CCS PDF Editor · Docs

# CCS PDF Editor — User Training

Field | Value
--- | ---
Version | 1.5.40
Owner | CCS Information Technology
Approved by | CCS Information Technology
Last updated | 2026-08-15
Review frequency | Annual (or after significant UX / policy change)
Next review | 2027-08-05

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.

# | Topic | Outcome
--- | --- | ---
A1 | What it is / what it is not | Local editor; not cloud Adobe; not certified e-sign
A2 | Open PDF / drag-drop | Opens a sample non-sensitive PDF
A3 | Editor workspace + text | Places and moves a text annotation
A4 | Save Project vs Save PDF | Explains draft vs final; saves once each
A4b | Project change log (awareness) | Knows Save Project keeps a short edit insight list — not a legal who/when trail; file history is still OneDrive/share
A5 | Sensitive data rules | Authorized use; approved save locations; close tab when done
A6 | How to get help | ITHelpdesk@ccsemail.org

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.

# | Topic | Outcome
--- | --- | ---
B1 | Append / combine PDFs | Builds a short multi-file packet
B2 | OCR | Runs Scan OCR on a scanned page
B3 | Export quality + optional PDF password | Draft vs Standard; password-protect checkbox
B4 | Print | Print dialog opens
B5 | Editor vs Form | Can explain slider / F / E / M
B6 | Fill an existing fillable PDF | Types into fields with Editor + Pointer (no Form mode needed)
B7 | Design fillable fields | Places text + checkbox or dropdown in Form mode
B8 | Save PDF with fields | Opens in Edge/Adobe and fills a field
B9 | Open password PDF | Unlocks with dialog (if lab has a sample)
B10 | Shortcuts | F Form+Pointer; E in Form → Editor+Pointer

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.

Use CCS PDF Editor | Use something else
--- | ---
Markup, stamps, light annotation | Formal multi-party e-sign with identity proofing
Fill or design a simple fillable PDF for staff | Multi-step approvals, guest intake (CCS workflow product)
Local OCR of a scan | System of record for clinical documentation (EHR)
Quick internal packet assembly | Long-term records repository (DMS) with retention holds
Optional password on export for sensitive packets | Enterprise rights-management / DLP platforms as sole control
Insight into recent edits inside a .ccspdf (support) | Non-repudiation “who signed what when” with identity proofing

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.

# | Topic | Outcome
--- | --- | ---
D1 | Deploy options | HTTPS static host; browser zip pack; Windows WebView2 package (SYSTEM-PROFILE)
D2 | No app document database | Client-side model; residual endpoint/host risk
D3 | Smoke test | Open, annotate, fill form, Form design, Save Project, Save PDF (+ password), OCR, Print
D4 | Browser differences | Chromium native save vs Firefox name modal; `file://` vs HTTPS
D5 | Windows package | WINDOWS-INSTALL-SOP.md: EXE, Desktop shortcut, Register File Types
D6 | Common tickets | Workspace mode; Pointer to fill; password open; large-file memory
D7 | Project audit extract (IR) | Can extract rolling audit from a `.ccspdf` without the GUI; interprets integrity OK vs FAIL
D8 | Docs pack | GOVERNANCE / USER-GUIDE / marketing HTML / NOTICE / LICENSE / VERSION
D9 | Incident | Malicious JS on host → take offline, restore known-good release; optional trailer extract for contested projects
D10 | Version | Confirm deployed package matches 1.5.40 (VERSION; `config.js` cache-bust)

### 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:

Artifact | Use
--- | ---
`*_summary.txt` | Human-readable case notes + integrity line
`_audit.csv` / `_audit.json` | Spreadsheet / ticket attachment
`*_schema.json` | Full project layout (overlays + audit) when `-FullSchema`
`*_body.pdf` | PDF without trailer (normal reader) when `-ExtractPdf`

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:

This log is | This log is not
--- | ---
High-level edit insight from Save Project trailers | Proof of Windows user identity
Rolling (~200 entries / ~128 KB gzip safety) | Full keystroke or field-value history
Integrity-checked with the trailer | QPDF password removal (final encrypted PDFs are different)

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)

Field | Value
--- | ---
Rollout date | _[YYYY-MM-DD]_
Tracks delivered | _[A / B / C / D]_
Attendance / roster | _[ticket or list]_
Materials used | This file + USER-GUIDE
Feedback / follow-ups | _[optional]_

## 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.