Should You Switch to the Cloud? A look at Web-based PDF Workflows
Is your email spam folder constantly filled to the brim? Well, consider this: in the past, it was customary for employees to flood the proverbial email gates with a relentless barrage of documents, each with a different name and version. It wouldn’t be an exaggeration to state that locating a file you need ASAP was akin to finding Waldo, only ten times harder.
Luckily, these inefficient practices have been steadily phased out by our recent lord and savior: the Cloud. Spearheaded by companies like Google (Google Drive), Microsoft, (OneDrive), and Adobe (Creative Cloud), this sector recently got into PDF editing as a side hustle, and boy did it deliver.
So, join us as we take a look at the shortcomings of the modern-day PDF, what cloud-based workflows bring to the table, and who are some of the major players in this budding field. But enough with the preamble — let’s dig right into this juicy fourth release of The PDF Space!
The PDF: from past to present
Let’s start with a brief history lesson to gain some perspective on just how revolutionary the new cloud-based movement is. Now, as you might have gathered from our last release on the 6 PDF Specifications and Their Uses, the PDF format has quite a history.
Before PDFs, sharing documents across different systems was a hassle (mildly speaking), often resulting in numerous formatting errors and inconsistencies. Developed by Adobe Systems in the early 1990s, the PDF (Portable Document Format) marked a turning point in the realm of digital documentation as it solved a common pain point: maintaining fixed document formatting no matter the operating system, software, or hardware that is being used.
The creators of PDF, led by Adobe co-founder John Warnock, initially introduced the format as part of the mysteriously named Camelot Project. Their goal was clear: devise a format that could reproduce text and images identically on any screen or printer, essentially capturing a “digital printout.” The subsequent introduction of Adobe Acrobat and the free Adobe Reader made it possible to create and view PDFs, propelling the format’s popularity to the point where it became officially recognized by the International Organization for Standardization (ISO) in 2008.
Fast forward to today, PDFs have evolved significantly. No longer just static representations of paper documents, modern PDFs are interactive, supporting hyperlinks, annotations, form fields, 3D models, and even multimedia elements. Besides being consistent and reliable across devices, the format also comes with a vast range of PDF protection features, can be compressed to a fraction of its size with little to no loss in quality, and much more.
The problem with “regular” PDFs
As much as the file format has advanced over the years, the traditional methods of creating, editing, and sharing PDFs no longer cut it as they’re often fraught with challenges that can really put a damper on productivity and collaboration.
Below are some of the issues that irk us the most:
- Software dependency: traditional PDF editing often requires specific software that can be expensive, especially for premium versions that allow for advanced editing. This necessity limits who can alter the document and creates additional costs for businesses that need multiple licenses for various users.
- Inefficient collaboration: sharing PDFs often boils down to sending the document via email or another messaging platform. Recipients would then download, review, and edit or comment on the file before sending it back. This process becomes increasingly complex and time-consuming with more collaborators, often leading to confusion, delays in feedback cycles, and version inconsistencies. Speaking of which…
- Version Issues: with multiple iterations of documents constantly being emailed back and forth, tracking the most recent version becomes problematic. Important edits can be lost, and time is wasted reconciling differences between versions. This can lead to errors in the final document and a loss of historical editing context.
Does all of this seem familiar? As we mentioned at the beginning of this article, no matter how advanced the PDF format becomes, there are some core problems that just refuse to go away… until you go full cloud mode, that is.
Okay, so you’ve heard us say cloud a lot, so what’s this fuss all about?
A closer look at cloud-based PDF workflows
Just to clarify: when we talk about cloud-based PDF tools, we think of software that allows multiple users to collaborate on documents in real time using nothing more than a web browser. With that out of the way, there’s a good reason we think that web-based PDF software will be the next chapter in the format’s long-standing history of triumphs.
