Track reviews for PDFs shared using Adobe Document Cloud

Available in: Acrobat DC

You can track and manage reviews using the following methods:

Using the Document Cloud review link

To view the review comments, follow the steps below:

  1. Click the review link in your email.

  2. The review PDF is open in a browser. Sign in with your Adobe ID to join the review and view comments.

Using Acrobat DC desktop app

Initiator

When the reviewers add any comment on the PDF, you get a notification in Acrobat. Click the notification icon (), and then click the notification message. Acrobat opens the review PDF.

Reviewer

You get a notification in Acrobat. Click Review, in the notification message to open the review PDF in Acrobat. The PDFs shared for review with you are also listed as cards under the To Do section in Acrobat > Home > Recent. Click Review to open the PDF in Acrobat.

To view and track all the PDFs shared for review, do the following:

  1. Click Home.

  2. In the Shared section, click For Review.

    Review files in Acrobat

    All the PDFs shared for review are displayed along with the following information:

    • Name: Name of the PDF shared for review
    • Last Activity: The timestamp of the last activity performed on the PDF.
    • Sender: Name of the person who sent the review.
    • Status: Shows the number of people who have commented on the file.
  3. To view the details of a PDF, select the PDF. A thumbnail of the PDF is displayed in the right-pane. To view the review status and the list of reviewers, expand the list by clicking the arrow key ().

    Based on whether you are an initiator or a reviewer, you can perform any of the following actions:

    Initiator

    • View detailed Activity on the review file.
    • Add more reviewers to the PDF. 
      • If you have created a personalized invitation, click Add Reviewer, and enter the names of the reviewers you want to add. 
      • If you have created a public link, click Copy Review Link, and send the link to the recipients in an email.
    • To stop sharing the review with others, click Unshare Review.
    • To end review, click Delete Review. This action removes the review file from the Document Cloud and cannot be undone.
    Review PDF details
    Initiator options

    Reviewer

    • Add more reviewers to the PDF. Click Copy Review Link, and send the link to the recipients in an email.
    • If you want to remove yourself from PDF review, click Remove Me.
    • Report Abuse if you feel the content of the PDF is inappropriate or has trademark infringement.
    Reviewer options
    Reviewer options

  4. To view the comments, double-click the file. The review PDF opens. The comments list is displayed in the right pane.
    In the upper-right corner, click the icon to toggle between viewing comments and managing review.

Track reviews for PDFs shared using a network folder

Available in: Acrobat DC, Acrobat 2017, and Acrobat DC 2015 (Classic)

Note:

(Acrobat DC only)

To track and manage PDFs shared using a network folder, ensure that you turn off the following preference in Acrobat DC:

  1. Go to Edit > Preferences. The Preferences dialog box is displayed.
  2. In the left pane, click Reviewing. Under the Shared Review Options section, deselect the Share For Review Using The Adobe Document Cloud check box, and then click OK.

Tracker overview

Use the Tracker to manage document reviews and distributed forms, view the status of review and form servers, and manage web broadcast subscriptions (known as RSS feeds). To open the Tracker, choose View > Tracker.

Tracker overview
Use the Tracker to manage reviews, forms, and web broadcast subscriptions (RSS feeds). Left panel has links to review files, forms, server status messages, and RSS feeds. Right panel shows details for item selected in left panel.

Note:

If the RSS button doesn’t appear in Tracker, open the Preferences dialog box in Acrobat and select Tracker. Select Enable RSS Feeds In Tracker, and click OK. Then close and reopen Tracker.

You can use the Tracker to subscribe to web content that uses the RSS (Really Simple Syndication) format, such as news feeds and music channels. RSS format is compatible with XML and RDF formats.

The Server Status shows the state of all servers being used for reviews and distributed forms. The check mark icon  next to the server name indicates that the last synchronization attempt was successful. The warning icon  indicates that the last synchronization attempt was unsuccessful. The warning icon indicates that the server is disconnected from the network, has problems writing data to the disk, or has some other problem. Contact your network administrator for assistance.

RSS

Server Status

Use Tracker to manage the forms that you have distributed or received. The Tracker allows you to view and edit the location of the response file, and track which recipients have responded. You can also add more recipients, email all recipients, and view the responses for a form. For more information, see About Forms Tracker.

Forms

The Tracker shows who’s joined a shared review and how many comments they’ve published. From the Tracker, you can rejoin a review and email the participants. If you’ve initiated reviews, you can add or change deadlines, add reviewers, end a review, and start a new review with existing reviewers.

The left side of the Tracker shows all PDF documents in managed reviews. The information pane on the right lists the date and time the PDF was sent and the list of invited reviewers. Links to shared PDFs provide additional information, including the deadline (if set) and the number of comments submitted per reviewer. Deleting a link in the Tracker deletes the PDF and all comments from the server, and permanently ends the review.

