Technical FAQs

Finovate and Informa Engage surveyed fintech and banking companies on behalf of Accusoft to gain a better idea of the current capabilities available in document management systems, and the challenges these firms face in using them more efficiently. Learn what we found.

Companies have a love/hate relationship with PDFs. While Adobe’s portable file format has been around for decades and remains one of the most popular document types available, some of its best features are overshadowed by frustration around conversion. Faced with a barrage of read-only PDF files or looking for ways to ensure the integrity of critical document data, you can spend significant time and effort searching for the ideal PDF converter application.   This is particularly true when trying to convert Excel to PDF.

In some cases, this means ignoring IT best practices to leverage web-based “convert PDF free” tools that offer the benefit of speed, but could introduce potential security risk. In others, you might opt for large-scale document solutions that make the process of PDF conversion cumbersome and complex.

As noted by recent research from Deloitte, shifting market trends make both approaches problematic. Consider converting a familiar spreadsheet format — Excel — into PDF. What should be a simple task is often torturous and time-consuming and can significantly impact staff productivity. Let’s break down this situation further. In this blog, we’ll explore the operational impact of PDFs, consider the case for conversion, assess the spreadsheet-specific situation, and offer a step-by-step solution for potential PDF permutations.

The History of the PDF

• A quick search turns up multiple articles for and against the use of PDFs for business documents. Detractors cite the sometimes cumbersome process of converting and modifying this format, while electronic evangelists focus on the consistency of content across PDF files. To understand the impact of PDFs, let’s take a quick historical detour. First developed in 1991 by Adobe co-founder Dr. John Warnock, the Camelot Project focused on document consistency across user, location, and device. By 1992, Camelot became PDF and introduced two key features that keep it front-and-center for businesses:
  • Preservation — PDFs are designed to preserve all data in the original file in its original format. As a result, any content — from text to graphics to spreadsheets — remains consistent when converted to PDF.
  • Standardization — Not only do PDFs meet ISO 32000 standards for electronic document exchange, the format also includes specialty standards such as PDF/A for archiving, PDF/X for printing and PDF/E for engineering.

The Case for Conversion

While preservation and standardization speak to the benefits of PDF creation, why do so many companies prioritize conversion? First is the read-only nature of basic PDF files. Consider documents that contain customers’ personally identifiable information (PII) or employees’ HR data. Demands for intra-company interoperability mean these documents are often widely distributed across multiple departments and even outside the organization.

Storage is also a key consideration. While many files — including Excel spreadsheets — can quickly balloon in size as data volumes increase, compression comes standard with PDFs. This permits greater storage with a smaller footprint to help maximize the capacity of local storage infrastructure.

The Situation with Spreadsheets

Spreadsheets offer a specific situation for PDF conversion. With spreadsheets often the standard format for financial reporting and offering critical functionality for structured data analysis, Excel files are everywhere. The challenge? Ensuring the right people can access the right data at the right time — with the right context. Consider spreadsheets sent from a desktop to a mobile device that isn’t equipped with the same office software. What appears as tidy rows and columns on a computer monitor may be a contextually convoluted mess on mobile devices, forcing you to work against existing formats rather than finding common function. 

Excel to PDF conversion offers three benefits to help solve the spreadsheet situation:

• Format Persistence  — From standard spreadsheets to charts and graphs, the original format of Excel files is maintained in PDF. As a result, recipients don’t need specific office software to read Excel documents — in-app or online PDF readers are the only requirement.
• Content Curation — With the right PDF conversion tools, staff can easily choose what to share and how to share it. From converting entire documents to specific pages, making comments, or adding redactions, sharing is secure and simple.
• Password Protection — Speaking of security, PDFs also permit password protection for both access and editing. This both reduces the risk of unintended access and ensures that only authorized personnel can alter spreadsheet data.
  

The Market for Modification

Given the popularity of PDFs and the potential benefits of effective conversion, it’s no surprise that the market for modification is rapidly diversifying. From lightweight applications that allow users to convert PDFs for free to online PDF converters, there are now multiple options to make the move from spreadsheet files to portable document formats. The challenge? Finding your best fit. For example, while free online tools offer the benefit of quick conversion, they introduce potential security issues if spreadsheets are converted outside the confines of local networks. 

