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Business

Document Conversion Solutions for Enterprises: Automating The Process of Business Conversions

One thing that every business enterprise has in common is the vast amount of data and information they generate on a daily basis. From confidential information to the regular list of materials and supplies, enterprises have all kinds of data stored in their systems.

Now, this data is shared within the enterprise and with the outsiders who are the suppliers, vendors, customers, stakeholders, etc. The data is also in various formats depending on the system that was used to generate it. That means the data has to be converted to other formats when sending it to others. This is where the document conversion solutions come into the picture.

The output management systems come with a document conversion software that enables the employees to convert the information in numerous formats to other formats such as PDF, SecurePDF, PDF/A, etc. The documents are also given a digital signature as a proof of authenticity and have extra protection when they are being shared to unknown recipients and metadata stores the steps performed during the process for future references.

Automating The Process of Business Document Conversions

The document conversion solutions can be seamlessly integrated into the following systems.

SAP

    • The document conversion services can be expanded to perform additional functions such as adding status information, validity notes, signature displays, etc.
    • Over 50 different input and output formats are supported.
    • All key storage methods are supported for document files such as Content Server, ArchiveLink, file system, URLs.
    • Reconverting, refiling, file exporting, etc. can be carried out either once or repeatedly.

Teamcenter

    • The conversion to appropriate formats takes place automatically in the background.
    • This is possible for both mass conversions and interactive conversion of individual documents.
    • Different target formats are generated based on the file types of those that need to be converted.
    • The conversion process is a part of the workflow. The process can be monitored anytime directly in the Teamcenter.

SharePoint

    • SharePoint is a web application that covers several of the typical applications in an enterprise.
    • Adding the conversion solutions to SharePoint helps the employees carry out interactive document conversions within the SharePoint environment.
    • Parameters can be set to define the scope of the conversion process and the process can be monitored directly using the DPF Tracker.

Email

    • Emails are a boon when it comes to communicating on a daily basis with numerous persons involved with the enterprise.
    • When files in various formats are received from suppliers, vendors, etc. the employees prefer to convert them to standard formats before storing them in the system.
    • The emails with information that need to be converted are sent to special exchange mailboxes where the pre-defined parameters are invoked and the information is converted. The employee is updated once the process is complete.

CallBack

    • This is a web service where the employees send the data that needs to be converted to the company that provides conversion solutions.
    • The company does the job for them and informs the employees once the process is complete. This reduces the load on the existing systems.

The output management system can perform the following conversions with ease.

  • PDF/A is an ISO standard long term neutral format which is one of the most preferred formats to save the data.
  • CAD Conversion is where the files and designs in CAD are converted to neutral long term formats. The recipients need not have to use a CAD viewer to access the files.
  • Files from Microsoft and Apache Office are converted into standard PDF/A format.
  • Optimal Character Recognition makes it possible to recognize the texts in scanned documents.
  • Outlook conversion is where the files received via Outlook are converted to standard formats before being saved to the system.

A corporate conversion server is an efficient document conversion engine that performs the task of converting all files on a company-wide basis. The server can be integrated into the existing IT interfaces. It is a uniform infrastructure that creates many cost advantages to enterprises. The servers offer possibilities for straightforward configuring, and management of processes and structures. By automating the process by leveraging a conversion solution, employees can save time to focus on the core aspects of their job.

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Computer Tips & Tutorials How to Guide

5 Tips for Using Able2Extract for Complete PDF Management

Though we’ve been witnessing a fast rise in the number of tech-savvy individuals, thanks to the Internet, it’s interesting how many Internet users actually look for the simplest tech solutions online. People are the most interested in basic things and simple tools that can really help them speed up their daily work activities.

Able2Extract Pro

For example, many people want to learn how to print an Excel spreadsheet, how to format their book manuscript in Word, or how to convert their document to PDF for safe and easy sharing of information. Knowing how to properly handle document management software can make a big impact on our work productivity.

When it comes to increasing productivity, most enterprises and business professionals today have some kind of a PDF conversion tool in their toolbox to help them manage PDFs on a daily basis. Comprehensive PDF tools are a better choice for businesses than single-feature converters that crowd the web. If we manage to find a full-featured PDF converter that is at the same time very easy to use, we’ve accomplished our goal.

The new version of Investintech’s Able2Extract is a great solution that fits this description. It is simple to use, reliable and includes PDF management features that are needed in every business environment. And the main thing that users want to know when evaluating similar tools is: how to convert PDFs to and from editable file.

Convert PDF to 15 different file formats

With Able2Extract 9 users can convert PDFs to MS Word, Excel, PowerPoint, Publisher, OpenOffice (Writer, Impress, Calc), AutoCAD (DWG, DXF), Images (JPG, PNG, BMP, GIF, TIFF) and HTML. Here’s an example of a PDF to PowerPoint conversion:

To open a PDF for conversion, click Open:Able2Extract for Complete PDF Management

Click Select All to convert the whole PDF. If you only want to convert one slide, or even one sentence, click Select Area and use your mouse to select the part for conversion.Able2Extract for Complete PDF Management

Click on PowerPoint on the toolbar and save your editable PowerPoint presentation to your folder.Able2Extract for Complete PDF Management

The tool also offers customization options for conversions that could be more complex, such as PDF to Excel or PDF to AutoCAD. This is a very helpful feature that lets users customize their documents according to their preference prior to conversion, only in a few additional steps.

Create PDF from any printable file

The latest release of Able2Extract includes the option of creating and securing PDFs. Users can create PDFs from any printable file format, either from the document application itself using the virtual print driver (Able2Extract 9), or from A2E application:

Click on the Create icon:Able2Extract for Complete PDF Management

Choose a document to convert to PDF from your folders. The conversion will automatically start and quickly finalize. It can’t get any simpler than that.

Secure PDF with passwords

  • To secure a PDF with Able2Extract, follow these steps:
  • Open or create a PDF file using commands that we showed in the previous tutorials.
  • Click on View, and then choose PDF Creation Options…Able2Extract for Complete PDF Management
  • Choose Security, click on the Secure PDF box and input passwords for the owner and user of the PDF.Able2Extract for Complete PDF Management

Now secure your document by checking file permission options. Every option that you uncheck (such as copying, printing, modifying PDF, etc.) will be denied to users who open your document.

Edit PDF pages and document information

Able2Extract includes certain editing capabilities that can be quite handy.

Go to Edit tab and click on Pages:Able2Extract for Complete PDF Management

As you see, you can delete, move, resize, scale or rotate each PDF page in your document. Also, you can go to Edit ? Viewer Preferences and select how you want people to view your document:Able2Extract for Complete PDF Management

Batch convert documents and save time

Finally, for users who are really chasing after deadlines, batch conversion can be a life saver. Users can open as many PDF documents as they want and batch convert them to their chosen format all at once.

Click on Batch conversion:Able2Extract for Complete PDF Management

Add files you want to convert, and also remove ones that you decide not to include.Able2Extract for Complete PDF Management

Select the output folder and output format. You can choose between MS Office, OpenOffice and Text formats.

To test all these options and Able2Extract performance, download a free trial version of the tool and convert as many files as you want for seven days.