Have you ever found yourself sifting through piles of PDF documents, desperately searching for information? We’re sure this happens more than you would like to admit. The manual search for information, especially in a disorganized database, is time-consuming and frustrating.
But fear not! Nowadays, we have AI-powered PDF tools that can turn things around. Below, we’ll list some of the most sought-after tools every business must know about to improve productivity.
A recent study found that employees spend, on average, around 3.6 hours each day searching for relevant information. This is nearly half of an 8h working day, so these people work on 50{29fe85292aceb8cf4c6c5bf484e3bcf0e26120073821381a5855b08e43d3ac09} productivity.
Plus, the frustration of doing such a redundant and oftentimes unsatisfactory task contributes to burnout. Not to mention that the amount of data will only increase moving forward. The good news is that there is already a wide range of AI-powered tools that help you optimize business operations and improve your document management system.
The even better news is that there are several impressive AI-powered tools out there that focus on streamlining your employees’ search activity. These can drastically reduce the time spent looking for information.
Tools like AskYourPdf or ChatPDF (among others) are designed to take in your company documents and files (PDFs and other file formats) and learn from them. This way, your employees can ask questions and receive accurate information within minutes.
2. AI-Powered PDF Editors
Classic PDF editors are clunky and can be fickle when you need them the most. However, their reign of terror ended with the conception of the first AI-powered PDF editor.
These tools use advanced technologies like Optical Character Recognition (OCR), Natural Language Processing (NLP), and Machine Learning (ML) to enhance the editing capabilities of traditional PDF editors. For instance, AI PDF editors can automatically analyze, extract, and manipulate text, images, and data.
One aspect that AI-powered PDF editors improve is document conversion. These tools have powerful OCR algorithms that can accurately convert scanned or image-based PDFs into editable text format. This eliminates manual transcription or retyping, saving time and effort.
Another aspect they improve is data extraction. AI-powered PDF editors can intelligently parse through the content of a document and extract structured information such as names, dates, addresses, or financial data. This makes it easier to incorporate this information into other systems or databases without manual data entry.
Sometimes, you don’t need a fancy PDF editing tool loaded with features that takes a few days to learn how to use. You just need a simple tool that performs a simple task.
For instance, if you want to ensure all the pages in your PDF document or presentation are in the right order and direction, all you need is a tool designed to rotate a PDF. Plus, this type of tool is easily available online, so there’s no need to install anything on your device.
4. Automated Annotation and Highlighting
These tools use AI algorithms to automatically identify key sections, keywords, or entities within a document and suggest annotations or highlight them accordingly. These tools analyze the content of the PDF using techniques like NLP to understand the context and identify relevant areas for annotation.
As a result, the time spent on this task decreases, and the level of productivity increases. Your employees will have enough time to focus on more challenging activities, which reduces their frustration and brings more profit to the company.
It’s also a great way to improve collaboration among users. By automatically suggesting annotations based on the document’s content, PDF Annotation and Highlighting tools provide a consistent method of highlighting important areas or leaving comments across multiple users. This streamlines communication and ensures that all stakeholders have access to relevant information within the document.
With the right tool and a bit of time, you can train your very own AI model to extract valuable information from your documents and digital resources. All you have to do is upload your individual or bulk documents, regardless of type, and allow the AI to go through them.
Once uploaded, you can ask questions and receive accurate answers based on your data. But some tools take things one step further, as they can generate summaries, outlines, and tables from your uploaded documents. This means you can grasp the main points of a lengthy PDF in a fraction of the time.
Also, if you need to know where the information is coming from some AI-powered PDF tools provide specific details on the page number and file. Just click on the page number, and voila! You’re transported directly to that page in the document itself. It’s just like having a guided tour through your PDF, ensuring you can double-check the information and see it in its proper context.
Wrap Up
Don’t let your PDFs hold valuable information hostage any longer! Take control with the help of AI-powered tools and streamline your workflow, enhance collaboration, and save time. Once you try a few of these tools, you won’t want to return to your old ways of managing PDFs!
