# How to use CCS PDF Editor

A short, everyday guide. Click **?** in the app header for the full shortcut list.

Need more detail? See the [User guide](USER-GUIDE.md). Training tracks: [USER-TRAINING.md](USER-TRAINING.md).

---

## The 30-second version

1. **Open** a PDF (File menu, or drag the file onto the window).
2. Stay in **Editor** with **Pointer** to fill forms and move annotations.
3. Switch to **Form** only when you need to place or resize fillable fields.
4. **Save Project** while you work. **Save PDF** when you are ready to share.

Your document is edited **on this computer**. This app does not upload it to a CCS server. Closing the tab or the app **without saving** discards unsaved work.

---

## Open a document

| Do this | What happens |
|---------|----------------|
| **File → Open / Append PDF** | Pick one or more PDFs |
| Drag a PDF or `.ccspdf` onto the window | Same as Open |
| Already have pages open | Choose **start new** or **append** |
| File asks for a password | Type it in the unlock box. Cancel aborts the open |

**Tips**

- `.ccspdf` files are CCS **project** files (the PDF plus your saved edits).
- You can open several PDFs and combine their pages.
- A rare DRM-locked file may need an authorized **Print to PDF** first.

---

## Editor or Form?

The header has a sliding switch.

| Switch | Use it when you want to… |
|--------|---------------------------|
| **Editor** (blue) | Annotate **and fill** form fields. Use **Pointer** to click into a field. |
| **Form** (purple) | Place, move, resize, or rename fillable field boxes. Annotations are dimmed and locked. |

**Rule of thumb:** fill and mark up in **Editor + Pointer**. Design field layout only in **Form**.

| Key | What it does |
|-----|----------------|
| **F** | Jump to **Form** (Pointer) |
| **E** in Form | Back to **Editor** (Pointer) |
| **E** in Editor | **Edit / Stamp** tool |
| **M** | Toggle Editor / Form (always lands on Pointer) |
| **V** or **Esc** | Pointer / deselect |

---

## Everyday editing (Editor)

Visible when the switch is on **Editor**.

| Tool | What it is for | Key |
|------|----------------|-----|
| **Pointer / Move** | Select, drag, and **fill form fields** | **V** |
| **Edit / Stamp** | Work with existing PDF text / stamps | **E** |
| **Add Text** | Click to place a text box | **T** |
| **Rectangle / Circle / Line** | Draw shapes. Line can be thickened | **R** / **O** / **L** |
| **Redact** | Click or drag over text to drop a black cover bar (visual only, not certified redaction) | **D** |
| **Table / Grid** | Place a simple table overlay | **G** |
| **Snip & Move** | Capture a region and place it as an image | **S** |
| **Insert Image** | Place a picture from your files | **I** |
| **Insert Signature** | Stamp a **picture** of a signature | **N** |

Select a shape to change stroke or fill. **Undo** / **Redo** are in the header (**Ctrl+Z** / **Ctrl+Y**).

**Zoom:** `+` and `−`, or **Ctrl + scroll**.

---

## Fill a form

1. Stay in **Editor** with **Pointer**.
2. Click the field and type, check, or pick from a list.
3. **Save PDF** (or Save Project) when you are done.

This works for forms that already had fields, and for fields you designed in Form mode.

**Can't type in a field?** You are probably in Form mode, or not on Pointer. Press **E** then **V**, and click inside the field.

