Kofax - Basic Guide

Contents:

• Interactive/Fillable PDF Forms
• Highlighting
• Redacting
• Redacting Multiple Items
• Organising Pages
• Rotating Pages
• Creating a PDF file from multiple source files
• Adding an image to your PDF
• Adding text to a scanned PDF
• Editing Text
• Creating an e-Signature
• Place an existing e-signature
• Exporting PDF to Microsoft Word
• Making a PDF Searchable
• Adding a ✔️stamp
• Removing password protection

Interactive/Fillable PDF Forms

1. Make sure the Hand tool is selected.
2. Click on a form field. Fill in the field by typing.
3. Use the Tab button to move to the next field.
4. To check a checkbox, just click on it.

Highlighting

1. Click on the Select Tool icon on the sidebar.
   
2. Select the text you want to highlight. Right click and select Highlight.

To highlight multiple texts:

1. Select the Comment tab from the main ribbon.
2. Click the Highlight button, then Highlight again from the drop down.
3. Drag your mouse over the text you want to highlight.
4. Once you're done highlighting, click on the Select Tool icon in the sidebar.
   

Redacting

1. Select the Security tab from the main ribbon.
2. Click the Mark Redaction option.
   
3. Highlight the text you want to redact. A red border indicates a redaction waiting to be applied.
   Note: you can select multiple parts of text to redact.
4. Click Apply Redaction to black out the text.
   
5. Click Apply.
6. The first time you redact, the pop-up box below will appear. Tick Always perform this action and select Cancel.
   
7. Save the document.

Be aware that applying redactions is a permanent change to the document. If you redact and save over the original file, you will not be able to recover the redacted text. Always create a separate redacted copy for data integrity purposes.

Redacting multiple items

What if you have a large number of terms that you need to eliminate, and you don't want to find them one by one? Handling this concern is easy, too.

1. From the Security tab, click Search and Redact.
   
2. Type the specific sensitive terms and click Search and Redact.
3. Power PDF displays all relevant results. You can click Select All, or individually tick the boxes next to the items you wish to redact.
4. Click Mark Selected Results for Redaction. A red border will show around the words you will redact.
5. To black out the text, click Apply Redaction on the Security tab.
6. Save the document.

Organising Pages

1. From the Home tab, select Document Assembly.
2. All the pages will appear as thumbnails. Click on the grey number ribbon and drag and drop the page you want to reorder.
• Note: you must click on the numbered grey ribbon at the bottom of each thumbnail to drag and drop. Clicking in the middle of the thumbnail will not allow you to drag and drop.
• To select a range of thumbnails, select one thumbnail, then Shift-click on the thumbnail at the end of the range of pages you want to move.
3. Click document assembly to go back to the PDF.

Tips: right click on any pages to see a list of drop down options. Some options available are inserting, duplicating or deleting pages.

Rotating Pages

1. From the Home tab, select Document Assembly.
2. All the pages will appear as thumbnails. Right click on the page you want to rotate.
• You can select multiple pages in a sequence by clicking one thumbnail, then Shift-click on the thumbnail at the end of the range of pages you want to rotate.
• You can select multiple different pages by pressing CTRL + Click.
3. Choose which direction you want to rotate the pages. Click Ok to apply.
4. Click document assembly to go back to the PDF.

Creating a PDF file from multiple source files

1. On the Home tab, look for the options in the Create group.
2. Click Combine Files.
3. Click Add and select the files that you want to merge.
4. Click the Start Converting button to create the PDF.
   
5. Save the file.
6. Wait for the file to be combined, then click Open Files.

Adding an image to your PDF

1. From the Edit tab select Edit Object.
   Note: you are unable to edit a PDF that has been signed.
2. Select Place Image.
3. Select a file type (jpg, bmp, gif, and more) then an image, and click OK.
4. The image will be placed at the center of the page. Use the same tool to move it.
5. Optionally copy the image, save it, or add a transparency effect.

Adding text to a scanned PDF

1. From the Edit tab select Typewriter.
2. Click once on the PDF where you want to add your text.
3. Add your text. You can make changes to the text (font, size & colour) from the TypeWriter Format tab
   
4. When you are happy with your changes, click on the Select Tool icon in the sidebar.
   
   

Editing Text

1. From the Edit tab select Edit Text.
2. Click on the text you would like to edit, and make your changes.
3. You can make changes to the text (font, size, colour & spacing) from the Text Format tab.
   
4. When you are happy with your changes, click Close in the Text Format tab.

Creating an e-Signature

1. From the Security tab select Handwritten Signature, then select Place.
2. Select a creation method for the signature from the list box. The following part of the dialog box changes, depending on your choice:
• Draw my signature: Set a colour and line width, then draw the signature in the panel provided.
• Type my signature: Select a font, colour and attributes, then type the signature text in the edit box.
• Import an image as my signature: Scan your signature to an image file and browse to locate the file.
3. When the signature is defined, name it and click OK.

The signature recently created will not be placed automatically in your current document, you need to place it manually.

Place an existing e-signature

1. From the Security tab select Handwritten Signature, then select Place.
   Note: Click Manage to manage your collection of handwritten signatures and add any new ones.
2. Click once on the page, where you want the signature to be placed.
   Note: clicking once will ensure your signature is the correct size. If you drag a square where you want your signature placed, it can be
3. Your signature will appear. Click the signature area to reveal its borders and handlers. You can resize the signature and drag them to another position in the PDF.

Exporting PDF to Microsoft Word

1. Open the PDF you would like to convert and choose File > Export > Word Document.
2. Click Export.
3. Depending on the size of the PDF this may take a moment. The dialog will change to show a progress bar along with the amount of time elapsed since the conversion started, and the estimated amount of time the conversion will take. Once the conversion is finished a Save dialog appears. Choose a location to save this new Word document. Click Save to finish.
4. Open After Saving is checked by default. If you don't wish the Word file to open after you save it, uncheck this.

Making a PDF Searchable

1. Open your scanned document or image in Kofax Power PDF.
2. In the Home tab click Make PDF Searchable.
3. If the pop up box below appears, click Yes.
   
4. If another pop up box appears, under Process Pages select All Pages, then click Ok.
5. The proofreader pop up will show any words that are not recognised as text. You can go through and add any words that it hasn't recognised.
6. Click Document Ready. Your searchable Kofax PDF will be generated.
   
   

Adding a ✔️stamp

1. Right click and ‘save as picture’ the below image to your desktop
   
2. Open Kofax, click on the ‘Stamp’ symbol in the right hand menu panel.
3. Click the ‘+’ symbol in the top of the pop up menu, and then into create
   
4. Click Browse – in the bottom right of the browse screen you’ll need to change where it says ‘PDF Files’ to be ‘All Files’ instead. Select the tick image you have just saved to your desktop
5. Select ‘Standard’ as the Group
6. Name the stamp ‘tick’ or ‘check’ or whatever you like, then click OK
7. You now have a tick stamp. To use it, just click on the stamp from the options displayed on the left, then hold and drag to the size you want it on your PDF

Removing Password Protection

1. Select File in the top left corner
2. Select Security
3. Click on the Document Protection drop-down and select Advanced Properties
   
4. Click on the drop-down next to Security Method, and select No Security
   
5. Select Ok
6. "Save As" with the new settings