ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
46
At this point we are done with ELAN Capture and now we have PDF files that are searchable (hidden text via OCR) and also have embedded metadata fields and field values.To view the Metadata inside the PDF file, simply open the PDF file in Adobe Acrobat, go under the file menu and select "Document Properties
Š 2008 ELAN GMK
ELAN Capture Training
5.2
Version 1.0.0
Creating Abobe Catalog
47
Collect the the PDF into a release folder This operation involves simple copying of the PDF files into a folder on the file system. There is no need to handle XML or CSV or TXT files, because all this information is now present in the generated PDF files. However, it is a good idea to create an index PDF file that serves as the Table of Contents of the project. This file can be one of the files in the collection, or generated by you. In this example, we will create a new PDF file and use this to contain the Metadata for all the other PDF files we created - this way, anyone can open this file over the network, and with only
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
48
Adobe Acrobat Reader, the user can then search and find the desired PDF files using the Metatags. The PDF files in this folder can be placed in another folder than the original folder ELAN Capture created it in. Making a copy of the files provides a better structure for better organization. I have simply made a new folder (named Acrobat Catalog, but it can be named anything) and copied the ELAN Capture generated PDF files from the folder we published to earlier.... C:\ELAN\AcrobatCatalog
Š 2008 ELAN GMK
ELAN Capture Training
5.3
Version 1.0.0
Creating Abobe Catalog
49
Create an Acrobat Catalog index file with custom field support 3.
Place all the metatag names in the notepad file
From here on you will need Adobe Acrobat Professional, which comes with the "Catalog" product. In this example we I will walk through Acrobat 7 & 8 Professional, but this functionality did not change essentially since 6.0. (Screen shots might look different from version to version) Open up a small notepad file and place your metatags fields in it to copy and paste from. In this step, we will be creating an index file that will later be referenced to a TOC (Table of Contents) PDF. This is similar nature as we do with the the "Autorun" file from a CD or DVD and create the index using ELAN Capture, but in this case, we will be using Adobe Acrobat. Open the ELAN Capture Job settings (1) double click on the Tag name (2) and copy paste the metatag (3) into the notepad file (4)
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
50
Next, we need to launch Adobe Acrobat, but do not open any document at this time. To access where we will place this metadata information into a file using Adobe Acrobat file, follow this sequence (sorry it is so very complex !)
copy paste the text;
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
51
when you have all the metadata tags entered into the Custom Properties dialog box, it should look like this;
then name the file and click over build;
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
52
then place it in the directory with the files we copied; (c:ELAN\AcrobatCatalog)
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
53
This creates the index file -- "Printing Invoices.pdx" -- that we will point to in the TOC PDF that we will create next...
Š 2008 ELAN GMK
ELAN Capture Training
5.4
Version 1.0.0
Creating Abobe Catalog
54
Designate a Table of Contents PDF file and attach the index file to it There is one more task left over: Create an Empty PDF file to use as you search document, where we will import all metadata to and link to the other PDF files. Once the empty, blank PDF file is created, we will attach the generated index to this PDF file. With the Adobe PDF file open, "File" -> "Properties" (Crtl+D) (1) -> Advanced TAB (2) -> Browse (3) then once you navigate to the index file, which in this example is -- "Printing Invoices.pdx" --click over open (4)...
...this will place the index file inside the document properties of the PDF file - so, when you search within this PDF file, you will find any and all files indexed.
... - then Save !
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
55
With this we have accomplished that the user can invoke a search for all of the PDF files in the folder structure, because the index is already attached to the file. We will see this reason in the last step that follows. If you move this file and the index file itself, it is still OK, because internally the path to the indexes are stored with relative path.
5.5
Educate your users how to search. Unfortunately, the advanced search interface is not too intuitive, so you will need to provide some help with using this capability. Here are the steps: Use the menu Edit -> Search (Ctrl+Shft+F) that will give you this or similar dialog:
To access the ability to search the index, click over Advanced Search Options
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
56
this will bring you to this dialog box - in Select the Look In: drop down menu
this will expose the option to select an Index...
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
57
this will present this dialog box - click over the Add button
Navigate to the directory / folder that contains the index - in this example, we are looking for the file named "Printing Invoices.pdx" which is located at - C:\ELAN\AcrobatCatalog
Š 2008 ELAN GMK
ELAN Capture Training
Creating Abobe Catalog
58
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
59
Once you have added the index, be sure to check it - in this manner, you can add many indexes from many ELAN Capture jobs. Click over the OK button
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
60
Now, when we are back to the Adobe Acrobat search tool, we can then select the metatag search terms from the drop down, as the search tool has now been populated with the metatags in the index file. In this example, we are selecting InvoiceDate
Once I have selected the metatag I want to search for - and checked it - I have entered Nov (for November) - as I am interested in any documents that have an invoice date of in November, but have set the search rules to 'contains' so i do not need to spell November out...
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
61
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
62
Here you can see we have found the file, and that clicking over the search result will automatically open the PDF file we were searching for.
Š 2008 ELAN GMK
ELAN Capture Training
Version 1.0.0
Creating Abobe Catalog
63
Š 2008 ELAN GMK