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You can define a specific group of PDFs as a catalog and create a unified index for that entire collection of documents. When users search the cataloged PDFs for specific information, the index makes the search process much faster.When you distribute the collection on a CD, you can include the index with the PDFs.You can catalog documents written in Roman, Chinese, Japanese, or Korean characters. The items you can catalog include the document text, comments, bookmarks, form fields, tags, object and document metadata, attachments, document information, digital signatures, image XIF (extended image file format) metadata, and custom document properties. Begin by creating a folder to contain the PDFs you want to index. All PDFs should be complete in both content and electronic features, such as links, bookmarks, and form fields.
If the files to be indexed include scanned documents, make sure that the text is searchable. Break long documents into smaller, chapter-sized files, to improve search performance. You can also add information to a file’s document properties to improve the file’s searchability.Before you index a document collection, it’s essential that you set up the document structure on the disk drive or network server volume and verify cross-platform filenames. Filenames may be truncated and hard to retrieve in a cross-platform search. To prevent this problem, consider these guidelines.Rename files, folders, and indexes using the MS-DOS file-namingconvention (eight characters or fewer followed by a three-characterfilename extension), particularly if you plan to deliver the documentcollection and index on an ISO 9660-formatted CD-ROM disc.Remove extended characters, such as accented characters andnon-English characters, from file and folder names. (The font usedby the Catalog feature does not support character codes 133 through159.).Don’t use deeply nested folders or path names that exceed256 characters for indexes that will be searched by Mac OSusers.If you use Mac OS with an OS/2 LANserver, configure IBM® LAN Server Macintosh (LSM)to enforce MS-DOS file-naming conventions, or index only FAT (FileAllocation Table) volumes.
(HPFS High Performance FileSystem volumes may contain long unretrievable filenames.)Ifthe document structure includes subfolders that you don’t want indexed, youcan exclude them during the indexing process.Use a good descriptive title in the Title field. The filename of the document should appear in the Search Results dialog box.Always use the same option (field) for similar information. For example, don’t add an important term to the Subject option for some documents and to the Keywords option for others.Use a single, consistent term for the same information. For example, don’t use biology for some documents and life sciences for others.Use the Author option to identify the group responsible for the document. For example, the author of a hiring policy document might be the Human Resources department.If you use document part numbers, add them as Keywords. For example, adding doc#=m234 in Keywords could indicate a specific document in a series of several hundred documents on a particular subject.Use the Subject or Keywords option, either alone or together, to categorize documents by type. For example, you might use status report as a Subject entry and monthly or weekly as a Keywords entry for a single document.If you already have specialized training in Adobe PDF, you can define custom data fields, such as Document Type, Document Number, and Document Identifier, when you create the index.
This is recommended only for advanced users and is not covered in Acrobat Complete Help. Use this option to include custom document properties in the index; only custom document properties that already exist in the PDFs you index are indexed. Type the property, make a selection from the Type menu, and then click Add. These properties appear as a search option in the Search PDF window's additional criteria pop-up menus when you search the resulting index. For example, if you enter the custom property Document Name and choose the string property from the Type menu, a user searching the index can then search within the custom property by selecting Document Name from the Use These Additional Criteria menu.The kind of documents indexed.The search options supported.The person to contact or a phone number to call with questions.A list of numbers or words that are excluded from the index.A list of the folders containing documents included in aLAN-based index, or a list of the documents included in a disk-basedindex.
You might also include a brief description of the contentsof each folder or document.A list of the values for each document if you assign DocumentInfo field values.If a catalog has an especially large numberof documents, consider including a table that shows the values assignedto each document. The table can be part of your ReadMe file or aseparate document. While you are developing the index, you can usethe table to maintain consistency. Youcan develop and test an indexed document collection on a local harddrive and then move the finished document collection to a networkserver or disk.
An index definition contains relative paths betweenthe index definition file (PDX) and the folders containing the indexeddocuments. If these relative paths are unchanged, you don’t haveto rebuild the index after moving the indexed document collection.If the PDX file and the folders containing the indexed documentsare in the same folder, you can maintain the relative path simplyby moving that folder.If the relative path changes, you must create a new index afteryou move the indexed document collection. However, you can stilluse the original PDX file. To use the original PDX file, first movethe indexed documents. Then copy the PDX file to the folder whereyou want to create the new index, and edit the include and excludelists of directories and subdirectories, as necessary.If the index resides on a drive or server volume separate fromany part of the collection it applies to, moving either the collectionor the index breaks the index. If you intend to move a documentcollection either to another network location or onto a CD, createand build the index in the same location as the collection.