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Top Document Challenges And Their Solutions
Documents can give even the most seasoned individuals a tough time when it comes to handling them. Some inaccurate setting or any other obscure error can result in a stubborn document that refuses to comply with the wishes of its creator. On top of this, the lack of proper solutions further worsens the issues related to documents.
Bearing the difficulties of countless individuals in mind, we have rounded up 6 document challenges along with their solutions that concern the individuals handling them. Here are some of the top challenges:
1. Countless revisions make it difficult to keep a track of each document
If you are like any other company, chances are that you may be using Microsoft Word and Excel to create and manage documents. Oft time, when the documents are being sent back and forth among the colleagues or clients, it can be difficult to keep a track of the documents’ progress. Additionally, the lack of organization further worsens the issue.
That said, in an overworked environment, it can be fairly easy to accidentally delete important files, make modifications to a redundant document, and/or simply forget to save the updated changes. These issues can be quite frustrating but they all can be solved through automatic tracking. With the help of the right automating tracking software, you will be in a better position to share, manage, and approve e-documents. Additionally, you can create submittals to find out how much progress has been made on certain documents.
2. Crucial documents may easily get lost if not stored properly
According to a report, employees spend around 18 minutes to find the right documents. That said, the stats for losing documents are equally bad.
The chances of losing or misplacing documents in real life are higher when compared to e-documents. However, misplaced folders, incorrect titles, and accidentally replacing the crucial document with a redundant version; all contribute to losing the e-document. To deal with this situation, you need to take additional time to ensure that you are typing in an accurate title. Additionally, a well-formatted topic along with the proper use of tags would make it easy for you to find any specific document swiftly.
You can also look into an electronic document management system if you deal with excessive amounts of documents daily.
3. Want to merge multiple PDF documents into one attachment
Working on multiple PDF documents is all good until you realize that you may have to email the PDFs as one single attachment to your client. This task is not difficult; however, many people shy away from the idea of making a single attachment for the fear of loss of data. Fortunately, you can achieve the desired results without experiencing any data loss in two ways.
To complete this task, you can utilize this PDF Merge Software since it does the job in an effective manner. Also, this software does not come with any restriction, so you are free to merge as many PDFs as you want into a single attachment. On the other hand, you can achieve the same results by using Adobe Acrobat Pro.
If you choose to go with the latter option, here is a video that can help you.
4. Obsolete documents keep making an appearance despite repeated deletion
This is not much of a challenge; however, it is something that plagues a majority of the individuals and organizations alike. The problem with obsolete documents is that they keep making appearances despite them being deleted. This issue connects back to the inability to manage and control the flow of documents within a sector. Further, the lack of any proper revision control system makes it possible for redundant documents to keep appearing out of nowhere.
The best way to solve this issue is by implementing a proper mechanism that keeps a check on all the documents and reminds individuals to delete redundant copies. Through this way, one could curb the flow of unapproved or obsolete versions of important files.
5. Sharing confidential documents with an expiration date
Sending a confidential PDF to someone outside of your trusted circle can be a little risky. Of course, you can password protect your files but the problem with this step is that the people with the password can save, use or keep the information with them for longer periods than intended. Fortunately, you can still protect your PDF documents by setting up an expiration date after which the document will refuse to open for viewing purposes.
To perform this step, you will need to rely on third-party software or an external online tool. With the help of PDF Password Security, you can control the viewing process. The required steps to implement the expiration date can be easily achieved and anyone can do this.
6. Changing PDF’s size to fit the A3 dimensions of a printer
There is nothing wrong with the sizes of the PDF documents. However, the issue arises when it comes to printing them. Since PDF comes in varying sizes, it can be difficult to manipulate the original dimensions to fit that of a printer. If you skip changing the size of the PDF and move directly to the printing part, chances are that the printed PDF will be in irregular dimensions.
To solve this issue, you can utilize any best PDF editor software that comes with an enhanced cropping setting that provides individuals with more control over the printing process.
Additionally, such tools allow the users to change the dimensions so that the PDF can be converted into the landscape or portrait version.
In general, documents or PDF files can give their users a tough time; not because of their complicated settings but because people often do not know what to do if faced with a problem. The lack of knowledge is a dangerous thing; this is why we have enlisted 6 major issues along with their solutions that could assist individuals in tackling their PDF file or documents’ needs.
These are some of the few advanced challenges related to documents and if you are still stuck at the basics, i.e. finding the Best PDF converter, then reading this article would be helpful for you!
Shawn Mike has been working with writing challenging clients for over five years. His educational background in the technical field and business studies has given him the edge to write on many topics. He occasionally writes blog articles for ClassicPDF Editor
Shawn Mike has been working with writing challenging clients for over five years. His educational background in the technical field and business studies has given him the edge to write on many topics. He occasionally writes blog articles for Dynamologic Solutions.
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