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PDF Converter for SharePoint - User Guide

PDF Converter for SharePoint - User Guide - Version 8.0 - 15/10/15

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With the page in place the next thing we need to do is setup the automatic

PDF Conversion using a SharePoint Designer workflow. In this example we

generate a PDF file whenever the Tasks list is modified. The generated PDF

file will be stored in the Shared Documents library.

Create the workflow as follows:

1. Make sure you have the appropriate privileges to create workflows on a

site collection.

2. Create a new workflow using SharePoint Designer.

3. On the Workflow definition screen associate the workflow with the Tasks

list, tick the boxes next to both ‘

Automaticall

y start….’ options and proceed

to the next screen.

4. Add the Convert HTML to PDF action and click on this url and enter the

URL to the page that was created in a previous step, e.g.

http://moss/sites/Management/FormServerTemplates/PDFTasks.aspx.

5. Click this file and enter the path and file name where the PDF file will be

generated, e.g. Shared Documents/Tasks.pdf. Contrary to the Convert

to PDF activity, the name of the Document Library must be included

in the destination path.

6. Optionally change the generate

d page’s orientation from

Portrait to

Landscape.

7. The user name and password fields are optional. By default the

credentials the Muhimbi Conversion Service runs under will be used to

open the web page. For now leave it empty.

8. Click the Finish button to save and activate the workflow.

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As a test enter one or more tasks. Every time a task is added or updated a

PDF file is written to Shared Documents/Tasks.pdf. Open the PDF file to see

the results.

12.3 Converting HTML / web pages using Nintex Workflow

Similar to all other Nintex Activities provided by Muhimbi, the HTML to PDF

Conversion activity integrates with Nintex Workflow at a deep level. It supports

SharePoint 2007, 2010 and 2013, allows errors to be handled and even

supports integration with Nintex’ iter

ators to deal with multiple items and loops.

For a comprehensive example and details about how to enable the Nintex

Workflow integration see chapter 4 Converting Documents using Nintex

Workflow.

The fields supported by this Workflow Activity are as follows:



Destination Path: Enter the path to write the converted file to, either:

A relative path to a subsite / document library / folder, e.g. Shared

Documents/Some Folder/Some File.pdf.

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An absolute path to a different site collection, e.g. /sites/Finance/

Shared Documents/Some Folder/Some File.pdf.

Always use forward slashes (µ/¶) in path names.



Source URL / HTML: Either a fully qualified URL of the page to convert or

an HTML fragment.



Page Orientation: Specify if you wish to use Portrait or Landscape for the

generated PDF file.



Username: By default all pages are requested by the conversion service

using the account the service is running under. If that account has no

privileges on the requested URL then specify an alternative user name in

this field.



Password: The password associated with the optional user name. Please

note that any password entered here is displayed in clear text to allow field

references to be added.



PDF List ID: If you wish to carry out further actions on the generated PDF

file, e.g. perform a check-in, then you can optionally write the ID of the List

the PDF was written to in a workflow variable of type String.



PDF List Item ID: Similarly to PDF List ID, the Item ID of the generated

PDF file can optionally be written to a workflow variable of type Item ID (in

SharePoint 2007) or Integer (in SharePoint 2010 / 2013).



Error Handling:

Similar to the way some of Nintex’ own Workflow

Activities allow errors to be captured and evaluated by subsequent

actions, all of Muhimbi’s Workflow Activities allow the same. By default this

facility is disabled meaning that any error terminates the workflow.

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12.4 Converting HTML / web pages using a Web Service call

HTML to PDF Conversion is accessible via the web services based interface

as well. The latest version of this tutorial is available from the Muhimbi Blog at

http://blog.muhimbi.com/2010/08/convert-sharepoint-html-pages-to-pdf.html

Example of the original web page (left) and the converted PDF file (right)

Listed below is a simple C# example

of how to carry out a conversion from

your own code. The sample code is not complete as it calls into some shared

functions from our main C# example

to keep things short.

Our existing Java based examples

can easily be extended to carry out the

same type of conversions.

/// <summary>

/// Simple sample to convert either a URL or HTML code fragment to PDF format

/// </summary>

/// <param name="htmlOnly">A flag indicating if an HTML Code fragment (true)

/// or URL (false) should be converted.</param>

private void ConvertHTML(bool htmlOnly)

{

DocumentConverterServiceClient client = null;

try

{

string sourceFileName = null;

byte[] sourceFile = null;

client = OpenService("http://localhost:41734/Muhimbi.DocumentConverter.WebService/");

OpenOptions openOptions = new OpenOptions();

//** Specify optional authentication settings for the web page

openOptions.UserName = ""; openOptions.Password = "";

Please note that the default page size, orientation, margin and scale mode can be specified in the

ConverterSpecificSettings property or in the Muhimbi

Service’s config

file. For details see HTML Specific

switches in the Administration Guide, subsection Tuning the Document Conversion Settings.