Robust and reliable options from well-known providers, meanwhile, offer ways to maximize security without losing speed. Solutions like Accusoft’s ImageGear integrates alongside your existing applications, allowing document conversion under the auspices of local networks, while the PrizmDoc Cloud Conversion API lets you leverage the power of cloud resources customized to meet your needs. Even better? Start converting PDFs for free right now with an ImageGear trial or 300 free transactions in the Accusoft Cloud.  

A Step-by-Step Guide: How to Convert an Excel File to PDF

Ready to start converting spreadsheets with us? It’s easy. If you’re using the PrizmDoc Cloud Conversion API, easy is the operative word. Simply select your source format, pick the pages you want to convert, and then define your destination format. Need pages 1-5 of your XLS document in a PDF? No problem. Looking to merge multiple pages into a single document? We’ve got you covered.

If SDKs are more your style, there’s a simple, step-by-step process to convert Excel files into PDFs:

Step 1: Create an instance of Microsoft Excel format after initializing ImageGear.NET

In C#:

ImGearFileFormats.Filters.Add(ImGearOffice.CreateExcelFormat());

Step 2: Modify the open dialog box to accept *.xlsx and *.xls extensions.

In C#

 // After installation make sure you are including the following using statements
 using ImageGear.Formats.PDF;
 using ImageGear.Formats;
 using ImageGear.Formats.Office;
 using ImageGear.Core;
 using System.IO;
 using ImageGear.Evaluation;
            
// If you are evaluating our product, initialize the evaluation license
 ImGearEvaluationManager.Initialize();
 
 // After some initializations, load the necessary ImGear filters to create an instance 
 // of Microsoft Word format for input and an instance of PDF format for output using 
 // code that looks like:    
 ImGearFileFormats.Filters.Add(ImGearOffice.CreateExcelFormat());
 ImGearFileFormats.Filters.Add(ImGearPDF.CreatePDFFormat());
 
 // Next, the PDF library requires its own initialization:
 ImGearPDF.Initialize();
 
 // Then, simply read in all pages of the Word document using the 
 // ImGearFileFormats.LoadDocument() method:
 ImGearDocument igDocument;
 using (FileStream fileStream = new FileStream(inputFileName, FileMode.Open, FileAccess.Read, FileShare.Read))
 {
     igDocument = ImGearFileFormats.LoadDocument(fileStream);
 }
 
 // Finally, write out the document as PDF using the ImGearFileFormats.SaveDocument() 
 // method with the saving format set to ImGearSavingFormats.PDF and no special options:
 using (FileStream fileStream = new FileStream(outputFileName, FileMode.Create, FileAccess.ReadWrite))
 {
      ImGearFileFormats.SaveDocument(igDocument, fileStream, 0, ImGearSavingModes.OVERWRITE, ImGearSavingFormats.PDF, null);
 }

Ready to accelerate output and improve productivity? Keep conversion close to home with ImageGear, or opt for secure operational outsourcing with the PrizmDoc Cloud Conversion API.

As digital processes become more commonplace, it’s more important than ever for organizations to have the tools in place to manage electronic documents effectively. The evolution of PDF viewing technology continues to provide new levels of flexibility for software applications. Now that HTML5 is capable of rendering PDF data within a conventional browser, developers are looking for new ways to make the viewing experience even more seamless. By embedding PDFs in HTML, they can continue to streamline document viewing and reduce the need for external software.

Why Embed a PDF in HTML?

Sharing a PDF online is far easier to do today than it was just a decade ago. For many years, the two most commonly used options were providing a link to download the file directly from a server or sending it as an attachment in an email. Once the file was downloaded, it could be opened and viewed with PDF reader software installed on a computer. This, of course, introduced numerous security risks that are associated with downloadable files and email attachments.

The widespread adoption of cloud storage has made it very convenient to share a PDF file and even manage who has access to it. And since most modern browsers can view PDFs without needing to download the file, providing a link is typically all that’s necessary to pass the file along.

