Offices in the U.S. print or photocopy more than 1 trillion pieces of paper every single year. If you’re someone who prints out multiple copies of a file, has coworkers mark the paper up with edits or changes, and tosses the copies when you’ve finalized the file, there isa better way.
Although creating and sharing a PDF is easy enough, when you need to work in a collaborative, efficient way, a suite of PDF productivity tools delivers a feature-packed solution that will change the way you conduct business. If you’re trying to justify the need for a powerful PDF editing solution in your office—and a technology partner who will walk you through every step of its implementation—we’ve got your business case covered.
The Editing Basics
Whether you need to fix a misspelling in an important proposal or relocate an entire paragraph that is out of context, the ability to edit a PDF is a basic business best practice. Short of exchanging emails over small changes, leaning over someone’s shoulder, or talking through edits on the phone, having a powerful PDF editor can make or break document quality and client deadlines—not to mention the stress factor that comes with document collaboration.
With a customizable PDF productivity tool, you have the ability to copy, paste, delete, and annotate text and images, and move single lines or whole paragraphs quickly and easily. Additionally, a robust PDF editor allows you to edit font style, case, color, and size to stay on brand and on message in all documents. The ability to add or remove a watermark, merge documents, delete pages, and batch convert files are also important features.
Let’s say someone in sales—who happens to be on vacation for the next two weeks—put together a proposal for a client that needs to be sent over within 24 hours. The proposal is perfect, but the sales associate forgot to use the company’s fonts, colors, and header and footer style. Your ideal PDF editor will allow you to easily go into the file, edit the document for branding, and send it off without having to recreate the file from scratch or track down your vacationing associate. This saves time, money, resources, and plenty of headache.
An Interactive Document
In many office environments, information can be siloed. A PDF productivity suite can take the knowledge of many and pack it into one incredibly smart document. Whether you’re inserting active, clickable links or embedding a linked file (e.g., a Word document, presentation, or image file), your strategic PDF solution lets you collaborate more efficiently.
Here’s a perfect example: Your head designer just sent over a client’s finalized brand style guide in a PDF. It looks great and has everything your client needs to launch their new brand, but your designer forgot to include a link to the Google Drive file with all of your client’s downloadable assets. A PDF editor that’s standardized and supported across the organization makes it quick and easy to edit the PDF and include the link on the page that says, “Your brand assets are downloadable here.” Instead of having to exchange emails, get frustrated with the designer, miss a deadline, or walk across the office for a conversation, you can pull up the asset-filled folder, grab the link, pop it onto the PDF, and deliver the style guide on time.
Additionally, this integrated PDF solution will allow you to track your smart documents to see whether those you’ve shared it with have viewed, commented, or signed.
Make Static Scans Editable
Gone are the days when a scanned document was set in stone. With a PDF productivity suite, you can easily transform scanned documents into searchable, editable files that can recognize text in multiple languages. This functionality, known as Optical Character Recognition (OCR) is an especially powerful tool for companies that are saying goodbye to the $8 billion per year that businesses spend managing paper files.
We’ve all been in the situation of trying to track down the original version of a file. Your options have usually been limited to spending hours digging through the office filing cabinets to find the document, sifting through the company’s endless digital files and folders, or frustratingly recreating the file from scratch. However, your PDF editor easily allows you to turn a scanned file into a fully editable document. With the right PDF editing solution, you can edit and update a scanned file, save a clean copy, and share the file with your coworkers and clients for ongoing collaboration.