---

## Design a form (Form workspace)

1. Switch to **Form** (**F** or the header switch).
2. Choose a form tool and **click-drag** on the page to size the field.
3. Select a field to rename it, set options, or resize it.
4. **Save Project** to keep designing later, or **Save PDF** so others can fill it.

| Tool | Recipient gets |
|------|----------------|
| **Text field** | A type-in box |
| **Checkbox** | A clickable check box |
| **Radio button** | One option in a group — **same group name**, unique **option value** |
| **Dropdown** | A choice list (use **Options…**) |
| **Signature field** | A name-line widget in PDF readers |

**Radio tip:** group name `payment_type`, values `cash` / `card`. Mark at most one as Default.

**Save PDF** keeps fields **fillable**. Editor annotations are flattened into the page.

**Can't move a field box?** You need **Form** mode, not Editor.

---

## Save Project vs Save PDF

| | **Save Project** (`.ccspdf`) | **Save PDF** (`.pdf`) |
|---|------------------------------|------------------------|
| When | Still working; want to reopen edits | Sharing a finished file |
| Annotations | Stay editable | Flattened (burned in) |
| Form fields | Stay editable in CCS | Stay **fillable** for others |
| Password | — | Optional protect on export (not recoverable if forgotten) |

**Still editing tomorrow → Project. Sharing a form people can fill → PDF.** Doing both is fine: Project first, then PDF.

There is no autosave to a server. Pick **Save Project** often.

---

## OCR a scan

1. Open the scanned PDF.
2. Click **Scan OCR** (or **OCR** on a narrow window).
3. Wait for local progress; keep the tab open.

OCR runs **on your device** (English). Pages that already have a text layer may be skipped; hold **Shift** and click to force a rescan.

---

## Signatures (two different things)

| Feature | Where | What it is |
|---------|-------|------------|
| **Insert Signature** | Editor | A **picture** of a signature (flattened on Save PDF) |
| **Form: Signature field** | Form to design, Editor to fill | A **name line** with a local attestation |

Neither one replaces a policy-required e-sign platform (DocuSign, Adobe Sign, and similar).

To fill a form signature: **Editor + Pointer**, click the field, check the attestation box, then type or pick a style.

---

## Print

**File → Print** prepares pages and opens the browser print dialog. Form designer chrome is not printed as purple boxes.

---

## If something is not working

| Symptom | Try |
|---------|-----|
| Cannot type in a form field | **Editor** + **Pointer**, then click inside the field |
| Cannot move a form field box | Switch to **Form** |
| Cannot select a text box or shape | Switch to **Editor** |
| Save dialog never appeared | Save location is requested **before** long processing; hard-refresh and try again |
| Edits missing after reopen | You saved a **PDF** (flattened) instead of a **Project** |
| Forgot the export password | It cannot be recovered — re-export if you still have the project |
| Password PDF will not open | Confirm the password; rare DRM may need print-to-PDF |
| Desktop app will not start | WebView2 Runtime / .NET Desktop Runtime (see the Windows package START-HERE) |

Still stuck: **ITHelpdesk@ccsemail.org** — mention browser or Windows app, file size, Save Project vs Save PDF, and Editor vs Form.

---

## More documentation

This page is the staff landing page for the `docs/` folder.

| Document | Who it is for |
|----------|----------------|
| [USER-GUIDE.md](USER-GUIDE.md) | Full click-by-click reference |
| [USER-TRAINING.md](USER-TRAINING.md) | Trainer tracks A–D + staff handout |
| [WINDOWS-INSTALL-SOP.md](WINDOWS-INSTALL-SOP.md) | IT: install the Windows package |
| [AUDITOR-FAQ.md](AUDITOR-FAQ.md) | One-page answers for auditors |
| [GOVERNANCE.md](GOVERNANCE.md) | Change control, privacy posture, residual risk |
| [ARCHITECTURE.md](ARCHITECTURE.md) | How the editor is built |
| [SYSTEM-PROFILE.md](SYSTEM-PROFILE.md) | Owners, host blanks, contacts |
| [DEVELOPMENT-STANDARDS.md](DEVELOPMENT-STANDARDS.md) | How we change the code |
| [marketing/index.html](marketing/index.html) | Browser pack: overview, pitch, generated HTML |
| [README.md](../README.md) | Deploy overview |
| [CHANGELOG-1.5.25.md](CHANGELOG-1.5.25.md) | Release notes |

Sensitive documents: only open files you are authorized to see, save records to the folder your department uses, and close the tab when you are done.