While this solution is usually sufficient for the personal needs of an individual user, it’s not a practical option for even a small-scale business when it comes to public-facing document management. Organizations want to retain control over their files with respect to how they’re accessed and displayed. By embedding PDFs in HTML, they can keep their documents within their secure application environment where they have full control over how they’re managed, shared, and viewed. For developers looking to provide a seamless user experience, building options for embedded PDFs into their software is critically important.

The Value of an Integrated PDF Viewer

Since most modern browsers can utilize HTML5 to render PDF files, developers could lean on those capabilities without building a dedicated PDF viewer for their application. That decision will very quickly lead to some unpleasant complications, however. In the first place, they are leaving a lot to chance in terms of the viewing experience. Not every browser renders PDF files the same way, so it’s very possible that two different users could have two very different experiences when viewing a document. In some cases, that could mean nothing more than a missing font that’s replaced with an alternative. But in other cases, it could mean that the document doesn’t open at all or is missing important graphical elements.

This approach also forces users to make do with whatever PDF functionality is incorporated into their browser’s viewer. In most cases, that will mean subpar search performance, a lack of responsive mobile controls, and no annotation features. The browser may also have trouble with some of the less common PDF specifications, making it impossible for some users to even view a document.

By embedding a JavaScript-based PDF viewer into their application, developers can ensure that documents will display the correct way every time. Since the viewing is handled through a viewer embedded into the web application by default, it will be the same no matter what kind of browser or operating system is being used. A customizable viewer also allows developers to adjust the interface to permit or hide certain features, such as downloading or markup tools.

The open-source PDF.js library is a popular choice for many web applications, but it comes with a number of well-documented shortcomings. In addition to lacking key features like annotation, it also doesn’t support the entire PDF standard and does not provide a responsive UI for mobile devices. For developers looking to add more robust features, working with PDF.js often entails quite a bit of additional coding and engineering to build those capabilities from the ground up.

Embed PDFs in HTML with Accusoft PDF Viewer

Accusoft PDF Viewer takes the foundation of PDF.js and provides robust enhancements to meet the viewing needs of today’s applications. In addition to incredibly fast text search, expanded PDF standard support, and optimization for high-resolution displays, this lightweight SDK is also equipped with a responsive UI that adapts automatically to mobile screens. Developers can integrate essential mobile features like pinch to zoom quickly and easy, with no additional integrations or engineering required.

With no external dependencies or complicated server configurations, Accusoft PDF Viewer integrates into a web-based application with less than 10 lines of code. Once the viewer is in place, developers can embed PDFs in HTML and easily render them to provide a state-of-the-art PDF viewing experience regardless of the browser or device users have at their disposal. And since the UI can be customized to your application’s needs, there’s no reason to sacrifice control for the sake of viewing convenience.

Accusoft PDF Viewer is a JavaScript SDK that you can incorporate into your application environment quickly and easily to provide much greater viewing control and functionality than is possible with a standard browser viewer or base PDF.js library. If you’re planning to embed PDFs in HTML as part of your software solution, taking just a few moments to integrate versatile and responsive viewing tools can ensure a high-quality viewing experience. Download Accusoft PDF Viewer Standard Version today at no cost to see how easily it can transform your application’s HTML5 viewing potential.

For additional features like annotation, eSignature, and UI customization, contact one of our solutions experts to upgrade to Professional Version.

Today’s applications need tremendous versatility when it comes to document management. Developers are expected to deliver tools that can handle multiple file types and have the ability to share them securely with internal users and people outside the organization. As more companies transition to remote-first work environments, online (and secure) collaboration tools are becoming a must-have feature. One of the major challenges facing developers is how to adapt existing document technologies and practices to an increasingly interconnected environment without creating additional risks.

Rendering and Conversion Challenges of Microsoft Office

Microsoft Office (MSO) files have long presented problems for organizations looking for greater flexibility when it comes to viewing and marking up documents. This stems in part from the widespread reliance on the Office software itself, which held a staggering 87.5 percent share of the productivity software market according to a 2019 Gartner estimate. Companies of all sizes across multiple industries rely on programs like Word, Excel, and PowerPoint, but there are many instances where they would like to be able to share those documents without also surrendering control of the source files.

