From Plain Text to Signed Documents: Building a More Efficient PDF Workflow

Modern companies have to deal with a great amount of digital documents on a daily basis. They include agreements, applications, internal documents, and other forms. The PDF maker will help in making the process of working with the document much easier and more efficient, as the created files will be easy to distribute, fill out, change and sign. If a company works with basic text files, then the process of their conversion into PDFs will help in having a uniform starting point for further work with documents.

However, the importance of using a PDF workflow does not lie only in creating a file itself. Companies may need to change some elements in the documents, collect necessary data, ask for signatures, secure the document from any unauthorized changes, and track all the processes related to documents.

Why PDF Workflows Matter in Business

PDFs are commonly used for business documents due to the structural format of exchanging information. Once the agreement, intake form, disclosure, or internal policy document is filled out, the PDF can be sent via e-mail and keep its structure intact.

The problem arises in case there is a need to edit or fill out the document. The document may have outdated text, it may need more fields, it requires a signature, or the document was scanned from a paper form.

This is where a new approach to PDFs works well. pdfFiller helps to edit text and content in the PDF, insert images and comments, combine or split documents, rearrange pages, and compare documents. It provides an OCR service that makes a scanned file editable.

From Creation to Completion

Workflow can therefore be considered through a number of steps, including:

• Create or convert a document
• Review and edit its content
• Insert fields and/or annotations
• Convert it to a form if necessary
• Complete and sign it
• Send it out for signing
• Keep an audit trail

The document is thereby more than a file. It is a part of the process of electronic documents.

Converting Text Files Into Usable PDFs

Although plain text documents can prove helpful at the drafting stage, sometimes they do not make the best choice for the document to be distributed by business. There might be situations when the business would need a more structured document to share with a customer, employee, contractor, or any other person.

When it comes to teams dealing with text files, converting a text file to PDF may be one of the easiest ways to get a more consistent document. In case the information has been converted into PDF, it can be reviewed and prepared for the next step.

For instance, an internal draft of the engagement letter may be created in plain text. Having gone through conversion, this document will be ready for review, formatting, adding relevant information, and signing electronically.

When Conversion Is Useful

Converting text into PDFs may be particularly helpful when:

• A draft needs to be provided in a uniform format
• A document requires further PDF manipulation
• Content will be filled out in a form
• The file will be put into an eSign process
• A company requires a stable document for documentation purposes

The key takeaway here is that the conversion process is just one part of the equation. What matters is how a business can use the PDF thereafter.

Editing PDFs Without Rebuilding Documents

Very few business documents stay the same. Sometimes changes in address, clauses, dates, names, or some other information have to be made before a document can be finalized.

There are many ways to edit PDF content right within the file using pdfFiller. Besides, you may add pictures, comments, stamps and other annotations. If your workflow involves working with several documents at once, then they may be combined, split up, reordered, or compared.

This feature comes in handy when you deal with constantly changing documents.

For instance, a realtor has to look through leases, disclosures, or purchase agreements. A human resources manager will be dealing with offer letters, policy acknowledgments, or other employment documents. A lawyer works with NDAs, affidavits, and engagement letters.

Turning Documents Into Fillable Forms

While a static PDF might have everything needed in the document, it would still need some manual filling in. But there is a way out of that – a fillable form.

pdfFiller enables creation and distribution of fillable forms, which can be especially helpful in case of recurring collection of identical types of information.

Take an example of a healthcare provider dealing with patients' intake or consent forms. Using a fillable form enables provision of fields where information should go. The same approach can be applied to HR and onboarding or policy forms.

The same principle works in accounting, insurance, construction and legal industries as well. Instead of delivering an unstructured document and instructing a person where to fill in, a fillable form makes it easier to navigate through a document.

Collecting Information Through LinkToFill

However, there are certain instances when the document should be delivered to people external to the internal document distribution mechanism of an organization. The capability to generate a LinkToFill URL provided by pdfFiller will transform a document into a publicly accessible web URL meant for collecting signatures and filling in data.

This solution is helpful in cases when an organization requires getting data from several people without making everyone undergo a difficult procedure of sharing documents. For example, an organization can create a form and send the created URL to the needed people.

Using eSignatures in the Same Workflow

Signatures tend to be the last thing that happens to ensure the document can be finalized. Having to use different software to complete one workflow process makes it unnecessarily disjointed especially in case documents have to be reviewed and signed multiple times.

pdfFiller has certificates for electronic signatures that leave an audit trail of a signed document. pdfFiller offers an electronic signature service in accordance with ESIGN Act, UETA, eIDAS, and GDPR.

