Many companies receive paper documents that must be digitized and stored. Using Go Find It’s document processing software, you can divide them into smaller files to save space, increase efficiency, and streamline your workflow.
The benefits of document splitting include speedier completion of tasks, fewer hardware requirements, and better accuracy. It can also reduce the chances of fatigue or mistakes because it requires less hand or wrist movement. But how easy is it? We’re here to tell you all about it!
What Is Document Splitting?
Document splitting is a process used to divide documents into smaller, manageable parts. This process makes organizing and sharing large documents easier, especially in preparing documents for printing or distribution.
The steps involved are similar to those followed when preparing a document for printing or distribution. After a program extracts data, evaluates conditions, and applies rules when the condition is met, the document is split into pieces using the specified rule. This process helps ensure that the document is well-structured and easy to read.
In this way, document splitting helps organizations save time and avoid errors while processing large amounts of data. However, the process can be tedious. It requires a lot of effort and time for the participants to do it manually.
If you are in a business where you have to deal with many different business partners, you might find it difficult to split documents in this manner. However, today’s technology makes it easy to automate the process.
You can use Go Find It’s document management software, as it allows you to split your documents based on preset criteria, such as page count and the presence of text. This feature saves both time and effort.
How to Implement Document Splitting
Go Find It’s document processing software is designed to make this process as simple as possible. Primarily, you can quickly and easily create multiple documents from one single file. The software allows you to specify the number of pages you want in each new document and creates the appropriate number of output files.
The software also offers several other features, including the ability to extract pages from a PDF and save them as separate documents. In addition, it can export bookmarks and delete pages from a document after extraction.
Before implementing document splitting, it is vital to customize settings in the software to suit individual needs. For instance, users can split documents according to criteria such as a financial year or department. You can also split between multiple folders to organize information in their document management system.
The Document Split function can be configured to suggest splits to the user or automatically create separate files based on conditions. You can choose to apply the logic based on extracted data, text search, or field occurrence.
You can also set a number of pages after which the function inserts splitting separators. This option can be helpful when a file contains fixed-length documents, such as invoices and billing statements.
Alternatively, you can split documents based on several other criteria, including Page Count, File Size, TOC, or Top Level Bookmarks.
- Page Count – This option divides your document into files containing up to X pages. This mode is useful when you have a large document that needs to be divided into multiple smaller versions or when you are splitting up your files for different purposes.
- File Size – This option is helpful if a document is too large to send via email. You can split the document up into multiple parts, with each part being smaller than the maximum file size allowed to be attached per your email client, and send them one at a time.
- Split by TOC – This option allows you to import a Word document and split it into topics by the existing Table of Contents automatically. Choosing this option is particularly useful when using a template and needing to retain the title of the imported topic.
- Split by Top-Level Bookmarks – if you’re working with a PDF that is bookmarked by chapter or some other top-level qualifier, you can split the PDF into separate files, with each section or chapter becoming its own file.
Tips for Successful Document Splitting
There are a few guidelines that can make the process as easy and efficient as possible.
- Firstly, break documents into sections based on the subject matter. This step will help you to organize your content better and make it easier to find specific information.
- Secondly, group documents into smaller subsections to make them easier to handle. By breaking down documents into manageable chunks, you can save time and effort while still getting the necessary information.
- Thirdly, search through documents using keyword-based search algorithms. This approach helps identify relevant sections of documents and makes it easier to find specific information within a document.
By following these guidelines and tips, you can ensure that splitting necessary documents is as easy and efficient as possible.
Ready to Get Started Organizing Your Documents?
Document splitting is a simple process that can help you streamline document generation and archiving functions. It allows you to automate the process of splitting large, bulky files into smaller chunks that are easier to manage.
To support automation, you must choose user-friendly software. Making the right choice will make it easy for your employees to adapt to the new process and benefit from the many valuable functions.
Go Find It’s document processing software makes this task easy and efficient, so your team can focus on essential tasks. If you’re interested in learning more about how our software can help you save time and resources, reach out to us to schedule a free demo!