver to create view copies of document files. Macros can be created to automate this task.
Before creating a view copy of the document, select the View Copy Required check box for the document title of the current document revision.
To create a PDF file from Office version 2007 using the Save As PDF or XPS command from the main menu, the Microsoft Save as PDF or XPS Add-in for 2007 Microsoft Office programs should have been installed.

System Effects

After the document file has been checked in, you can view the document by clicking View Copy.

Window

N/A

Related Window Descriptions

N/A

Procedure

Save your document in the document application.
Choose the Print command in the document application, which is usually located in the File menu of the document application.
A dialog box will appear containing the printing options. Be sure that the selected printer is the PDF Writer. The name of the PDF Writer is usually Acrobat PDF Writer on DISK. Start printing when you have selected the Acrobat PDF Writer Printer.
A new dialog box will appear; all you should need to do is to confirm the file name by clicking the OK button.

There are often deviations from the method described above -- the exact method varies between the different applications. When printing a document using the PDF Writer printer driver make sure that the name of the view copy file is identical to the original document file with the PDF file extension. This method can be automated with the use of a macro. If a view copy is to be created, a view copy is required for the document title when creating the new document using Edit or Check In.

Alternatively, from Microsoft Office version 2007 you can choose to create a PDF file by pointing to Save As in the main menu and clicking PDF or XPS.

WARNING: The document file name is an internal name for IFS Document Management, and should not be changed. Changing this name can cause inconsistency in the database and you may not be able to access the file again.

Note: A Microsoft Word template file VIEWCOPY.DOT is supplied with the client installation of IFS Document Management. This template is set to automate the creation of view copies of Word documents.