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Create PDF files from Document Management Systems

Power PDF Advanced supports multiple Document Management Systems. Power PDF Advanced displays a tab group for each detected and supported Document Management System (DMS) that was enabled during a custom installation, or added later by restarting the installer and clicking Change.

Supported systems are detailed in System requirements.

PDF files that you create can also be saved to DMS, one at a time. See Saving to Document Management Systems.

Create PDF files from iManage WorkSite

Use the Kofax PDF toolbar within the Kofax PDF Add-in in the iManage client application. See About the iManage Add-on toolbar for details on the add-on features.

Create a PDF using the iManage web interface

You need the following for this task:

  • The Power PDF add-on for iManage 10 installed on the iManage server.

  • A working iManage account.

  1. Using your internet browser, log in to iManage.
  2. Select the files to convert. You can select XPS, Office, and image files.
  3. Run the Create PDF command proceeding with any of the following:
    • Click the … icon beside the document on the right, then select Create PDF (Create PDF icon).
    • Click Create PDF (Create PDF icon) on the header of the document list.
    • Open the preview of the document, then click Create PDF (Create PDF icon) on the header.
  4. If you selected multiple files, the Merge items to one PDF dialog box appears.
    1. Decide how to use the selected files:

      • Create a PDF for each input document: Creates a PDF file from each source document, using the original file names.

      • Combine files into one PDF document: Merges all source files into a single PDF output file. In the list below, select a file, then set the order with the Up and Down buttons.

    2. Select how to upload the resulted file or files to the iManage server:

      • Save New Document: Uploads the output file or files as a new iManage document. New documents have the same name but a unique Document Number. Optionally, select Relate PDF to original to associate the original file in the file properties.

      • Save new version: Uploads the output file or files as a version of the iManage document or documents.

        Each document version may have a different file format.

  5. If you selected a single file, the Save As dialog box appears. Select how to upload the resulted file to the iManage server as described above.

As the upload finishes, the output file or files appear in your iManage document list. Refresh the list as needed. For more information, see Integration into DMS.

Create PDF files from eDOCS

The Windows Explorer DM Extension client application is required to perform this task.

To create a PDF from a file in eDOCS, proceed with the following steps.

  1. In Windows Explorer, click one or more files other than PDF.

    Refer to the PDF Create Assistant topic for the list of the supported file types.

  2. Click Create PDF in the context menu.

    The item Send PDF in e-mail is also available.

  3. To create a PDF from an external file, select Create new PDF from the Document menu. As you build the document profile, you define the source document and the target location in eDOCS.

Create PDF in Worldox, EMC Documentum and DocuShare using Create Assistant

If you cannot open your source files directly from your Document Management System, then use Create Assistant. Use Add > Open from DMS in the Create Assistant to access a file, and then Save to DMS to save the resulting PDF file back into your DMS. For details see Saving to Document Management Systems.
  1. Start Create Assistant.
  2. Click Add, then click Open from DMS in the drop-down list.
  3. If more than one cloud site connection is set up, then a dialog box offers cloud storage sites (such as Evernote or SharePoint). Select the preferred site.
  4. Provide credentials if required and log in to the storage site.

    Any supported DMS with a client component on your computer is also offered, providing they were enabled during a Custom Setup, or afterwards, running Custom Setup again.

  5. Use the DMS-specific user interface to locate and load the files to use in Create Assistant.
  6. Set profiles and options as preferred.
  7. Click Saving.

    The Destination Settings dialog box appears.

  8. Select Save to DMS in the Target list.
  9. Select how to handle file name conflicts in the If File Exists list.
    • Query the file name
    • Replace existing file
    • Auto-rename the resulting file
  10. Set further options as preferred, then click OK.
  11. Click Start PDF creation (Start PDF creation button).
  12. Use the DMS-specific user interface to browse to a location and provide output file name(s).

Create PDF files from SharePoint

For this functionality to be available in SharePoint, it must be configured by an administrator.

To create a PDF from a supported non-PDF file in SharePoint, proceed with the following steps.

  1. Select a file and select Create PDF from the context menu.
  2. Select Send PDF to have the PDF attached to a new mail message from your default mailing application, without placing a local copy in SharePoint.

To create a PDF from an external file, go to the desired SharePoint folder and open the New menu. Select the New Kofax PDF item (it may have a different name because the administrator can decide this), then browse for the file.

Create PDF files from external files in SharePoint

For this functionality to be available in SharePoint, it must be configured by an administrator.

To create a PDF from a supported non-PDF external file in SharePoint, proceed with the following steps.

  1. Locate the SharePoint folder preferred for upload.
  2. Click New.
  3. Click New Kofax PDF item, then browse for the file.

    The item name may differ since it is configurable by the administrator.

Work in-place

When working in SharePoint, eDOCS Enterprise or iManage WorkSite, Kofax PDF controls provide two services:
  • Select a single non-PDF file on the DMS interface and have it converted to an in-place PDF. The source file remains intact. The PDF is placed at the same location and takes the same name as the source.
  • Select a single non-PDF file from the local computer to be converted to PDF and imported into the DMS system at the current or defined location.

In both cases, these are direct conversions done in the background. Image files such as BMP, JPG, PNG, TIFF, and document files such as XPS, PS, and EPS are processed directly with suitable default settings. Other documents (such as Word files) are printed to PDF Create. Therefore, the native application associated to the file type must be present on your system. In those cases, conversion is done using the current settings in the Power PDF printer driver.

Create PDF from a DMS in Create Assistant

Files imported from DMS are read-only copies; the originals are not touched.

To create PDF documents using documents from a DMS, proceed with the following steps.

  1. Start Create Assistant.
  2. Click Add, then click Open from DMS in the drop-down list.
  3. If more than one cloud site connection is set up, then a dialog box offers cloud storage sites (such as Evernote or SharePoint). Select the preferred site. Create Assistant remembers your choice and does not offer the DMS Selection dialog box next time until you restart the application.
  4. Provide credentials if required and log in to the storage site.

    Any supported DMS with a client component on your computer is also offered, providing they were enabled during a Custom Setup, or afterwards, running Custom Setup again.

  5. Use the DMS-specific user interface to locate and load the files to use in Create Assistant.
  6. Click Start PDF creation (Start PDF creation button).