The challenge here is twofold. On the one hand, if an organization shares an MSO file with a client or vendor, there’s no guarantee that the recipient will be able to view it properly. They may not have access to Office, in which case they can’t open the file at all, or they may be using an outdated version of the software. While they may still be able to open and view the file, it may not display as originally intended if it uses features not included in previous editions of Office.

On the other hand, however, sharing files outside a secure application environment always creates additional risk. Microsoft Office documents are notoriously attractive targets for hackers seeking to embed malicious code into files, and older, unpatched versions of the software contain numerous known vulnerabilities. Sharing MSO files with an outside party could quickly result in the file being exposed to a compromised machine or network. There’s also a question of version control and privacy, as a downloaded file could easily be copied, edited, or even distributed without authorization.

Unfortunately, it has proved quite difficult to natively render MSO documents in another application. Anyone who has had the misfortune of trying to view or edit a DOCX file in Google Docs will understand the challenges involved. While it’s certainly possible to render MSO files in a different application, the end result is often a little off the mark. Fonts may be rendered incorrectly, formatting could be slightly (or drastically) off, and entire document elements (such as tables, text fields, or images) could be lost if the application doesn’t know how to render them properly.

Rendering MSO Files Natively with PrizmDoc Viewer

As a fully-featured HTML5 viewing integration, Accusoft’s PrizmDoc Viewer can be deployed as an MSO file viewer that renders them like any other document type. However, this doesn’t provide a true native viewing experience, which many businesses require for various compliance reasons. Fortunately, the PrizmDoc Server’s Content Conversion Service (CCS) allows applications to natively render MSO documents with a simple API call.

The MSO rendering feature allows PrizmDoc to communicate directly with an installed version of Microsoft Office, which ensures that every element of the file is rendered accurately within the HTML5 viewer. For example, a DOCX file opened in Microsoft Word should look identical to the same document rendered within an application by PrizmDoc Viewer. Once the document is accurately rendered, it can be shared with other users inside or outside an organization. This allows people to view and even markup MSO files without the original source file ever having to leave the secure application environment. It’s an ideal solution for reducing security risks and eliminating the possibility of version confusion.

Converting Additional MSO File Elements

In many instances, organizations need to share MSO files that have already been marked up or commented upon. This could include Word documents with multiple tracked changes or PowerPoint slides with extensive speaker notes. Those additional markups could be important elements that need to be shared or reviewed, so it’s critical to include them during the conversion and rendering process.

Using the server’s CCS, PrizmDoc Viewer can convert Word documents with accepted or rejected markup changes when converting the file into a different format (such as converting an MSO file to PDF) or rendering it for viewing in the application itself. The same capabilities extend to PowerPoint presentations with speaker notes. When converting these MSO files, the outputted version can consist of slides only or include the speaker notes along with them.

These conversion and rendering capabilities provide developers tremendous flexibility when they’re integrating viewing features into their applications. They can easily deploy them to help their customers collaborate and share MSO files without having to remove them from a secure environment. It’s also a winning feature for end users, who don’t need to worry about downloading files or having access to the latest version of Microsoft Office.

Improve Your Document Capabilities with PrizmDoc Viewer

With its extensive file conversion, redaction, and annotation capabilities, Accusoft’s PrizmDoc Viewer is an essential integration for any document management platform that requires an MSO file viewer. It provides support for dozens of file types to give applications the flexibility needed to meet the demands of today’s complex workflows and improve efficiency. As an HTML5 viewer, it can be integrated into any web-based solution with minimal development effort, which frees up valuable resources developers need to focus on the innovative features that will help set their applications apart in a competitive market.

To learn more about PrizmDoc Viewer’s robust feature set, have a look at our detailed fact sheet. If you’re ready to see what our HTML5 viewer will look like within your application environment, download a free trial and start integrating features right away.

Few document formats are more common than XLSX spreadsheet files. Although many alternatives are available, most enterprises continue to rely on the broad (and familiar) functionality of Microsoft Excel when it comes to their spreadsheet needs. However, few organizations take the appropriate steps to ensure Excel spreadsheet security, which could leave their private data and formula assets exposed to substantial risk.