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if (htmlOnly == true)

{

//** Specify the HTML to convert

sourceFile = System.Text.Encoding.UTF8.GetBytes("Hello <b>world</b>");

}

else

{

// ** Specify the URL to convert

openOptions.OriginalFileName = "http://www.muhimbi.com/";

}

openOptions.FileExtension = "html";

//** Generate a temp file name that is later used to write the PDF to

sourceFileName = Path.GetTempFileName();

File.Delete(sourceFileName);

// ** Enable JavaScript on the page to convert.

openOptions.AllowMacros = MacroSecurityOption.All;

// ** Set the various conversion settings

ConversionSettings conversionSettings = new ConversionSettings();

conversionSettings.Fidelity = ConversionFidelities.Full;

conversionSettings.PDFProfile = PDFProfile.PDF_1_5;

conversionSettings.PageOrientation = PageOrientation.Portrait;

conversionSettings.Quality = ConversionQuality.OptimizeForPrint;

// ** Carry out the actual conversion

byte[] convertedFile = client.Convert(sourceFile, openOptions, conversionSettings);

// ** Write the PDF file to the local file system.

string destinationFileName = Path.GetDirectoryName(sourceFileName) + @"\" +

Path.GetFileNameWithoutExtension(sourceFileName) +

"." + conversionSettings.Format;

using (FileStream fs = File.Create(destinationFileName))

{

fs.Write(convertedFile, 0, convertedFile.Length);

fs.Close();

}

// ** Display the converted file in a PDF viewer.

NavigateBrowser(destinationFileName);

}

finally

{

CloseService(client);

}

Both C# and Java based sample code is available from the Windows Start

menu as well.

12.5 Inserting Page breaks when converting HTML to PDF

The Muhimbi PDF Converter supports HTML page breaks using the standard

‘

page-break-after

’ CSS syntax. For example:

</body></html>

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PDF Converter for SharePoint - User Guide

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13 Applying watermarks to documents

The Muhimbi PDF Converter for SharePoint contains a powerful watermarking

engine that can be used to add watermarks to pages as well as adding

headers, footers, page numbering and other recurring items.

Multiple watermarks can be applied to the same page and watermarks can be

applied to page ranges, page intervals or certain page types such as portrait

or landscape .

This chapter explains how simple and complex watermarks can be applied

using SharePoint Designer workflows, Nintex Workflows, using the SharePoint

User Interface

as well as from your own code by invoking the PDF Converter’s

web services interface.

Section 13.6, Watermarking field names, contains an overview of the field

names supported by the various watermarks. An overview of which fields are

mandatory or optional for each of the possible watermark types as well as the

possible values can be found in Appendix - Watermark field matrix.

13.1 Applying Individual watermarks using SPD workflows

In addition to Document Conversion and HTML Conversions workflow actions,

the Muhimbi PDF Converter also comes with a number of watermarking

workflow actions for SharePoint Designer 2007 / 2010 / 2013.

These workflow actions allow elements such as text, rectangles, images, PDF

files, QR Codes as well other shapes to be added to a document either in front

of or behind the document’s content.

Note that these watermarks can only be applied to PDF files, so if for example

an MS-Word file needs to be watermarked then it will need to be converted to

PDF first in a separate step.

Each separate watermark workflow action is applied to the document

separately. If multiple watermarks need to be applied in one go then please

have a look at the separate Composite Watermark described in section 13.2.

The individual workflow actions are self-describing, but the following elements

require special attention:

1. this document: The document to apply the watermark to. For most

workflows selecting Current Item will suffice, but some custom scenarios

require the look up of a different item. You may also want to check that the

file type of the document is

‘

pdf

before trying to apply a watermark.

2. this file: The name and location of the watermarked file. Leave this field

empty to overwrite the source file with the watermarked copy. Enter a

path, including the Document Library and any folder names, to write the

watermarked file to a separate location

. E.g. “

shared

documents/watermarked files/confidential.pdf

”

3. List ID: The ID of the list the watermarked file was written to. This can

later in the workflow be used to perform additional tasks on the file such as

a check-in or out.

4. Item ID: The ID of the watermarked file. Can be used with the List ID.

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13.1.1 Text watermark

This workflow action can be used to apply text to the foreground or

background of one or more pages in the PDF file with full control over the font,

style, size and color.

