Integrations: Annotate PDF Attachments

Need to annotate a PDF attached to a record—highlight a total on a vendor bill, add a sticky note to a contract, or mark up an architecture design plan before it goes to the project manager? You no longer need to download files, use external tools, or keep track of versions. With PDF Annotator embedded in MYOB Acumatica starting in Version 2026.1.1, you can review and annotate PDF files directly from the record where they’re attached.

Attention: This functionality is available if the new PDF Annotator Integration feature in the Third-Party Integrations feature group is enabled on the Enable/Disable Features (CS100000) form.

Curious how it works? Let's explore.

What’s Required for the Integration

You must do the following at the system level before the PDF Annotator integration can be set up:

  1. Sign in to the Adobe Developer website and get credentials for the Adobe PDF Embed API.
  2. Obtain the PDF Annotator Embed Key that Adobe generates for your credentials.

Setting Up the Integration

With the PDF Annotator Integration feature enabled, the new PDF Annotator Embed Key application type becomes available on the External Applications (SM301000) form, as shown below. If you’re a system administrator, you create the external application for PDF Annotator integration as follows:

  1. Select the PDF Annotator Embed Key type.
  2. Enter the application name.
  3. Enter the client ID.
  4. Save your changes.
Figure 1. The new application type


Opening the PDF Preview of a File Version

With the PDF Annotator integration set up, you can start annotating PDF files. These capabilities are provided in the side panel of forms with the Files button on the form title bar. In the side panel, you click the PDF Files icon to work with the preview of the PDF on the PDF Preview (SM400009) form.

Figure 2. The Projects form with the new side panel tab


In the File Name box of the Summary area, you select a PDF file attached to the current record. (Only document-level attachments are available for selection.) The lookup table lists the latest version of the file. If a user has added any comments or markup by using PDF annotations, the system populates the Comment column for this file.

Figure 3. Selecting a file


Commenting on and Annotating a File Version

On the PDF Preview (SM400009) form of MYOB Acumatica, you can add comments and markups by using the tools available in the embedded PDF Annotator viewer.

PDF Annotator doesn't support simultaneous editing of a single version of a file. If two users modify the same file at the same time, the system creates separate versions—one containing each user's changes.

Attention: Each time you click Save on the top toolbar of the PDF preview area, the system creates a new file version. To avoid creating multiple versions, save your changes only when you've completed editing the file version.

Managing Access Rights

To have full access to the PDF Preview (SM400009) form, users must be assigned the new PDF Annotator role on the User Roles (SM201005) form.

By default, users with the following roles have the Delete access level to the new PDF Preview form:

  • System Administrator
  • Acumatica Support

Annotation Tools

On the PDF Preview (SM400009) form, you can add review notes and annotate the selected file version. You use the buttons and commands in the following places in the embedded PDF Annotator viewer:

  • The top toolbar, including the More menu button (Item 1 below)
  • The quick action toolbar, including the Select text, Add a comment, and Highlight selected text menu buttons (Item 2)
  • The right pane (Item 3)
  • The page control toolbar, including the View one page at a time menu (Item 4)
Attention: The buttons and commands are available through the integration with the PDF Annotator; they can't be changed.
Figure 4. The main tools in the viewer


See the table below for descriptions of the tools available in the embedded PDF Annotator viewer.

Table 1. Annotation Tools: Reference Table
Location Button/Command What You Can Do Notes
Top toolbar Undo Reverse your most recent change You can use the Ctrl + Z keyboard shortcut instead.
Top toolbar Redo Reapply the last change you undid You can use Ctrl + Z keyboard shortcut instead.
Top toolbar Save Save the changes and create a new file version.
Top toolbar Find in document Search for text within the file You can use Ctrl + F keyboard shortcut instead.
More menu Print this file In the dialog box that opens, specify printing settings and print the document
More menu Download this file Download and save a copy of the file to your device
More menu View legal notices Open Adobe's legal notices These include copyright, trademark, terms, privacy, and third-party notices.
Quick action toolbar Select text Open the Select Text menu
Quick action toolbar Add a comment Open the Add a comment menu
Quick action toolbar Highlight selected text Open the Highlight selected text menu
Quick action toolbar Draw freehand Draw or write directly on the PDF
Quick action toolbar Eraser Remove the drawing
Quick action toolbar Choose a color for a note Select the color used for your note or markup
Select text menu Select Select text in the file to review it or apply a markup to it
Select text menu Pan Move the PDF view by dragging and dropping the page
Add a comment menu Add a comment Add a comment thread linked to a spot in the file The comment text isn't placed on the page.
Add a comment menu Add text comment Insert a text box directly on the page The comment text is visible on the page.
Highlight selected text menu Highlight Highlight the text with a colored background
Highlight selected text menu Underline Underline the selected text
Highlight selected text menu Strikethrough Draw a line through the selected text
Right pane Comments Open the Comments pane to view all comments in one place; add and reply to comments
Right pane Bookmarks Add a bookmark or open the list of bookmarks to go to a bookmarked page
Right pane Page thumbnails Open the Pages pane to view miniature pages for quick navigation
Right pane View Permission Details Open the Permission Details page, which you use to view the file's properties and allowed actions This appears when some actions are restricted for the document.
Page control toolbar Go to a specific page number Jump to the page you type in Enter the number of the page and press Enter.
Page control toolbar Go to previous page Move one page back
Page control toolbar Go to next page Move one page forward
Page control toolbar Zoom In Make the page look bigger You can use the Ctrl + keyboard shortcut instead.
Page control toolbar Zoom Out Make the page look smaller You can use the Ctrl - keyboard shortcut instead.
View one page at a time menu Single-page view Show one page at a time
View one page at a time menu Two-page view Show two pages side by side
View one page at a time menu View with scrolling Show pages in a continuous column so that you can scroll through the document
View one page at a time menu Fit one page Resize the view so that the whole page fits on the screen
View one page at a time menu Fit to width Resize the view so that the page width matches the preview width
View one page at a time menu Full screen Show only the PDF (hide menus and toolbars)

New Capabilities

  • Annotate PDF files directly from a record by using the embedded PDF Preview area.
  • Work with the latest system version and see who annotated it.
  • Use built-in tools to add comments and markups, such as text comments, highlights, and freehand drawings.
  • Control full access to the PDF Preview (SM400009) form by using a dedicated user role.