Business

Going Paperless: Using a PDF Index Generator to Digitally Organize Documents

Few inventions throughout history rival the personal computer. Not only does it allow people to seamlessly communicate from across the world, it can exponentially decrease how long it takes to complete many tasks. Digitizing documents is one of the best ways to organize information, but there are certain steps you can take to streamline this process.

This will allow you to quickly sift through abundant information to find the data you’re looking for. Let’s explore the key tips you should know about using a PDF index generator with Adobe.

Preparing for Indexing

Before moving forward, you’ll need to properly prepare your document for indexing. Create a folder that contains the complete PDF files(s) so you can quickly reference this information as needed.

If you’re working with scanned documents, you should ensure the text is searchable. It’s best to segment large PDFs into chapter-sized files to make organization easier.

You should also verify cross-platform file names to prevent usability issues in the future. You can maximize compatibility by removing extended characters from file and folder names. Avoiding deeply-nested folders or file paths is also recommended.

If you don’t want certain subfolders to be indexed, you should manually exclude them from the indexing process. Use the MS-DOS naming convention when creating file names. This is especially useful for files you make with a Node JS PDF generator.

This involves using eight or fewer characters followed by a three-character extension. For example, you could title a document “reports.pdf” to avoid problems from arising.

Adding an Index

To get started, you’ll need to choose the “Add search index” option from the “All tools” menu. You can then click the “Index” toolset that appears on the left panel. From here, choose “Manage embedded index.”

Afterward, click “Embed Index.” Read the message box that appears and choose “OK.” Afterward, your index should be inserted appropriately.

Updating or Removing an Index

If you need to update or remove an index, the process is similar. Repeat the first steps of the previous methods and choose “manage embedded index.” You can then choose “Update Index” or “Remove Index” as necessary.

The Catalog Feature

It’s possible to define a catalog of information within a PDF document. When users look for specific data within your PDF, they can find it much faster if it’s been cataloged.

You’re able to catalog bookmarks, form fields, tags, metadata, and attachments. You can also use this process for document text, comments, and digital signatures. Available language characters include Korean, Chinese, Japanese, and Roman.

Adding Metadata

Many people overlook the fact that they can add metadata to a document index. Doing so greatly helps with document organization, as you can store additional details about particular data.

Choose File > Properties and then click “Description.” You can add the necessary info from here.

Use a PDF Index Generator ASAP

Once you’ve determined the need to organize your information, you should look into using a PDF index generator as soon as possible. This will help ensure you maximize your productivity.

Looking for other tech information you can use to improve your lifestyle? Our blog is full of articles like this one. Be sure to check it out today!

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