Document Creation 

The first step in creating searchable PDFs is creating the document that will later become a PDF, either by a searchable PDF converter or an OCR tool. Most document creation or document automation programs can integrate into your existing systems, so whenever you need a document created or perform some business action (create an invoice, a memo, or email, for example) it is already made. You then fill in the relevant details of the document and create it, send it, or store it. 

The program can also create a workflow when you make the relevant document so it is automatically sent to the next department when you are done. The software can make it easier for departments to collaborate since everyone receives the same file and there are no aberrations in the document. 

Converting a PDF

You can convert a PDF into many different file types but you can also convert PDFs into searchable PDFs since it makes them easier to store and reference based on specific keywords. When you convert a PDF into a searchable one, the OCR tool you use scans and records every character on the page and processes it into a readable, clearer image.

Optical character recognition takes a scanned image, like a PDF or other document, and makes it into a searchable PDF, so anyone can store it in an easily accessible database. The reason is that a scanned image is not accessible and cannot be edited or inputted into a cloud drive other than as an image. If you scan a paper document, it only captures the image as is, like a photograph, which is why OCR tools are so valuable to businesses since it makes scanned PDFs more accessible. 

Choosing a PDF Action 

If you have a document automation program or OCR online converter, you can decide how and what new information can be introduced into the documents you need. Some searchable PDF converters can help you create new documents by opening a template and then selecting the data or information you want to insert into the document. 

When creating a new PDF or converting a scanned PDF you can use the same functions to insert all different design elements like images, graphs, and tables, if you need to add them to the document you have created. The automation process eliminates the need to manually create new files and write in details when it can be done automatically. 

Saving Your File 

When you use a document management system or a PDF converter you can sync it to your local or cloud-based hard drive so any changes you make are automatically saved. The process works with any type of function you perform with your PDFs, including when you merge PDFs and make edits, like leaving notes, comments or annotations. 

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