When you apply one or more routine sets of commands to your files, you can save time and keystrokes by using an action wizard—a defined series of commands with specific settings and in a specific order that you apply in a single step. You can apply an action to a single document, to several documents, or to an entire collection of documents. You can even scan documents and combine several documents into a single PDF before running an action.
Acrobat provides some predefined action wizards. You can also create your own actions. You can access and manage the actions in the Tools > Action Wizard panel.
Adobe Acrobat XI also lets you export and import actions so that you can share actions with others.
The actions interface and architecture replace the batch script mode available in the earlier versions of Adobe Acrobat XI. Most of your Acrobat 9 batch scripts can be imported as actions; some scripts require minor changes.
Acrobat includes several simple predefined actions that you can use to streamline your work. These actions represent common tasks that you routinely perform to prepare files for distribution. You do not have to open any of the PDF files before you begin to run these actions.
You can avoid password prompts when you run a sequence on PDFs that require passwords. Automate password entry, or specify a security method for these files in the Action Wizard panel of the Preferences dialog box. If you select Do Not Ask For Password, PDFs that require passwords are not processed.
- Choose Tools > Action Wizard > [Action Name].
- The Tools panel changes to display each task included in the action, as well as any instructions provided by the author of the action.
- Under Files To Be Processed, click Add Files to select the files that you want to run the action on. You can add files, folders, email attachments, or open files.
- When all the files you want to process are listed, click Start.
- If Acrobat prompts you, provide additional information, such as output location and settings.
A progress indicator displays the status of the currently running process or task. A check mark identifies completed actions or tasks. “Action completed” displays at the bottom of the panel when all tasks have been run.
You can click Stop in the panel to stop processing. Click Quit in the confirmation dialog box. Acrobat saves any files that have already been processed as defined in the action. You can click Resume to continue the Action or Close to end it.
To make your Action easier to follow, you can group steps into panels, add divider lines, and include instructions. You can limit the Action to specific files or a set folder, or let the user choose the file.
Fine tune the action using the buttons on the right. Add a new panel grouping, instructions, or a divider line, or move or delete items in the list.
Creates a new panel grouping at the bottom of the current set of tasks. When promted, type the name of the panel, and click Save.
Adds instructions below the currently selected task. When prompted, type the instructions, and click Save.
Adds a divider line below the currently selected task.
Moves the currently selected item up the list. You can move a task, instructions, a divider line, or an entire panel grouping.
Moves the currently selected item down in the list. You can move a task, instructions, a divider line, or an entire panel grouping.
Deletes the currently selected item. Be careful what you select. You can delete an entire panel grouping.
Use the Manage Actions dialog box to edit, rename, copy, delete, reorder, import, or export actions.
You can duplicate an action, and you can modify the tasks in the action before you save the copy.
Choose Tools >Action Wizard > Manage Actions.
In the Manage Actions dialog box, select an action and click Copy.
Review the source and destination options, tasks, and settings and modify them if necessary.
In the Save Action dialog box, enter a name and a description.
Before you run actions on PDFs that are encrypted or password protected, you can set your digital ID to enter required passwords automatically.
Specify a security method for these files in the Action Wizard panel of the Preferences dialog box. If you select Do Not Ask For Password, PDFs that require passwords are not processed.
- Open the Preferences dialog box.
- Choose Signatures in the Categories on the left.
- For Identities & Trusted Certificates, click More.
- On the left, open Digital IDs and select Digital ID Files.
- In the list on the right, select an ID and then select the following commands from the top bar:
Logs in using the specified digital ID. Type the password and click OK.
Logs out using the specified digital ID when you have finished running an action.