Most of the time, once a PDF is created, it will never be modified. There are situations a PDF is marked up with comments or highlights. There are also situations where a new replacement PDF is created. However, in most cases, the original PDF remains unchanged.
Downloading a PDF from NetDocuments and opening it locally takes a bit longer and temporarily checks the document out. If you don’t have to change a PDF, is there any reason to do this? Occasionally, yes, but typically, no.
The PDF Viewing setting in NetDocuments changes your default PDF behavior to View. Like most user and workstation settings, you change it under the Settings menu in the upper right of your NetDocuments browser view. You will find it under Application Settings. The second setting down relates to PDF Viewing. There are several reasons to check this.
This is the recommended setting for several reasons. First, you probably just need to review the PDF or possibly print it and you can do both of these from the preview window. Second, there is no download necessary. This speeds things up a bit. Third, this eliminates some of the check-out/check-in problems we see from time to time. Finally, in a situation where the PDF does need to be modified, saved with a new name, etc., you can easily download and open it. Simply right click or use the More Options – Download function.
If this setting is not checked, there is one other way to access documents PDFs without checking them out. Hold down the Ctrl key when you click on the document it will open it in read only mode. Unfortunately, you have to remember to do it every time. The PDF Viewing setting works much better as a default because the exception is more likely to be when you want to download, check out and modify the PDF.