As a third party dependency, Excel represents an obvious security gap that could easily be exploited. Any time a file travels outside a secure application environment, there is a potential risk of data theft and version confusion. In any situation where files are travelling between separate applications, there is also an opportunity for malicious files to slip into unsuspecting workflows. By focusing on ways to shore up their Excel spreadsheet security, organizations can minimize risk and protect their sensitive data.

Excel Spreadsheet Security Risk #1: Malicious File Extensions

Most organizations are aware that opening a file attached to an email is one of the most common ways to introduce malware into a system. What they may not realize, however, is just how pervasive the problem is or how well those files are masked. It’s easy to identify a malicious email attachment when its name is a jumble of letters and it has an unfamiliar file extension. The real threat comes when it actually resembles something familiar and potentially legitimate.

Unfortunately, XLSX spreadsheet files are frequently used to distribute malware. According to a comprehensive cybersecurity study conducted by Cisco in 2018, Microsoft Office file extensions (such as DOCX and XLSX) were used by 38 percent of malicious email attachments, higher than any other format. These extensions are attractive to cybercriminals precisely because they’re so widely used. Someone working in a financial services organization, for instance, is usually quite accustomed to sending and receiving spreadsheets via email, so they are more likely to open an XLSX file out of curiosity.

Of course, this raises a separate question about basic cybersecurity. No organization today should be relying on poorly secured channels like email to share sensitive documents in the first place. By integrating native XLSX viewing and editing capabilities directly into their web applications, developers can provide the tools necessary to share spreadsheets without the risk of exposing collaborators to malicious file extensions. Embedding spreadsheet files into the application allows for easy access, but also keeps the file safely within a secure environment. Once users become accustomed to accessing spreadsheets this way, they’ll be less likely to fall prey to a malicious XLSX extension in their email. 

Excel Spreadsheet Security Risk #2: Insufficient Access Control

Spreadsheets can contain a great deal of information. Not only do they make it easy to reference data and carry out complex calculations in seconds, there’s a lot happening behind the scenes that may not be immediately obvious to the average user. Spreadsheet cells typically incorporate highly detailed (and often proprietary) formulas that help organizations to estimate costs, assess risk, and adjust revenue forecasts. For many industries, there’s simply no software that can compete with the extensive capabilities of spreadsheets.

But that versatility comes with a cost. Any user with a rudimentary knowledge of spreadsheets can easily reveal hidden information and examine the formulas behind the document’s calculations. And once they’ve downloaded their own copy of the spreadsheet, there’s nothing to prevent them from using it elsewhere, which can be a serious problem for any organization that depends upon its proprietary formulas to drive business success.

The root problem in this case comes down to who has control over the spreadsheet. When an XLSX file is shared, it can then be copied or even altered without the knowledge or permission of its original owner. The best way to maintain control over spreadsheets is to integrate native XLSX viewing capabilities directly into a web application. This allows developers to control which elements of the spreadsheet are being shared and prevents anyone from downloading a copy without permission. Since users can only interact with the spreadsheet on the terms set by the file’s owner, they can’t peek “under the hood” to obtain proprietary assets like cell formulas.

Secure Your Spreadsheets with PrizmDoc Cells

Accusoft’s PrizmDoc Cells is a powerful API integration that allows developers to provide dynamic spreadsheet viewing and editing capabilities within their web application environment. Far more versatile than traditional viewer integrations that offer only a static “print preview” image of a spreadsheet, PrizmDoc Cells makes it possible to scroll both vertically and horizontally and even enter information into cells to perform calculations. It’s the most secure way to provide access to spreadsheet resources without sacrificing control over editing permissions. And since the XLSX file never has to travel beyond a secure application environment, there’s no need to worry about malicious file extensions when sharing spreadsheets.

Developers can use PrizmDoc Cells’s whitelabeling features to customize its look and functionality within their application. From editing cell content and format to embedding graphics, they retain complete control over the way viewers interact with spreadsheet files to maximize security and protect vital proprietary information. To learn more about how PrizmDoc Cells can enhance Excel spreadsheet security within your application, visit our product page to explore this powerful integration’s features.

OnTask API is a solution created for software developers looking to integrate eSignature functionality into new or existing applications. Often, creating an in-house solution to solve for these needs is a costly, time-consuming process involving a large lift from team members. This new offering aims to cut down on deployment time, while scaling with the needs of growing businesses. 

