SharePoint-Native PDF Editing, Document Conversion, OCR, and Data Extraction

[Music] thank you [Music] hello everyone and thank you for joining this webinar from aquaforest and mahimby my name is Neil Pittman I'm the founder of aquiforest and the head of it's Business Solutions at pspdf kit and I'm joined by Clayton Fernandez from our team who's a Microsoft MVP are both part of pspdf Kit which acquired both companies earlier this year and The Talented development teams of the two companies have been working together and they've been combined and they're starting to abuse some exciting results this webinar will focus on one of the first results of that which is the PDF editor for SharePoint and this allows users to annotate view organize and redact PDFs in the browser directly from SharePoint without having to leave leave the browser and this works for both SharePoint online and SharePoint on-premises Levin will be demonstrating this product and showing how well it integrates with SharePoint beyond the PDF editor pspdf kit actually offers a complete Suite of PDF tools and workflow actions for SharePoint and power automate and we'll also demonstrate how powerful it can be to combine content text editing in PDF editor with workflow actions to automatically extract data from PDF files other capabilities include very strong PDF conversion and PDF compliance support now as a reminder if you have any questions on the right hand side of your screen you'll have chat and question tools but with that I'll hand over to Clavin now for the demonstration thank you Neil can you see my screen Yep looks good perfect so I'll start with the slideshow and yes so hello everyone and a very warm welcome to the PDF editor for SharePoint online demo in this demo we will see how you can edit and annotate PDF documents directly from your SharePoint so first and foremost the choices of implementation there are three different choices of implementation file Handler extension and the web path functionally all the three options are the same okay because all of them have the pspdf get standalone uh integrated so when I say that what is the difference the difference is the user experience for example with the file Handler it honors the click event that is you directly go into your SharePoint and click on a file and it opens in the editor however with the extension and the web part you select a document and then click on a button in the buy or the context menu so that is the difference however again understand this all of them have got the web Standalone of the PS PDF kit editor so functionally they are the same next we'll talk about the key benefits the first key benefit would be easy installation one thing that we take care of or take special care of are the administrators or the it professionals we like to keep the installation options easy I would say the installation options are so easy that the deployment including the prerequisites would be under 30 minutes ship and installer okay so you don't need to go ahead and do complex point and click installation nor you have to go ahead and run complex Powershell scripts in addition to that installation also means easy upgrades with our installer it will be much very much easy for you to upgrade our application secondly tight integration with SharePoint our product tightly integrates with SharePoint when I say that it honors the SharePoint checkout and check-in behaviors it also goes ahead and honors the SharePoint permissions the main takeaway out here you don't leave your SharePoint everything works in your browser robust editing capabilities now for this my friends I would have a different slide and I have a different Slide the next slide we will talk about the editing capabilities that the PDF editor gives you next would be the Enterprise level security now one thing that everybody worries about are my files being sent to a remote server are the remote servers storing my file what happens to my files now here my friends I'm giving you a closed answer your files will not leave your browser again I'll repeat your files will not leave your browser here you are right in compliance you don't have to worry there is no other solution in the SharePoint space that can work like this no no other SharePoint uh tool can do this all of them send the documents to a remote server but with our solution no your documents stay in the browser finally it supports both guest users as well as internal or licensed users so if you have a B2B that means you're collaborating with other companies and if you have guest users our editor will work now as mentioned in my previous slide robust editing capabilities one thing that I'll again repeat a parent company is pspdf kit and dspdf kit provides one of the most advanced editors in the market it provides a rich set of annotations that means you can go ahead and draw shapes include notes include shapes stamps Etc you can also add electronic signatures you can view the forms and you can fill the forms you can go ahead and use the document editing capabilities when I say that you can import PDFs into existing PDF directly in the editor next would be content reduction that means removing pii information directly from your browser from your document once the information is redacted it is being removed next would be the content editing this is one of my favorite features have you ever thought about editing a PDF document like a Word document directly in the browser that is what we provide you can go ahead and edit the content of the PDF and save it back directly in SharePoint now when I say that enough of talking let's get into a demo perfect so yeah my friends you see two SharePoint environments one being the one on your left does not have the PDF editor for SharePoint however the one on your right has the PDF editor