How do I convert documents to high-fidelity PDF in SharePoint across the organization?
By Roger Beharry Lall | June 23, 2014
The percentage of organizations we deal with that use SharePoint is incredibly high. While well over 80% of enterprise organizations have SharePoint in some way, shape or form, the degree to which it is used as a meaningful tool is questionable, with Gartner anecdotally suggesting that 40% of organizations don’t see significant benefits from their deployment. Regardless of industry – Life Sciences, Financial Services, Government, Manufacturing, etc – SharePoint is there, whether used as a collaboration tool, archiving vehicle, web content back-end system, corporate intranet...or simply a file share replacement. However, with the recent improvements in SP2013, and with the establishment of a strong partner ecosystem, SharePoint is slowly achieving the status of “the ECM for the masses”, due to its comparatively low cost, short implementation time, and robust suite of add-on options.
What’s missing in SharePoint? Enterprise PDF conversion
While SharePoint has many built-in benefits, including making sharing documents easier and keeping files organized and accessible, there is a large gap when it comes to document output management. For organizations dealing with strict compliance regulations, the output format – which is more often than not PDF – needs to be perfect.
Desktop save-as-PDF software doesn’t quite cut it when it comes to business-critical documents, as there are too many risks involved:
- Images can be missing or distorted
- Fonts can be substituted and cause reformatting or reflowing of content, or cause the data to be unreadable
- Content reflows can cause inaccurate page counts, tables of contents, headers and footers
- Proprietary formats can cause a reformatting of content or the absence of some content
- Document fields and other in-file menus can end up with the menu options or control-codes instead of the intended values
- Embedded content of an external file can go missing, get distorted or result in many pages of code in the output file
- Inaccurate interpretations of page margins and pagination can occur
- Additional embedded files from other file formats may not get rendered, and appear as an X in the file indicating missing content
Finding the right SharePoint add-on
If these are issues your organization is looking to avoid, take another look at how you render documents within SharePoint. Sometimes the easiest answer is an add-on which can integrate directly into your business system, and create 100% accurate and high-fidelity PDFs.
Read more on the topic in this paper published in KMWorld, which outlines how organizations can fill in the document output gaps in SharePoint and convert documents to high-fidelity PDF.
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