CCS PDF Editor — User Training

Short training tracks for rolling out CCS PDF Editor as internally supported software. Staff landing: HOW-TO.md. Detailed clicks: USER-GUIDE.md.

Track A — All staff (15–20 minutes)

Goal: Open, light edit, save safely, know limits.

Demo script (trainer)

1. Open internal URL or desktop app (starts in Editor, Pointer).
2. Open sample “policy snippet” PDF (no PHI).
3. Add “Reviewed” + date text box.
4. Save Project → reopen → show edit still there.
5. Mention (30 seconds): the project file also holds a short rolling change log for IT support if needed; staff do not run extract tools day-to-day. Save PDF does not keep that log.
6. Save PDF Standard quality → open in Edge → show flattened markup.
7. Stress: tab/app close = lose unsaved work; no server copy.

Knowledge check

1. Does this app upload your PDF to a CCS server for editing? (No)
2. Which save type keeps edits re-editable? (Project / .ccspdf)
3. Is Insert Signature a full legal e-sign platform? (No)
4. Is the project change log a substitute for OneDrive version history or formal e-sign audit? (No)

Track B — Power users (extra 25–30 minutes)

Goal: OCR, multi-file, export quality, print, fill and design forms, passwords.

Demo script — forms

1. Open a sample already fillable PDF → show Editor + Pointer fill.
2. Toggle to Form — show designer widgets for layout (if fields were auto-prepared).
3. Place a new Form: Text field and Dropdown (Options…).
4. Switch to Editor + Pointer → fill the new field.
5. Save PDF (optional password) → open in Edge → fill again.

Acceptable use add-on: Large clinical scans stay on approved storage; do not leave PHI PDFs in public Downloads on shared PCs.

Track C — Supervisors / process owners (10 minutes)

Goal: Decide when this tool is appropriate.

Supervisors should tell staff where final PDFs must be filed.

Form vs stamp signature: Form signature name lines (with local attestation + hashes) and Insert Signature images are not a substitute for policy-required e-sign platforms.

Project change log vs formal audit: A .ccspdf (and Export PDF with /CCSProject) may contain a short rolling list of high-level edits and form-sign attestation digests (for support). It is not proof of which Windows user touched a file. For “who saved this when,” rely on OneDrive / share versioning and department process. For legal e-sign trails, use the approved system of record.

Track D — IT support / deployers (35–50 minutes)

Goal: Support and re-deploy.

Track D lab — extract project audit (10 minutes)

Goal: When a support or security ticket needs insight into edits stored inside a project file.

1. Obtain a sample .ccspdf (non-PHI lab file preferred). Real incident: work from a copy on approved storage.
2. Windows package: drag the file onto tools\Extract Project Audit.bat

or

```powershell

powershell -File tools\scripts\extract-ccspdf-audit.ps1 -Path "C:\path\file.ccspdf" -FullSchema -ExtractPdf

```

Repo / offline pack: same flags with scripts\extract-ccspdf-audit.ps1 or scripts\Extract-Ccspdf-Audit.bat.

1. Open the *_extract folder next to the file:

1. Confirm console shows Integrity: OK (hash matches app algorithm). Exit code 2 = hash FAIL — still write artifacts; treat content as possibly tampered.
2. Explain to the requester:

Full format notes: ARCHITECTURE.md §9.2–9.3 · WINDOWS-INSTALL-SOP.md §8.

Support tips

• “I can’t type in the form” → Editor + Pointer, click the field.
• “I can’t move the form field box” → Form mode.
• “I can’t move my text annotation” → Editor mode.
• “Password won’t unlock” → confirm password; rare DRM may need print-to-PDF.
• “Desktop icon missing” → tools\Create Desktop Shortcut.bat (WINDOWS-INSTALL-SOP).
• “Double-click .ccspdf does nothing” → tools\Register File Types.bat (re-run after moving folder).
• “Who changed this project?” → OneDrive/share versions for file-level who/when; optional Extract Project Audit for high-level what inside .ccspdf only.
• “Decrypt the audit” → there is no separate password on the trailer; extract gunzips + verifies hash. Password-protected final PDFs are ordinary encrypted PDFs (not the project trailer).

Cross-train two IT staff (GOVERNANCE §1).

Acceptable use — staff handout (copy/paste)

CCS PDF Editor — quick rules

1. For CCS business documents you are allowed to open.
2. Editing happens on your device — nothing is stored for you on the editor server.
3. Editor + Pointer = annotate and fill forms. Form mode = design field layout.
4. Save Project while working (draft + short edit insight log in the file); Save PDF for a final copy (fields stay fillable; optional password).
5. Put official records in the approved folder/system your department uses (that is also where version history lives).
6. Signature images and form signature fields are not always a substitute for formal e-sign.
7. On shared computers, close the tab/app and remove files from public Downloads when done.
8. Problems: ITHelpdesk@ccsemail.org.

Training evidence (for internal support readiness)

Related

• HOW-TO.md
• USER-GUIDE.md
• GOVERNANCE.md
• SYSTEM-PROFILE.md

Rendered for the browser from repository markdown. Edit the .md sources, then re-run powershell -File docs/marketing/render-docs.ps1 from the repo root.