for SharePoint when I click on the one that does not have the editor you see that it opens in the SharePoint viewer it's very basic right it has the download option and nothing more so if your users have to edit the file they have to download it edit it and re-upload it now I'll click on a browser that has the PDF editor for SharePoint installed here my friends you have the rich set of editing tools directly in your browser as I told you how easy it was to go ahead and open a file and now you can go ahead and edit the file directly in the browser so when I say that just understand this if you want your employees to be productive do you want them to waste time by downloading the file and then editing it and then re-uploading it no right this is what you need to give to your employees that is the PDF editor for SharePoint you can also see the option that is open in pspdf kit editor right here right you'll see an option at the end as well that is for the extension or the web path but this demo will focus on the file Handler so let me open two environments side by side or let me say that let me open two users in the same environment side by side the one on your left is Megan and the one on your right is mod admin let's consider Megan is working from a remote office and mod admin is working for maybe his home both of them are planning to work on the same document okay and they don't know that they are editing the doc same document site at their places so mod admin starts editing it he goes ahead and draws a line next he will go ahead and introduce content editing that is he will go ahead and edit the document directly in the browser he'll change the content and now let me also add a signature such that it is said that I edited the document perfect so the signature has also been added if you look at the left nothing has updated for Megan I've saved the document as well at this point Megan will start editing the document let's say that she goes ahead and adds a line and maybe she also adds a signature perfect at this point Megan will go ahead and save the file what will happen it will prompt Megan that the document was being changed since it was last loaded and Megan will click on reload okay so when she clicks on reload she will see the changes of mod admin AKA Clavin Fernandez perfect right so the changes of Megan are not launched nor are the changes of cleven Fernandez lost now Megan can decide if she wants to keep her annotations or just get rid of it now let's consider that Megan doesn't want to keep her annotations fine so what she can do she connects out of the document at this point you understand how does the editor work when two users are working on it at the same time now when Megan goes ahead and opens the document because she did not do any changes you see it's reflecting only the mod admins changes so understand this so if two users are working on the same document at the same time nobody will lose their work that is very important right both the changes will be there it's up to the users to go ahead and either keep the changes or remove them so let's think of another scenario another scenario would be check out and checking in a document now many of the organization believe in checking out the document before checking out the document before editing so let's consider that Megan goes ahead and checks out the document she says I will explicitly lock the document for editing such that no other users should be able to edit the document right and if I go to mod admins screen and refresh his browser you will see a small Arrow at the right corner of the document it tells the mod admin that Megan has gone ahead and checked out the item that means Megan has locked the document for editing Megan opens the document okay so let's see the behavior she sees all the rich editing options let's say that let's go ahead and maybe add a line perfect and now let's open the same document as mod administrator what do you expect yes the first thing that comes up is that the document is currently checked out by Megan and you can only look at it that means you are in a viewer not in the editor right when you click OK you don't see the rich editing options for mod admin all you see that the document is checked out so the editor is now a viewer for the mod admin he does not have the options and that is how it should work right he should not have the editing options because the document has been checked out so here my friends our editor also goes ahead and honors the checkout and check-in behaviors at this point I am saving the document back to SharePoint what do you expect do you think that the changes should appear for the mod admin what no right the changes should not be reflected to the mod admin let's go ahead and see let me again go ahead and try wait let me not check in let me first open the document and let me check if the changes are actually there so we draw we drew a line right perfect under the note as a mod admin yeah it's still checked out and it is not there so when will the changes appear only when only when I check in the document so at this point I'm going ahead and checking in the changes and I'll refresh my browser and here my friends you see that the document has been checked in and the changes are being reflected let's think of another scenario of how you work with documents in your SharePoint more some of the organizations go ahead and have a setting configured the setting would be required checkout so it's under the library settings under versioning settings and the last option that is required checkout of documents so in this case SharePoint will check out the document for us when we try to edit it let's see how does this work so I'm opening a document I'll use the content editing and try to go ahead and edit the content directly in the browser I am