About PDF Bookmarks

PDF Bookmark workflow options are available and can be applied to hard copy documents or electronic attachments. Administrators can make the Create Bookmark button available to WebApps users.

PDF Bookmark Workflows

  • Hard copy documents — You can create bookmark separator sheets to separate multiple scanned documents that may be; for example, from a single binder of documents. Bookmark separators are reusable.
  • Electronic attachments — You can enable several properties as prompts to allow users to merge multiple attachments into a single PDF using bookmarks to annotate the documents. You can configure the system to apply the attachment names to the bookmarks.

Note: PDF Bookmarks require a Data Extractor license.

Creating PDF Bookmarks

For Hard copy documents

To create a PDF bookmark for hard copy documents you must complete the following tasks.

Create a bookmark separator page

  1. Start the Server Administrator.
  2. Right-click the Messages node and select New > Test Bookmark Page. The Create Bookmark Page dialog box appears.
  3. Type a name for the bookmark in the Bookmark Text box.
  4. Select a template, if necessary.
  5. Click Create Bookmark Page. The bookmark separator page appears.

Set up a rule for the bookmark

  1. Open RuleSets > Default, and right-click a SMTP rule.
  2. Select Properties.
  3. On the Rule Properties dialog box, select the Actions tab and double-click the Compose property. The Action Properties dialog box appears.
  4. Select the Job Properties tab and click Add.
  5. On the Set Job Property dialog box, type PDF and select PDFApplyBookmarkSeparators from the System Properties drop-down list and type 1 in the Value box.
  6. Click OK twice to return to the Actions tab.
  7. Double-click the Data Extractor property. The Action Properties dialog box appears.
  8. Select the Job Properties tab, if necessary and click Add.
  9. On the Set Job Property dialog box, type data and select DataExtraction from the System Properties drop-down list and type 51 in the Value box.
  10. Click OK twice to return to the Actions tab.
  11. Ensure Data Extractor appears above Compose in the Actions list. If it does not, select Data Extractor and click the Up ( ^ ) arrow button.
  12. Click OK.

Prepare document with bookmark separator page for scanning

  1. Scan the bookmark separator with other documents arranged in the following order.
    • Bookmark Separator > Document > Bookmark Separator > Document.
  2. From the WebApps User Interface, send an email message with the scanned document as an attachment.

Note: Bookmarks are applied to the delivered document to the page(s) just after the barcode sheet. Bookmark separators are removed from the delivered document.

For Electronic attachments

To create a PDF bookmark for electronic attachments you must complete the following tasks.

Enable the PDF bookmark prompt properties for the Default group

  1. Start the Server Administrator.
  2. Right-click the Configuration > Groups node and double-click the Default group. The Group dialog box appears.
  3. Select Features > Prompts and click the Enable members of this group to Prompt for the following properties check box.
  4. On the Prompts list, select PDFApplyBookmarkFilenames property and click OK.

Enable the PDF bookmark prompt property for a distribution

  1. Start WebApps .
  2. Select Create Distribution and click the Options button.
  3. Select the Prompts tab and enable the PDFApplyBookmarkFilenames prompt.
  4. Click OK.

Send the attachment

  1. Add an email destination with an attachment and click Send. The PDFApplyBookmarkFilenames prompt appears.
  2. Type 1.
  3. Click Finish. The message is submitted to the server for processing.
  4. Check the delivered document. The attachment name is used as the bookmark on the delivered document's first page.

Apply the PDFApplyBookmarkFilenameTemplate property as a prompt

You can also apply the PDFApplyBookmarkFilenameTemplate property as a prompt.

To apply the PDFApplyBookmarkFilenameTemplate property as a prompt

  1. Start the Server Administrator, if necessay.
  2. Right-click the Configuration > Groups node and double-click the Default group. The Group dialog box appears.
  3. Select Features > Prompts and click the Enable members of this group to Prompt for the following properties check box.
  4. On the Prompts list, select the PDFApplyBookmarkFilenames and PDFApplyBookmarkFilenameTemplate properties and click OK.
  1. Start WebApps , if necessary.
  2. Select Create Distribution and click the Options button.
  3. Select the Prompts tab and enable the PDFApplyBookmarkFilenames and PDFApplyBookmarkFilenameTemplate prompts.
  4. Click OK.
  1. Add an email destination with an attachment and click Send. The PDFApplyBookmarkFilenames prompt appears.
  2. Type 1.
  3. Click Next. The PDFApplyBookmarkFilenameTemplate prompt appears.
  4. Type the text you want to apply to the bookmark in the delivered document.
  5. Click Finish. The message is submitted to the server for processing.
  6. Check the delivered document. The PDFApplyBookmarkFilenameTemplate information is added as the bookmark on the delivered document's first page.