AutoPortfolio is a plug-in for Adobe® Acrobat® software. It is designed for extracting email data out of PDF Portfolios and into litigation support systems. The plug-in provides powerful functionalities for managing PDF Portfolios: converting portfolios into regular PDF files (all files are combined into one), extracting embedded files including file attachments, converting non-PDF attachments into PDF format, exporting metadata into Excel-ready and HTML formats, converting portfolios for use in litigation support systems such as Concordance and Summation, and deduplication of load files and PDF Portfolios.
- How to Convert Outlook Email Folder Into a Single PDF Document
- Video: How to Convert Outlook Emails Into a Single PDF Document
- Getting Started with AutoPortfolio
- You have an email folder (in Outlook or any other email application) that was exported into PDF Portfolio. Now you want to convert it into a single regular PDF with all attachments appended after corresponding emails for storing, printing or searching.
- Converting email folder from Microsoft Outlook PST file into a single "regular" PDF document. Use this step-by-step visual guide for instructions.
- You have a PDF Portfolio and want to extract all files and attachments into separate PDF files while converting non-PDF attachments into PDF format and appending to the correspodning parent email/document.
- You have a set of PDF documents that you want to prepare for importing into litigation support system (Concordance / Summation).
- You want to export metadata for a PDF Portfolio into a spreadsheet-ready file.
- You have a set of PDF files that you want to de-duplicate and create a Casemap load file.
- Exporting Bates numbers from a selected set of PDF files (not Portfolios) into a spreadsheet-ready file.
- Adding custom Bates numbers to a set of PDF files via control file.
- Functionality Overview
The plug-in provides the ability to convert the content of one or more PDF Portfolios
into a single "flat" PDF document. All embedded files and corresponding file attachments
are merged together to create a regular PDF file. The begining of each file is bookmarked
(with additional child bookmarks pointing to file attachments). Non-PDF file attachments
are optionally converted into PDF format. Attachments are merged at the end of the
- The plug-in allows merging of regular PDF documents with a page-level file attachments. File attachments are optionally converted into PDF format and appended to the end of their parent document.
- This operation comes handy when it is necessary to apply Bates stamping to emails with non-PDF attachments. First, a portfolio with emails is converted into a single PDF document with attachments converted to PDF and appended to the end of the parent email. It is straight forward to stamp a single PDF document in Adobe Acrobat.
- Page order in the converted PDF file:
- Bookmarking Emails and Attachments
- The plug-in bookmarks the first page of each portfolio item (email) and each attachment to allow easy navigation. Each top-level item is bookmarked using text from a corresponding "Description" metadata field.
- Sorting and Filtering
- The software provides sorting and filtering capabilities (see screenshot below) based on embedded files metadata. For example, embedded files from a PDF Portfolio that contains emails can be sorted based on the date received (or any other metadata field such as "From", "To", "Subject" and etc.) and then merged into a single output file producing a regular PDF with all emails organized in chronological order.
- Processing of Multiple Files
- The plug-in provides an option for creating either a single output document (or a set of files depending on operation) for one or more input PDF portfolios or creating a separate output for each input portfolio (all output files are placed into automatically created sub-folders). The second option gives a powerful ability to batch process a large number of input PDF portfolios (email archives for example) into separate output documents. Each email archive is converted into a separate PDF file and placed into a separate folder.
- Supported File Formats
- The plug-in uses existing file conversion filters installed in your copy of Adobe Acrobat to convert non-PDF files into a PDF format. If Adobe Acrobat can create a PDF file from a certain file format, then the plug-in will be able to convert it as well. Some file formats require presence of corresponding software products on the same computer. For example, you need Microsoft Office Word installed on your computer in order to convert Microsoft Word documents (*.doc) into PDF format.
- Select Portfolio Items By Date
- The plug-in provides a simple interface for selecting portfolio items based on a date range. This is a very usefull operation for processing large email archives. Use this method to process/extract/convert all emails received between two dates.
- Selecting Portfolio Items By Search and Record Numbers
- The plug-in provides a powerful "select by search" method for selecting only those documents from a PDF Portfolio that contain a specific text or pattern. Use this feature to process only files that have a certain word(s) in a specific metadata field(s). For example, select only emails from "John Adams" or with "QA Problems" in a subject line. Another useful selection method is by record numbers. It comes useful when it is necessary to process a large portfolio in smaller increments .
- Processing ZIP file attachments
- The plug-in optionally extracts ZIP file attachments and converts all contained files into PDF. This capability makes handling ZIP file attachments completely transparent.
- Processing MSG file attachments
- The plug-in extracts content of MSG file attachments and converts them into PDF format on individual basis (similar to processing of ZIP archives). The MSG format is used by Microsoft Outlook email program to save email messages as separate files.
- All top-level entries in PDF portfolio
- All attachments that are in PDF format
- All attachments that are converted into PDF format
The custom scripts can be used to perform variety of tasks on PDF documents:
- Adding custom text ("watermarks") to the document
- Placing stamps and annotations
- Adding cover pages by insert pages from external PDF files
- Performing document processing based on metadata fields
- Saving documents into alternative locations
- Embedding metadata into individual PDF files
- Extract Embedded Files
- Use this software to extract all embedded files (including file attachments) from one or more PDF Portfolios. Non-PDF file attachments are optionally converted into PDF format. The plug-in automatically creates a Casemap load file (text file that lists all extracted files) based on the user-defined sorting order. Sorting and filtering capabilities allow the export of all or only a few selected files based on any existing metadata field. The plug-in can process regular PDF files with embedded files as well as PDF Portfolios (or PDF Packages). The HTML (with hyperlinks to extracted files) and CSV report files are generated automatically and include the following metadata: file name, description, size in bytes, creation and modification date/time, and MD5 checksum.
