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Going digital isn't only a trend that boosts your document management; it’s an approach to polish and adjust your goals. Before digitizing your business operations, read the article and figure out how to tidy up, organize, and flip PDFs hassle-free.
Suppose you’re not sure that digital document management is what you need; this article is about to change your mind. Here are the key reasons to get rid of paper and start digitizing processes:
Regular data access. Paper-based document turnaround ties you to physical storage, meaning you can't get the information you need whenever you want. You waste time and effort to take the necessary documentation and then return it to the counterparty. Consequently, it's challenging to focus on work and goals. You should switch to electronic document management to receive files anytime from anywhere and untangle the knots in your document lifecycle operations. A straightforward platform can help you get forms and agreements in a matter of seconds without even needing to get up from your chair.
Updated information. Reliable information delivered promptly is the cornerstone of document management, effective collaboration, and robust workflows. If outdated files don’t get removed from a shared database, someone could accidentally use them. The consequences of such scenarios may seriously damage your business. By using a document management system, you can review, edit, and update data in real time so that you and your employees can access up-to-date information.
Lower costs. Paperwork is expensive. It certainly doesn't cost a fortune, but it's an unnecessary expense that you can get rid of. Even after excluding the cost of paper, ink, and equipment, you spend about $20 on shipping just a single document. Add the cost of fixing and replacing documents to see how much you can save if you give up all of that. Forget about scanning and printing once and for all. Your files can now be sent and viewed as well as signed electronically. In addition to that, save your and your employees' time.
Collaboration. Disconnection between colleagues leads to ineffectiveness. As a result, you are bound to find your company in a situation where part of the work is done twice, and the other part has not even been started. Document management is your must-have solution to avoid these drawbacks. Work on files and rotate PDFs simultaneously with a colleague, without interfering with each other. Come up with new ideas that you can discuss and bring to life. You can easily ask questions and solve problems, bypassing face-to-face meetings and extra calls.
Increased security. Opponents of digitalization say that online security is an oxymoron, citing the rise of cyberattacks. However, the vast majority of research shows that paper-based workflows are more vulnerable than digital ones. Paper can get lost or damaged, but this will never happen to electronic documents. Plus, you have a lot of tools on hand that help you protect your files. The easiest one is to use a password. You can also set up two-factor authentication and configure access settings using professional programs to securely exchange information with customers and teams.
Tips for organizing digital files properly
When you start organizing your documents, it might seem to take a lot of time. However, it's only the first impression. Once you get to work, you'll see that it's a cinch. Read the list of recommendations below to help you get started on your digital adventure in the most efficient way.
Why is PDF format an excellent idea for document management?
Before diving deeper into details, let's clarify some basics of the Portable Document Format. In a nutshell, a PDF file is an electronic snapshot of your document that saves the original font, size, and content. Even though artists or publishers often used this format earlier, it has become an integral part of work and personal life.
There are several ways to create a file in Portable Document Format. You can scan your papers or convert any file into PDF. It is more challenging to work with scans. You can't just copy the text from the scan, but you can cope with it by using OCR (Optical character recognition) technology; this is no doubt a daunting task, but it’s the easiest way to digitize your data. Unless your files aren't electronic, then you can easily convert them to PDFs and continue working on them effortlessly. If necessary, the documents can be further converted to a different format, such as a Word document.
Nevertheless, PDF is an optimized format for exchanging information that has numerous benefits:
Unchangeable. When sending a PDF, you can ensure that your recipient sees it precisely as it was intended. Don't let confusing tables and broken graphs spoil your content. Content remains unchanged regardless of the way you share it.
Cross-platform support. No matter what device you use, you can open and go through PDF files. Any user can do it, even without Adobe. All modern phones have a reader function so that you can view a file via your Android or iPhone.
Independent of OS. For Mac users, it’s difficult to process .docx. For Windows users, it’s challenging to process.pages. For PDF users, there are no boundaries. You can open, annotate and share it via iOS, Windows, UNIX, Linux, macOS, and so on.
Well-known. If you think this benefit is not crucial, just imagine that you received a file in a format you have never seen before. Isn't that suspicious? Would you open it? PDF has already built a reputation over the years, so people use it and have no doubts about its usefulness.
Easy-to-protect. A PDF cannot be edited without leaving digital footprints. Therefore, you can be sure that accidental changes won't damage essential documents. Also, a password can be applied to your file for additional protection.
How to correct bottlenecks associated with working with PDF
As you can see, this format is easy to save, store and share. Consequently, it’s the primary format for business document management. However, if you don't have the right tools at hand, working with this format will be a tall order. PDF is not editable, which means you cannot delete text, add images, or change the orientation of a PDF. You can't even rotate a single page in a PDF; this is the main argument for using Word in general. But what do you do when a scanned PDF is upside down? If you just need to read a file, any built-in reader can rotate PDF for your convenience. Unfortunately, this is a temporary solution, and it doesn't help if you decide to send this file to someone else.
Examples of solutions for managing pages are listed below.
How to rotate a PDF and save it using built-in tools
This feature is up for grabs for any Mac user. With Preview, a basic tool, you can flip a PDF. It's straightforward; all you need to do is follow the guide below.
How to rotate individual pages in PDF using Mac:
Note, one click equals 90 degrees.
