Key features explained


It's not just about PDF Conversion; the Muhimbi PDF Converter for SharePoint Online / Office 365 comes with a host of facilities to process documents, ranging from document conversion, merging and securing to watermarking and optical character recognition. The App works in both SharePoint Online and on-premise environments.

Details can be found below. If you have questions about any of these facilities, or anything else, then feel free to contact us.

Automate

Processing documents manually is great, but automatically carrying out various tasks via workflows is where our product really shines. No room for user error!

Ranging from very simple workflows that consist of just one step (Convert document to PDF whenever it is updated) to more complex scenarios where files are converted once they have been approved followed by watermark, security and archival operations. All in a single workflow.

We provide the building blocks to match YOUR business processes. For more details see the Knowledge Base articles about SharePoint Designer and Microsoft Flow integration.

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Convert

Convert common file types including Word, Excel, PowerPoint, Emails, InfoPath, AutoCAD, Visio, Images and HTML with perfect conversion fidelity.

The Muhimbi PDF Converter supports all file formats encountered in a typical office environment. In addition we don't 'just convert' the file - we go the extra mile to make sure that files attached to InfoPath forms and emails are converted and merged into the output document as well.

For more details see this Knowledge Base article.

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Merge

Combine multiple files into a single, easy to manage and easy to share PDF. Automatically add PDF bookmarks and a Table Of Content for easy navigation.

Preparing for a meeting where all attendees need access to a PowerPoint, MS-Word and Excel file? Just merge them all into a single PDF, add an optional TOC as well as page numbering and send out a single file.

For more details see this video.

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Split

Dealing with large and unwieldy files? Make them more manageable by splitting them into multiple smaller ones based on the number of pages or PDF bookmark level.

For more details see this blog post.

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Watermark

Dealing with sensitive data or need to include the latest SharePoint metadata in your documents? No worries - we've got you covered with our flexible watermark engine.

The PDF Converter comes with several workflow activities that make it possible to add a range of different watermarks to a document. Different watermarks on odd, even, portrait or landscape pages? No problem. Embed metadata in QR Codes or add images, rich text, page numbering, lines or circles? Even easier.

In addition to various workflow actions, our software also makes it possible to add watermarks in real-time whenever a document is opened by a user. This way you can ensure that the latest metadata is always included, as well as user-specific information such as the user's name, email address, ip-number and the current date / time. This can be very useful when tracking documents that make their way outside of SharePoint.

For more details see this blog post.

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Secure & Restrict

Sharing PDFs is easy, but what if the information is sensitive? The PDF Converter makes it easy to encrypt files or restrict the ability to print or copy content.

In addition to watermarking and applying security settings using workflows, it’s also possible to do so in real-time when a document is opened. This makes it possible to restrict users from modifying watermarks as well as other information. It also allows security to be applied based on group membership or any other metadata defined on the List or Document library.

For more details see this blog post.

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Encrypt

Applying watermarks and PDF restrictions without encryption is meaningless when a simple PDF editor is only one Google search away. Use our software to encrypt your PDFs.

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OCR

Dealing with scanned or faxed content? Your search engine won't be able to find these files, so use Optical Character Recognition to make your documents discoverable.

SharePoint's search engine knows how to extract words from text-based documents such as MS-Word, Excel or PDFs created by converting these files. However, scans and faxes are merely images of text and SharePoint has no idea about the actual content of these files? Is it text? Is it a photo of a house? it just doesn't know.

By applying OCR, text embedded in images will be recognised and placed in a hidden layer. As a result, the documents look exactly the same as before, but it is now possible to select and copy text from the document. More importantly, documents that were previously excluded from search results now show up.

For more details see this Knowledge Base article.

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Cross-convert

It is not just about conversion to PDF. If you need to convert between other file formats (e.g DOC to DOCX, XLSX to DOC, or InfoPath to DOCX / XLSX), it's perfectly possible as well.

Users still saving files in 'old style' Office file formats (DOC, XLS, PPT) while the corporate standard is to use the modern equivalents (DOCX, XLSX, PPTX) isn't a problem either. A simple workflow can detect this and automatically take care of converting the files to the right format.

For more details see this blog post.

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Copy Metadata

Metadata defined on source documents is incredibly important and should not be lost. Copy it all to the destination file or zero it out? Your choice.

Sometimes metadata is sensitive and you don't want to copy it, sometimes it's important and sometimes it's a mix of both. Therefore we provide a workflow action that provides control, at the field level, over which information is copied and which information is skipped.

For more details see this blog post.

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Archive

Most organisations and regulatory bodies publish retention guidelines for data. The PDF Converter can assist by generating PDF/A1b and A2b files.

For practical, legal, or fiscal reasons, many regulatory bodies issue document retention regulations, for example SEC, FTC, FCC, EPA, NLRB, IRS, EEOC, OSHA, and OFCOM. The Sarbanes-Oxley Act (SOX) requires a 7 year retention level, HIPAA requires a minimum of 6 years, while CMS requires a minimum of 10 years. The Freedom of Information Act requires data to be easily accessible for periods between 2 and 10 years.

PDF/A, a subset of the PDF standard, is the generally accepted standard for long term archiving. For details about how to enable PDF/A conversion see this blog post.

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