- Create Custom File Names From Metadata
- Use metadata information to rename files and attachments. Combine static text and metadata values to create informative file names. Here is an example of using "Date", "From" and "Subject" fields to create a custom file name suitable for easy sorting in Windows Explorer:
- Extract Portofilo Metadata
- The plug-in allows exporting of document metadata for many files at once without extracting files. The software supports two formats that can be easily imported into any spreadsheet application: text (CSV) and MS Excel XML files. Metadata includes any standard or custom fields such as file name, description, size in bytes, MD5 checksum, creation and modification date/time. If a PDF portfolio was created by Microsoft Outlook ("Convert To Adobe PDF" menu) email application, then each file might have the following metadata fields (specific to email): "Subject", "From", "To", "Cc", "Attachments", "Folder", "Received", "Importance", "Sensitivity" and etc.
- Convert PDF Portfolios For Litigation Support Systems (Concordance and Summation)
- Convert one or more PDF Portfolios for loading into litigation support systems such as Concordance, Summation, Relativity. This operation outputs a set of TIFF, Text and PDF files, one output file for each PDF page. All interactive form elements such as buttons, fields, as well as annotations will be automatically flattened before converting to output text, image and PDF files. The plug-in creates separate Summation (*.DII), Opticon (*.LOG) and Casemap load files.
- Deduplicate Load Files and PDF Portfolios
- The plug-in provides advanced functionality for checking load files (text files that list paths to other files) and PDF Portfolios for duplicate and near-duplicate files. The software uses a combination of advanced methods to compare PDF documents and detect files that contain text from other documents. For example, a typical email thread may contain 20 different email replies, but the one email (the last one) may contain all the previous emails while the rest of the documents are redundant and can be discarded. Detecting and discarding documents that are redundant allows greatly reduce the number of documents/emails that need to be read during the electronic discovery process. Use this functionality to deduplicate one or more existing load files and create new load files from combination of multiple load and regular PDF files.
- Sorting and Filtering
- Record sorting capability allows user to select a custom order of the embedded files while converting from Portfolio into PDF and other file formats. The plug-in allows selecting only a subset of the embedded files based on either a manual selection or a search query.
- Skipping Duplicate Attachments
- The plug-in automatically skips duplicate attachments that are present within a single PDF document. This feature comes handy when processing PDF Portfolios created by Adobe PDF Maker from Lotus Notes email. Every email attachment in such portfolios appears to be included twice: once in the header of the email and once in the body. Skipping such files speeds up processing and removes unnecessary duplicates in the output.
- The plug-in automatically generates processing reports in HTML and spreadhseet-ready CSV file formats. Processing report contains detailed information about each input portfolio, lists processed portfolio sub-documents and attachments, provides files statistics and MD5 checksums.
- What are Bates Numbers?
- Bates numbering (also called Bates stamping) is used in the legal industry as a method to label and identify legal documents, for easy identification and retrieval. Bates number is a specially formatted, auto-incrementing number (can be a combination of letters and digits) that is added to every page of the document to uniquely reference it. Nearly all American law firms use Bates numbering during the discovery phase of litigation, to reference and identify documents.
- Adding Custom Bates Numbers via Control File
- Bates numbers can be added to a set of PDF files individually for each input PDF document via use of a plain-text control file. Each input PDF document can be numbered using a different set of parameters.
- Extracting Bates Numbers Into Spreadsheet
- The plug-in provides functionality for extracting Bates numbers from a selected group of PDF documents (not PDF Portfolios) into a spreadsheet-ready CSV file. The output CSV file can be opened and edited by any spreadsheet application. The following information is extracted for every input PDF document: file name, number of pages, Bates number for a first page, Bates number for a last page, Document ID. The software extracts Bates numbers that have been previously added to PDF documents using Acrobat's "Bates Numbering" operation.
- All functionality of the plug-in is available from "Plug-ins > AutoPortfolio Plug-in..." menu that software adds to Adobe Acrobat.
- News Articles
- Read a TechnoLaywer NewsWire article by Neil J. Squillante: "Take a load off your email discovery chores" (download a printer-ready PDF version).
- About TechnoLawyer NewsWire:
- TechnoLawyer NewsWire is a weekly newsletter that covers new products and services for law firms and legal departments. Thanks to an innovative structure, it serves lawyers and law office administrators who want a quick overview as well as those who want an in-depth analysis.
Download and evaluate a 30-days fully featured trial version of the plug-in. Trial version adds a "DEMO" watermark to each page of all output documents.
- Microsoft® Windows Vista/2003/2008/2012/Windows 7/Windows 8/Windows 8.1/Windows 10.
Full version of Adobe® Acrobat® Professional software is required (versions 7, 8, 9, X, XI, DC);This
software will not work with free Adobe Acrobat® Reader®.
(Adobe Acrobat Product Comparison Chart).
- PAD File