The automated eSignature solution from OnTask can easily be embedded into applications, and is a white label product that is fully-configurable to company needs and branding guidelines. 

“We believe OnTask API is going to be a gamechanger for start-ups and businesses with less development resources,” states Steve Wilson, President. “This solution is going to help a lot of businesses save resources, while still being able to accomplish their digital document goals.”

OnTask API allows users to embed legally-binding eSignature technology, as well as workflows complete with document routing, fillable digital forms, and document upload features into their applications. Additionally, users have the ability to bulk launch workflows to collect large numbers of eSignatures and participant data at a single time.

“Our developers have taken all of the features users love about OnTask, and given them the ability to integrate it directly into the applications they’re already using,” says Wilson. “Users can still build complex workflows with conditional logic, but now they can be launched directly from their site or application.”

OnTask has helped small to mid-sized businesses across a variety of industries stay in compliance, collect legally-binding signatures, and save time where it matters most. The OnTask team is looking forward to the feedback from this latest release.

About OnTask

OnTask is a workflow automation tool that makes it easy for small to mid-sized businesses to digitally send and fill forms, get signatures on documents and automate overall business processes, saving time and resources. For more information on OnTask, visit www.ontask.io

TAMPA, FL, UNITED STATES, August 19, 2021 — The Tampa Bay Software CEO Council, founded by Tampa Bay Tech, selected Tampa Bay Area non-profit Computer Mentors as the recipient of the group’s annual fundraising efforts. This month, they presented Computer Mentors founder and Executive Director Ralph Smith with a check for more than $10,000.

“Every year we look for a local charity to connect with and the work Computer Mentors is doing to promote tech with area kids completely aligns with our mission,” said Jack Berlin, CEO of Accusoft. “The work they’re doing to empower kids to pursue careers in tech is instrumental to the future of Tampa Bay as a growing tech hub.”

Computer Mentors works to build opportunity through expertise for the underserved youth of the community. By establishing and building upon a fundamental skillset covering programming, entrepreneurism, public speaking, and more; Computer Mentors gives its students the tools and talent they need to become savvy, self-starting achievers in a tech-centric world.

The Software CEO Council comprises the area’s premier businesses, executives, and entrepreneurs of Tampa Bay’s technology community. Its mission is to create the largest communal ecosystem for tech startups in the state of Florida and put Tampa Bay on the map as a beacon for innovation and success, to foster talent and fuel growth. Council companies include A-LIGN, Accusoft, AgileThought, Bond-Pro, CrossBorder Solutions, Digital Hands, Geographic Solutions, Haneke Design, MercuryWorks, Sourcetoad, Spirion and SunView Software.

https://www.tampasoftwareceos.com/

“Tampa Bay Tech’s Software CEO Council represents several of our area’s most innovative, growing companies, and we are honored to be the recipient of their generous gift to our kids,” said Smith. “Donations like this help fund much-needed programs to help level the playing field for our kids and develop the next generation of talent right here in Tampa Bay.”

About Tampa Bay Tech:

Tampa Bay Tech is a 501(c) 6 non-profit technology council that has been engaging and uniting the local technology community for 20 years. Through their membership and partnerships their mission is to build a radically connected, flourishing tech hub where opportunity is abundant for all. With over 125 companies representing thousands of tech employees – as well as thousands of students within the area’s colleges and universities – Tampa Bay Tech provides programming and initiatives to connect the community, provide development opportunities, and support Tampa Bay’s growing workforce.

Jill St Thomas
Tampa Bay Tech
jill@tampabay.tech

About Accusoft: 

Founded in 1991, Accusoft is a software development company specializing in content processing, conversion, and automation solutions. From out-of-the-box and configurable applications to APIs built for developers, Accusoft software enables users to solve their most complex workflow challenges and gain insights from content in any format, on any device. Backed by 40 patents, the company’s flagship products, including OnTask, PrizmDoc™ Viewer, and ImageGear, are designed to improve productivity, provide actionable data, and deliver results that matter. The Accusoft team is dedicated to continuous innovation through customer-centric product development, new version release, and a passion for understanding industry trends that drive consumer demand. Visit us at www.accusoft.com.