If you want to rotate all the pages in a PDF at once, just select them and click the rotate button. The pre-installed features save you time and money. You can effortlessly work with documents when you want. Forget about looking for other solutions or buying an app. Mac helps you keep all your valuable tools close at hand without cluttering your device's memory with unnecessary services.
How to rotate a PDF and save it online
If you don't have any built-in feature to deal with the document, try an online solution like pdfFiller.
To get started with pdfFiller, you need to create an account first. You can come up with a login and password or register using your Google or Facebook account. Once you create your account, you get to the Dashboard to see all the recently used documents. But initially, this page is blank.
By taking advantage of your account, you become able to access your files from any device because pdfFiller is a web-based solution. If you are used to managing deals on the go, then consider installing the pdfFiller app, which is available for both iPhone and Android users.
Now you need to prepare documents. Click Add new and upload the files to rotate pages in PDF. pdfFiller can help you even if you don't have the necessary file at hand by using its advanced document loading function.
You can upload a file via:
When everything is ready, you can get to work. Go through the instructions below on how to flip pages in PDF:
Now, export your file to the cloud or your device. You can also leave it in your account because you have no restrictions on the number of documents you can save. To quickly find this document in the future, you can create a folder and move it there. If you want to use this document as a template, you can convert it right in your workspace. This way, the converted PDF can be filled in, sent, and edited without worrying about damage to the original structure.
How to rotate a PDF and save it using a desktop app
One of the most popular PDF management solutions is Adobe. You can install it on your computer and use it even without an internet connection. It's worth remembering, though, that Adobe Reader, a free app, can't permanently rotate PDF. Thus, it's only suitable for reading documents. If you want to change the orientation of PDF, use Adobe Acrobat DC.
Why is pdfFiller a better option?
Advanced editing tools
With pdfFiller, you can do a lot more than just rotate a PDF. Add pictures and graphics to your draft. Customize your form with a logo and protect your content with a watermark. You can also annotate PDFs to draw on any page, edit, and erase information. You can create an easy-to-read and beautiful document that fully suits your requirements.
If you want to turn your PDF into a form, then use fillable fields. Just drag and drop them onto your document and set up validation. pdfFiller offers fields for text, numbers, date, dropdown, checkbox, signatures, images, formulas, and so on. As a result, every recipient will be able to fill it out in a few clicks without the need to print it.
Store all files in one place without worrying about storage capacity. There are no limits. Create as many folders as you need to be productive and change PDF orientation. In addition, by default, you have several folders for incoming documents or files exported from other resources.
If you don't want to constantly waste time on transferring documents, use the Smart Folder feature. Just add tags to documents, and your smart folder will automatically collect all the records for this tag. This feature helps you find the files you need fast.
How do you usually send your documents? By email? By fax? By adding them to Google Drive and sharing the link in public chat? Not only can you rotate PDFs, but send them in a way that suits you and your recipient with the help of pdfFiller. You can create a link using the LinkToFill option, share a record by email, or fax it. If you have a website, you can insert your form there.
You can control the access level for each participant. Configure and manage settings up to you and your aims allowing users to modify, sign, and date or just go through your documents.
Integration helps you get rid of some manual processes. Using pdfFiller’s integrations, you can connect your workflow with different software and applications. This approach assists you in scaling your workflow because you no longer need to spend time moving documents from some service to your document management solution. For example, you can connect to the cloud (Google Drive, Dropbox, OneDrive, or Box) and easily export any file for editing.
More complex integrations, such as Salesforce or Dynamics 365, provide you with even more valuable tools. You can quickly figure out how to generate forms, price lists, orders, and so on with pre-filled information in a few clicks. Thus, you close deals several times faster. One of the most popular integrations is Gmail, which you can use to immediately start working on any attachment. You no longer need to download files, convert, or upload them manually again. Just a few clicks, and your PDF opens in the editor, where you can rotate all pages in the PDF or edit it.
Storing data in pdfFiller is much safer than with any paper-based workflow. The solution has encryption features that you don't find in your computer's basic settings, especially in regular physical storage. pdfFiller uses 256-bit encryption to protect data while storing or transferring it. So it's impossible to intercept and decipher data when you send or save it. The access level feature was already described above, but pdfFiller has something more to offer — the Two-factor signer authentication option. Add an extra level of protection and make your signer confirm their identity via an SMS or a phone call. In addition, you have access to a detailed audit trail to track all activities taking place in your documents.
Let's summarize; to work effectively, you need to digitize your documents and switch to an electronic document management solution. If implemented correctly, the system solves many of the problems that previously accompanied paper-based processes. Furthermore, it speeds up your business by leveraging the ability to process even more records, contracts, and invoices. But like any other tool, you’d need to find your way to use it according to your business goals and requirements. You’ve learned the steps necessary to transfer your manual processes to efficient digital ones in this article.
The first and foremost rule is to turn your paperwork into PDF format and find the necessary tools that will help you orchestrate your operations. pdfFiller is just one example of what modern programs can do. However, we recommend trying this solution to figure out how to flip pages in PDF files and for more sophisticated tasks. Create your account and practice on just a single file to discover even more benefits it can bring to you and your business.
Most importantly, remember that anything that seems complicated at first is bound to bear impressive results in the future.