No matter what industry you work in, chances are you deal with PDFs on a daily basis. PDFs are the standard format for documents that need to be shared electronically, and they’re perfect for document control because they can’t be edited. But while PDFs have a lot of advantages, they can also be a major pain to work with.
Multiple versions of the same document, difficulty adding comments, and an overall lack of organization can make PDFs more trouble than they’re worth. Luckily, there are a few simple tips and tricks you can use to optimize your PDF workflow and make your life a lot easier. Keep reading to learn more!
Create Version Control with PDF Watermarks
If you’re working with multiple versions of the same PDF, it can be tough to keep track of which is the most recent version. To make things easier, consider adding watermarks to your PDFs with the date and version number. That way, you’ll always know which version you’re looking at, and it will be easy to find the most up-to-date version when you need it.
To add a watermark go to the “Watermark” menu and select “Add.” From there, you can choose whether to use text or an image for your watermark, as well as where you want it to appear on the page. For best results, select a light font color so that your watermark doesn’t interfere too much with the document itself.
Organize Your Files with naming Conventions and Folders
Just like any other type of file, it’s important to keep your PDFs organized or else you’ll never be able to find what you’re looking for when you need it. One way to do this is by using consistent naming conventions for all of your PDFs. So, use a pdf editor now.
For example, you might include the date in all of your filenames so that you can easily see when each document was created. You could also include initials for the author or creator of the document.
Another way to stay organized is by creating folders for each project or client. That way, all of the related files will be in one place and easy to find when you need them. You can also create subfolders within each project folder if necessary.
For example, if you’re working on a project with multiple stages or phases, you could create a subfolder for each stage so that all of the documents are grouped together logically.
Get Feedback Quickly and Easily with Document Collaboration Tools
If you’ve ever had to wait days or even weeks to get feedback on a document because everyone involved had to print it out and mark it up by hand, then you know how frustrating it can be. Fortunately, there are now many different collaboration tools available that make it easy to get feedback on your documents without having to wait forever.
Some tools allow users to add sticky notes, highlight text, draw shapes, and more directly onto PDFs. These comments can then be viewed and replied to by anyone else who has access to the document—making it easy for everyone involved to see what changes need to be made and get feedback quickly.
All of these tools allow users to leave comments on documents electronically—so you can say goodbye to those frustrating back-and-forth email chains!