How to use the conversion to PDF
This article is valid for system version 3.0. Click here to access the valid documentation for the previous versions.
Prerequisites
- Access to the Configuration > General parameters (DC035) menu.
- Access to the Configuration > Document > Category (DC043) menu.
- Category with general data configured.
- Access to the Configuration > Maintenance > Service tracking (DC053) menu.
Introduction
In SoftExpert Document, it is possible to convert files to PDF via File Manager.
To use this feature, follow the steps below:
Parameterizing PDF conversion
1. Access the Configuration > General parameters (DC035) menu.
2. Click on the Conversion to PDF tab and configure the feature:
| Parameter | Checked | Unchecked |
| Convert the following formats to PDF | Only electronic files with the checked extensions will be converted to PDF. | The electronic files with unchecked extensions will not be converted to PDF, even if the extension is compatible with the PDF conversion resource. |
| Convert in PDF/A format | The electronic files will be converted to the PDF-A format. Only the files whose extensions are configured in the Convert the following formats to PDF parameter will be converted. | The electronic files will be converted to the (regular) .pdf format. Only the files whose extensions are configured in the Convert the following formats to PDF parameter will be converted. |
| When converting error occurs, send e-mail to | If an error occurs while converting an electronic file to PDF, an email will be sent to a defined user. To do this, in the User field, select the desired user. For this feature to work correctly, the user's e-mail must be filled in on the account data screen, and the proper configurations regarding e-mail sending and server must be performed in the Configuration component. | If an error occurs while converting an electronic file to PDF, a notification will not be sent. |
3. Click on the 
toolbar button to save the changes.
Configuring the conversion to PDF in the category
Access the Configuring an electronic file in the category article and follow the steps mentioned, especially step 5, focused on the General tab, which gathers the PDF conversion configurations.
Executing PDF conversion
As soon as a document from the category configured in the previous step is released, its electronic files are converted automatically.
If it is necessary to convert the files manually, follow the steps below:
1. Access the Configuration > Maintenance > Service tracking (DC053) menu.
2. Click on the 
toolbar button.
3. The screen that will be opened will display the category hierarchy registered in the system, as displayed in the image below. Check those whose documents will have their electronic files converted to PDF. Use the 
and 
buttons on the selection screen to check all categories in the hierarchy or to clear all selections.
4. Then, check the desired options:
- Only current revision: by default, this option will be checked by the system, indicating that only the electronic files of the current revision, referring to the documents in the selected category, must be converted to PDF.
- Convert files that have already been converted: the electronic files of the documents in the selected category will be converted to PDF again. This option must be checked when it is necessary to perform a new conversion, using the new server configurations.
5. Once done, click on 
. At this point, the documents in the categories that were selected will have their statuses changed to Waiting for conversion. The conversion to PDF does not occur immediately. By default, the system will verify the conversion of pending files in the queue every 5 minutes.
Tracking the conversion to PDF
Through the Configuration > Maintenance > Service tracking (DC053) menu, it is possible to track the status of documents that are queued to be converted to PDF.
To do so, simply access the menu and use the search filters to locate the document you wish to track. Or click on the SEARCH button without filling out any filters. This way, all documents with files pending conversion will be displayed.
PDF conversion rules
The conversion of electronic files to PDF can occur at different times, according to the type of the revision flow and to the settings applied in the system. The rules that determine when the conversion is performed are described below.
Note that some rules that impact PDF conversion are not centralized in the general parameters of SoftExpert Document, as they can be configured in revision routes, document categories, and workflow templates.
1. Rules that do not depend on the revision flow
PDF conversion will occur in the following case:
- When associating an electronic file with a document that has already been released, regardless of the revision flow type (simplified, ISO, or workflow).
2. ISO-based revision
In the ISO revision flow, conversion can occur according to the following situations:
2.1 Revision closure
- When an ISO revision is closed, the electronic files are converted to PDF.
2.2 Digital signature in the revision route
- When executing a revision task, if the next participant requires a digital signature, as configured in the revision route.
2.3 General parameters of the Document component (DC035)
When, in General parameters (DC035) > Revision:
- the following options are unchecked:
- Allow editing electronic file in review
- Allow editing electronic file in approval
- Allow editing electronic file in release
- and this option is checked:
- Block controlled changes
Under these conditions, the system performs the conversion to PDF throughout the revision flow.
3. Revision via Workflow
In the revision flow via workflow, PDF conversion occurs:
- When executing an activity, if the next activity does not allow for editing the electronic file, and one of the actions of the next activity requires a digital signature.
or
- When the newly executed activity is a user activity, or the process start.
4. Rules related to the document category
The conversion can also occur according to the configurations defined in the category:
- When the category has Training and/or Acknowledgment control enabled and is configured to generate Training and/or Acknowledgment once the revision is approved.
5. General rules
- Only electronic files with the following extensions will be successfully converted to PDF: .docx, .xlsx, .pptx, .ppsx, .doc, .xls, .ppt, .pps, .docm, .xlsm, .pptm, .ods, .odp, .odt, .rtf, .txt, .tif, .tiff (with CCITT compression);
- For the PDF conversion of .ai, .ps, .eps, .cmx, .cdr formats to work properly, Corel Draw must be installed on the system server.
- For the PDF conversion of the .vsd format to work properly, Microsoft Visio must be installed on the system server.
- In the same menu, it is possible to track documents with docvariables or sent for signature. The order in the list of records does not necessarily correspond to the order in which these operations will be performed. Electronic files that have successfully gone through these operations, including conversion to PDF, will be removed from the queue (list of records) of this menu.
Conclusion
This is how the PDF conversion cycle works. After the conversion, it is possible to add markups and make other edits to the file. Click here and check further details.