Embedding linked documents in reports and ReportBooks printed to PDF files, allows you to share the report and supporting files with others who do not have access to CaseMap or the case. CaseMap will only embed files that are in the Linked Files field in object spreadsheets and the Authority and Extracts spreadsheet, or in the Source(s) field for the Facts spreadsheet.
Once the report is printed to PDF, spreadsheet records with linked documents or files will display a paperclip icon. Clicking the paperclip icon opens the linked document in a new window, in its native application.
During the print process, you have the option to remove documents you do not want embedded, such as confidential documents or large files. Large files may slow the printing process and bloat the size of the report. CaseMap will display a message if the total file size exceeds 5 MB, allowing you the option to remove some files before printing. CaseMap remembers what documents you remove from the list of documents to embed in the report, so the next time you create a report those files will remain unchecked when you review the list.
Review the Report Considerations with Linked Documents table to learn more about using this feature.
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| 1. | Open the spreadsheet that you want to print as a report. |
| 2. | Ensure that spreadsheet records are filtered and fields sorted to display the content you want in the report. |
Report content is What-You-See-Is-What-You-Get (WYSIWYG) based on your current spreadsheet view.
| 3. | On the File menu, click Print to PDF. |
| 4. | On the submenu, click Print to PDF again. |
For PDF reports, you can also choose the following menu options.
| • | On the Reports menu, click Print or PDF Current View and then click either Print PDF or Print PDF (Email). |
| • | On the File menu, click Batch Print Documents and click To PDF. |
| 5. | In the Save As PDF dialog box, navigate to the folder where you want to save the report, then click Save. |
| 6. | In the message box, click Yes to embed copies of linked documents within the PDF report. |
If you select No, the linked documents are not embedded in the report and no paperclip icons display next to spreadsheet records.
| 7. | In the Documents to Embed in Report dialog box, review the list of documents linked to the current spreadsheet's records. |
Documents are sorted by file name.
| 8. | Clear the check box next to any document or file you want to remove from the list. |
A message displays if the total file size exceeds 5 MB, allowing you the option to remove some files before printing.
| 10. | In the message box asking to view the file now, click Yes. |
| 11. | When the report opens in Adobe Acrobat or Reader, navigate to a report page that contains spreadsheet records. |
| 12. | Click on the paperclip icon next to a spreadsheet record to open the linked document. |
| 13. | In the message box asking if you would like to open the file or web site, click OK or Allow. |
The document or file opens in a new window and in its native file application.
| 15. | In the lower left corner of Acrobat or Reader, click on the paperclip icon. |
An attachments pane displays in the bottom of the window.
| 16. | In the Attachments pane, double-click on the linked document or file you want to review. |
The document opens in a new window in its native application.
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| 1. | On the Reports menu, click ReportBooks. |
| 2. | On the submenu, click the ReportBook you want to print. |
| 3. | On the submenu, click Save as Adobe PDF. |
| 4. | In the Save As PDF dialog box, navigate to the folder where you want to save the report, then click Save. |
| 5. | In the message box, click Yes to embed copies of linked documents within the PDF report. |
If you select No, the linked documents are not embedded in the report and no paperclip icons display next to spreadsheet records.
| 6. | In the Documents to Embed in Report dialog box, review the list of documents linked to the current spreadsheet's records. |
Documents are sorted by file name.
| 7. | Clear the check box next to any document or file you want to remove from the list. |
A message displays if the total file size exceeds 5 MB, allowing you the option to remove some files before printing.
| 9. | In the message box asking to view the file now, click Yes. |
| 10. | When the report opens in Adobe Acrobat or Reader, navigate to a report page that contains spreadsheet records. |
When a ReportBook is printed to PDF, the table of contents is hyperlinked to the relevant content section of the report.
| 11. | Click on the paperclip icon next to a spreadsheet record to open the linked document. |
| 12. | In the message box asking if you would like to open the file or web site, click OK or Allow. |
The document or file opens in a new window and in its native source file application.
| 13. | Click the paperclip icon in the lower, left corner of Adobe Acrobat or Reader. |
An Attachments pane displays in the bottom of the window.
| 14. | In the Attachments pane, double-click on the linked document or file you want to view. |
The document opens in a new window in its native application.
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