# 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](HOW-TO.md). Detailed clicks: [USER-GUIDE.md](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](SYSTEM-PROFILE.md)) |
| 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](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](../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`.  
3. 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` |

4. Confirm console shows **Integrity: OK** (hash matches app algorithm). Exit code **2** = hash **FAIL** — still write artifacts; treat content as possibly tampered.  
5. 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](ARCHITECTURE.md) §9.2–9.3 · [WINDOWS-INSTALL-SOP.md](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](WINDOWS-INSTALL-SOP.md)).  
- “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](GOVERNANCE.md) §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](HOW-TO.md)  
- [USER-GUIDE.md](USER-GUIDE.md)  
- [GOVERNANCE.md](GOVERNANCE.md)  
- [SYSTEM-PROFILE.md](SYSTEM-PROFILE.md)  
