Fix Shared Review Archive Not Deleting XML Comment Files in PDF
Question details
The user needs to resolve an issue where archiving a shared review fails to automatically delete the associated XML comment files and folders from a network server.
- Product
- PDF Software
- Device & OS
- not provided
- Scenario
- Archiving a completed shared PDF review hosted on a network server.
- Observed behavior
- XML comment folders and files remain on the network server instead of being deleted automatically as they were in older workflows.
Ensure you have administrative or full write permissions to the network server directory where the shared review XML files are stored, and verify your PDF software is updated to the latest version.
Verify Network Server Permissions and XML Folder Ownership
Often, files are left behind because the user archiving the review lacks the necessary delete permissions on the network drive.
In many corporate environments, server permissions are updated over time. Even if you initiated the shared review, you might only have write permissions but not delete permissions for the automatically generated XML folders.
Navigate to the network server directory where the shared review files and XML folders are currently hosted.
Right-click the lingering XML folder and select 'Properties' (or your operating system's equivalent) to view the security settings.
Go to the Security tab and ensure that your user account has 'Modify' or 'Full Control' permissions, specifically verifying the right to delete subfolders and files.
Determine if the Issue is Systemic or Server-Specific
Testing the archive process locally helps isolate whether the software version or the network environment is causing the failure.
Manage PDF Comments Seamlessly with WPS Office
Avoid messy network XML folders by using WPS PDF for seamless document collaboration, commenting, and sharing. WPS Office provides built-in tools to manage PDF feedback securely without leaving lingering backend files on your servers.
- 1. Open WPS PDF: Launch WPS Office on your computer and open the PDF document you want to review.
- 2. Access Comment Tools: Navigate to the 'Comment' tab on the top ribbon to add, manage, and reply to annotations directly within the document interface.
- 3. Share and Collaborate: Use the built-in sharing features to collaborate with team members. Comments are saved natively within the file structure, eliminating the need for complex network XML repositories.
Frequently Asked Questions
Why does my PDF software use XML files for shared reviews?
In traditional network-based shared reviews, older PDF applications use XML files to sync comments between multiple users simultaneously without locking the main PDF document.
Can I manually delete the leftover XML comment files?
Yes. If the shared review is fully archived and you have confirmed you no longer need to retain the individual synchronized comment data, you can safely delete the XML folders from your network server manually.
Do all PDF editors leave XML files behind?
No. Many modern PDF editors, including WPS PDF, embed comments directly into the document structure or utilize secure cloud-based syncing, avoiding external XML file clutter entirely.