So what’s the reason, you ask? Here it is — it solves all the shortcomings of the traditional PDF format since it does away with the cumbersome process of downloading, editing, emailing, and reconciling multiple versions of the same document. Now, instead of feeling restricted and confused as they try to pick the correct file version from a bunch of duplicates, users benefit from:
- Universal access and collaboration: cloud technology allows documents to be accessed from any device, anywhere, as long as there’s an internet connection. It also supports simultaneous multi-user access, enabling multiple team members to work on a single document concurrently.
- Storage and scalability: with the cloud, individuals and businesses no longer need to worry about the storage capacity of their devices. The cloud offers extensive storage space and flexible plans, allowing companies to scale their storage requirements based on current needs.
- Security and recovery: in addition to all the perks of standard PDFs, such as passwords, encryption, and custom user permissions, the cloud also excels at disaster recovery. Before cloud storage, a system crash, theft, or hardware damage could mean irretrievable document loss. Now, with documents safely stored in the cloud, data recovery and continuity are substantially more reliable.
- Integration and automation: cloud-based platforms often integrate seamlessly with various online tools and software applications. This connectivity means you can, for example, attach documents directly from cloud storage to emails or link your documents to project management software. On the other hand, tasks such as organizing files, updating documents, or setting backup routines can also be fully automated, saving time and eliminating the human error factor.
As you can see, in the context of PDF editing and management, cloud services are more than just a fleeting trend and they’ll definitely be around for the long run. In addition to solving all the complex problems present in the standard issue of the format, they also pile up multiple benefits on top, entirely reshaping the way we think about and use PDF files.
Now that we’ve convinced you of the many benefits of moving to the cloud, who are the current trendsetters in this brewing PDF revolution?
The top dogs of cloud-based PDF workflows
In our experience, the three standout candidates in this sector are Adobe Document Cloud, Google Drive with PDF extensions, and PDFescape. Each platform offers its unique mix of strengths and weaknesses, so choosing the right fit for you will all come down to factors like pricing, features, security, and user-friendliness in terms of UI and the workflows it permits.
Adobe Document Cloud
The original creator of the PDF offers a cloud-based solution known as Adobe Document Cloud (DC), integrating various tools like Adobe Acrobat and Adobe Sign for a comprehensive collaborative experience.
Adobe DC allows users to create, edit, and share PDFs right from the browser. It also supports electronic signatures, comments, and real-time editing, seamlessly integrating with popular third-party applications like Microsoft Office and Google Drive.
On the security front, the web platform provides document encryption, flexible access control, and the ability to track any changes made to the document, ensuring that sensitive information always stays protected.
PDFescape
PDFescape is an accessible platform known for its user-friendly interface and functionality. It provides various PDF processing tools online, eliminating the need to download or install software. While its editing features are a bit basic compared to other solutions, PDFescape offers an intuitive approach perfect for quick edits and modifications.
Google Drive + extensions
The only free option on the list can become just as powerful as the paid stuff if you pick the right browser extensions. From splitting and merging PDFs to comprehensive editing tools that allow users to modify text, images, and page layouts, these add-ons effectively transform Google Drive into a PDF powerhouse.
Security, a chief concern for many when dealing with sensitive documents in the cloud, also sees a boost with Google Drive’s PDF extensions. Because the documents remain within Google’s secure environment, they benefit from its advanced security protocols and encryption, as well as detailed revision history and backup options.
Final wrap up
While PDFs have been revolutionary in terms of document sharing, traditional workflows have long since lagged behind the collaborative needs and working styles of the 21st century. These built-in limitations can wreak all sorts of havoc on an individual’s productivity levels, not to mention the security vulnerabilities and all the wasted time and resources.
This is why the shift towards real-time PDF collaboration in the cloud is not just a fleeting change but a fundamental evolution in our approach to work. From simplifying PDF tools and making them accessible to everyone to stepping up the collaboration and security game, it’s really no wonder that these cloud solutions are being speedily adopted by businesses around the world as they prepare for a future where digital collaboration is the norm.
Are you prepared for the future? If you’ve never interacted with cloud tools before, now might be the perfect time to stay ahead of the competition and explore any of these platforms for a more efficient, productive, and connected workspace.
Godspeed, fellow PDF enthusiasts, and until next time!
