Boost team efficiency with PDF Spaces

Hi, I’m Conrad Sims, part of the in-house legal team here at a fictitious organisation, Secure Financial. Our legal function supports a fast-moving business, working closely with compliance, HR, finance and senior leadership to make sure we stay aligned with ever-changing regulations. Recently, we’ve been tasked with updating several company-wide policies in response to new regulatory changes. It’s high-stakes work, the guidance is scattered across legal memos, compliance notes and regulatory bulletins, and it’s on us to get this right quickly and in a way that’s auditable and secure. Here’s the problem. The materials we need live everywhere – notes and communications in email, PDFs, Word documents and PowerPoint slide decks in different drives. Manually reviewing and tracking all of it takes way too much time. That’s where Acrobat Studio helps us work smarter. Let me show you how we can use it to get our leave-of-absence policy updates finalised and distributed faster to our key internal stakeholders. From the homepage, I can create a new PDF space. I start by uploading all the materials we’ve gathered – external legal memos, internal policy drafts, compliance checklists and even transcripts from recent briefings. These files come in different formats – PDFs, Word docs, PowerPoint presentations, spreadsheets, text files, links to web pages and more – but Acrobat Studio brings them into one centralised structured knowledge hub. No more hunting through folders or piecing together scattered feedback. These documents are dense but reviewing them thoroughly is crucial to minimise risk and ensure compliance. The challenge is that doing it manually and accurately can take hours. That’s where PDFspaces helps accelerate the process. It automatically scans all the documents, pulls clear summaries and highlights key changes and actionable updates without any prompting required. I use a pre-built AI assistant like an analyst or instructor or personalise my own for this PDF space and give it a goal – help review policy documents, flag regulatory changes and suggest clear compliant updates for internal stakeholders.

It does the heavy lifting, analysing the source materials, surfacing gaps and suggesting language that’s aligned with current law and internal policy. And it doesn’t stop there. I can chat with the assistant like I would with a team mate. I can ask any question and the assistant references the right materials and delivers clean, clear responses that are ready to share. For example, I’m asking the assistant what updates are needed to make our leave of absence policy compliant with the new regulations. It immediately gives me a clear answer based on the source documents. If I need to check the source of any insight I just click the attribution and Acrobat Studio brings me to the right section in the source document. It ensures that the information is accurate so we can feel confident about what we’re sharing. Now that the assistant has provided a clear, concise answer, I’m ready to turn it into a policy overview guide for employees. What’s great is that I can do more than just ask questions, I can also specify how I want the response formatted. So here’s what I’ll ask. I’ll ask the assistant to generate a clear and concise employee-friendly summary of the changes that I can include in an internal policy overview guide. And I immediately get the answer in the format I asked for. I can name and add a description to the PDF space. When I’m ready to loop in others, I can share this PDF space with my cross-functional stakeholders. They can review, comment and update in one place, no endless email threads or version control nightmares. When I share this PDF space with my colleagues, they will not only have access to the PDF space sources, they’ll also have the ability to access and leverage the same personalized assistant. Now I’m ready to create the policy overview guide. I can copy the answer to my last question to put into the document I’ll create. Since this overview guide will be shared with the entire company, it’s critical that the document looks polished, professional and fully on brand. This is where Studio’s creative mode powered by Adobe Express Design Tools comes in. Because my company’s brand kit is already loaded, I can quickly apply consistent colors, fonts and logos to match our internal standards. I drop in the approved content into a brand-approved template and create a polished, official PDF in minutes that’s ready to send out to department heads and managers or publish to our internal bulletin board. I’ve shared the draft for my colleague for review and I can see feedback here from my colleagues. It makes it easy to get feedback in one place with the right context. Based on that feedback, I can easily update the image either by generating a more relevant one with Firefly, which is trained on commercially safe data or by selecting one from our brand kit. What used to take our legal and compliance teams weeks, gathering input, drafting updates, formatting documents and sending for review now happens in a fraction of the time with Acrobat Studio. We’re still delivering high quality compliant policies but without bottlenecks and time consuming manual work. Acrobat Studio helps our legal team move quickly, stay accurate and stay aligned with key stakeholders. Instead of spending hours on formatting and layout, we can focus on high impact legal analysis, the work we enjoy the most.