Document Conversion

You have the option to specify that certain document types are converted to a PDF format when they are published. This is done on a document type basis (e.g., .doc files, .xls files, and .rtf files).

For example, if you select .doc files to be converted to PDF, when you publish a Word document a PDF version of the file is created. Both the Word and PDF versions of the file are stored in the Published directory on the server, and the .doc version is placed in the Current Directory. When the document is placed in review, the .doc file from the current directory is copied to the Revision directory. It is the copy in the Revision directory that is used for downloading during document review and process.

After the review process is complete and before routing for signatures, a PDF version of the updated document is created for final sign-off. Both copies of the document exist in the Revision directory. Once the document is moved to the Current directory, the documents that exist in the Published directory are moved to the History directory, and then documents that are in the Revision directory are moved to the Published Directory. The Current directory is updated with the new version of the document in its native format.

When creating PDF conversion, you can set flags in the Application Options table for the following:

• Allowing for Cutting and Pasting of information within the document
• Allowing for Printing documents
• Adding a Signature Page
• Adding a Watermark

For more information, refer to List of Available Application Options.

Note that, if you do not choose PDF conversion, the documents are viewed, changed, and signed-off in their native format.