The SharePoint Designer workflow action is named Add Text watermark to

PDF and the parameters are as follows:

The text stored in the content field may contain embedded field codes such as

the date or current page number. For details see 13.7 Embedding field codes

in the Text element.

SharePoint Designer lookup variables are also supported, which makes it

possible for dynamic information stored in workflow variables,

or in the Item’s

columns, to be embedded in the watermark.

13.1.2 RTF watermark

The RTF watermark allows simple RTF encoded text to be added as a

watermark. This allows more control over the look and feel of individual words

in the watermark at the cost of added complexity.

An example of valid RTF is as follows:

{\rtf1\ansi{\fonttbl\f0\fswiss Helvetica;}\f0\pard

This is some {\b bold} text.\par

}

The SharePoint Designer workflow action is named Add RTF watermark to

PDF and the parameters are as follows:

Note that unlike the Text watermark, the RTF watermark does not support

embedded field codes. However SharePoint Designer lookup variables

are

fully supported to make it possible for dynamic information stored in workflow

variables,

or in the Item’s columns

, to be embedded in the watermark.

Please note that due to a bug in SharePoint 2010 lookup variables in RTF text may have unexpected

side effects. SP2007 works fine. We are working with Microsoft to fix the bug in SharePoint.

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13.1.3 Image watermark

Use the Image watermark to add common image types (BMP, JPG, GIF,

PNG, TIFF, WMF, EMF / EMF+) as a watermark to a PDF document.

The SharePoint Designer workflow action is named Add Image watermark to

PDF and the parameters are as follows:

The image at this path parameter expects the full path of the image relative to

the current site, e.g. ‘shared documents/images/company_logo.gif’.

13.1.4 PDF watermark

Existing PDF files can also be used as a watermark. This could be a dynamic

file that is generated from, for example MS-Word, and then converted to PDF

using the Muhimbi PDF Converter. Alternatively this could be a static PDF file

that has been generated manually.

The SharePoint Designer workflow action is named Add PDF watermark to

PDF and the parameters are as follows:

The pdf file path parameter expects the full path of the PDF name relative to

the current site, e.g. ‘shared documents/static watermarks/company_logo.pdf’.

13.1.5 Rectangle watermark

A simple rectangle can be added as a watermark using the Add Rectangle to

PDF workflow action. The parameters are as follows:

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13.1.6 Line watermark

A line can be added as a watermark using the Add Line to PDF workflow

action. The parameters are as follows:

13.1.7 Ellipse Watermark

A circle or ellipse can be added as a watermark using the Add Ellipse to PDF

workflow action. The parameters are as follows:

13.1.8 QR Code Watermark

A QR Code can be added as a watermark using the Add QR Code Watermark

to PDF workflow action.

The fields are as follows:



Content: The content to embed in the QR code. This will need to match

the specified input mode .



Version: Over the years many different QR versions have been

introduced

. Select the one appropriate to your needs, either Auto or

Version01

–

Version40.



Input mode: Specify the appropriate mode for your content:

Binary: Any value including text, URLs etc.

AlphaNumeric: Numbers, (Upper case) characters and SPACE, $,

%, *, +, -, ., /, :

Numeric: Numbers only



Error correction level: Select the appropriate level

for your needs: Low,

Medium, Quartile, High

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13.2 Applying composite watermarks using SPD workflows

The individual watermarking workflow actions described in the previous

section are very easy to use. The disadvantage however is that if you wish to

combine multiple different shapes, e.g. a Circle, an Image and some dynamic

text, then a separate watermarking cycle is carried out internally for each

shape. This works well and will be fast enough for most occasions, but it is not

the most efficient way to do it.

The separate Add Composite Watermark to PDF workflow action allows

multiple watermarks to be applied in one go with each watermark made up of

1 or more individual shapes.

The workflow parameters are as follows:

The real power comes as part of the watermark.xml field that stores the XML

that describes the multiple watermarks and elements.

The XML for each individual shape is described below, but before we go into

more details

let’s

start with an example.

The following sample code describes three watermarks.



The first adds an image of the company logo (in the foreground) to the top

right of each page in the document.



The second adds the login-id of the user who created / changed the

document to a random location in the background in a semi-transparent

way.



The third adds an automatically generated page number to the bottom

right of each page.

<watermark

hPosition="right"

vPosition="top"

width="200"

height="73"

zOrder="1"

opacity="100"

pageOrientation="both">

<image

width="200"

height="73"

scaleMode="maintainaspectratio"

imageFilePath="watermarking/muhimbi-logo.gif"/>

</watermark>

<watermark

hPosition="random"

vPosition="random"

width="300"

height="200"

zOrder="-1"

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