saving the changes and I open the document as mod admin you see the document is checked out did Megan check out the document the answer is no who checked out the document SharePoint checked out the document but our in editor was intelligent enough to even go ahead and pick up those changes and display the document in a viewer in a read-only mode rather than in the editor so this is one thing that our editor also goes ahead and on Earth very very important so you don't have to change the way your users are working in SharePoint you don't have to invest in training we take care of things let's go ahead and look at another feature that actually stands out with the editor but before that let me check in the document okay so let me go ahead and open a file and this is one of my favorite features okay so let's look at it so let's consider that I want to include or import a document in the PDF itself yes import a document from PDF I can either import it from my local machine or from my SharePoint here you see that I'm trying to import a document directly in my editor from SharePoint yes the file has been imported and if I go back to the editor editor provides a rich set of capabilities such as moving the pages around I'm just you can rotate Pages you can add pages Etc and at this point you can save the document back isn't this awesome as well so you can import the files from your client machine or even from your SharePoint environment directly using the editor so this was a high level integration of how our editor works with SharePoint so a quick recap on what we just saw first and foremost the check-in and checkout Behavior thumbs up it is being honored co-authoring when two users are going ahead and changing the documents at the same time yes it works fine nobody loses the changes SharePoint permissions yes it honors the SharePoint permissions guest users yes it provides access to internal as well as external users importing the files directly from SharePoint yes that is also supported and another feature required checkout that is also supported now that being said uh Neil at the start of the presentation told that we provide a complete set of tools for document automation as well so you can automate PDF workflows easily using a power automate actions both mohamby and aquaforest have got connectors in power automate using the connectors you can go ahead and convert files merge or split files Watermark files OCR files extract data from PDFs archive files as pdfa as well as extract data from form based PDFs and much much more okay the list is very long you can add barcodes QR codes etc etc you can also extract them by the way now that being said let's look at the demo in this demo I want to demonstrate how does the content editing feature of the editor okay complement a power automate actions or vice versa let's say that how does the power automate action complement the PDF editor now that being said let me quickly go ahead and start the demo so here I am in my SharePoint and here I have a file the file is a PDF file and what is there in the PDF file it has got some values I need to extract some values out of it or data out of it okay the data should be extracted and stored in these columns which value the one in the Box customer id address email address and the phone number I want to extract these data and store it as metadata in a SharePoint column so let's configure a power automate I'll create the power automate from scratch because I want to demonstrate the functionality so first and foremost I'll use the SharePoint trigger so SharePoint trigger that I'm going to use is when a file is created or modified and here my friends I need to pass in a site URL so I'll go back to my SharePoint copy the site URL and paste it in next I want to pass it the library name whereas the document stored it is stored in demo Docs next I want to go ahead and get the file content because the content is where the data resides so I'll get the file content in the get file content action from SharePoint again this get file content action needs a URL so I'll give it a site URL and how will I identify the file by giving it the identifier which is the output of the when the file is created or modified trigger this is where the real magic happens okay the aqua Forest cut actions will help us extract I'll again repeat will help us extract meaningful data out of the PDF file and most importantly you don't have to create a preset model we do the hard heavy lifting for you you don't have to worry about complex AI we do it for you in the back end so let's see what I what I need to extract I need to extract the customer the ID the address email address and the phone number so let me quickly paste these in perfect so I'm expecting these Keys okay once I pass in the keys now I want to update use back into the SharePoint columns so I'll use the update file properties action and I'll pass in the URL first because where is it it's in this site what is the name of the document Library demo docs and I'll pass in the ID next is just fill in the blanks I can put in the title here if you see it returns me exact keys that I need to update it will have the values by the way and it's the aqua Forest action so let me put in all the values such as address email address and the phone number now one question might come up in your mind Clavin the source and the destination is the same will it not lead to an infinite Loop yes for that I'm going ahead and creating a trigger condition the trigger condition will be such that whenever the file is not edited by the user for by the service account trigger the flow okay when the editor is not equal to the service account and at this point I can go ahead and save my flow perfect ignore the uh warning I would say we have taken care of the trigger condition so time to