PDF Editing Hassles Curb Productivity

Employees at OiV were accustomed to editing their PDF documents through the so-called “OLD PROCESS”, which involves repeatedly converting PDFs to editable formats and back. Making PDFs editable this way was acceptable providing that there were just a few documents waiting in line. However, as the quantity grew due to OiV’s continuous expansion, they realized they needed a new workflow that could speed up PDF conversion and make the whole editing process better.

Clunky Attachments Lead to Space Crisis

OiV typically handles around 20 customer emails on average per day. To make communication swift and easy, OiV staff tends to include documents, charts, diagrams, and pictures as attachments, which became a problem as they ended up clogging OiV’s servers and even their customers’, as engineer Antonia Japunčić pointed out, “we really need to reduce the sizes of our help materials to effectively manage the space of our customers’ mailboxes”.

Non-standardized PDF Software Took a Toll

OiV used to have multiple PDF applications which require installation and activation on each computer, making it tough for IT personnel to manage software assets and to make sure all usage was compliant with license agreements. On top of the software maintenance difficulties, it also appeared that the company wasn’t making the most out of their investment, as a substantial number of users only needed the software occasionally. One thing was for sure: they needed to standardize their PDF software on a single solution that has everything they need and also caters to the company’s budget considerations.

Gaaiho PDF Suite was first introduced to OiV at the end of 2015 and has markedly made document processing faster than ever. The Terminal Server (Concurrent license) has not only mitigated IT’s stress on administration, but also empowered users to access the software from anywhere within the corporate network.

【 Convert, Edit, Simple 】

With  Gaaiho PDF Converter  in operation, employees are able to convert PDF to other editable formats without compromising speed and accuracy. Beyond batch conversion, basic text and object editing can now be done in one place, instead of a series of different applications. The surveyors now use Suite’s  Edit Text & Images feature to handle pictures and change text with improved efficiency, freeing them for other important duties.

【 Getting Size under Control 】

By removing non-vital data and compressing pictures, files can now be readily reduced in size, relieving pressure on the mail servers and the general network speed. Whereas  Reduce File Size is widely used to compress image-rich documents with a slider bar that can determine the quality-to-size ratio,  Inspect Document  serves to remove deleted content, unnecessary comments and bookmarks from the document prior to submittal. As a result, the employees are now at ease to process documents, knowing the file size would be always within the permissible zone.

【 Higher Manageability, Lower Cost 】

The Gaaiho PDF Suite Terminal Services License (TSL) does not only fit into OiV’s remote-based infrastructure, but also significantly lower the total costs of ownership. Users could hardly feel the introduction of Suite, as the installation took place only on the servers rather than on every single desktop. Centralized deployment also makes life easier for ITs because all they need to maintain right now is just a few machines, and Suite can be accessed from any terminal within the corporate network, as opposite to the licensed computers only. “By purchasing the software, we found everything we need to perform daily tasks with a large amount of PDF documents. The employees are very satisfied with the tools offered by the program and every now and then express a positive opinion,” concluded Tihomir Stojanović, Head of Department.