Reviews

The Latest Updates panel provides a summary of the latest changes in shared reviews, form files, and servers. If you have no active reviews or forms, this panel provides instructions and links for creating managed reviews, creating forms, and distributing forms. In the Latest Updates panel, you can also turn Tracker notifications on or off inside Acrobat and, for Windows only, in the system tray.

Latest Updates

Track reviewed PDFs

  1. In the Tracker, expand the appropriate folder:

    Sent

    Lists PDFs in reviews that you initiated. (Not available in Reader.)

    Joined

    Contains PDFs in reviews that you’ve received. PDFs appear in this list only after you open them. If you open a PDF from an email attachment and don’t save the PDF, the entry is removed from the Tracker when you close the file.

    Note:

    PDFs listed in bold contain one or more of the following updates: comments that you haven’t read yet, a deadline update from the review initiator, and reviewers who have joined the review.

  2. Select a PDF.

    Information specific to the selected PDF review appears on the right. Shared reviews list deadline information, reviewers who have joined the review, and the number of comments.

Save the PDF with comments

You can save a copy of the review PDF that contains all the comments that reviewers have published or that you’ve imported (merged).

If the PDF is in a shared review, you can save an archive copy. The copy is no longer connected to the shared review, and you can edit both content and comments in it.

Note:

If you want to create a copy of a shared PDF to distribute to others, use the Save As command. The resulting file includes all comments that were published up to that point. It can be moved, copied, or renamed without affecting its connection to the review or to the comment server.

  1. To save a copy of a review PDF with all the comments, open the file, and then do one of the following:
    • For a shared review, choose File > Save As Archive Copy. Alternatively, click the Status button in the document message bar and choose Save As Archive Copy.

    • For an email-based review, choose File > Save As to save a new copy of the PDF. This most recently saved version is now the tracked PDF. The old version is the archive copy.

Invite additional reviewers

If you’re the review initiator, you can invite others to participate in the review. If you’re a reviewer and want other people to participate, ask the review initiator to invite them. That way, the initiator can automatically track all participants and receive notification when their comments are received.

  1. In the Tracker, select the PDF under Sent, and then click Add Reviewers on the right.

  2. Specify the email addresses of the reviewers whom you want to add. Change the message as needed and then send the message.

    Additional reviewers appear with other participants in the right pane of the Tracker.

Add or change a deadline

A review initiator can add or change a deadline in an existing review.

  1. In the Tracker, select the PDF, and do one of the following:
    • If the review has no deadline, click Add Deadline.

    • If the review has a deadline, click Change Deadline.

  2. Click Review Deadline, change the deadline as needed, and click OK.

  3. Change the email recipients, subject, and message as needed, and then click Send.

End a review

A review initiator can end an existing review. Once a review has ended, participants cannot publish comments to the server. You can change the review deadline later if you want to restart the review.

  1. In the Tracker, select the PDF and click End Review.

Start a shared review with the same reviewers from an existing review

  1. In the Tracker, select a PDF and click Start New Review With Same Reviewers.

  2. Follow the steps for starting a shared review.

Send a message

Sometimes during a review, you want to contact other reviewers or send them a reminder of their approaching deadline.

  1. In the Tracker, select the PDF and click Email All Reviewers.

  2. In the email message, change the To and Subject boxes or the body of the email message as needed, and then click Send.

Update your profile

Your comments identify you as the author by displaying your name—the name you provided when you joined or started a review, or your system login. You can change the author name and other profile information at any time. If you do, your updated profile appears only in new comments; existing comments aren’t affected.

Update your review profile

  1. In the Preferences dialog box (Edit > Preferences) under Categories, select Commenting.

  2. Deselect Always Use Log-In Name For Author Name.

  3. Select Identity from the list on the left.

  4. Edit your profile, making sure to include the email address that you’ll use for reviews. Click OK.

Update your profile for a shared review

  1. In the Preferences dialog box under Categories, select Identity.

  2. Edit your profile, making sure to include a valid email address, and click OK.

Subscribe to web broadcast services

  1. Click the RSS button on the left side of the Tracker.

    Note:

    If the RSS button doesn’t appear in Tracker, open the Preferences dialog box in Acrobat and select Tracker. Select Enable RSS Feeds In Tracker, and click OK. Then close and reopen Tracker.

  2. Click Subscribe To RSS Feed, and then enter a web address in the URL box.

Tracker preferences

To specify settings for Tracker, in the Preferences dialog box under Categories, select Tracker.

Automatically Check For New Comments And Form Data

Specifies how often comments are synchronized. To disable automatic synchronization, move the slider to the far right until the value Never appears.

Suspend The Check For New Comments And Form Data

Specifies how long after review or form inactivity to stop checking for comments or new form data.

Remove Custom Server Locations

To remove a server profile, select it from the list and click Remove Server Profile.

Notifications

Specifies where Tracker notifications appear.

Enable RSS Feeds In Tracker

When this option is selected, an RSS category appears on the left side of the Tracker. You can subscribe to RSS feeds from within the Tracker.

Clear All Stored Credentials

Click to remove all stored credentials used for shared reviews.

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