go ahead and edit the document if you see the values are one two three four five six seven eight for the ID and the email address is box at the redbox.com I'll update it with something meaningful so I go into the editor I start the content editing and at this point I will go ahead and update the document yes I'm updating the document just like a Word document in the browser right I added my name I added the ID I'm going ahead and updating the email address and that is how easy it is to update a document using the PDF editor for SharePoint I'll save and close the content editor and I'll save the document back to my SharePoint perfect so the document is saved now let's wait for the power automate to trigger so my flow is running if you see the get data from PDF is doing the analysis on the PDF and is trying to extract the keys value pair or extract data out of the PDF and again isn't this wonderful that you don't have to go ahead and create preset models we do it for you and here if you see the values are still the same but as soon as I refresh the browser you see the new values are updated so isn't this awesome isn't this how easy it would be for your end users to extract data out of the PDF in addition wouldn't it be easy for the users to extract or edit the files directly from the browser now what you have seen is just the tip of the iceberg you can do much much more with this you can go ahead and extract forms data and put it in columns you can add watermarks you can add QR codes you can add barcodes I can just keep on telling you can split documents you can merge documents and so on and so on so the list is really long when it comes to the power automate actions that we provide and most importantly the actions complement the PDF editor for SharePoint so let's look at the implementation comparison okay this is very important because you might have asked yourself claven why the three implementation options this is the answer file Handler extension and the web part you can deploy the file Handler to the whole tenant similarly the extension and the web part so you don't have to worry about manually deploying to each and every site collection you will do it for you you can do a global deployment second you can you restrict the availability or the deployment to a specific site for the file Handler no now why no because it's a Microsoft limitation however for the extension and the web part yes during the installation you can specify the site collection to which you want to deploy the extension or the web part dependency on external web application yes the file Handler has it and the extension don't worry you are not sending your files you are just hosting the code in an external web application for the web part it doesn't have a dependency you can store it in your app catalog client assets folder and you don't have to do it we'll do it for you during the installation support supports the click event in SharePoint yes the file Handler does it the extension and the web part as I told you you need to select the file and then click on the file or the context option support for external and guest users yes you can do it for the file Handler for the you cannot do it for the file Handler sorry but you can do it for the extension and the web path available for OneDrive for business file Handler has it extension and web part no all of this is Microsoft limitation okay then finally available in teams yes the file Handler is available for teams extension and web part no but I'll give you a secret out here very soon Microsoft is going to go ahead and support extension and web paths in Microsoft teams and as soon as they do that we will also go ahead and support it time for installation as I told you it's up to 30 minutes now you'll say Clavin why 72 hours you install it and leave it Microsoft can take up to 72 hours for the file handlers to be reflected to be honest it appears in couple of hours but they say up to 72 hours for the extension and the web path yes less than 10 minutes so that's the implementation comparison so finally I would like to thank all of you who have joined this webinar I hope that this session or this demo was informative and yes thank you for your time and we are open for questions thank you very much for that presentation Clavin that was great um we just had a couple of questions relating to documents staying in the browser and I tried to explain that when you're performing an action such as reordering the pages in in a PDF all of that manipulation can with the pspdf kit Library can take place inside the browser using using the code that's been uploaded to the browser from from our deployment and therefore we don't need to send the document um elsewhere um but there's a question from someone else said I'm not sure how things can happen in a browser surely it's either client side or on a server so it's happening on the client side yeah elaborate a bit on that so it happens in the client side first and foremost we use the webassembly which is also named as wasn't so basically your files never leave the browser so your files stay in your browser nothing leaves your browser and that's pretty much it there is nothing going out of your browser or into the internet right and I know that can be a security concern for some people which is why I think we we chose to mention it um so I think we could now I don't think we've got any other questions so thanks again Kevin for that excellent presentation hopefully everyone found that was useful and please visit the Hindi website for more information about the products and methods to contact thank you very much thank you bye-bye bye [Music] thank you

Channel: Muhimbi

Views: 773

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Id: IbPMGdDrQ5E

Length: 30min 40sec (1840 seconds)

Published: Wed Dec 14 2022