7 Questions to Ask Before Choosing a PDF Editor
Choosing a PDF editor is a lot more nuanced than you might think. Different PDF editors have different capabilities, and you want to select the product that works for your organization based on your company’s needs.
Some organizations might be able to get away with using a free version of a PDF editor that lets you edit and make comments. However, others might need a more robust editor that offers password protection, e-signatures or the ability to redact sensitive information.
Whatever you need a PDF editor for, be sure to ask yourself these seven questions before choosing a PDF editor for your organization.
Do You Only Want to View or Edit PDF Files?
There is a difference between a PDF viewer and a PDF editor.
With a PDF viewer, you might be able to add comments or annotations, but you won’t be able to edit the document.
With a PDF editor, you can edit the text directly within the PDF file, and you also can add more pages to your document or combine multiple PDFs into one document.
Do You Use Another Word Processor with Your PDF Editor?
A PDF print driver allows you to convert any document into a PDF. For example, you could write a sales report in Microsoft Word and convert it into a PDF directly from the Word menu.
Having a PDF editor would allow you to update the newly created PDF. Otherwise, you would have to edit the Word document and create another PDF with the changes.
Are You Going to Create PDF Documents, Forms or Both?
PDF forms are interactive documents that allow users to enter and edit data in specific files electronically, such as text boxes, checkboxes or drop-down menus. They are perfect for job applications, HR forms and business contracts.
PDF forms are a more user-friendly way of filling out electronic documents and collecting data, but you can’t create forms in every PDF editor.
Do You Need to Highlight or Redact Sections of Documents?
If your organization deals with sensitive data, such as tax or banking information, you probably will need to be able to highlight or redact sections of your documents.
And yes, there is a difference between a redaction feature and simply drawing a black box over text. Redacting information digitally removes the data, while drawing a black box simply covers the text. Users still will be able to copy any text that a drawn box covers.
In addition to highlighting or redacting text, some PDF editors will allow you to restrict users who have access to the documents from removing highlights or redactions.
“If your organization deals with contracts and other documents that need signatures, you might consider a PDF editor that allows for e-signatures and automation.”
Do You Need to Combine PDF Documents or Split Them Apart?
There are many reasons why you might need to combine or split PDF documents. One way this can be used is if you’ve got two or more team members working on different sections of a document.
Your team members can work on the split sections of the document and then combine them at the end, which is much more efficient than sending everyone the same full document and trying to coordinate the edits.
How Secure Do Your PDFs Need to Be?
Similar to redacting certain sections of your document, you might need to password protect documents containing sensitive information.
Some PDF editors will encrypt the document with a password, making it impossible for anyone to view the document without that password. Even if an attacker does access your files, they won’t be able to read that document.
If your organization deals with contracts and other documents that need signatures, you might consider a PDF editor that allows for e-signatures and automation.
Do You Need AI Integration?
Some PDF editors offer , helping you do things such as summarize a document, analyze a document for a Q&A or enhance the current writing of the document.
You can even use the AI assistant to research as you would with any other AI tool, just double-check the information you are researching is accurate.
It’s important to carefully assess your organization’s specific needs and requirements before selecting a PDF editor.
Want to Learn More About PDF Editors?
If your organization is looking to utilize a robust PDF editor, contact us here to see how we can help keep your business running smoothly while increasing productivity, security and profitability.
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