Audit trail logs any action on a document, such as who viewed it, edited it, signed it, or shared it as well as when and where they did it using their IP address. Such logs become helpful in business processes in tracking the document through its life cycle.

Thus, the workflow process can go from editing to filling, signing and documenting without treating each of those actions separately.

Security and Compliance Considerations

The electronic document might have important confidential information related to your business, finances, healthcare, employment or other legal issues. Security should be taken into consideration along with convenience.

pdfFiller uses 256-bit AES encryption for protecting data in transit and at rest. It offers two-factor authentication, password protection for each individual document, additional authentication of signers and document expiration dates.

The pdfFiller compliance program includes SOC 2 Type II Certification, GDPR, CCPA, PCI DSS, FERPA and HIPAA Compliance via signed Business Associate Agreement in some plans.

The document will stay within your private account, will not be shared with any third parties and will not be used for machine learning training. The software infrastructure is hosted at SOC 2 Type II data centers with 24/7 threat detection.

Practical Workflows Across Different Industries

The value of a PDF workflow will be better understood with respect to concrete business situations.

Real Estate

Real estate experts deal with various documents such as leases, disclosures, purchase agreements, etc. A PDF editor can come in handy in preparing documents, filling out information, signing documents, and keeping records.

Healthcare

In healthcare, there can be patient intake and consent forms. If HIPAA compliance is required, pdfFiller is capable of meeting HIPAA standards and has a signed BAA for particular packages.

Human Resources

HR specialists can use document workflows to manage offer letters, employment forms, policies, and other onboarding documents. Using fillable forms can structure the information collection process.

Accounting and Tax Preparation

Workflows in accounting typically include forms and supporting documents. pdfFiller allows submitting directly to the IRS certain tax forms, which might be necessary if certain forms are used within the workflow.

Legal, Construction, and Insurance

Legal teams will be able to deal with NDAs, affidavits, and engagement letters. Construction and insurance companies can use the service in field forms and claim documents.

Working Across Devices

Documenting does not necessarily take place at the desk. The web application, in addition to iOS and Android apps of pdfFiller, allows one to deal with electronic documents on various devices.

This feature can be especially important for professionals who have to go through the documents in various places. For instance, a construction professional might come across the paperwork on site, and a real estate professional will probably have to analyze the documents offsite.

Workflow stays unchanged: preparation of the document, editing it, gathering data, signing or filling it out, and keeping the record in the end.

Building a Better PDF Process

It is important to begin the PDF workflow process based on how one intends to use the document rather than deciding what file format to use.

The first step should involve determining whether the source document will be created or converted. Then, evaluate the content and make adjustments if required. Finally, if data collection is required, fillable fields should be created. In case another person should approve the document, eSign preparations should follow.

Security can also be an integral part of the PDF workflow if there is sensitive information in the document. It may include password protection, signer verification, two-factor authentication, encryption, and audit trails among others.

The process described above is especially useful in case of repetitive paperwork since a standardized workflow would make creating each new document simpler.

Frequently Asked Questions

What is a PDF maker used for?

A PDF creator can be used to create PDF files out of digital data. Using different types of PDF creators will allow users not only to create PDFs but also edit them, annotate them, create forms and prepare them for e-signing.

Why convert a text file to PDF?

A text file can be converted to PDF to create an organized way of sharing and further working on that document. The document can then be used to review, edit, annotate, create fillable fields or use for electronic signatures.

Can pdfFiller edit existing PDF documents?

Yes. pdfFiller provides features for directly editing the text and contents of PDFs. It also provides for image addition, commenting, stamping, and annotation, as well as merging, splitting, rearranging, and comparing of documents.

Can pdfFiller create fillable forms?

Yes. pdfFiller allows the creation and publishing of fillable forms. Moreover, LinkToFill functionality is used to create a publicly available link for signature and form filling purposes.

Does pdfFiller support electronic signatures?

Yes. pdfFiller allows eSignatures according to the ESIGN Act, UETA, eIDAS, and GDPR. The platform also offers certificate-based electronic signatures and audit logs to track documents' history.

How does pdfFiller protect documents?

pdfFiller utilizes 256-bit AES encryption when processing data while it is in transit and stored. Other security measures offered by pdfFiller include 2FA, document-level passwords, signer authentication, and expiration date. Documents are stored in the private account of the user and not used in training AI models.